1. All use of Club accommodation shall be subject to bookings
2. The Bookings Manager shall have absolute discretion in the control of bookings, subject to these Guidelines and the Committee’s directions.
3. The Winter Season commences as outlined on the Accommodation Tariffs page (typically Queen’s Birthday Weekend).
4. Winter Booking Periods:
Stage 0 – Members Group Booking Expression of Interest Period will take place during February as advised by e-mail to members.
Stage 1 – Members Restricted Booking requests will be open from 6:00pm on a Sunday in early-mid March, as advised via email to members, for one week – Members may request bookings with up to three additional ‘Members Guest’ beds for each Member booked in each booking request.
Stage 2 – Members Restricted Booking requests will be open from 6:00pm the following Sunday, for one week. Members may request multiple bookings for different dates with up to three additional ‘Members Guest’ beds for each Member booked in each booking request.
Stage 3a – Members Unrestricted Booking Period requests will be open from 6:00pm the following Sunday, for one week. Members may request bookings for an unlimited additional number of ‘Members Guest’ beds in each booking request.
Stage 3b – Foundation Members Unrestricted Booking Period requests will be also open from 6:00 pm the following Wednesday. Foundation Members may request bookings for an unlimited additional number of beds in each booking request and are charged at Visitor rates.
Stage 4 – Visitor Booking Period requests will be open from 6:00pm the following Sunday – from this date, anyone will be allowed to make a booking request without any restriction on the number of beds in each booking request.
5. Booking Requests:
a. Trapdoor prefers booking requests be submitted through the Online Booking System.
b. A member may make bookings for other people (their member guests) for times when the member will not be present and the applicable rate is the member guest rates. Even when not present, the member remains responsible for the conduct of the guests during their stay at the lodge and Mt Hotham.
c. A foundation member may make bookings and the applicate rates are the visitor rates.
d. The Booking Manager has the authority to Decline and Accept bookings on behalf of the Club
6. Booking Payments:
a. Only on receipt of payment of all amounts due (including accommodation charges, outstanding subs, workparty and other membership levies), will information regarding access to the lodge for the booking be provided.
b. Payment of bookings are typically required immediately when booking
c. Payments for Bookings are preferred by Credit Card. The Online Booking System and Booking Invoices provide a link to PayPal to make your booking payment. You do not need a PayPal account to effect payment through the online system.
d. Receipts will be issued only in the form of a Booking Confirmation. PayPal will also issue a receipt for all payments made by Credit Card.
e. Unpaid bookings for which invoices have been issued will be held for a period of two (2) days and NO longer.
g. After two (2) days, all approved but unpaid booking requests will lapse and be removed from the booking system.
7. Booking Cancellations:
a. Cancellation of bookings can be made via the booking system. Full refunds provided if done at least two (2) weeks prior to booking start date of confirmed bookings. Refer to Trapdoor’s Cancellation and Refund Policy.
b. “Lack of snow” cancellations shall be at the discretion of the Bookings Manager (if any lifts are running at Mt Hotham then this is unlikely).
8. Booking Policies:
a. The standard weekly booking period is from either Sunday to Sunday or from Friday to Friday depending on availability. Partial midweek bookings may be accepted subject to availability.
b. Minimum booking period for ALL weekends during the Winter Season is two nights (Fri & Sat) and may be three nights for “long weekends” at the discretion of the Bookings Manager.
c. During Peak season, Group bookings from Visitors greater than 16 persons will NOT be accepted without consent of the booking manager due to a typically high Member demand during this period. Group bookings at other times will be dealt with on a case-by-case basis.
d. Large group bookings will be required to provide a security deposit and sign a Conditions of Use authority. This will be at the Booking Managers discretion.
e. If all booking information requested by the Online Booking System is NOT received, the booking request will NOT be processed.
f. To avail of Member and Member Guest rates, Members are expected to login to the Online Booking System and submit their request using the Online Booking System.
9. Trapdoor observes the following differential season rates (for rate validity dates, please see the Accommodation Tariffs page):
a. Value Season
b. Peak Season
c. Value Season
d. Summer bookings
10. Vacant beds in rooms booked are typically charged for. For rooms booked and occupied by member(s) only, the member may request and receive a credit back to the member account for any paid vacant beds in that room when there were 4 or more vacant rooms throughout the lodge on the particular booking nights. Where there are 3 or less rooms available the lodge is being well utilised and no credits are applicable. The credit back is upon application by the Member to the bookings manager only, and the application must be submitted within 2 weeks of the end of your stay.
11. Member Group Expressions of Interest for early bookings in less utilised periods will be facilitated by processes as advised by e-mail to members.
NOTE: SMOKING AND LIGHTED CANDLES ARE NOT PERMITTED IN ANY PART OF THE LODGE AT ANY TIME