Expression of Interest

When the dates for a trip are known you will have the option to express an interest in attending.

Note

At this point the cost may not be known, but you will not be bound to attend if we can accommodate you and a deposit is not required at this stage.

The goal of the expression of interest stage is to establish:

  • How many athletes wish to attend
  • How many guardians wish to attend with their athlete
  • How many volunteers wish to attend
  • How many coaches wish to attend

The expression of interest will be open for a stated duration. Once the end date for the expression of interest phase has passed the trip organisers and head coach will convene and discuss who has expressed an interest in attending.

The needs of the athletes that have signed up will be taken into account, along with the number of volunteers that have expressed an interest in attending the trip.

Ideally we will be able to accommodate all athletes that expressed an interest, but if SOWM cannot meet the needs of all wishing to travel then decisions will need to be made by the committee as to who can be supported on a trip-by-trip basis. The guiding principles for deciding on the provision of care are outlined in our provision of care policy.

We will check that the athletes who have expressed an interest meet our athlete attendance policy.

Those Requiring Invoices

We need to know at the registration of interest stage who needs invoices rather than a statement. We can provide invoices to support claims if they’re required but we need to know from the start so we can be sure to get the invoice to you in a timeframe that’s realistic. Some providers also have specific requirements for the invoices, so it isn’t something we can accommodate last minute.

Signing Up

The group will contact everyone that registered interest. If the group can accommodate your request then we will then need a deposit per person - you will be told the exact amount.

Tip

At this point you must make sure your passport and GHIC card will be valid for the trip if it is abroad. If they have already expired, or will have, this gives you ample time to replace them.

Deposits

SOWM typically arranges a group booking with the airline. The deposit amount is the amount that we expect to pay the airline for the airfare.

Note

The deposit should be treated as non-refundable. If your place can be swapped with someone then we will endeavor to return the money you paid, less any potential costs to the group. If there is nobody else that is able to take your place then the money will not be returned.

The deposit will be required by the specified deadline to secure your place on the trip. If it isn’t received we may offer the place to someone else if we were previously unable to accommodate them.

Final Payment Deadline

You will be made aware of the final payment deadline when we confirm your place - you must have paid the full balance by the deadline. If the full balance has not been received by the deadline then SOWM may be unable to accommodate you on the trip. In this case the deposit paid will not be returned.

You’re welcome to pay in smaller increments before the deadline if that is convenient for you.

If you’re struggling financially let us know by emailing the treasurer and we can try to work towards a payment plan. Please note that your email may be shared with the committee or a subset of it.

Payment Providers

Sometimes the trip dates cause problems for payment providers.

  • Pila tends to be in January and some payment providers will not pay for anything in the following calendar year.
  • Hemel tends to be in June and some payment providers will not pay for anything in the next financial year.
  • Some payment providers will not pay for trips until afterwards.

In all of these cases SOWM cannot accommodate the financial outlay. If you are able to claim for trips, partly or in full, but not until after the final payment deadline:

  • You will have to pay the full cost by the payment deadline
  • SOWM will provide an invoice
  • Upon receipt of the payment from the provider we will return the amount you paid back to you

Note

If the payment provider terms change and the amount that can be claimed is disputed or reduced we will return the difference.

Withdrawing

Once we offer you a place and you pay a deposit you are committing to that space. If you subsequently withdraw you may forfeit the deposit, and the group may ask for additional money if the group has made any payments on your behalf between you paying the deposit and your decision to withdraw.

Late Sign-Ups

For those that wish to sign up late, after the expression of interest phase has closed, you must contact the family representative.

There is no guarantee that your request to join the trip can be accommodated. If we weren’t able to accommodate all those that expressed an interest initially then priority go to those individuals over late sign-ups - this decision will remain consistent with our provision of care policy.