I. Payment Policy

•  Checks should be made payable to: Nordic Ski Club of Milwaukee (or NSCM). Since it is not always possible to confirm all fees and room rates prior to publication, final fees may vary slightly. If so, you will be notified by your trip leader.

•  Separate checks are needed for each trip.

•  Include a stamped, self-addressed business sized envelope with each weekend trip reservation.

•  Initial deposit of one-half the total amount must accompany your reservation form for weekend ski trips. Some lower cost car pool trips may require a payment of the total amount.

•  Final payment is due 10 days prior to the trip leaving.

•  You do not have a firm reservation until your deposit is received, even if you telephoned your reservation to the trip leader.

•  The club will pay any fees or make a donation for trail grooming at sites where we ski. This amount is included in your trip fee unless otherwise stated in the ski trip flyer.

II. Cancellation Policy

•  If you cancel your reservation and we, or you, can't find a replacement, you still owe the other half of the payment. NSCM will refund on a prorated basis all amounts it can recover, if any, on behalf of canceling members.

•  A bus trip containing two buses will be treated as one trip with regards to the cancellation policy. Both buses must be full for you to receive your entire payment back (minus the cancellation fee) even if there is a waiting list for one of the buses. Minocqua Bus 2 will be considered “full” with 24 people.

•  There is a $10.00 cancellation fee for weekend ski trips regardless of date or reason, even if a substitute is found. There is a $5.00 cancellation fee for all other trips.

•  We normally do not cancel trips due to cold weather or too much snow. We do, however, request that you follow the precautions, which will be announced by your trip leader.

•  If the snow is not adequate, the Program Chairperson and/or Club President at their discretion will: (a) instruct the trip leader to travel a reasonable distance (up to about one hour) from our place of lodging to ski areas with adequate snow, (b) attempt to relocate the trip (c) cancel the trip, if we can, without incurring a monetary loss, (d) hike the trails, (e) cancel the trip refunding on a prorated basis all amount which can be recovered on behalf of the scheduled participants.

•  Bus trips that are not filled to capacity may be cancelled at the discretion of the Program Chairperson or Club President. Scheduled participants will receive a full refund.

•  We attempt to make the decision as to whether or not the trip will "go" by the Wednesday prior to the trip. Always call the hotline for updated information prior to preparing for the trip.

III. Waiting Lists Policy

•  If the trip leader notifies you that a trip is filled, you may place yourself on a waiting list. The trip leader will contact waiting list participants when a trip vacancy occurs. Participants are chosen according to: (1) priority on waiting list (2) gender, depending on room availability (3) contact availability.

•  Checks will be deposited for all waiting list participants and a full refund will be issued if a vacancy doesn't occur or if you wish to be removed from the waiting list.

•  If you cancel your reservation and there is a waiting list, you may not find your own substitute for a trip cancellation. If there is not a waiting list, you may find your own substitute and once the check from the new participant has been received, you are only liable for the cancellation fee.

•  If a trip is filled and there is a long waiting list, we may attempt to schedule a second bus or upgrade to a larger bus, if feasible. However, it is not always possible to obtain additional lodging, and the price may vary to reflect different room rates.

IV. Non-member Policy

•  Non-member guests are invited and welcome on our trips provided they sign an "Agreement Not To Sue" form. The non-member guest will be assessed a 10% surcharge rounded up to the nearest dollar. If the non-member joins the club by the end of the trip, the surcharge will be waived.

V. Room Assignments

•  If you want to room with particular individuals, please indicate this on your reservation form.

•  On most trips, room assignments are 2 or 4 to a room with two double or queen size beds. Four to a room means two people per bed. Single rooms are not available. If you sign up for 4 to room accommodations and all are full, you will be given the opportunity to cancel your reservation or be assigned to 2 to a room.

•  Two weeks prior to the weekend ski trips, you will receive a letter from the trip leader explaining all of the particulars and listing the other participants for possible car-pooling. On bus trips, room assignment lists will be given to you on the bus.

VI. Miscellaneous

•  We do not permit smoking on the bus or in our lodging rooms.

•  Children are welcome and encouraged to attend our events if they are properly chaperoned.

•  The trip leader has explicit procedures to follow, set prior to the trip. And, the trip leader makes decisions based on the needs and desires of the majority of the participants. Please do not ask the trip leader to make exceptions to fit your personal desires, except for an emergency.

•  The bus does not make special stops to pick up out-of-town participants unless their location is on the route normally taken by the bus driver.

E. Please do not charge any items to your lodging room.