Trip coordinators are not expected to be financially liable for any unfilled accommodation charges for any reason other than their own absence.
The “Payment required” option on the GMMC trips calendar is only to be used for the big club trips (ie., New Years, Owl Prowl Howl & Turkey Trek) and must be pre-approved by the executive.
If you are creating a trip that will require payment from members, follow these steps as you are posting the trip:
Cost: DO NOT click the “Cost: Payment required” box. This box is reserved for the big seasonal Club trips. If you wish to put on a large trip (>20 participants) and use this function, contact the Club executive for permission. Any posted trip using the payment function will be removed. (The Club pays a significant percentage of the fees for the online transactions.)
If you don’t receive approval for the use of the payment option through the calendar, below are suggestions on how to handle the event:
In the “Itinerary” or “Additional Notes”, you may specify if you require pre-payment prior to signup. Some examples of how to ensure prepayment:
Make everyone go on the waitlist (make the Maximum Group Size = 1, and everyone will be forced onto the wait list). When they pay you the accommodation/course fee, move them to the Event List (refer to the ‘Moving Registrants from the Waitlist to the Event List’ section).
Specify that if payment is not received within ‘X’ days of registering, they will be removed from the trip.
Specify that if payment is not received by ‘X’ days before the trip, they will be removed from the trip.
State “after payment of the accommodation/course fee of $XX to the trip coordinator, the participant will be placed on the registration list. Please refer to the cancellation policy on the GMMC website for financial obligations should participants be required to withdraw.”
If you receive approval for the use of the payment option through the calendar, select the box and proceed with the steps noted below.
Member Cost: Enter the cost for members.
Non-Member Cost: Enter the cost for non-members.
Cost Includes: Note what the fee includes for.
Cancellation/Partial Attendance Statement: State “Please refer to the Cancellation Policy on the GMMC website for financial obligations should participants be required to withdraw.”
If you wish to post a sub-trip as part of a big trip (i.e., a group of climbers at Owl Howl & Prowl), first contact the relevant Chair. Most sub-trips can be organized the evening before, but sometimes you may need to know how much group equipment (i.e., ropes) to bring. Post your sub trip as a separate trip on the calendar, but make a note in the Itinerary that the participant must also sign up for the “mother trip” as well, or they will not have a place to sleep. Don’t collect payment for the “mother trip”.
**Not all trips require prepayment. It is up to the Trip Coordinator to decide if they want to make this a requirement.**