Trip Lottery Policy
of the Bluegrass Dive Club
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The purpose of this policy
is to ensure that all club members have an equal opportunity to participate in a
limited accommodation trip and ensure that members with “inside information” or
advance knowledge of upcoming trips do not have an advantage
over other club members.
The Board of Directors
invokes this policy for certain trips where accommodations are limited and
demand is anticipated to exceed the available accommodations.
Note:
For any reservation to be considered valid, it must
meet the requirements of the Trip
Refund and Payment Policy published elsewhere on this website.
When invoked:
-
A trip will be
announced and advertised with an initial reservation period of 30 days
starting when the website trip page is published and available to accept
reservations. Every attempt will be made to ensure at least two notices are
sent to all members prior to, or coincident with the start of the initial
reservation period. A “notice” is any of the following:
-
The trip page
published on the club web site
-
Announcement in
the club newsletter
-
Announcement at a general
meeting or
-
An email sent to
all club members stating the start of an initial reservation period.
-
During the initial
reservation period all reservations received will effectively have the same
exact sign-up date and time.
-
At the close of the
initial reservation period, if the number of reservations received does not
exceed the available accommodations, the lottery will not be held and all
reservations received will be guaranteed accommodation. The date
and time stamp on the reservations received will remain in effect for other
purposes, as needed, such as room assignments, etc.
-
If “over-subscribed,”
the Board of Directors, pulling names at random from the list of valid
reservations, will hold a blind lottery until all accommodations are
filled. The order pulled will replace the original date and time stamp to
be used for other purposes, as needed, such as room assignments, etc.
-
The lottery will
continue until all names are pulled to determine the order to be
placed on a “waiting list.” If placed on the “waiting list,” any deposits
paid will be refunded or held on account at the member’s option. Funds held
on account will not be considered as obligated to that trip.
-
The lottery is for one
single individual reservation per draw. Spouses and partners are not paired
in a single draw. If a pair is split between the accommodated and waiting
lists, they are free to drop or cancel a reservation or remain on the
waiting list and attempt to move up.
-
Positions cannot be
bought, bartered or sold with the exception that individuals are free to do
whatever is necessary to fill their own cancellation when no one is on the
waiting list.
-
When an accommodated reservation is
cancelled, that position will be offered to the next
member on the waiting list. If offered, that member has a maximum of
7
days from notification to accept and make all payments due to that time. If
not accepted and/or if registration
and payment is not completed, the accommodation will be offered to
the next available valid reservation on the waiting list.
-
Any member cancelling
a reservation, not accepting an offer to move up from the waiting list or
failing to pay all required deposits currently due (with
a maximum grace period of 14 calendar days from the published due date) will be dropped from the
list and will be required to move to the bottom of the waiting list if
submitting another reservation form later.
Adopted by the BGDC Board
June 2005
Revised November 9, 2011
Revised February 26, 2013
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