Booking Policy
Winter 2023/24 Peak Dates are defined as:
- Friday & Saturday nights between December 1, 2023 and April 15, 2024
- Christmas & New Years: December 22-31, 2023 January 1-6, 2024
- Family Day Long Weekend: Feb 18, 2024
- Spring Break: March 15-31, 2024
Tyrol Lodge Booking Policy
Updated March 2023
This booking policy defines the privileges of various categories of membership and establishes the terms and conditions that apply to the booking of lodge facilities. The goal of this policy is to facilitate the needs of members who wish to book the lodge stays in advance. This policy is intended to provide access to the lodge as fairly as possible while at the same time providing members who are willing to pay for enhanced privileges, the opportunity to do so.
Definitions
“Member” Shall mean a member of the club as admitted pursuant to the Bylaws and shall include Regular, Legendary, Out of Town, Trial, Organization, Spouse, Dependent and Honorary. Privileges are pursuant to Bylaw Section 2.2 “Spouse” is as defined in the Family Law Act, SBC 2011, C. 25, provided it does not include a former spouse.
“Family Unit” is defined as a member and spouse and dependent family members, if any normally living within the same household.
“Stay” is defined as a single lodge booking of one to seven consecutive nights. During the Dec./Jan. holiday season a stay is defined as one to four nights. Booking restrictions are based on the last day of the stay.
“Peak Stay” is a lodge booking that includes a high-demand night, as defined by the Board.
“Off-Peak Stay” is a lodge booking that does not include a peak stay, as defined by the Board.
“Last Minute Stay” is a stay booked less than 10 days but more than 48 hours in advance
“Stand-by Stay” is a stay that is booked less than 48 hours in advance. Guest restrictions are waived or stand-by stays.
“Bookings” are reservations for stays at the lodge which are made in advance of the stay and must be paid for in full within 7 days of being reserved, to be confirmed. Bookings made within 7 days of the date of stay must be paid in full prior to the stay.
“Room assignments” are made at the discretion of the Lodge Manager and may be changed by the Lodge Manager at any time prior to a member’s stay. Members’ room assignments are posted at the lodge on the day of the first day of their stay.
“Shoulder Season” is defined as the months of April 15 to June 15 and October 1 and November 30th excluding holiday weekends. During the shoulder seasons there are no peak nights, guests pay member rates, and all members can book up to 5 rooms without Board approval more than 10 days in advance.
“Guests” are defined as non-members who are invited by a voting member to shared the lodge facilities. June 2021 version 2 1
Booking Types
Regular Peak Stay Booking : is a lodge booking that includes a peak stay, as defined by the Board.
- There is no limit on the number of peak stay bookings for regular members.
- May be made as of Nov 1st, for dates between Nov. 1 and Oct. 31 of the next year, provided all outstanding fees are paid in full.
- is a privilege that may be purchased by regular members and spouses, to allow them to make advanced peak stay bookings.
- may be purchased for a cost equal to the regular membership entrance fee.
- Note: both spouses must have the same status within a family membership.
Exception: Out of Town members can book a peak stay more than 10 days in advance with a minimum 4-night stay booking. valid for the duration of the purchasing member’s membership and do not expire.
Premium Peak Stay Booking Privileges: These are first-choice booking privileges that are available at a premium cost to provide a way for those who require specific dates to book these dates in advance of other members. These privileges will provide more certainty for members willing to pay a premium price to help ensure that they can book stays for specific dates (e.g. ski school families).
- The total number of premium peak stay bookings sold will be limited by the board to help ensure all premium peak stay booking requests can be fulfilled.
- Premium peak stay bookings are restricted to 12 rooms in total for booking during the premium peak stay booking period (bookings made from Oct 1 to Oct.31); for stays beginning Nov. 1 that year to Sept. 30 the following year.
- Premium Peak Stay Booking Privileges are available for purchase by any regular member or spouse of a regular family unit that has purchased regular booking privileges.
- One block consisting up to 4 premium peaks stay bookings/year and may be purchased at an additional cost of $3000.
- Additional blocks of 4 premium peak stay bookings may be purchased for an additional $3000 per block,(up to a maximum of 4 blocks or 16 additional peak stay booking privileges per family unit). (E.G. an individual or family unit may purchase up to 4 blocks of Premium Peak Stay Booking Privileges ($3000 to $12,000 for 4 to 16 additional peak stay bookings per year). This is a maximum per regular member family.
- The purchase price can be prorated based on the number of days left in the fiscal year. Unused portions of a block expire at the end of each TSMC fiscal year (expire on September 30th of the following year).
- They cannot be carried forward to the next TSMC fiscal year (Oct. 1 to Sept. 30). Premium Peak Stay Booking Privileges purchased are valid for a maximum of 5-years.
- They expire on September 30th of the 5th year. E.g. if they are purchased on Oct. 5, 2021, the Premium Peak Stay Booking Privileges expire on Sept. 30, 2026.
Regular off-peak stay booking: Is a lodge booking that does not include a peak stay, as defined by the Board.
- may be made as of Nov. 1, for dates between Nov. 1 and Oct. 31 of the next year, provided all outstanding fees are paid in full. available to all members. Some additional restrictions apply which are summarized in by-laws and other procedures related to club operations. June 2021 version 2 2.
Last minute stay bookings are: bookings made less than 10 days in advance of the last day of the stay, but more than 48 hours in advance of arrival available to all members includes peak days
Stand-by stay bookings are: made less than 48 hours in advance of arrival and available to all members including peak days and non-peak days not subject to restrictions regarding bookings by category are subject to restrictions regarding bookings for guests (Refer to guest booking policy) subject to the applicable non-member guest fee for duration of guest stay
Lottery or “Best Booking Policy”
Whilst we have a lottery system in place we would like to work with members to get the “Best Booking Policy” worked through. This allows members to get the majority of their bookings. It involves sharing all the bookings on a club-accessible page and then holding a lottery for the days that there are in high demand.
Peak Stay Bookings are awarded by a lottery open October 15th and then on a first come first served basis until October 31.
Regular Peak Stay bookings are awarded by a lottery open on Oct 15 to Nov 1st and then on a first come first served basis thereafter.
Regular non-peak bookings are available for all members beginning Nov. 1 on a first come first served basis. Lotteries are conducted as follows:
- Bookings are added to the club booking page with their respective priority booking order. Bookings will be assigned from top to bottom, accommodating as many room nights requested as possible
- Payment for stays booked will be by e-transfer sent to payments@tyrolskiclub.com and must include the member’s name, number of persons, number of nights, and date of arrival. An alternative method of payment in advance by etransfer may be approved by the Treasurer.
- Members booking stays by lottery will have one week to pay for their stays, once the booking is confirmed. If advance booking stays are not paid for within 7 days of being notified of the lottery results these room nights will be released for booking on a first come first served basis, as per the booking policy.
- Spouses do not increase the number of Advance Bookings Privileges available for booking for that family unit (e.g. an Out of Town member and their spouse may only book 2 stays per year unit only has two stays).
- All other advance stays must be paid for in full in advance to confirm the requested reservation. Reservations requested and not paid for in full within 48 hours of confirmation of availability, will be for booking on a first come first served basis, by all members, as per the booking policy.
- Room cancellations will be refunded with room credits, not cash.
- Members who fail to use an advanced booking stay without cancelation or who repeatedly book stays and then cancel the whole stay, or a portion of the stay may be subject to discipline by the Board (i.e. intentional gaming of the lottery system or guest reservation system to gain booking advantage will not be tolerated.)
Other Booking Notes:
- Members are entitled to book one guest room, along with their advance booking stays.
- Members booking guests must be at the lodge with their guests at the beginning of the guest’s first stay.
- Guests pay the applicable guest rates, as per the Guest Booking Policy except during the shoulder season.
- Members are responsible for their guests regardless of whether they are at the lodge with their guest.
- Dependent Children of Members and Non-members may be invited as Guests by a Voting Member of Tyrol Ski and Mountain Club.
- Spouses and dependents must share the same room as the regular member unless otherwise authorized by the Lodge Manager.
