Printable, PDF version of the Booking Rules is available by clicking here.
(Version: 2025 year)
Preamble
The booking rules aim to provide clarity and equity in the use of the lodge. Some issues, such as use of the lodge by families with young children, present a particular challenge for the Club. The following rules are based on the overriding principle of providing the maximum possible amenity for all Club members. This is, in turn, based on a guiding ethos of mutual sensitivity and respect for adult parties and for families with young children, all of whom value the lodge and wish to enjoy its amenity. Shelter should be provided in certain circumstances (eg blizzards, roads closed etc). Parties in the lodge and those coming in are encouraged to communicate with each other - contact the Bookings Officer to facilitate this if necessary.
1 Winter bookings
The winter bookings period is defined in the bookings calendar which is published on the Club's website each year.
A member may nominate someone (their "nominated proxy") by prior arrangement with the Bookings Officer if, for example, they expect to be unable to contact the Bookings Officer in person at a particular time.
(a) Winter Booking Arrangements for the Blue Cow Ski Lodge for 2025
Mid-March 2025 – The Secretary will email all winter members, inviting them to express interest in being part of the first and second booking rounds. Members will respond directly to the Bookings Officer on bookings@bluecowskiclub.com by Friday 28 March, providing their name, phone contact and the rounds in which they are interested.
Late March 2025 – The Treasurer provides list of non-financial members to the Bookings Officer. Members are not eligible to make bookings until their FCL and any other outstanding matters are fully paid.
Late March 2025 – The Bookings Officer will conduct a random draw process (using www.random.org) to establish an order for interested members to be contacted on booking nights. This list will be posted on the website prior to the first booking night. The order for contact on the second booking night will be the reversal of the order for the first booking night.
Tuesday 1 April 2025, 7:00pm – The Bookings Officer will contact interested members, or proxies, by phone in the order listed on the website. A member or their nominated proxy may make a booking for one week (ie Sunday to Thursday nights) and one weekend (ie Friday and Saturday nights) in winter (using only the nominated phone number). The Bookings Officer will post the bookings on the website within one day.
Members have seven days to pay the non-refundable booking fee of $10 per person per night into the Club’s bank account: St George Bank BSB 112908 Account 050150891. Members should make sure that they identify their payment by their full name in the information field.
Wednesday 9 April 2025 - The Treasurer will confirm that each member has paid the accommodation deposit, and email the Bookings Officer with confirmation. The Bookings Officer will remove any requested bookings for which the booking fee has not been paid.
Thursday 1 May 2025, 7:00pm - The Bookings Officer will contact interested members by phone in the order on the website. A member or their nominated proxy may make a booking for a second week (ie Sunday to Thursday nights) and a second weekend (ie Friday and Saturday nights) in winter (again using only the nominated phone number). The Bookings Officer will post the bookings on the website within one day. Members have seven days to pay the non-refundable booking fee of $10 per person per night into the Club’s bank account: St George Bank BSB 112908 Account 050150891. Members should make sure that they identify their payment by their full name in the information field.
Friday 9 May 2025 - The Treasurer will confirm that each member has paid the booking fee, and email the Bookings Officer with confirmation. The Bookings Officer will remove any requested bookings for which the booking fee has not been paid.
Thursday 29 May 2025 (from 7.00pm) by email only - General bookings open, and members may contact the Bookings Officer directly on bookings@bluecowskiclub.com. No booking fee is required for these bookings.
Friday 6 June 2025 - Winter season commences. Monday 6 October 2025 - Winter season ends.
(b) Weekends
For booking and lodge fee purposes, a weekend is Friday and Saturday nights. The fee for a weekend or part thereof is two nights, except as in (d) and (i) below. Weekend parties should clean and vacate bedrooms before 4.00 pm on Sundays and vacate the lodge by 5.30 pm.
(c) Weeks BCSC Booking Rules 2025
A week booking is for five consecutive nights from Sunday to Thursday inclusive. A member wishing to use the lodge on any part of a weekend before or after their week booking must make and pay for a weekend booking (except as in (d)). Week parties should defer occupying the lodge until 4.00 pm on Sundays and clean and depart the lodge by 5.30 pm on Fridays.
(d) Friday night only bookings
Friday night only bookings are possible when beds are still available as at the day before (Thursday). The lodge must be vacated by 9.00 am Saturday. The fee for bookings made under this arrangement is one night.
A member or nominated proxy can book gazetted long weekends in the Winter season as a block including the Sunday night.
(e) Booking limits
One member may book up to 6 beds and waitlist any other guests. A second member may book any available beds until a total of 8 places are filled. A third member may book beds until 10 places are filled, and a fourth or subsequent member may book any remaining places. Additional guests may be waitlisted (but see family rule below).
(f) Family rule
Once a year members may book immediate family members in addition to the limits in (e) above.
(g) Wait listing
Waitlisted guests may be confirmed with the Bookings Officer if there are vacancies on the Friday or Sunday three clear weeks before the booking commences.
(h) Priority for full week bookings
Preference is given to full week bookings (five nights) during the Winter booking period. Partial week bookings during this period will be waitlisted until the June long weekend.
(i) Saturday night only bookings
Saturday night only bookings are possible when at least one empty room is still available as at the Thursday before the weekend. Saturday night only parties should not occupy the lodge before 12:00 pm on the Saturday and vacate bedrooms by 4.00 pm and vacant the lodge by 5.30 pm on the Sunday. Please be considerate of the incumbent party and be in the lodge by 8 pm on Saturday night. The fee for bookings made under this arrangement is one night.
2 Summer bookings
The summer bookings period is defined in the bookings calendar which is published on the Club's website each year. There are no restrictions on summer bookings. Any number of available beds can be booked at any time by parties containing adults and children. Fees are charged on a per night basis.
Members have the option to book the whole lodge for a total cost of $200 per night in the summer period, except for the June and October long weekends.
3 Room bookings
Parties with enough people to fill one or more rooms may nominate the room(s) they wish to occupy when making bookings. The Bookings Officer will advise members of existing room bookings when bookings are made.
4 Work parties
Members and guests attending official work parties do not pay lodge fees. Official work parties take priority over other bookings and are generally held in the summer season. Members and friends are encouraged to come and help if they possibly can.
5 Young children in the lodge
Parents must bring their own bedding for children under five and not use the bunks. Parents are responsible for supervising their children and are to use appropriate safety and protective equipment. Children under five do not count towards occupancy numbers and children under three do not attract lodge fees.
6 Exceptional circumstances
Members finding themselves in exceptional circumstances regarding lodge use may contact the committee for guidance.