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New tent and reserve list policies

posted by Sam Harrison on 2012-11-20

In the light of equipment issues after the Glencoe trip and also because of some confusion regarding the reserve list and refunds, we've decided upon a number of changes we'll be making that are highlighted below.


We had a number of issues after the Glencoe trip: Firstly, not all tents were taken home to dry; Secondly, a supposedly dry tent was returned soaking wet and with mold starting to grow on it, after and despite of the email that we sent last week. The tents are expensive pieces of gear, and we can't afford to repair damage caused by neglect. As iterated previously, we have neither the space nor time to dry your tents out as well as our own.

For this reason we have decided it is necessary to introduce a refundable deposit to use a tent. Anyone who signs up for a weekend trip from the week 9 trip to Snowdonia onwards will have to pay £15 if they wish to use a club tent. Once we receive the tent back in a clean and dry condition, we will refund the deposit to everyone that used that particular tent. It is the person who returns the tent's responsibility to let us know who else used the tent, so we know that we can refund them as well. It goes without saying that if the tent is returned dirty or wet, we won't refund your deposit (unless you take it away and clean/dry it again).

We're sorry it has come to this, especially to all the people that take the time to properly look after our gear. We do really appreciate your efforts.

Reserve list & refunds

There has been quite a lot of confusion over the past few trips as to who gets refunds and when. We've decided to clarify this fully:
  • If you sign up for the trip and then drop out, you will not get a refund unless there is someone on the reserve list to fill your place.
  • If you are on the reserve list, you are expected to be able to make the trip and not to make alternative arrangements. If you are told you are on the trip but then say you can't make it, you will not get a refund unless someone else can fill your place (and the original person will get a refund), with one exception:
  • EXCEPT FOR: If the original person on the trip drops out after 12 noon on the Saturday before a Sunday trip, or 12 noon on the Thursday before a weekend trip, then we realise this is often too late notice for reserves, and so unless a reserve can fill the original person's place, the original person on the trip will not receive a refund (and any reserves will).
This is because, if we do not fill the minibuses, we make a loss on the trip. Please remember if you cannot make a trip to let us know as soon as possible, it makes things easier for everyone.

PEOPLE ON THE RESERVE LIST: Please be ready to go on the trip without much notice - it's quite often the Saturday before a Sunday trip that people drop out. Keep your phone turned on (ensure we have the correct number for you) and regularly check your emails to see if you've got on the trip.

I hope this has clarified the situation for people. If you have any questions, comments or complaints, please don't hesitate to get in touch with us.