Club Policy

Extended Trips – Policies and Procedures

Important information, please read before booking a trip.

Submission of Applications:
An extended trip application requires the following components to be considered complete:

1. Completed application specific to the trip on the Club website and the $100 nonrefundable application fee payable to Cedar Springs Ski Club Inc. via PayPal/credit card.
2. The online membership application is completed, and payment is made to CSSC by credit card/PayPal.  “Member in Good Standing” no outstanding fees (including from previous years).
3. Payment for deposit and final payment completed on the date(s) indicated in the specific trip write-up.

Your “application” holds your place in line.  The trip leader will notify you of a successful application. Your application is not complete unless all elements outlined above are met. Cedar Springs Ski Club Inc. may reject and return any application that is considered incomplete. The Club processes over 300 extended trip applications every ski season. Please help us by carefully reviewing the above and submitting your extended trip payments as outlined on the specific trip.

We do our best to accommodate everyone.  However, there are a limited number of spaces available for each trip.   All extended trips have a contracted, fixed number of spaces.  We process applications on a first-come, first-served basis.  On registration night, one person can sign up for others based on the occupancy of the accommodations (i.e., double occupancy: up to 2 people; quad occupancy: up to 4 people). The popularity of our extended trips requires us to adhere to these policies so that each member has an equal opportunity to sign up for extended trips.

We cannot accept applications via courier, phone, or e-mail.

When the Trip is Sold Out:
If we receive your application and the trip you are applying for is full, we will place you on the waitlist and notify you. To remain on the waiting list, you must complete the application by paying the $100 application fee. If space becomes available before the trip closing date, the people on the waiting list will be contacted in order. If you are contacted, you will be given a fixed amount of time to confirm your attendance on the trip and make the applicable payments as directed. If you do not confirm within the required time, the available space will be offered to the next person on the waiting list.  If there are no spots on the trip, your $100 application fee will be refunded.

All extended trip participants must be members of Cedar Springs Ski Club. Individuals 18 years of age and under must be accompanied by an adult member (19 years of age or over).

Trip Cancellation:
Trips organized by the club alone:
If you cancel your trip after completing and accepting your registration, the $100 application fee is not refundable.

If you cancel after the Balance Due Date, the club will attempt to fill your spot on the trip.  If a replacement is found for your spot, your payment, less the $100 application fee, will be returned after completing the trip reconciliation. If the club cannot fill your space, you will still be responsible for costs incurred on your behalf (your share of the room cost, bus seat cost, etc.).  There is a possibility of a minimal refund for lift tickets that were not already purchased or a separate meal was included in the price; however, no payments will be made until after the trip and reconciliation are completed.

Trips organized by a 3rd party (all trips with air travel):
For trips organized by travel agents, cancellations are subject to their terms and conditions in addition to the $100 application fee, payable to the club.  Insurance premiums (if purchased) are non-refundable, even if your trip is resold.

If your spot can be resold, you will be charged the $100 application fee plus all additional cancellation and change fees incurred by the Club on your behalf, including charges and penalties from the travel agent where applicable.  These amounts will be deducted from any monies refunded.

Trip Insurance:
Trip cancellation insurance is available to all members for trips organized through a travel agent. The travel provider provides this optional insurance. If a member has chosen to purchase trip interruption and cancellation insurance, it is the member’s responsibility to be aware of the policy details and how it may or may not apply to their circumstance.

All inquiries regarding insurance policies will be answered directly by the insurance carrier.

Trip cancellation insurance is not available when the Club organizes a trip directly.

Airline travel & ticketing:
For all trips by air, the member must complete all trip application forms with the correct name as identified on the member’s passport; this is the name the airline tickets will be issued.  Airline regulations stipulate that the airline ticket’s name must match the passport’s name.  Any changes/corrections to your ticket will result in a change fee as imposed by the airline. Charges vary by airline, $200+.

Passports Requirements:
Travel by any means into the USA and Europe requires a valid passport. The European Union countries require Canadian citizens to have a passport with a minimum validity of 6 months to enter. Cedar Springs Ski Club Inc. assumes no responsibility and no liability for anyone who, for any reason, is denied entry at the border or, in the case of air travel, is denied boarding privileges.
Click here for more information on documentation requirements for U.S. border crossings.

Customizing Your Trip:
Please remember that Cedar Springs Ski Club Inc. is not a travel agent. Where possible, if you are considering deviating from the Club itinerary, we will do our best to help you make arrangements outside of the club trip.  However, there are limits to what we can do, and we cannot guarantee that we can provide what you request.  Deviation fees and penalties for itinerary changes will apply and vary depending on the nature of your request and the trip.

Photos:
Please respect your fellow members’ wishes for privacy and refrain from taking their pictures without their consent.

One Last Thing:
Please be sure that you read, understand, and agree to the above policies and procedures before booking an extended trip.
Have a wonderful time, and we look forward to seeing you on the slopes.

Day Trips – Policies and Procedures

Day Trips – Policies and Procedures

1. Bus Costs and lift tickets are payable online in Canadian funds.
2. Only members and guests will be allowed on the bus, if they have pre-registered and prepaid on-line. Individuals 17 years of age and under must be accompanied by an adult member (over age 18). No last-minute walk-ons are allowed and there will be no cash transactions on the bus.
3. A member must register their guests online and pay bus and lift costs when booking their day trip. You want to make sure your guests are committed to showing up as you are responsible for the cost of their bus seats (and lift tickets, if pre-purchased). Note: Guests are allowed to join day trips 2 times before they are required to become a member.
4. When you book your trip online, indicate in the comments box if you would like to be on the same bus as another member.  Provide their name and membership number if possible. Also include other comments, e.g. I’m driving and will meet the bus at the ski resort.
5. It is your responsibility to cancel the day trip booking, if you are unable to attend. (refer to cancellation policy for details).
6. You must remain on the same bus you are assigned and occupy the same seat on the bus for the return trip. No exceptions please.
7. The Bus captain will announce any special instructions specific for each resort before members disembark, upon arrival at the resort. (i.e., designated area for our group to change, lunch protocols/ reservations, etc.).
8. U-drive option: You can drive on your own and meet us at the ski resort but you must pre-register/lift ticket paid before the booking deadline. Please indicate in the comments box, that you are meeting the bus at the ski resort.
   U-drives must meet the bus promptly at the ski resort to pick up their group lift ticket(s).

Please respect your fellow members and guests who wish for privacy and refrain from taking their photos without their consent.

How to Book for a Day Trip:

The booking deadline is 7:00 pm Wednesday for  Saturday and Sunday day trips. For mid-week day trips the booking deadline is at 7:00 pm on the days noted in the day trip schedule.

To book a day trip go to the Day Trip Schedule and click on the “Book a Day Trip” button as they become available. On the Day Trip Booking page carefully read the instructions and then select the destination you want to go to.  Follow the instructions.

For any technical issues or help utilizing the online booking, please contact our website administrator directly with specific details: [email protected]

Spaces on the bus for day trips are limited and available on a first-come basis. It is strongly recommended you register hours before the deadline, to ensure you have a spot on the day trip bus. As the bus(es) are pre-booked, we may have limited space on some day trips.

Cancellation and “No Show” Policy
It is your responsibility to cancel if you are unable to attend the day trip.
To cancel reply to your day trip booking details email advising that you wish to cancel. This email contains all the information needed to provide you with a refund in a timely manner, less any penalties as per club policy outlined below.

Burlington Departure Time:

Buses depart from and return to the Guelph Line Carpool Parking, North Service Road at Guelph Line and QEW in Burlington. The bus will be parked in the southwest corner of the parking lot.
Buses depart promptly at 7:00 am except as noted on our schedule. Arrive early enough to give yourself time to park, stow your gear and get seated on the bus. When more than 1 bus arrives, please check with the Bus Captain for your bus assignment. Please note on weekdays the parking lot can get very congested, arrive extra early to get yourself a parking spot and carpool where possible.

Return Departure Time:
Buses depart the resorts for the return trip to Burlington as noted on the Day Trip schedule. You must return on the same bus as you departed on and occupy the same seat on the bus for the return trip. No exceptions please.

What to bring on a day trip:

• Mandatory – Valid identification for you, your family and your guests, for all trips as destinations can be changed due to weather or snow conditions.
• Membership card.
• Proof of appropriate medical insurance.
• Skis/snowboard, and poles must be packed in a ski bag placed under the bus.
• Ski/snowboard boots may be taken inside the bus, if they are in a bag and  fit under your seat.
• Extra mitts/gloves, clothes in case it is colder than expected.
• Anything else you consider essential.
• Smiles

U.S. Border Crossing Information

Cedar Springs Ski Club Inc. includes U.S. resort destinations on the trip schedule. All members and their guests must have the necessary documentation required to cross the border into the U.S. and to return to Canada. Cedar Springs Ski Club Inc. accepts no responsibility for members and their guests who are unable to cross the border due to lack of sufficient documentation.

Please be responsible and check the documentation required for either Canadian citizens or Non-Canadian citizens in advance, and also check what food items you can bring into the United States for personal use, (to avoid delays and/or penalties), reference https://www.cbp.gov/travel

A valid PASSPORT (recommended) or Enhanced Driver’s License or NEXUS Card. Your regular driver’s license is not deemed suitable identification.
Children under the age of 18 must be accompanied by an adult, parent or guardian and must have requisite documentation. Reference: Children and travel – Travel.gc.ca

Without proper documentation, we request that you do not board the bus in Burlington.

What You Can’t Bring Across the Border:

The following are restricted items that may NOT be taken into the U.S.A. because they may carry animal and plant pests and diseases: meat, fruit, vegetables, plants, soil and products made from animal or plant materials. Be aware that these items may be confiscated by the U.S. Customs and Border Protection upon your entry into the U.S.A.  Please respect this restriction when planning to bring lunches or snacks to U.S. ski resort destinations, as the confiscation of items will delay the entire trip and limit our time on the slopes.
For additional information please refer to:  https://www.dontpackapest.com/

For all U.S. destinations:

• Bus fees and lift tickets are payable online in Canadian funds when booking for the trip. It is recommended you bring U.S. currency should you wish to purchase food and beverages at the resort.
• On the bus, all members and guests must have their ID/documentation on them, not in their luggage.  This will minimize delays at the border.
• When arriving at the border please listen to the bus captain.  Please be quiet while documentation is being checked by Customs officials.  Only speak if you are asked by the Customs officials.  This will minimize delays at the border and get us all on the slopes sooner.
• All children must have appropriate identification including letters of authorization signed by a parent or guardian.
• The Ontario Health Insurance Plan is limited and does not cover the full cost of accidents in the U.S.  It is recommended when traveling that you have additional out of country medical insurance.  This may be available through the benefits plan at your place of employment.  It is also available through most financial institutions or CAA.

Please be sure that you read, understand, and agree to the above policies and procedures before booking a day trip.

Other Important Information

• Requirements for U.S. border crossings.