MULTI-DAY BOOKING PROCEDURE

  1. Applications are completed by members that wish to join the hike, using the website (applications can only be made using the website facility and no verbal application will be considered). This is done at voetsachikingclub.co.za (the website). Applicants navigate to the multi-day booking system, select Hiking menu on the main menu and Multi-day Hikes on the submenu. They then select Application form, which they complete and submit to generate an application on the system.
  2. The Multi-day Hike Booking Co-ordinator receives these applications via the system and as soon as possible after the cut-off date, (provided by the hike leader), prepares a longlist of applicants and submits this list to the hike leader.
  3. The hike leader considers the applications received and prepares a shortlist.  The selection of participants is done strictly on a first-come-first-served basis, but is measured against pre-set criteria that are deemed appropriate. These criteria will take into account attributes of the applicant such as fitness, skills and experience.  The hike leader compiles a shortlist of successful applicants, a waiting list (optional), a reserve list, as well as a list of applicants that did not satisfy the criteria.
  4. The hike leader submits the shortlist to the Multi-day Hike Booking Co-ordinator together with a list of those on a reserve list (if applicable) and a list of those that did not satisfy the criteria. The hike leader also provides the Multi-day Hike Booking Co-ordinator with a date by which payment for the hike must be made.
  5. On receipt of these documents the Multi-day Hike Booking Co-ordinator assigns a payment password and emails this to the applicants on the shortlist together with the amount to be paid (this amount should include hiking fees of R10 per day) and the payment cut-off date. Payments can only be made by applicants on the shortlist by accessing the website (voetsachikingclub.co.za) and by using this password on the multi-day payment system.
  6. To navigate to this payment system the Hiking menu is chosen on the main menu of the website. Under this Menu Multi-day Hikes submenu is selected and then Hike Payments. The password is filled in and the required form is completed and submitted. This will result in a payment on Payfast.
  7. The Multi-day Hike Booking Co-ordinator will email those on the waiting list and those that did not satisfy the criteria. It is incumbent upon those on the reserve list to inform the Multi-day Hike Booking Co-ordinator, should they at any stage no longer wish to join the next hike.
  8. Once payment is made by the applicants on the shortlist, the Multi-day Hike Booking Co-ordinator will receive confirmation of the payment on the system and update the records.  The applicant that makes the payment will also receive confirmation of their payment from Payfast.
  9. The hike leader should by this stage have obtained the contacting details for booking the trail and should have made the necessary arrangements.
  10. Once the cut-off date for payments expires, the Multi-day Hike Booking Co-ordinator will ascertain that all successful applicants have paid for the hike and where this is not the case, will update the hike leader. The hike leader can decide to either follow up with the hiker who did not make a payment and request an urgent payment through the system or alternatively select the next suitable applicant from the reserve list. The hike leader will then inform the Multi-day Hike Booking Co-ordinator, who will in turn email the applicant, providing them with the password, amount that needs to be paid and a letter of acceptance. This applicant will also be given a cut-off date, which will be followed up by the Multi-day Hike Booking Co-ordinator.
  11. The Multi-day Hike Booking Co-ordinator will share the list of successful applicants that have paid for the hike with the Treasurer so that he/she can make a payment to the supplier for the costs of the hike.
  12. Should a successful applicant need to cancel his/her participation on a multi-day hike after payment has been made, the refund of any booking fees is a matter between the person cancelling and the person filling their place.  The club will under no circumstances consider doing any refunds, even where a successful applicant cannot hike due to circumstances that are outside their control. The hike leader will provide details of the next applicant (on a first-come-first-served basis) from the reserve list.