ASCNY Reservation Policies

Lodge Reservation Policies and Procedures

  1. Reservation requests must be made online through the ASCNY website.  Each individual stay (i.e. weekend) must be made on a separate order for scheduling and billing purposes. Do not dispute credit card charges with your credit card company; rather, please contact the Reservations Committee or Bookkeeper. Any fees imposed by the credit card company for disputed charges will be payable by the member.  Any refund may incur a processing fee.
  2. When making a reservation, you must pay a 50% deposit. You will receive an invoice via email for the remaining balance approximately one week prior to your arrival.  If you do not pay the balance prior to your stay, your reservation may be canceled and the room may be made available to other members.
  3. Members are allowed one change per reservation. A $20 charge will be assessed for subsequent reservation changes.
  4. A guest charge of $25 will apply per reservation. This applies to each guest 21 years old and over. This applies per stay, NOT per night.
  5. Members may make requests. However, specific room and bunk assignments remain at the discretion of the Reservations Manager. Confirmations may be subject to change up to 48 hours prior to any scheduled arrival. Confirmation changes will be communicated to the reserving member only.
  6. Preference is usually given to longer-term reservations and to those members who have not utilized the Lodge during the same period in recent years (i.e. Christmas week). All things being equal, preference will be given to reservations received earliest.
  7. Holiday periods are defined as: Christmas/New Year’s week, inclusive; the three-day weekend of Martin Luther King’s Birthday; and the three-day weekend of Presidents’ Day (February Race Weekend) and Presidents’ week (through Thursday night following Presidents Day).
  8. Ski Season reservations will be accepted only after October 15th and confirmed after November 1st.  Members may make any number of reservation requests between October 15th and October 31st.  The Reservations Committee will work to maximize usage of the Lodge by the greatest possible number of members.  Any reservation requests not confirmed by December 1st will be converted to Wait List requests.  Regardless of the number of reservation requests a Member holds as of December 1st, members may request open rooms / beds for the balance of the ski season.
  9. When making reservations, please specify the check-in and check-out dates of your reservation.  All weekend reservations must include both Friday and Saturday nights, and Friday, Saturday and Sunday nights for holiday weekends.
  10. Cancellation Policy:
    • Holiday Period Cancellation Policy:
      • Cancellations must be received and acknowledged 14 calendar days prior to arrival to receive a full refund.
      • Cancellations received less than 14 calendar days prior to arrival may incur a cancellation fee of 100% of the rental fee.
    • Non-holiday Period Cancellation Policy:
      • Cancellations must be received and acknowledged 14 calendar days prior to arrival to receive a full refund.
      • Reservations canceled 8-13 calendar days prior to arrival will be assessed a 50% cancellation fee if the rooms are not rebooked.
      • Reservations canceled less than 7 calendar days prior to arrival will incur 100% of the rental fee if the rooms are not rebooked.
  11. Cancellation fees will not be waived due to driving conditions or prevailing ski conditions in the Valley. The Reservations Manager maintains a Wait List to fill any cancellations, on a first-come, first served basis. Members should make every effort to contact our Reservations Committee if confirmed reservations must be canceled. Those on the Wait List will be contacted and be given preference in filling the unoccupied rooms.
  12. During the off-season, a minimum charge of $200 will be billed to open and close the Lodge.
  13. Guests are welcome, with an accompanying member, and in every case, the member holding the confirmed reservation is responsible for payment. Guests’ reservations may not be confirmed until 14 calendar days prior to their opening reservation date. Exceptions to the Guest Reservation Policy are at the sole discretion of the Reservations Committee.
  14. Members can confirm room assignments on the ASCNY website under ” Room Assignments” and should do so prior to arrival. Members may not arbitrarily take an empty room/bunk, as it may have been assigned to a latecomer. All changes must be made and confirmed by the Reservations Committee. The Reservations Committee’s records will govern applicable changes and charges.
  15. Members not staying at the Lodge may make full use of the Lodge when the Lodge is opened for paying overnight members and guests. The bootroom, however, may be accessed at any time, and is secured by a keypad lock. The access code to the keypad is available on the ASCNY website under “Lodge”.
  16. No one under the age of 21 may stay at the Lodge unaccompanied by a parent or other consenting adult member.
  17. Babysitters employed by members are not permitted to stay overnight at the Lodge.
  18. Members with outstanding dues or other charges in arrears must settle their accounts prior to any reservation being confirmed, and may not attend club functions or use the boot room or Lodge until they are paid in full.
  19. No pets are allowed in the Lodge at any time.
  20. Specific points about the operation of the Lodge are posted in various locations within the Lodge and on the ASCNY website.  All members are requested to familiarize themselves with the policies above, as well as signage posted in the kitchen, sleeping and bootroom areas of the Lodge. This includes “check out” procedures re. garbage, linens, heat, etc.  Specific questions and suggestions may be directed to the current Lodge Committee.  Members are responsible for making sure their guests are aware of all Lodge Policies.
  21. Members and guests must follow the COVID policy.

For Reservations:
Agree to these terms and complete your reservation request

  • If you have any questions, feel free to reach out to the Reservations Committee.   Email questions to Reservations@ascny.org

ASCNY Lodge
4593 Millbrook Road
Fayston, VT 05673
Tel. 802-496-8861

Rev. 10/2022