Booking Guide
Arlberg Ski Club Booking Guide.
These pages are a guide to using the Arlberg Ski Club booking system.
Make a booking through the online system as detailed below and pay with your credit card once redirected to the Paypal site. This will guarantee a confirmed booking almost instantly; Bookings must be fully paid for before they can be confirmed
Non-Members A senior member may sponsor up to 5 non-member guests. Non-Member bookings can only be made for Friday and Saturday nights once notification has been advised from the booking officer. (See weekend bookings below) ther is a separate guide is available for non-member bookings. Please request a potential guest booking as soon as possible.
Children Young children i.e. under 4 (members), under 5 (non-members), are not permitted to stay at the lodge except during the designated family weeks.
Weekend Bookings
Friday and Saturday nights constitute a “Weekend Booking” If you wish to pre book either of those nights you must book both.
After 8pm on a Friday you can book the Saturday (next night) night only if beds are available. This will entitle you to Saturday night dinner and Sunday breakfast.
Cancellations
Cancellations must be advised before 7:30pm 2 days before the 1st night of the booking.
For weekend bookings this means by 7.30pm on the Wednesday night prior to the intended weekend.
There will be no refunds for bookings cancelled after this time.
All cancellations will forfeit the Paypal Fee as this is not refunded to Arlberg.
To avoid losing Paypal fees bookings can be “modified” within 2 days of the stay any number of times and even into the next season. (adjustment may be required if fees change)
Non-member bookings
Members have preferential booking rights up to 6:30pm on the Monday night before the intended weekend.
Bookings correctly requested for non-members and on the waiting list will be confirmed after 6:30pm Monday.
See the separate guide to non member booking requests / bookings.
Please do not make member bookings between 6:30pm and Midnight Monday, unless directed to do so by the booking officer. This is to allow members time to book their non member guests. Any bookings (members or guests) made during this time without approval may be deleted and refunded if applicable – you will lose the Paypal fee.
Access to the Lodge
During the ski season the lodge is kept on day lock. The code for this will be advised with your booking confirmation. The electronic keypad is on the wall to the left of the door. Key in the code with the "#" key. The lock will release and you have 30 seconds to open it. Be precise when keying in the code, sometimes it doesn't wake up fast enough to register the first key.
The Booking Form
Click on the “book now” button at the top of the page.
You will be prompted to enter login name and password – which will be provided once your subs are paid. This will get you to The Arlberg reservation page then follow “book now” button The Booking Form tab takes you to:
To make a Member Booking:
Enter your requirements into the form. Include your name and the names of all those booked with ages if under 13 into the box. Press the "Calculate" button to show the total costs for your stay. Press "Book Now!" to submit this booking to our reservation server. Please do not make any bookings between 6.30pm and Midnight Monday unless directed to by the booking officer, as this is to allow member’s time to book their non member guests. Please don't book Non Members until you have been given approval to do so by the booking officer. (Unless it is after Midnight Monday of preceding weekend, see below)
To make a Non Member Booking:
See below guide to booking non-members. You must wait for approval to book a non member for a weekend stay unless it is later than Midnight of the preceding Monday. Any booking made ignoring this – will be deleted and any others waiting will take their place.
- After receiving this approval, proceed to the booking form and click the non member in the drop down box and book in your Non Members as normal, when finished click the add to list button.
-You may make non member bookings anytime after Midnight Monday prior to the weekend without approval provided there are beds available.
- If making an out of season booking do not click the non member box as there is a flat fee for this period. Use “Off Season” for all guests.
With all bookings:
Please fill all the boxes:
Children box should include the number of persons under 13.
Non Member check box if appropriate
Arrival Time (estimated) helps for meal numbers.
Names of all…box and add ages if under 13. e.g. Sam Skier (8). For safety and the lodge list. Dietary – please add a note for any preferred dietary requirements
You may change all the booking details after confirmation by clicking on "My Reservation" tab, you will need to enter your booking number.
- Please read the Terms & Conditions before making your first booking.
- A booking fee will be added to all bookings to cover Paypal fees
- The Paypal booking fee is not refunded to Arlberg on cancellation and will no longer be refunded if you cancel a booking.
- Bookings can be moved or modified 2 days prior to the first nights stay – any number of times – and even into the next season – so that is a better option.
- to enable flexibility for your bookings it is best to make individual bookings for each stay. (It is possible to book many separate stays in 1 booking – but you will lose the ability to modify them once the first night has passed)
Bookings:
Bookings are made by entering the bookings page on www.arlberg.nz . When you enter for the first time please read the self explanatory screen information. You will be prompted to join PayPal at the appropriate point, again its straight forward.
1. You can make multiple bookings in one session but once the first booking date is achieved you cannot modify any of the other bookings. If you still wish to do this, make the first booking and click “book now” but before confirming click on the “booking form” link and make another booking then click the “add to list” button.
2. If you make a booking but do not pay for it via PayPal, the booking goes in a temporary file and won’t alter the availability table. To fix, redo the booking and pay for it. 3. You can change or cancel your own bookings up to two days prior to the first booking on your list on one booking number. You will need your booking reference number and the email address you entered on the booking form. If you cancel a booking no credit will be calculated but if a refund is appropriate one will be issued.
4. If you change a booking and a credit is calculated and then you change it again you will not then be able to use the credit as the system will not know if we have issued you with a partial refund or not.
5. Credits and refunds can and will be made back to your PayPal account where you can withdraw them to your nominated bank account or leave them in the PayPal account where they will act just like a credit. If the original payment was made within two months of the refund the funds will go back to your credit card and not show as a PayPal balance.
Refunds will be made as quickly as possible (with in a week if possible) negating the need for an end of season reconciliation.
6. If you need to cancel for whatever reason at any time it is important that you let the booking officers know ASAP as someone else may be prevented from taking your spot making the question of a refund more of an answer than a question. If you cancel and or make a change you will receive an email notification almost instantly, if you don’t then you have not completed the task correctly or there was a system failure, in this case check then try again, if still no luck please contact the booking officers ASAP.
7. Club rules have always been, you may only expect a refund if you cancel two days prior to your intended booking, no matter what part of the week you’re booking starts. There have been several requests for a refund from members who have notified us after the booking dates that they did not use the booking. We all have the ability to check the weather and there is always going to be a certain amount of luck with your booking but refunds are not based on whether the sun was out or not. The committee will however consider exceptions for medical reasons or if the Bruce road is closed to all vehicles.
8. The PayPal payment gateway has a number of features which make the processing of funds very easy.
a. We can refund all or part of a payment including all or part of the booking fee up to two months after the original payment.
b. We can send money to any email address which is how refunds after two months are handled;
c. We can request payment from any email address
d. We can get a full summary of all payments made into or out of the PayPal account.
e. We can of course withdraw the funds from the PayPal account to the club account.
Your username and password for entry into the system and for PayPal are important and must be entered as they have been issued or as you nominated them for PayPal, they are case sensitive so if you write them down do it as they are.
On the first log on page PDF’s of bookings for This week, Next week, etc. are automatically updated every 10 minutes. (Thanks to Jeff McKenzie for the scripts.)
The lists include the last 4 digits of your booking ref, the names of those staying exactly as you wrote them on the booking form and the arrival date and time.
This form becomes the lodge list which the lodge officer will down load and print off. Queries – recheck the above steps !
Then bookings@arlberg.co.nz
ARLBERG SKI CLUB QUICK GUIDE TO NON-MEMBER BOOKINGS & NON-MEMBER RULES
• A senior member may sponsor up to 5 x Non-Member guests. • Bookings requested for Non-Members on the waiting list will be confirmed after 6:30pm Monday before the intended weekend. This may seem to be late notice – but priority is for members.
• If this seems harsh consider the benefits of membership for your guests. With the current waiver on Joining fees, an adult will break even with 5 night stays during the season, and have the ability to book with confidence. A Junior member would be better off after only 3 night stays.
• Non member stays are $89 per night and Friday or Saturday must be booked for both, in season. (no one night stays pre-booked over a weekend)
• Non-members can be booked in at the club for any nights excluding Friday and Saturday without needing the permission of the Booking officer.
• All Friday & Saturday night Non-Member bookings need to be approved by the Booking officer.
• You can ask for your Non-Members to go on the waiting-list for any Friday and Saturday nights in season as soon as you think they may want to stay. The earlier you do this the better.
• Members may not make any bookings between 6.30pm and midnight Monday night to allow the booking officer to allocate beds. Any booking made between these times may be cancelled if required for non
members. No refund of paypal fee will be made.
• After Midnight Monday it goes back to normal
• If beds remain available after midnight Monday, bookings can be made for the following weekend (Friday and Saturday as a pair only) for members and up to 5 guests each member.
• After 8pm Friday night bookings can be made for the Saturday (next day) as a 1 night stay.
HOW TO REQUEST NON-MEMBERS TO BE ADDED TO THE WAITING LIST
We have a simple system to help reduce admin of the booking process. We are using filters to sort emails, so it is imperative to follow the “syntax“ below.
ANY NON MEMBER BOOKINGS MADE WITHOUT FOLLOWING THIS WORDING MAY NOT BE RECOGNISED OR PROCESSED.
Start by making an email to bookings@arlberg.co.nz
In the title of the email please use this format
Non-Member booking Sorts the email into the correct folder in date order 2/8/20 till 4/8/20 Gives us the dates you want we do not need to open email to find dates.
3 GUESTS Tells us the number of Non-Members required. Again we do not need to open the email to find out numbers.
ALL This suffix tell us you want all of you Non-Members . If there is only space for 2 Non-Members on the dates booked you will be overlooked for the next person only wanting 2 guests. Basically, this is an all or nothing call. The booking officer will email to say there is no room.
SOME Tells us you will take any beds you can get – if you would prefer 3 non-members to join you, but there are only 2 beds, if you note “SOME” the booking will be approved for 2 only – by email to let you know you can have 2 beds.
The last ALL or SOME function is to same considerable time in communication loops as the available beds for Non-Member spots can be allocated immediately in order without waiting to hear back from someone.
You will be contacted after 6:30pm on the Monday before the intended stay to confirm if your guests can stay or not. YOU must then make the booking through the normal booking system and ensure “non-members” are selected so you pay the appropriate fee.
Members are only asked to pause bookings till midnight Monday- so if you do not make the booking in that time, your guests might then be pushed out by members.
IF YOU HAVE REQUESTED A GUEST STAY – BE READY TO ACTION IT ON MONDAY EVENING PRIOR TO THE STAY.
Cancellation is possible till Wednesday (19:30) but Paypal fees will not be refunded.
ARLBERG SKI CLUB QUICK GUIDE TO GETTING A REFUND
Our booking system is old however it works fine and is just too expensive to upgrade (We regularly look at replacement systems).
One of the issues is the booking system is not automated completely and refunds need to be processed manually in Paypal when you cancel them in the booking system.
HOW TO GO ABOUT GETTING A REFUND
We have a system to help refine the booking & refund process. We are using filters to sort emails, so it is important that you all please follow the new system.
There is no refund of the Paypal Fees
Start by making an email to bookings@arlberg.co.nz
Hi Michael
We would like a refund for ALL of our booking AC10120 for $480
OR
We cancelled PART of our booking AC10120
(this is more complicated as we need to refund part of the payment made)
We have cancelled 3 x Member nights for Alice & John Smith plus 2 x Non-member nights for Luke & Sam
3 nights x $42 x 2 persons = $252
2 nights x $89 x 2 persons = $356
Total refund = $608
Thanks Alice
PLEASE PUT REFUND REQUEST & THE BOOKING REFERENCE # in the email title
This sorts the email into REFUNDS FOLDER to be processed in batches approximately every two weeks.
As the two systems do not interlink we cannot see what has been changed/cancelled so this needs to be please spelt out in detail in your request.
This should only take you a few seconds as you know exactly what you have done!
We need the exact details of the changes/cancelation and how much you are needing a refund for including
• The names of those cancelled
• The membership status of those cancelled
• The number of nights for each person cancelled
• The maths on the refund
Without this summary it simply takes ages to work out especially if a booking is shifted or only part cancelled. We are trying to avoid all of the extra 10 minutes snowballing into hours of time for those who volunteer their time.
This quick summary of all the info leads to a quick check and a quick refund!
Paypal have never refunded booking fees to Arlberg so we have always been losing out when making refunds as we previously refunded the booking fee too. This will no longer be the case.
Cancellations / refunds will now forfeit the Paypal booking fee.
To avoid this it is possible to modify (push out) your existing bookings up to 2 days prior to the stay, through the booking system. See notes in the booking guide.
A big thanks in advance for helping a make our job simple
