Reservations and Cancellations

[griffsmom]

One of the coolest things about this group is that we can rally like nobody's business! Heck, we've got trips planned and spaces completely filled more than a year in advance!
 
But this can also lead to some logistical headaches for wagonmasters when families have to cancel and others want to take their places. I have been asked what our group "policy/procedure" is in this regard, and so I offer the following general guidelines regarding rally reservations and cancellations.
 
Please know that these guidelines are not directed at nor are they in response to anything or anyone in particular but will hopefully give newcomers, as well as those of us who have been here awhile, an idea of how rally reservations and cancellations work in general. And above all, they are offered in the spirit of never-ending campfires, ever-flowing cactus coolers, and good times with good friends:
 
 
For rallies where the wagonmasters has booked a block of sites:
 
1. Please go only through the wagonmaster for reservations and cancellations. Typically, s/he will have a waiting list for people hoping to be able to get a site in the event that someone else is unable to go. Posting that your site is available can start a feeding frenzy and is unfair to those who are on the waiting list. Also, if you find that life has gotten in the way of your camping plans, please let the wagonmaster know as soon as you are able so s/he can fill the spot.
 
2. Site and waiting list priority is always set by the wagonmaster and is usually on a first-come, first-serve basis, i.e., whoever PM's or posts first (via post date/time stamp) that they actually want a site, not a "I'm thinking that I might possibly want to camp..." or "I have a friend who might want to come, let me check with them...." The corollary of this is that you don't have a site until the wagonmaster says you have a site. You'll know this through the coveted "confirmed" designation by your name on the first post of the rally thread.
 
3. If you want to extend your stay, check first with the wagonmaster to see whether you need to go through the wagonmaster or handle it directly with the cg. Similarly, if you are curious about reserving different cg facilities, what amenities are offered, specific policies in effect, etc., check with the wagonmaster first, rather than calling the cg. With groups of our size, cgs prefer to deal with one main person for the group, rather than fielding 25 calls from various rally attendees.
 
4. If all sites in the reserved block are taken, you can certainly call the cg and reserve your own site, and although it's likely it won't be with the group, you may still be able to get the group rate. In that case, fees and cancellations will be your responsibility directly with the cg. However, if you know that you will be calling or someone will be calling on your behalf to get a site, please let the wagonmaster know so s/he can take you off the waiting list and/or stop working desperately to find a site for you. "Hide the ball" is never a nice game to play with the wagonmaster and will only turn what can sometimes be a thankless job into a maddening, hair-pulling one.
 
 
For self-service rallies:
 
1. You're responsible for your site--both getting and cancelling it. If someone says they'll call and get you a site, that's between you and them. The person merely updating the first post as to who is going to be there is not the wagonmaster...hence the "self-service" distinction.
 
2. If you find you aren't going to be able to camp (that life thing getting in the way again), post on the boards and there may be someone who will take your site off your hands and you won't lose your site or reservation fees. How you work out who gets your site is up to you, and you may want to make it clear in your post, i.e., first to pm, first to send money, etc. Again, how you arrange for payment is up to you.
 
 
For all rallies:
 
Check the boards often. I can't emphasize this enough. It's not uncommon for a 20+ site rally more than a year away to fill up in less than 24 hours. Really truly. We're just crazy like that.