A “lottery deadline” shall be published each year at the time the Club begins accepting deposits for trips. On that date the Treasurer shall remove all mail from the ski club PO Box and bring the records of ski trip deposits up to date.
Trip leaders will be informed of those who have made a deposit for their trip. (The list of those who have signed up for each trip will only be communicated to the leader of that trip. For security reasons, trip rosters will not be put on the website or made public to the entire membership.) For trips that are clearly NOT overbooked, the trip leader will inform the participants that they will not be subject to a lottery and, therefore, are guaranteed a place on the trip.
For trips that are clearly overbooked or may be overbooked (depending on gender mix, etc.), the trip leaders will confirm/determine whether the trip actually is overbooked. At this time, they may decide to make arrangements to increase the capacity of overbooked trips.
The trip leaders for trips that are actually overbooked will contact all of those who have made deposits for their trip to inform them that the trip is overbooked. They will ask 2 questions of depositors:
Do you want to be in the lottery as a group (in concert with one or more individuals)?
Do you choose to drop out of the trip to help others to be able to go? (This is included because on more than one occasion, folks have voluntarily dropped out at this juncture.) The deposits of those who drop out will be returned to them in full.
After the tasks described in Step 4 above are completed for all overbooked trips, the time and place of the lottery will be established and announced to the entire membership.
Trip leaders of overbooked trips will be encouraged to attend the lottery. If not possible, we need explicit instructions about the conditions for filling the trip roster.
At the lottery for each trip, the names of all who still want to attend that trip will be put on a slip of paper. Those who want to be involved in the lottery as a group will be placed on a single slip of paper. Those who are immune from the lottery because of the rules about immunity will automatically be placed on the roster first. A person or group chosen by lottery to be placed on the waiting list for one trip shall be exempt from the lottery for other trips for which they have registered during the same year.
Names will be drawn for trips in chronological order of the dates of the trips. (Remember, those who lose out on one trip are automatically placed on the roster for other trips for which they have made deposits.)
The names drawn in the lottery will be placed on the roster in the order in which their name was drawn. The lottery will continue until all names have been drawn. The names of those who cannot be accommodated on the trip will be placed on the waiting list in the order in which they were drawn.
When the number of those who have made deposits for a ski trip exceeds the capacity of that trip, a Kick ‘n Glider member may lead an additional trip (overflow trip). This can occur either before or after the lottery for the original trip has occurred.
A ski trip may be designated as an overflow trip if its intention is to handle the overflow from a ski trip. It should have a venue and date similar to that of the original trip.
After the lottery has been held, those who could not be accommodated on the original trip will have the option to transfer their deposit to the overflow trip. They also have the option to remain on the waiting list for the original trip or receive a refund as specified elsewhere in this document.
The roster for the overflow trip shall, first, comprise the overflow trip’s leader or leaders, followed by those who could not be accommodated on the original trip who chose to transfer their deposit to the overflow trip (in the same order as their names were drawn in the lottery). Should the deposit for the overflow trip exceed that of the original trip, they shall remit the difference in a timely manner.
Should the overflow trip itself not accommodate those described above, those who could not be accommodated shall be placed on a waiting list for the overflow trip.
After the roster for the overflow trip has been established as described above, the trips will be handled as independent trips. Additional deposits may be accepted for both trips on a first come, first served basis. It is possible at that time that space may have become available on the original trip.
The trip leaders will communicate the results of the lottery for their trip to all of those who have made deposits for the trip. Those who have been placed on the waiting list have 3 options and as described above in Item 10.
They may request that their deposit be immediately returned to them.
They may remain on the waiting list. If space for them becomes available, they may claim it or remain on the waiting list.
They may request that their name be removed from the waiting list at any time and have their deposit returned to them.