2012 Vail Trip

Trip Signup Policies

By signing up for a PSC trip, the participants attest that they acknowledge and agree to the policies stated below.

Trip Prices Subject to Change


Trip prices are subject to change prior to trip departure. While the PSC will make every effort to keep prices stable, the potential for late breaking increases is significantly higher than in past years. New or increased airport security fees, departure taxes, fuel surcharges, or changes in currency exchange rates may require changes in trip prices. Check the Trip Details pages periodically for the latest information.

Prices Based on Double Occupancy


The prices listed for our trips are based on double occupancy in hotel/lodge/motel rooms or condo rooms. When a single participant requests double-occupancy lodging, trip leaders will do their best to identify an appropriate roommate. If a roommate can't be found, the participant may have the option to pay an additional "single supplement" fee or drop off the trip without penalty. (The responsibility of getting a roommate technically belongs to the participant.) However, single rooms may not be available on every trip. In condo lodging, paying the single supplement only gurantees your own bedroom; you'll still share the condo unit with other skiers. Special arrangements such as triple, quad, six in a 2-bedroom condo, etc., must be requested by a complete group; the trip leader will not provide fillers. Reduced rates may be available for children, seniors, or cross-country/no lifts.

Special Note on Single Supplement Cancellations


A single-supplement participant cancelling from a trip may be responsible for substantial unrecoverable expenses, in addition to the regular cancellation fee, due to the following situations:
   • No replacement can be found for a single supplement package; or
   • The original airline reservation that would have been used for an additional participant sharing the participant's lodging accommodations has been released and cannot be reclaimed for use by another participant, or cannot be reclaimed at the original group rate.

Ground-Only Packages


Although we sell our trips as complete packages including the group air transportation to get you to and from the destination, we do our best to accommodate participants that are unable to fly with the group. Some people may live outside the greater Washington, DC area and need to originate from a different airport. Our tour operators are often able to arrange flight deviations in these instances, in which case your trip cost would be adjusted accordingly. Others may wish to obtain their own tickets, perhaps using frequent flier miles. If you obtain your own tickets we will reduce your trip price accordingly.
   • Every attempt will be made to accommodate ground-only participants on the scheduled ground transfers to and from the resort. Should this not be possible due to airline schedule changes or other factors, ground-only participants will be responsible for their own ground transportation.
   • In order to ride with the group from the destination airport to and from the resort, using our ground transportation, you must arrange your flights to arrive at or before the group's arrival and depart at or after the group's departure. Even so, there is an element of risk. Flight schedules—either yours or the group's—might change over the intervening months before the trip. Weather or other flight delays might prevent your timely arrival. The trip leader cannot hold up the rest of the group at the airport waiting for your arrival for more than a few minutes. If you are unable to connect with our bus, you will be responsible for your own ground transportation to the resort. Your trip price cannot be reduced for unused ground transportation, as that is not a separable component of our trip packages.
   • There is a small risk even if you obtain tickets on the same flights as the group. We sometimes change flights, airlines, or even airports in order to obtain better pricing, better schedules, or better connections. In a few cases we have even changed the dates of a trip—perhaps departing on a Sunday instead of a Saturday, or vice-versa. Date changes are more of a risk in the summer and early fall as we are finalizing the terms of the contracts with our tour operators. If you have already obtained tickets and the trip dates are changed, you will be responsible for changing your tickets as needed. If a date change prevents you from participating on a trip, the club will refund your deposits without penalty.

Special Note on Ground Package Cancellations


A ground-only participant cancelling from a trip may be responsible for substantial unrecoverable expenses, in addition to the regular cancellation fee, due to the following situations:
   • No replacement for a ground-only package can be found; or
   • The original air portion of the package has been released and cannot be reclaimed for use by a full package participant, or cannot be reclaimed at the original group rate.

Trips are For PSC Members


Trips are open to Pentagon Ski Club members. Membership must be current when signing up for a trip, and throughout the duration of a trip. For membership information, see How to Join the PSC and Cost to Join the PSC. A single membership entitles the one member to participate on a trip. With a family membership, your spouse (or significant other) and minor children may also participate. Most trips are also open to members of ski clubs that belong to the Blue Ridge Ski Council.

Wait-Listed Trips


Trips with the annotation "Wait Listed" mean that the trips have been filled. You may still apply for the trip, but you will be put on a waiting list. Getting on a waiting list early, by sending a check for the appropriate deposit (we won't deposit your check until we can confirm you on the trip, and you re-confirm that you still want to go), often guarantees getting on a trip, as others often drop out. Contact the trip leader for details concerning trips that are wait-listed

Passport Information


On the trip signup form (for trips outside the US), space is provided for you to enter information about your passport. As of January 23, 2007, a passport is required for all air travel between the US and Canada, Mexico, Bermuda, and the Caribbean region as explained in the U.S. State Department's Western Hemisphere Travel Initiative. You can no longer use a birth certificate and photo ID.

Insurance Information


Please review our guidance on Trip Insurance before you sign up for a trip.

Payment Policies


To secure your reservation, you need to mail the tripleader your deposit check (payable to the Pentagon Ski Club). The payment schedule is published on the Trip Details link for each trip, or check with the tripleader. Most trips require an initial deposit of $500 per person, but a larger deposit may be required on some trips. Include any additional interim payment, or the final payment, if they are already due or will be due soon. Reservations are not firm until the tripleader gets your check. The total amount due must normally be paid at least 45 days before departure, but in some cases it may be required earlier. When you sign up after the final payment date, you must pay the total cost immediately to be confirmed on the trip.

Cancellation Fees


A $10 per-person fee will be assessed for withdrawal from a trip or transfer from one trip to another. Deposits paid to secure reservations and any subsequent payments are refundable, less withdrawal/transfer fees, only insofar as the monies are recovered by the PSC in accordance with the terms of our contracts with our agents.

Disclaimer of Liability


The Pentagon Ski Club (PSC) is a non-profit organization whose members join together to enjoy various athletic and social activities. The trip applicant and his/her family acknowledge that sports such as skiing present a certain level of danger and that personal injuries can and do occur. The applicant and his/her family agree that the PSC, its officers, trip leaders, members, and agents shall not be liable nor responsible for, and applicant shall save and hold them harmless from and against, any and all claims and damages of every kind for injury to or death of any person or persons and for damage to or loss of property, whether or not caused by the negligence of the PSC, arising out of, or attributing directly or indirectly to, the operations, event, or events conducted by the PSC of which the primary participant or his/her family members are participants.

In the event of inclement weather, injury, or other causes of events beyond the control of the PSC which cause delay or necessitate medical care, special transportation other than that specifically contracted in a PSC trip, or other expenses, it shall not be the responsibility of the PSC to pay for resulting costs and expenses, including, but not limited to, additional lodging expenses, additional meal expenses, medical expenses, special transportation other than that specifically contracted in a PSC trip, or other similar expenses. As a condition of participation, the primary participant and his/her family members agree to abide by the rules and bylaws of the PSC, and while participating in the activities of the PSC to obey activity or trip rules and orders of the person(s) in charge of such activities. The primary participant shall ensure that all family members also comply with all applicable rules and orders of the PSC and the person(s) in charge of such activities.

 
 

 
       
                 
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