Lottery Procedure for Overbooked Trips.

  1. 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.
  2. 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.
  3. 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.
  4. 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:
    1. Do you want to be in the lottery as a group (in concert with one or more individuals)?
    2. 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.
  5. 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.
  6. 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.
  7. 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.
    1. 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.
    2. A person or group chosen by lottery to be placed on the waiting list for a particular trip, and who do not get to participate in that trip that year, shall be exempt from a lottery for that same trip the next time it is offered in the future.
  8. 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.)
  9. 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.
  10. 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:
    1. They may request that their deposit be immediately returned to them.
    2. They may remain on the waiting list. If space for them becomes available, they may claim it or remain on the waiting list.
    3. They may request that their name be removed from the waiting list at any time and have their deposit returned to them.