- General: The Holmdel Ski Club (herein,
the Club) is a not-for-profit social club.
are run with the intention of each trip breaking even.
All trip participants share equally in the expenses of a trip such that
trip participants do not benefit financially from any Club activity.
The Club's ByLaws are available here. Each
trip has a fixed price so that the participants know the final price when they
commit to the trip. Any exceptions to the fixed price will be explicitly
stated in the trip description. An example might be a potential increase
in airline taxes or fuel surcharges which is beyond the Club's control.
There are also rare cases where a late signup for a non-double
occupancy room might incur a "single surcharge" from the
- Membership: The Executive Committee
determines when and how a person becomes a member. The minimum
requirements are that the person is at least 21 years of age and has
attended a Club trip as a guest. Only members and their guests can
participate on Club trips. Guests cannot bring along other guests. A
prospective member is a non-member who has requested to be placed on
the Club's mailing list.
- Setting the Price: The Club's
Executive Committee estimates how many people are
expected on the trip. If the Club estimates 40 people, then the
Club breaks even at 40 people, has a surplus if there is more than
40, and loses money if there is less than 40. The surplus and loss is usually very small, maybe between $5 and $10 per person.
If there is an anticipated surplus, then the Club will provide extras such as wine and cheese on the
bus or a wine and cheese party at the resort. If there is an
anticipated loss, then some of the planned snacks
or perks are eliminated.
- Price Rates for Children/Seniors: The
Club will try to be as fair as possible, passing back any savings to
the child/senior. Please realize that when the Club purchases
group lift tickets, the age-related discounts, if any, might be
different than the discounts associated with full-price tickets. Proof of age will be required for special
age-related rates, especially for seniors, children, and teenagers.
- Minimum Age for Trip Participants:
We all know that minors cannot legally sign a contract and are
therefore not bound by the Club's liability waiver. However, despite what most parents believe, in most States, including New
Jersey, a parent also cannot legally sign away their child's legal
rights, so parental waivers
are not always
upheld in the courts. The State or the child (upon reaching
18) have the right to sue for perceived negligent acts or injuries that have
occurred to them during their childhood. Trip leaders and our Club's tour
vendors are at risk of years of future legal liability anytime a child participates on
a Club trip. Therefore, Club policy requires that participants on an
airline-based Club trip must be at least 18 years old by the first
day of the trip. The trip leaders of Club bus trips might allow younger
participants - please check with the trip leader on the age policies
affecting a given trip.
- Physical Checks
for all trips are
to be made payable to "Holmdel Ski Club" and mailed to the Club's treasurer
at the address below (Yep, it's in Colorado). Your check will not
be deposited until the person is confirmed on the trip. The
Club strongly encourages members to use their bank's billpay service
to send trip deposits, rather than sending a handwritten letter.
This is because the outside of billpay envelopes have a destination
barcode that automates the sorting progress through the USPS system.
Handwritten checks have to go through a manual barcoding process
that seems to increase their chances of getting lost or delayed.
Also, most billpay services have a distribution center in Denver, so
it takes less time for the letter to reach its destination in
Frisco, Colorado. Upon mailing,
please send an email to
and the trip leader's email address so that they can anticipate your
letter and reply to your email when the letter is received.
Note that since the Treasurer's address is a PO Box, you will not be able
to use UPS, FedEx, DHL, or any delivery service other than the
United States Postal Service.
Holmdel Ski Club
PO Box 2500
Frisco, CO 80443-2500
- Sending Trip Checks via Bank BillPayer Service:
If you are using a BillPayer service to send your trip payment then
make sure that the name you enter into the system is Holmdel Ski
Club, not the name of the Club's treasurer. Use the PO Box address
above. The Club does not use
account-numbers for trip participants, so you can leave "account
number" blank or enter any random value.
Upon issuing the BillPayer transaction, please send an email to
and the trip leader's email address so that they can anticipate your
letter and reply to your email when the letter is received.
- Direct Person to Person Payments/Refunds:
*******The Club no longer accepts
PayPal has revised its banking policies such that Clubs and
organizations can no longer use the "free" consumer part of PayPal's
service. PayPal's new policies would have resulted in a 2.9% fee
being deducted from each trip deposit, which would have cost the
club's members about $8,000 per year. Beginning immediately, all member deposits for trips must
be done via check and mailed to the Club's
The Club recommends that everyone who has previously sent the Club a
PayPal payment, should delete the "Holmdel Ski Club" contact entry
within PayPal. To do this on PayPal's mobile app, click the "Send"
button, which takes you to your list of contacts. Find "Holmdel Ski
Club" and press the "..." icon on the right side. Then click the
"Remove Holmdel" menu item, and confirm. For PayPal's web browser
interface, click the "Send & Request" link on the top menu bar.
Scroll down and click "Manage Contacts". Click on "Holmdel Ski
Club". Scroll down and click on "remove this contact".
If you accidentally send the Club a PayPal payment using your old
contacts entry, then the transaction will hang in limbo for 30 days,
or until you cancel it. To cancel your payment, you must use
PayPal's web browser interface (their mobile app doesn't have the
"cancel" feature) and click on "Activity". Under the Pending
transactions, you'll see "Holmdel Ski Club
hasn't accepted yet. cancel".
Click cancel and then confirm.
- Additional Surcharges: Any additional airline tax
or fuel surcharge imposed before our final ticketing is beyond the
Club's control and will require an adjustment in the final price to
be paid by the trip participants. If the airline charges for
checked baggage, then the trip participant is responsible for that
- Bounced Check Bank Fee: If you write a check to the
Club and it bounces, then you must reimburse the club for the bank
fee that is imposed onto the Club. Your reservation,
deposit, and/or final payment will not be considered complete until
the bank fee is paid. Typically, the bank fee is around
$20 per check.
- Single Signup Rate Policy: If a
person signs up for a trip as a single and requests a roommate, with
the goal of reserving a spot at the double occupancy rate, the Club
will attempt to match the single person with a roommate of the same
gender. If a roommate match is not immediately available, the
single person who signed up will be given an unconfirmed
reservation. As soon as the Club is successful in finding a
roommate match for the single person, the single person's
unconfirmed reservation is promoted to a confirmed reservation at
the Double Occupancy rate. If the Club is unable to find a roommate
match by the trip's Final Payment Due Date, then the single person
will be given a choice of one of three options:
- Cancel their reservation with a full and immediate refund.
- Cancel their reservation (eligible for a full refund) and
go on a wait
list with a contingency sign-up if/when another single person
subsequently signs-up for the trip so that both would pay the
Double Occupancy Rate; or
- Pay for the upgrade to a Single Occupancy room, if available, possibly
with a contingency of being refunded for the upgrade price if another
single person looking for a roommate subsequently signs-up for the trip.
Contact the trip leader if you are signing up as a single and
want to find out if there is another person that is looking for a
roommate. Note: If a person
cancels and the Club is left with a single person in a double
occupancy room, then the person who cancels will be responsible for
the single person surcharge if the club is unable to find a
replacement. See the Club's entire cancellation policy below.
Interpretive Observation: Since only the last male or the last
female to sign-up on a given trip would possibly be subject to the
above Single Signup Rate Policy, it is highly advantageous for
singles to sign-up as soon as the trips are announced. Note
that under no circumstances would a single person for whom the Club
cannot find a roommate ever be forced to pay a single surcharge or
suffer any financial loss.
- Trip Insurance: All participants are
encouraged to consider purchasing commercially available trip
cancellation or trip medical insurance. Providers frequently have
policies that support pre-existing medical conditions but only if
the enrollee purchases the policy within a certain number of days
from the initial trip deposit. The definition of what constitutes an
initial trip deposit can vary with different insurance companies. Is
it the date the person wrote a check or is
it the date that a person was confirmed on a trip? For people
sending the Club money during a pre-registration phase or for
waitlisted people, these dates could be weeks or even months apart.
- Filling a Trip:
During initial planning, a trip that is anticipated to have a high
level of member interest will be assigned to the Club's 3-Phase
registration process so that members and their guests can sign up
for trips in an orderly way. Key to the
3-Phase policy is using a sign-up prioritization point strategy based on
the member’s level of prior participation. The Club maintains a data
base that grants one frequent traveler point for each night a person
has traveled with the Club over the past
decade. For example, participants of the 2016 Sugarloaf bus trip
accrued 3 frequent traveler points, the Vail trip folks earned 7
points, and the Zermatt trip folks earned 11 points. The Club confirms
trip participants based on filling an available size room (i.e.,
single or double occupancy), so prioritization is based on summing
the points of the people that will occupy a room. In the rare case
of a tie, the points computation is changed to sum the last 9 years
(then 8, then 7, etc) until the tie is broken. The points
approach has been introduced to handle the case when more people
sign up for a trip than the Club has space. The multi-phase sign-up
approach described below has been introduced to avoid the frenzy
of a “whose check arrived first” approach. The published
single sign-up rate policy and
cancellation policy continues to apply to all
registration phases. Note that a member's frequent
traveler priority is relevant only within a single registration
phase. For example, a person who signs up during the Standard Member
Registration phase can never bump a person who was confirmed during
the pre-registration phase, regardless of their frequent traveler
For trips where the Club does not expect
to have a high level of initial interest, such as our weekend bus
trips, the signup process uses a separate Single-Phase Registration
process that has the simple first-come, first-serve model that the
Club has used for decades.
Holmdel Ski Club 3-Phase Registration Process (most airline
- [Optional] Pre-Registration Phase
Club sends members an email that includes an approximate description of a proposed trip with
best estimates for dates and possible destinations. Anytime during
the following 2 or 3 weeks, existing members and their guests
(see Guest policy) may
sign up and mail their escrow deposit payment. (Technically, the money sent
to the Club is considered an escrow payment rather than a trip
deposit since the Club does not yet have an official trip with an
official price. The checks are held and not deposited until there is
an official trip.) At the end of the signup period, the
prioritization is calculated and the people who signed up are
informed of their status: confirmed or wait-listed. The Club will
deposit the checks from all confirmed participants. If the final
published trip itinerary is significantly different than the
pre-registration approximate description, then participants are
eligible to cancel their deposit and receive a 100% refund (e.g.,
typically their check is shredded). Otherwise, standard
cancellation policies apply, which includes a $25 cancel fee. If
a member requests a single occupancy room but single-occupancy
pricing is not yet available, the member's escrow payment will be
held and not deposited. When the Club has a firm price from our
vendor the escrow payment can be applied or fully refunded. Members must _not_
take out trip insurance during the pre-registration phase since the
trip price and dates are fluid, and it is even possible that the
eventual trip is a different destination. When the Club has a signed
contract and can officially offer a trip at a firm price, a person's
escrow payment will be deposited in the Club's bank to make an official deposit.
Participants will be notified of the official deposit date so that
an accurate "date of deposit" value, trip date, airline, and travel
agent, can be entered into their insurance contract. Any
non-member, non-guest sign-ups received during this phase will be
deferred to the Open Call phase (see below).
Special Case: If a member is waitlisted at the
conclusion of this phase, and the member wants to transfer to
another trip that also has concluded its pre-registration phase,
then that member will be given priority ahead of signups that happen
during the Standard Member Registration phase. (The purpose of
this intermediary priority phase is to avoid members from gaming the
system by pre-registering for two trips when their intent is to
cancel from one if they got accepted to both. We want members to
pre-register for their preferred trip, then have the opportunity to
move their deposit to the other trip with a higher priority than a
member who is sitting back and waiting until the Club announces all
the details and pricing in the Standard Member Registration phase.)
- Standard Member Registration Phase (June/July-ish): The Club sends
members and prospective members an email with links to the Club's
trip web page that includes a
detailed trip itinerary (dates, destination, hotel) along with the
date when sign-up begins. Anytime during the
following 2-4 weeks, existing members and their guests may
sign up and mail their escrow payment. At the end of those 2-4 weeks,
the prioritization is calculated and the people who signed up are
informed of their status: confirmed or wait-listed. Any non-member,
sign-ups received during this phase will be deferred to the Open
Call phase (see below). (Note: This late in
the trip planning process it is much more difficult for the Club to
add/remove seats based on sign-up demand.)
- Standard Open Call Registration Phase: After the 2-4 week
Standard Member Registration phase
ends, trip sign-ups from members and non-members are prioritized on a
daily first-come first-serve
basis. A person is confirmed
on a trip when the deposit is received and the trip-specific sign-up form
is received by the trip leader. Non-member sign-ups (i.e.,
non-members who are not guests of a member) are permitted only
within the Open Call phase and are at the discretion of the Club's
Holmdel Ski Club Single-Phase Registration Process
(bus trips): The Club sends members and prospective
members an email with links to the Club's trip web page that
includes a detailed trip itinerary (dates, destination, hotel) along
with the date when sign-up begins. Anytime during the
following 2 weeks, existing members and their guests may
sign up and mail their deposit payment. A person is confirmed
on a trip when the deposit is received and the
trip-specific sign-up form is received by the trip leader.
Confirmation occurs on a daily first-come, first-serve basis. After
the 2 week period has concluded, the trip will begin to accept
non-member sign-ups (i.e., non-members who are not guests of a
member), who will also be confirmed on a first-come, first-serve
basis. Any non-member that completes their signup during the initial
2-week member-only period will have their signup held until the
initial member-only 2-week period has concluded.
- Guest Policy: A member or member-pair
(two members traveling together) may invite up to two guests to
travel with them on the trip. Members must explicitly inform the
Club that a person is their guest. From a
sign-up priority viewpoint, guests have no Club frequent traveler
points and will be confirmed on the trip only after all other member
sign-up requests have been processed within the given sign-up phase
time frame (pre-reg:2-weeks, member-only:3-4-weeks, open-call:daily).
For example, if a member signs up two guests during the
Pre-registration phase, those guests will be confirmed on the trip
(assuming there is space remaining) after all other pre-registration
member signups have been processed, which will be at the end of the
2-week pre-registration phase. Additionally, if a trip will reach
capacity by adding multiple guests, the frequent traveler points of
the guest's member host will be used to determine priority.
- Required participant documentation: Each trip
requires that 3 pieces of information are sent to the trip leader,
whose address is listed on the trip's sign-up form. They
are the trip-specific sign-up form, the trip-specific liability form
(must be hand signed and witnessed), and emergency contact info
(name, relationship, phone#). Each
person, including minors, must submit their own liability form.
If you are unwilling to sign your name to the statements on the
liability form, then please do not register for the trip.
The trip leader will require that all participants have a properly
filled out liability form before the trip begins. If you are parking
your car at the Ericsson facility, then you will also need to
provide your car identification info (make, model, year, color,
license plate) and agree to the conditions described in the
release document. Again, if you do not agree with the conditions
on that Ericsson parking liability release document, then you won't
be permitted to leave your car on their property.
- Why ask if only one queen/king bed is okay? For
some lodging properties the rooms may contain either one large bed
or two smaller beds. It would be helpful to the rest
of the Club members if the couples willing to share a bed would
identify themselves as requiring just 1 bed. The trip
leader shall maintain each person's bedding information in strict
- Post-registration Process: When you send your
check to the
Club's treasurer, please also send
an email to the trip leader with your participant registration info so that the
trip leader can be aware of your interest in the trip.
The Club has had situations in the past where a member's check got
lost in the mail and the trip leader didn't even know that they had
signed up for the trip.
- Use of Your Email Address: The email address that you
provide on the sign-up form will be seen by other trip participants
via emails from the trip leaders. If you do not wish to
have your email address visible to the other trip participants,
please contact the trip leader so that your email address will be in
a blind copy-to list.
- Children: Children
under the age of 21 must be accompanied by and room with a parent or
an adult club member who accepts responsibility for the minor and
obtains a consent form (if child is younger than 18) signed by the child's legal guardian.
Ownership/Transfer : Trip spaces are the property of the Holmdel
Ski Club and reservations are assigned to the names identified in
the trip sign-up forms. The Club retains the sole authority to
reassign cancelled spots to other members in order to maintain a
fair and equitable wait list selection process. Trip participants
may not sell, assign, or transfer their trip reservation. The only
exception to this policy is the transfer of a child's parent or
adult sponsor slot, since the Club requires all children to be
accompanied by and room with a sponsoring adult.
- Cancellation Policy:
A trip participant who cancels after their reservation has been
be liable for up to whatever they have already paid for the trip. The Club
will provide a refund based on what the Club can recover, on your
behalf, from the various carriers, agents, resorts, etc. with whom
the Club has arranged the trip, less a Club cancellation penalty of
$25. If a person cancels and the Club is left with a single
person in a double occupancy room, then the person who cancels will
be responsible for the single person surcharge if the club is unable
to find a replacement. Please recognize that such carriers, agents, resorts, etc.
generally assess penalties commensurate with the likelihood of them
being able to fill cancelled seats and beds. When the Executive
Committee deems a trip to be completely filled, then anyone who is
due a refund because of a prior cancellation will be issued a refund
within 2 weeks, less any applicable vendor penalties and/or fees
(e.g., airline name change fee, $25 HSC cancellation penalty). If a
trip does not fill, then all refunds will be disbursed after the
trip has completed and its final accounting is completed.
- Finding a Replacement: If
a member cancels their trip reservation, the trip leader will use
all reasonable efforts to find a replacement. Getting a replacement
does not necessarily lessen the penalties or fees charged to the
cancelling member or change the date at which any refund is made.
- Refund Transfers:
If a member cancels their trip reservation, when the dollar amount
of their refund is known, the member may request that the refund
amount be used as a deposit for another trip. Also, a member may
transfer a waitlist deposit check to any trip with openings.
- Airline Seat Cancellation Policy: A trip participant who
initially requests the Club to purchase an airline seat on their
behalf, and then subsequently requests to cancel that airline seat,
will be financially responsible for any potential penalty that the
airline might assess onto the Club. The Club doesn't typically know
if the airline will actually charge a penalty until the Club tickets
the seats, which is a few weeks before the trip. If it turns out
that the airline doesn't charge a penalty for the cancelled seat,
the Club will refund the participant's penalty amount after the trip
has completed and its final accounting is completed.
Code of Conduct:
- Trip participants are required to act in a respectful way
towards other trip participants and other people that are
encountered on the trip. The behavior of each trip
participant reflects upon the Club as a whole. The Club
has a long reputation within the ski and tour operator industry as a
Drunk, disorderly, abusive, or even unfriendly conduct that
adversely affects the other participant's ability to enjoy the trip,
will not be tolerated on Club trips.
- If a trip participant fails to abide by the above policy then
they risk being banned from future Club trips.