Havelock Ski Club - Havelock Ski Handbook

GUIDELINES FOR LODGE BOOKINGS

GENERAL:

The Club policy is that the Lodge accommodation primarily exists for MEMBERS, and as such, priority will be given to members when booking. Non-members bookings will not be confirmed until the preceding Tuesday for the period concerned.

MEMBERS:

For the purposes of Lodge bookings and accommodation rates, members are classified as follows:

Child
If over 3 and under 18 years at 1 June of current year.

Youth
A junior member or non member ages 13-17 at 1 June of current year.

Adult
If 18 years or over at 1 June of current year.

Note: Children less than 3 years of age are not permitted from 1 July - 1 November, apart from Littlies week.

WINTER/Summer ACCOMMODATION RATES

Current lodge rates can be found HERE.

BOOKING PROCEDURES

Lodge bookings can be made online via our website HERE

If you have any questions about the booking process or your booking, please contact the Booking Officer:

Duncan McEwan
Mobile: 021 727283
Email: havelock.book@gmail.com

PAYMENT FOR LODGE ACCOMMODATION:
Please ensure that lodge accounts are in credit. Lodge fees must be made at the time of booking. If your lodge account is not in credit, you will not be given the door code!!
The member making the booking will be responsible for payment for the whole booking including for other members, guests etc.

INTERNET BANKING:
Lodge fees can be paid via Internet Banking. Please get it right!! The details are as follows:

Subscriptions, Entrance Fees, All other Payments:
A/c No. 03 1559 0523392 00

Lodge Accommodation Fees ONLY A/c No. 03 1559 0523392 01

Account Name: The Havelock Ski Club Inc:

Please add your name as reference, and Subs, Lodge Fees, Entrance Fees etc. If you have a ‘funny’ a/c name, (family trusts etc) please email the Treasurer – Phil Mossman at havelock.treasurer@gmail.com and let him know the details of the payment. Please do not deposit payments to these accounts by banking a cheque in a branch as there are no details included with the deposit.

WEEKEND BOOKINGS:
For the period 1 July - 31 October, a weekend booking must include both Friday and Saturday nights.

ADVANCE BOOKINGS

Apart from school holidays, Club events and those participating in ski programmes, only two advance bookings are allowed at any time. Bookings should be made online at www.havelockski.org.nz/Online-Bookings and are not confirmed until payment has been received.

SKI DEVELOPMENT & RACE BOOKINGS

Priority booking rights will be accorded to members participating in a bonafide development programme. In the case of juniors, this includes one parent or Guardian as of right; the other parent and/or family are subject to the normal two booking rule. Please note juniors are not allowed to stay in the Lodge during Seniors weekend; alternative accommodation may be available in neighbouring clubs but cannot be guaranteed.

JUNIOR MEMBERS
Junior members (ie: under 18 at 1 June of current year) must be accompanied by a Parent or a Guardian.
Child Members under 5 years old (at June 1) can stay free, subject to them sleeping on a stretcher, or cushions if the lodge is full. If the lodge is not full, then they can of course use a bunk.
Our booking officer, can advise you at the time of booking.
Children under 3 are only permitted to stay at the lodge during ‘Littlies Week’.

NON MEMBERS:

Non members must be accompanied by a member.
The sponsoring member will be responsible for payment.
Non member bookings will be noted and will only be confirmed subject to the following:-

Mid week bookings - confirmed on the preceding Tuesday evening prior to the week during which the booking occurs.
Weekend bookings - confirmed on the preceding Tuesday evening prior to the weekend required.

[Please note that the above rule regarding confirmation of non-member bookings has been waived for 2024; non-member bookings will instead be confirmed upon receipt of payment]

NON-FINANCIAL MEMBERS:
Lodge bookings will only be accepted from members who are financial, (current years subs paid by due date).
Bookings will not be accepted from members who have lodge accounts in arrears.
Members whose accounts remain unpaid at the commencement of the ski season will be charged non members rates until such time that their accounts have been paid.

CANCELLATIONS AND REFUNDS
Please communicate your cancellation to the Booking Officer as early as possible. Your space may be wanted by others.
The following cancellation/refund conditions will apply:-
Bookings will be taken as fixed 3 clear days preceding the booking e.g. before 7pm Tuesday night for a Friday booking
Notification of cancellation must be received by Tuesday 7pm otherwise full price of booking must be paid.
A legitimate cancellation reason can be accepted at booking officer’s discretion.
Reselling of cancelled beds is to the club’s benefit and is at booking officer’s discretion.

Leave Early
You will be charged for the duration of your booking unless there is a legitimate reason AND you notify the Booking Officer prior to leaving

Bad Weather
If you leave due to bad weather, you will be charged for the duration of your booking.
Appeal
Members can apply to the Committee for reconsideration.
The above also applies to non members. The sponsoring member will be responsible for the cancellation costs, which will be charged to their lodge account.

SENIOR WEEK:
Due to the popularity of this special event, the Committee reserves the right to ballot accommodation. If necessary, this will be done 3 weeks prior to the event. The Booking Officer will make every effort to find alternative accommodation in nearby clubs so that all wishing to attend can be part of this event. This request may be made in order to balance our lodge sleeping arrangements to the maximum, and may be made regardless of when you booked. Compliance with the Booking Officer’s request is expected.

SCHOOL HOLIDAY BOOKINGS: (JULY & OCTOBER)

School holiday bookings shall be for a 7 or 5 day period, commencing on either the Friday night or the Sunday night. Bookings for shorter periods will only be taken 3 weeks out from the school holiday period.

Bookings are to be made online and are on a ‘first come, first served’ basis. Bookings will only be confirmed upon receipt of payment.

Cancellations must be received 2 weeks out from the commencement of the booking. A legitimate cancellation reason after this time may be accepted at the booking officer’s discretion.

If the Lodge is fully booked, you can add you name to the Waiting List via the booking page. In the event space becomes available due to cancellation, those on the Waiting List will be offered places on a ‘first in, first out’ basis.

HAWKES BAY/EAST COAST/MATAMATA CLUB ACCOMMODATION:
Arrangements can possibly be made with the Hawkes Bay, East Coast or Matamata Clubs, for overflow or low numbers. The Booking Officer will liaise where necessary. Accommodation rates will be at their current rates for the appropriate classification.

OVERSEAS/STUDENT MEMBERSHIP:
Members who have opted for the Overseas/Student membership classification of membership shall pay the current Non Member lodge accommodation rates.

SCHOOL PARTIES:
The Club does not accept school parties on a "take their own" food basis during the season. The School Party comprising all members shall be limited to a maximum number in the School Party of 24 unless otherwise agreed. Additional non members will be accepted from the preceding Tuesday evening - if space is available.

MEMBERSHIP, SKI RACKS AND LOCKERS:
If you have any queries in respect of membership, ski racks or lockers, please refer these direct to Phil Mossman. Contact Phil via email Havelock.treasurer@xtra.co.nz

LODGE USE

ACCESS/KEYS:
The inner access door is fitted with a digital lock. The current code will be provided by the Booking Officer once your booking has been confirmed. The door code will be changed at random, so please contact the Booking Officer to obtain the current code just prior to your stay.

You will still require your key to gain access to the outer storm door. The key for the outer door is stamped C1.

With the increased number of people on the mountain, security is a major concern. Members are asked to ensure that the inner door is not held open.

"OPENING UP" AND "CLOSING DOWN" THE LODGE:
The directions for opening-up and closing down the Lodge are located adjacent to the main switch board at the head of the stairs. Please follow these directions implicitly, as failure to do so, especially when closing down the Lodge, may damage the plumbing or electrical installations. This is vital, as failure to follow these instructions in the past has caused water pipes to burst.

CATERING SUPPLIES
The Catering Officer may call and ask you to carry food/goods up to the Mountain. This task will be shared amongst as many members as possible. Please cooperate by assisting.

DAMAGE:
If, for whatever reason, any part of the Lodge has been damaged, please notify the Party Leader or Neil Fenwick, who will arrange repairs.

FOOD/GOODS PURCHASED ON BEHALF OF THE CLUB
Occasionally, it may be necessary to purchase small quantities of food and/or goods on behalf of the Club. Members will be reimbursed - BUT only on the production of a GST invoice/docket/receipt, which has to be posted to the Treasurer for verification.

FIRE SAFETY:
Water is scarce on the mountain. If a fire occurs and destroys the Lodge, the Club may not be able to rebuild in the same location.
The Fire Alarm System in the Havelock Ski Club is a Type 4 smoke detection system to comply with the NZ Building Act. As such, smoking is now prohibited in all areas in the building.
Members are asked to strictly observe this rule in the interests of safety.
Fire extinguishers are strategically placed around the building - for the safety of all. Any member found interfering with the fire extinguishers will be subject to disciplinary action.

DUTIES/PARTY LEADER:
During the season a Party Leader will be appointed. He/she is there to ensure the smooth operation of the Lodge and facilities. Members are reminded that the success of the operation of the Lodge depends on co-operation from all. Please attend to the duties delegated by your Party Leader.

CASUAL VISITORS AND GUESTS:
Casual visitors and guests are welcome. Please introduce them to the Party Leader. If you wish your visitors to stay overnight or for dinner, please advise the Party Leader and the "Cooks". The appropriate charge will be made.

MEMBERS PRIVATE PROPERTY
Members private property left in the lodge is stored solely at the members risk. Members are advised to arrange their own Insurance Cover.

USEFUL TELEPHONE NUMBERS:-
Havelock Ski Club
Phone 027 629 6860

Hawke’s Bay Ski Club
07 892-3835

Dept of Conservation Park Head Quarters
07 892-3729

R A L Customer Services
07 808 6151