Lodge Reservation guidelines

1. No calls will be taken after 9pm unless they are related to an emergency at the VT lodge.
2. Once the weekend room assignments have been finalized and sent to the lodge, they CANNOT be changed.  Under no circumstances is a member to call the lodge reservation chairperson Friday evening to request room reassignments.
3. Members/guests staying at the lodge are not allowed to change room assignments without the knowledge of the lodge reservation chairperson.
4. All e-mail reservation requests/questions/cancellations must be sent to the reservation e-mail address:reservations@gardenstateskiclub.com.  E-mail reservation and cancellation requests should be made 24 hours prior to the Tuesday meeting.  E-mail reservations and cancellations made less than 24 hours prior to the Tuesday meeting may not be honored.
5. Any reservation related e-mail sent to the lodge reservation chairperson’s personal e-mail address will not be answered.
6. All phone reservation requests/questions/cancellations must be made using the lodge reservation phone number (201) 914-5063.  Phone reservations and cancellations should be made 24 hours prior to the Tuesday meeting.  Phone reservations and cancellations made less than 24 hours prior to the Tuesday meeting may not be honored.
7. Any reservation related phone call made to the lodge reservation chairperson’s personal phone line will not be addressed.

Lodge Shares

1. Shares are sold only to members (regular and provisional) and there are NO REFUNDS for unused portions of shares.  Written appeals may be submitted to the lodge committee for illness/injury.
2. Members who purchase shares will be allowed to reserve dates prior to opening the seasonal reservations to other club members.
3. Shareholders may switch weekends provided a bed is available.  These requests will be made on a first come/first serve basis.  Shareholders may not bump any other member with a paid reservation and must make any and all changes 24 hours prior to the Tuesday meeting before the reserved weekend.
4. No reservation for shares can be made unless accompanied by a properly completed Vermont Lodge Reservation Request Form –Shareholder Only and full payment by check.  Only checks and money orders made out to Garden State Ski Club will be accepted-NO CASH.
5. No reservation can be made or space held without full payment at the time of the reservation.
6. Shareholders may request a preferred room on a first come first serve basis.  Every effort will be made to grant the request.  All requests are based on availability and not guaranteed.

Non Share Reservations

1. Reservations for the GSSC Vermont lodge start THREE Tuesdays before the desired weekend and take place at the regular Tuesday meeting.   Each Tuesday reservations can be made for the current week and the following 3 weeks ONLY.  The week runs Tuesday to Tuesday. A list of dates that reservations are being accepted will be posted in the vicinity of the reservation table.
2. Reservations can be made at the reservations table only.  Reservations will be accepted 30 minutes before the scheduled meeting start time of 8:30 for both regular and table top meetings.  Reservations will be closed 30 minutes after the adjournment of each regular meeting.
3. Any reservation request submitted for dates outside the 3 week window will not be honored until the reservation window is open, and then the reservation will be added only AFTER all the “in person” reservations have been accepted.
4. Reservations can only be made by members (regular and provisional); a non member is considered a guest.
5. Room assignments are done to best utilize the available space.  Sometimes, members/guests may not get the bedding assignment that they want.
6. No reservation can be made unless accompanied by a properly completed Vermont Lodge Reservation Request Form and full payment by check.  Only member checks and money orders made out to Garden State Ski Club will be accepted-NO CASH.
7. A Vermont Lodge Reservation Request Form must be filled out for each individual reservation being made and a separate check must accompany each reservation request form.
8. No reservation can be made or space held without full payment at the time of the reservation.
9. A refundable key deposit of $5 (cash only) is required for each key issued.  Members are allowed one key only.  Non members cannot have keys.
10. All members and guests must follow all lodge rules and lock-up procedures.
11. The lodge committee reserves the right to assign or change room assignments as required to best serve all people staying at the lodge.
12. All members are restricted to 10 consecutive mid-week days as the lodge is not intended to be a semi-permanent residence.  The lodge committee reserves the right to deny privileges to anyone abusing the policy.
13. It is the responsibility of each member to remember their reservation dates.  The lodge committee and or lodge reservation chairperson are not responsible to remind members of upcoming reservations.   Any reservation missed will count as a “used” weekend and no “make up” weekend or refund will be given.

Guest Sign up

1. 1. All guests must properly complete a Vermont Lodge Guest Information Sheet before a reservation can be made.
   2. The Vermont Lodge Guest Information Sheet must be attached to the Vermont Lodge Reservation Request Form and submitted with full payment by check.  Members must pay for their guest; checks from non members will not be accepted.  Only checks and money orders made out to Garden State Ski Club will be accepted – NO CASH.
   3. No reservation will be made or space held without a fully completedVermont Lodge Guest Information Sheet and full payment for the guest.

• The Vermont Lodge Guest Information Sheet must be completed and returned PRIOR to the reservation date.
• A guest MUST be accompanied by a sponsoring member and at all times is the SOLE RESPONSIBILITY of said sponsoring member.
• Guests are not allowed to have a key; the sponsoring member is responsible for giving them access to their room and other parts of the lodge.
• Members are not allowed to solicit other members to sponsor or care for their guests. 

Refunds/Credits

PRIME WEEKENDS: (New Years, ML King, and Presidents weekend and up to 4 race weekends)
A) SHAREHOLDERS (members only, non-members cannot purchase shares)

1. A shareholder who cancels any time during the 3 weeks prior to each of the prime weekends is subject to a $20 per person cancellation fee and forfeiture of their share weekend if the bed is not re-rented.
2. If the bed is re-rented, the shareholder can transfer their share weekend to another weekend during the ski season provided there are beds available.  No refunds are given to shareholders for canceled/unused share weekends.
3. If the bed is not re-rented, the shareholder will forfeit their share weekend and be charged a $20 per person cancellation fee.
4. A “no show” for the entire weekend (Fri and Sat) will be treated as a late cancellation.  The shareholder will forfeit their share weekend and be charged a $20 cancellation fee.

B) NON-SHAREHOLDERS (members and guests)

1. A non-shareholder (member)/guest who cancels any time during the 3 weeks prior to each of the prime weekends will be subject to forfeiture of all funds paid if the bed is not re-rented.
2. If the bed is re-rented, the non-shareholder (member)/guest can ask for a refund of monies paid or apply the monies paid to another weekend during the ski season.
3. If the bed is not re-rented the non-shareholder (member)/guest will forfeit all monies paid for their reservation.
4. A “no show” for the entire weekend (Fri and Sat) will be treated as a late cancellation.  The non-shareholder (member)/guest will forfeit all monies paid for their reservation.

C) Non Prime weekends

1. Refunds/Credits will be allowed if the cancellation is received by phone or e-mail 24 hours PRIORto the start of the Tuesday meeting before the reserved weekend.  In person cancellations will be accepted PRIOR to the start of the Tuesday meeting before the reserved weekend.
2. If cancellation is made 24 hours prior to the Tuesday meeting or in person before the Tuesday meeting: A share-holder can transfer to another date during the ski season, no refunds are given for unused shares.  A non shareholder can apply monies paid to another reservation during the ski season or receive a full refund at the end of the ski season.

Note: Written appeals can be submitted to the lodge committee and will be considered on a case by case basis.

Racers

1. GSSC Racers will be allowed to reserve race dates ONLY (up to four weekends) following season share holders and prior to opening the seasonal reservations to other club members.
2. Each year the first weekend of February is blocked for all racers who are invited by the club to participate in the New Jersey State Race.  Reservations for this weekend will open up to all other members 2 weeks prior to the race date.

Wait Lists

1. Wait lists will apply for all weekends that are over booked.
2. Wait lists will be taken only with full payment which will be held but not deposited.  If the wait list does not clear, the member may pick up their check the following week.