LETTER TO PARTICIPANTS
Dear GSA Field Trip Participant,
All trips will depart as indicated on the itinerary. For all trips, please check-in approximately 30 minutes prior to departure in order to pick up field trip materials including your guidebook. Vans and buses will depart promptly to meet scheduled stops throughout the course of the trip.
THE CANCELLATION DEADLINE IS [XXXXX]. A request must be RECEIVED in writing, to GSA Headquarters, by this date to quality for a refund. No refunds for requests will be accepted after this date.
If a field trip must be canceled because of logistics or minimum registration requirements, a full refund will be issued to trip registrants as soon as possible after the meeting. Also, please be aware of cancellation deadlines and penalties imposed by airlines. You may wish to change your flight arrangements if a trip you have registered for is canceled. It is a good idea to plan alternatives ahead of time.
If a trip fills, GSA will automatically take up to five people on standby. Those on standby have the option of remaining on standby, canceling with a full refund, or transferring to another trip. Should space become available, the person in first position will be notified immediately, usually by phone. Full refunds will be given to those standby participants who do not make the trip.
Field trips are technical in nature and can be physically rigorous. Some trips may pose possible dangers and hazards. Participants should assume any and all risks involved in connection with a trip; and participants do save and hold harmless The Geological Society of America® from any and all claims, injury, losses, and damages. PARTICIPANTS SHOULD CARRY THEIR OWN MEDICAL AND LIABILITY INSURANCE.
If you become aware of possible poor weather conditions, please contact the FIELD TRIP LEADER at the number listed on the itinerary sheet to see if the trip will be run.
If you have any questions or problems with the trip itinerary, contact one of the field trip leaders listed on the itinerary, or the Registration Coordinator at GSA Headquarters.
Enjoy the field trip!
Please return to Field Trip Leader
TO ASSIST YOUR LEADER IN PLANNING THE TRIP LOGISTICS:
If possible, are there other trip participant(s)
you would like to room with? Please supply their name(s).
Most trips involve some walking, sometimes strenuous. Are you in good health? _________________________________________________________
Name of Medical Insurance:_________________________________________
In case of emergency during the field trip, please list two people who may be contacted who are not traveling with you.
Return to: [Leader Contact Information]