Bookings and Cancellations
UASC Lodge Bookings Policy
Making your booking
Before staying at the lodge, members need to read the ABOUT section with details about staying at the lodge.
Bookings can be made through our website www.uasc.co.nz
The cost of staying at UASC lodge is NZD$35.00 per night (NZD$50.00 for a Saturday single night booking) for members. For guests, who may only stay with a current member, the cost is NZD$50.00 per guest per night or NZD$70.00 for staying Saturday night only.
Members should be aware of and understand the club’s cancellation policy (see below) before booking.
Bookings will be confirmed instantly, you will receive an email confirming your booking. Members must confirm all bookings before heading to the lodge.
Cash payments are not accepted by UASC, even when staying at the lodge. All payments must be received through the online booking system.
When booking using lodge credits, the total cost will be deducted from your available credit. You may book nights using a combination of lodge credit and paying by card however the lodge credit will be used first. The full terms for using lodge credits can be found here.
Booking Information and Rules
If you wish to change the date of your bookings, you must email the bookings officer at firstname.lastname@example.org. The cancellation policy (see below) shall apply.
To conform with fire safety and insurance regulations, we have an occupancy limit which cannot be exceeded, of 32 members. Members or non-members who turn up without booking will be refused accommodation if the lodge is full.
Members are encouraged to bring their non-member mates to the lodge throughout Sunday-Thursday nights. Guests must be paid for upon booking by emailing email@example.com. Please be aware that members are responsible for non-members they bring along, including for any damage that they sustain to club property. It is also important to read the note that the cancellation policy (below) is slightly different for guests than it is for regular member bookings.
It is assumed you will arrive after 5pm on the first night of your booking, therefore dinner will not be prepared for you unless you inform the custodian before hand, this must be done 2 days in advance so food can be ordered. You can do this by emailing firstname.lastname@example.org
UASC lodge credits expire 31st December each year and are not transferable to the next ski season and non-transferable to another person.
Any matter arising not covered here will be dealt with at the discretion of the UASC Committee. All decisions are final.
For any booking disputes, please email the Club Booking Officer at email@example.com. Correspondence will be dealt with at the next meeting of the committee.
Please note: Although our cancellation policy is available at times in printed or email form during our events: the cancellation policy contained within this page is the most recent, and current version.
FURTHER ENQUIRIES: firstname.lastname@example.org
The club’s cancellation rules are set out below. We have them because we are a non-profit student club that survives on a limited income and if you cancel at the last minute, we may not be able to find someone else to fill the gaps. Please keep this in mind when making a booking.
All cancellations must be made via email to the Bookings Officer at email@example.com.
- To receive a cash refund, an administration fee of NZD $5.00 will be charged and the Bookings Officer must be contacted more than 7 days prior to the booking.
- To receive a credit towards a future night, the Booking Officer must be contacted more than 5 days prior to the booking.
- Cancellations made within 5 days will not receive a cash refund or lodge credit.
To receive a cash refund, less an administration fee of NZD $10.00 will be charged and the Bookings Officer must be contacted more than 10 days prior to the booking.
Cancellations made within 10 days will not receive a cash refund or lodge credit.
Cash refunds may be issued in special circumstances that prevent you getting down to the mountain, as long as the Bookings Officer is notified who will take it to the committee for a decision.
If a night or weekend is fully booked and you would like to express your interest in being on a waiting list, an email can be sent to the Bookings Officer who will notify those on that list if there is a cancellation.
Changing the dates of a booking is considered a cancellation, and will be dealt with as specified here.
UASC will not give refunds under the following circumstances
You have gone down to the lodge and decided to come home early due to bad weather.
You don’t stay at the lodge on the night(s) you were booked for.
You request a refund after the date that you were booked for.
You did not use all of your lodge credit by the end of the season.
Road and Weather Conditions
If access to the mountain is closed, i.e. the upper Bruce Road or State Highways are officially closed, and you cannot get to the lodge, you can claim a refund in form of credit. This must be claimed by contacting the Bookings Officer within a week of the night that was booked and not used.
Please be aware that if the State Highways or the upper Bruce Road are restricted to 4WD or chains, then we will not issue refunds. It is the member’s responsibility to check weather reports, state highway reports and forecasts to ensure that the lodge is accessible, and to carry chains if necessary..
If you have any queries or questions, please email the Bookings Officer.
Any other circumstances or issues that are not covered here will be dealt with at the discretion of the UASC Committee. All decisions made by the committee are final.
If you are unsatisfied with any of the above, or want to dispute any booking and/or cancellation, please contact the Bookings Officer.
- Collection of your information
- Use and Sharing of your information
- Protecting your information
- Accessing your information
- Contacting us
The only information UASC collects about you is the information given to us upon registration and when making a booking. This may include your name, email address, phone number, membership number, University ID, and credit card details.
We will only use your information for the following reasons:
- When required in the booking process
- To send out an email/newsletter
UASC will not share your information to a third party organisation without your consent to do so. This will occur when paying via credit card. Some of your details, including credit card information, will be passed onto a third party which, in conjunction with the respective banks facilitates the payment.
We will take reasonable steps to ensure that the personal information we collect, use or disclose is accurate, complete, up-to-date and stored in a secure environment protected from unauthorised access, modification or disclosure.
The Internet is not a secure environment. If you use the Internet to send us any information, including your email address, it is sent at your own risk.
If your personally identifiable information changes, you may correct or update information by emailing firstname.lastname@example.org, also if you no longer desire our service, you may request to have your information deleted also.
If you would like more information concerning how we handle your information or our approach to privacy please contact us.
It is important that all members and guests conduct themselves in a responsible manner while at the UASC lodge and UASC events. They must show the utmost respect for their own safety, the safety and wellbeing of other guests, and for the lodge itself. By staying at or visiting the lodge you are agreeing to the following rules. If you do not adhere to these rules, you may face suspension of your membership or in extreme cases, expulsion from the club.
Everyone staying at or visiting the lodge shall acquaint themselves with the fire and safety procedures and comply immediately with fire or other safety drills, alarms, instructions and procedures.
Everyone at the lodge is expected is take all reasonable steps to ensure the safety and wellbeing of themselves, other members and guests
Everyone staying at the lodge is to sign up for a chore and they are to complete their duty in a reasonable timeframe
Breakfast and lounge clean up duties are to be done before skiing or boarding that day
All other duties require common sense as to when they should be completed if unsure then ask the custodian or any senior member of the club
All people staying in or visiting the lodge are required to treat each other kindly, any violence, discrimination or bullying of any kind will not be tolerated
All instructions issued by the custodian or any member of the committee must be strictly adhered to.
Members and guests are to take responsibility for their bunk area as well as all communal areas making sure that they are clean, tidy and properly looked after.
The food kept in the food store is only for members and guests for breakfast and dinner. The custodian or their appointee will point out what food is to be used for those meals.
Outside of breakfast and dinner, any food prepared is not to be the clubs and must be cleaned up by the person/s making food
Do not help yourself to food or drinks that do not belong to you regardless of whether it is the clubs’ or another guest’s.
All visitors to the lodge that are not staying at the UASC lodge or another lodge booked by UASC must be approved and introduced to the custodian and/or a member of the committee
The custodian room, committee room and food store are out of bounds for members and guests unless permission is granted by the custodian or a member of the committee
UASC is not responsible for the loss, theft or damage of any personal belongings. Guests are responsible for their personal belongings
Damage of any lodge property must be reported to the custodian immediately
The UASC Lodge is a drug-free environment, smoking is permitted in the tuning room and vaping is allowed in the tuning room and foyer
Drinking and partying rules:
All members and guests must ensure they drink responsibly when at the lodge.
Anybody found to consistently put themselves or others in danger, or being a general nuisance as a result of consuming alcohol will be given two warnings, then a suspension of membership if the behaviour continues.
All empties are to be put in the appropriate recycling bins as they are finished
Music must be off by 1 am on a powder day during regular weekday/weeknight bookings or at the custodian/committee’s discretion.
All members, guests, committee and custodians are expected to clean up any and all of their messes as they occur, with appropriate cleaning supplies
Staying in other lodges while affiliated with UASC
While staying in any lodge or accommodation as either a UASC member or a guest to a UASC event these rules will serve as a minimum and members/guests are expected to know both these rules and the rules of the lodge they are staying at.
Any complaints received by the committee about any conduct of any member staying in another lodge will be deemed as a severe disregard of these rules and treated as such
Grounds for suspension or expulsion of membership
Any blatant or severe disregard for the above rules will go before the committee as per the constitution for suspension or expulsion of membership
Given that the Committee shall first call upon that member or members for an explanation of their conduct,
The Committee shall hear what they may wish to urge in her or his defence.
The decision of the Committee thereon shall be final and binding, and shall not be subject to review by any person or body
All members have the right to voice a complaint or concern about the behaviour, actions or conduct of another member
These can be directed to any committee members club email address and will be reviewed at the next committee meeting to determine if there are grounds to pursue the complaint or concern further
Any other conduct not covered by these rules that is deemed unacceptable, by any member of the club or person or group will be reviewed by the committee and dealt with as they see fit in accordance with the constitution
If you would like more information concerning our approach to behaviour please contact us.