- A Special Event is any event scheduled by The Village
Birders Club that requires registration prior to the occurrence of
the event. Some Special Events will be fee-based.
- Special Events are offered on a “member first” sign
up basis and participation is on a first-come, first-served basis.
- A Coordinator will be established for each Special Event and
the Coordinator will be responsible for collecting registrations
for non-fee and fee-based
Special Events.
- For fee-based Special Events, cash, check or money order,
made payable to The Village Birders, shall be the only methods
of payment.
In the event
a check is returned for insufficient funds, a fee equal to
the bank charge for returned checks will be assessed to the member.
- To the extent possible, members will be notified of the
start of the registration period for all Special Events 30
days prior
to the
date of
the event. Notification will consist of the name of the Coordinator,
mailing address, telephone number, e-mail address, and the
fee if it is a fee-based
event. Announcement will be made through e-mail and posting
on the web site: www.villagebirders.org. Members without
e-mail should retain
a copy
of the Calendar of Events and contact the President prior
to the 30-day sign up for the Coordinator’s name address, etc.
- Payment in full for all fee-based Special Events must
be made at the time of registration.
- Placement on the confirmed list will be done in the order
payment is received for fee-based events and receipt of
registration for
non-fee events.
Any request for registration after the Special Event is
filled will be placed on a “Standby List” in the same order the request
or payment was received.
- Within five (5) business days after all available spots
are filled and confirmed for Special Events, those on
standby status
shall be informed
of their place on the Standby List. In the case of fee-based
events, they will have the option of leaving their monies
on deposit and
retaining their
place on the Standby List OR they can request that their
monies be refunded with the understanding that they will
be moved
to the end of the Standby
List.
- The Village Birders will attempt to have people on
a Standby List for all Special Events in the event
of a member
cancellation.
In
the case of
fee-based events, monies will be refunded only if that
place can be filled from the Standby List. It MUST
BE CLEARLY UNDERSTOOD
that all
funds paid
are “at risk.” While it is the intent of The Village
Birders to have a sufficient number of people on the Standby List,
there is
no guarantee that we will be able to fill vacant spots on 48-hours
notice.
- If any fee-based Special Event is not 100% filled
and funded at least 15 days prior to such trip, the
event may
be cancelled
and all collected
monies refunded in full.
- If any Special Event is postponed or cancelled
for any reason, those confirmed for the trip shall
have “right of first refusal” if
the trip is rescheduled.
- Cancellation Policy: In the event that a member
must cancel participation in a Special Event,
notification must be made
to the President no
less than 48 hours prior to the Special Event.
Cancellation of a lesser
duration will be considered a “NO SHOW.”
- Penalties for No Shows:
•
First Offense – Member cannot sign up for the next Special Event.
•
Second Offense – Member cannot sign up for the next three (3)
Special Events.
•
Other Penalties – May be imposed at the discretion of the Executive
Board.
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