BOOKING CONDITIONS
Please read carefully before using the button at foot of page to enter the online availability and booking system.
Amendments below were made on 28th August 2008.
**The information below was updated on 17 Aug 08 to be consistent with the 2008 Year Book. Please take a moment to read it prior to proceeding to the online booking system. Questions/issues to Offshore Booking Sec: 522gent@armymail.mod.uk**
1. Persons entitled to Charter. The Royal Artillery Yacht Club (RAYC) yachts are intended for use by:
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Priority 1 - RA Regiments for Adventurous Training.
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Priority 2 - Full and Associate members of the RAYC.
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Priority 3 - Other users such as clubs and charities subject to prior approval by Rear Commodore (Offshore).
The underwriting principles and rules for chartering Club yachts can be found in the RAYC Year Book.
The yachts are not intended for use by members of the public for private charter. Anyone who uses the online booking system but who does not meet the criteria of Para 1 will have their booking cancelled. In addition, both the person chartering the yacht, and his/her appointed and qualified skipper, is required to be a Full or Associate member of the RAYC.
2. Charter Fees. These are reviewed annually. With effect 1 Apr 08 daily charter rates are:
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1 Apr – 28 Sep 08
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29 Sep 08 – 3 Apr 09
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St Barbara V
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£162.00
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£130.00
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St Barbara V (Auth Adv Trg Rate)
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£130.00
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£130.00
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Bombardier
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£120.00
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£60
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If you are using the online booking system to make a reservation for the winter period then you should enter voucher code "W/AT" for the system to show you the correct (discounted) cost of your charter. Do not be concerned if you forget to enter this code; the Bookings Sec will pick up the mistake and you will still only owe the balance of the discounted rate.
3. Deposit. In order to confirm your booking you must pay your deposit within seven days of making your reservation. The deposit should be 50% of the total daily charter rate for the period you are away: i.e. for two days aboard St Barbara in December, your deposit would be £130.00 (50% of £260.00). The preferred method of doing this is by PayPal at the time of booking (you do not need a PayPal account to do this) by clicking on the link from the online reservation system. You may also pay by cheque, and in this case you should inform the Booking Secretary of your intention to do so by entering a comment in the "Special Requirements" field. If you pay the deposit or the balance of your charter by cheque you must accept there could be a delay of up to four weeks prior to the cheque being presented; this is owing to the deposits / balances needing to be cleared and processed through the Bookings Secretary prior to the cheques being forwarded to the Treasurer. During stand down periods this delay could be longer.
4. Bank Charges. The Club is charged each time the bank processes a cheque. The Club is also charged each time you use PayPal and pay by debit or credit card. The only time the Club receives your full deposit or balance "Fee Free" is if you make a payment by (a.) Bank account transfer through PayPal or (b.) direct transfer from your bank account into the Club's bank account. Clearly this latter method involves disclosure of the Club's bank account details and can therefore only be used for charter balances using the details on the Crew and Accounting Sheet. Whereas we will keep all payment options open to provide the best service to our members as possible, please give consideration to which payment method is best suited to both you and the Club.
5. Other Charges. You will incur other charges for the duration of your charter as shown below. You do not need to account for these charges with your deposit; simply record them on your Crew & Accounting sheet and pay them with your balance at the end of the charter:
a. Engine Fees & Diesel. This is a combined charge. For charters of 48hrs or less engine fees are charged at £1 per hour and there is no requirement to return the yacht with a full tank of diesel. For charters over 48hrs this hourly rate does not apply, however yachts must be returned with a full tank of diesel.
b. Oilskins & Sea Boots. These are available for hire with your charter and you should state your requirement under the ‘Special Instructions’ field on the online booking system. You should also remind the Bosun of your requirement when you contact him prior to your charter. Hire rates are: Suits £2.00 per set per day (max £12.00 per week); Boots: 50p per pair/day (max £3.00/week).
c. Temporary Membership Fees. Applicable for those crew members who are not Full or Associate members of the Club, at a rate of £10 per person for a period of six months. If a temporary member sails on an RAYC yacht again at any point after six months from first registering then the £10 fee must be paid again to renew for a further six months; there is no ‘rolling window’. Children under the age of five years are exempt from temporary membership fees.
6. Online Booking System. The online booking system provides visibility of yachts’ availability throughout the charter calendar year. Bookings are first come, first served and only the RAYC Booking Sec or, in exceptional circumstances, the Bosun can make/cancel bookings.
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The booking process will ask you first to select the dates you would like to consider for charter. Use the popup calendar (or move one week or month to the left or right using the < << > >> buttons) to choose year, month and then a day. The yachts' availability for a period around the selected dates will be displayed.
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Booking a date in the table reserves the selected yacht for the period 1800 on the day before the date booked, until 1500 on the final day of the booking. You do not need to reserve the initial evening of a charter; you have the right to take over the yacht at or after 1800 on the previous day, or on the first morning of your charter, as arranged directly with the bosun.
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Single day charters are permitted, and are booked in the same way with a 1500 handback unless specifically agreed otherwise.
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To reserve vacant dates click once on the table on the date that represents the first full day of your charter. A popup box will then allow you to choose the number of days you wish to charter.
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The booking screen will now show the booking you have just requested and the full cost (before W/AT discount, if applicable, has been applied). You can make additional bookings at this stage if required.
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Click the long grey button marked "Click below to add to booking or click here to Continue".
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You will now be invited to fill in some personal contact details. These are recorded for the purpose of managing your booking and the club's business only and not used for any other purpose. Completion of the online form signals your consent for such personal information to be stored for this purpose. RAYC will never make personal information available to third parties unless required to do so by law or whilst in pursuit of unpaid charter fees.
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Use the Special Messages box to record any special requests, eg early embarkation or late disembarkation (can only be approved by the Booking Sec during the summer season or by the bosun during winter months). Also record your oilskin/sea boot requirements here.
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At this stage you will be asked to confirm you wish to proceed with your booking. Doing so will secure your provisional reservation and you will be provided with a Reference number. Please make a record of this or print the page (although an email will also be sent automatically to the address you have provided).
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You will now be invited to pay the deposit for your booking; this should be done straight away using the Paypal option if at all possible. Your booking will not be confirmed until deposit payment has been received; if the deposit is not received within one week of the online provisional reservation being made, the reservation may be cancelled (although the Booking Sec will attempt to contact you before deleting a booking in this way).
7. Booking Restrictions. Summer weekend bookings are subject to a minimum two night booking restriction. This can be waived if the yachts remain unbooked 14 days prior to the weekend in question.
8. Cancellation Policy. A deposit will be forfeit if the charterer cancels the charter less than 8 weeks prior to commencement. If the Booking Sec manages to successfully re-charter the yacht there may be grounds for part or all of the deposit to be repaid. As well as deterring short notice cancellations, this fee covers the added costs of finding short-notice replacement bookings. Charterers are strongly recommended to take out insurance that will cover them for loss of charter fees in the event of cancellation. Cancellations due to operational circumstances are subject to the same rules.
As soon as it is known that you may have to cancel your charter the Booking Sec must be consulted at the earliest opportunity – this will enable the Booking Secretary to try and find the most amicable solution for both the charterer and the Club.
If a charter has to be cancelled due to non-availability of the yacht the Booking Sec will offer the charterer the use of another boat (if available) at the appropriate charter fee. If another boat is unavailable, or not acceptable, all fees paid will be returned.
By proceeding to the online booking system you are acknowledging these terms and conditions.
