Reservation and Cancellation Policy
Our trips are open to all Sierra Club members. Membership is
required for all trip participants 18 years or older. If you're
not currently a member, you may include your membership
application and dues with your reservation request. If you're
using a credit card to make a reservation and you're not a
member, you will be required to join at that time. Typically, a person under 18 years of age may join an outing only if accompanied by a parent or designated guardian and with the consent of the trip leader.
How to Register for
We accept reservations on a first-come, first-served basis.
Please give some thought to your interests and preferences. Some
trips are moderate, while others are strenuous. A few are only
for highly qualified participants. Be realistic about your
physical condition and the trip's level of difficulty.
Phone: You can register by using a Visa or MasterCard
and calling 415-977-5522. Please have the trip number, your
credit card information, and your membership number handy.
Online: You can register over the Web using our
and easy online reservation form.
U.S. Mail: If you're registering for a trip via U.S.
mail, you should fill out
reservation form for each trip and
include all people who want to be considered as part of that
trip party. (If you're signing up for more than one trip, please
make copies of the reservation form.) The first person on the
reservation form is considered the primary applicant and will
the only party member to receive reservation information,
brochures, bills, and forms. Please include on a separate sheet
of paper any addresses that may be different from the primary
applicant's address. Mail your completed reservation to the
address listed on the form.
Fax: You can fax your completed reservation form to
415-977-5795. You must include your credit card information on
Every trip requires a deposit for each individual on the trip
(including children). The amount of the deposit varies with the
|Up to $499
||$50 per person
|$500 to $999
||$100 per person
|$1,000 and above
||$200 per person
We apply your deposit to the trip price when we confirm your
reservation. All deposits and payments are in U.S. dollars
If you make your reservation less than 90 days before the
trip starts, the full trip fee is due when you register.
Most family trips include lower prices for children. A "child"
is defined as someone under the age of 18 at the time of trip
If you cancel from a trip, you may be charged a cancellation
fee. Please read the cancellation chart.
When a space is available on a trip and you pay your trip
deposit, we reserve a confirmed spot for you and mail a
confirmation packet to the primary trip party participant. (If
you're registering alone, this is you.) Your confirmation
includes three important forms for each person in the trip
party. Each participant needs to complete the three forms when
he/she receives them and return them to the trip leader
within 30 days to get approved. (Confirmation is subject to
approval by the trip leader: see
approval process for details.)
We give you a two-week (14-day) grace period from your
sign-up date to cancel or transfer your reservation free of
charge. However, if the trip leaves within 30 days of your
sign-up date, there is no grace period. After the
two-week grace period, we assume you still want to participate,
and you are then subject to cancellation fees if you cancel
If there isn't space available when you register, we place
you on a waitlist, and your deposit holds your space there. As
long as you remain on the waitlist, your deposit is fully
refundable at any time. We assume you still want to participate
if a space becomes available. We automatically move you onto the
trip if an opening occurs.
- If space becomes available and you are moved onto a trip
more than 30 days prior to the trip start date, we notify
via U.S. mail of your new signed-up status, and we give you
a two-week grace period from that new sign-up date to cancel
with a full refund. After the two-week grace period, we assume
you still want to participate, and you are then subject
cancellation fees if you cancel (see
- If space becomes available and you are moved onto a trip
within 30 days of the trip start date, we notify you via
mail and by phone. You then have two (2) business days in
which to cancel with a full refund. After the two-day grace
period, we assume you still want to participate, and you
then subject to cancellation fees if you cancel (see
Once you move off the waitlist and onto the trip, your
acceptance is still subject to approval by the trip leader (see
approval process). You should
complete all participant approval forms when you receive them
and return them to the trip leader, even if you are on the
If your waitlisted group is a party of two or more, we may move
smaller trip parties ahead of you in order to fill the trip. We
will only do this within two months of the trip start date.
All trip reservations are subject to approval by the trip
leader. We mail a confirmation packet to the primary party
member, whether the party is confirmed on the trip or is on the
waitlist. Included in the packet are three forms for each trip
participant to complete: the
participant approval form, the
medical form, and the
liability waiver. Each trip participant must promptly fill
out and return these three forms to the trip leader (the trip
leader's address is listed on the forms). You are subject to
cancellation from a trip if you don't submit these three forms
to the trip leader within 30 days of making your reservation.
The trip leader reviews these forms and makes sure that each
trip participant has the appropriate equipment, experience, and
physical conditioning needed for the outing. The trip leader
will contact you if you are not approved for the trip. If you
are not leader-approved, we will refund any trip fee payments
you have made to date, or we can transfer them to a more
suitable trip. If you have any questions about your suitability
for a trip, you should contact the trip leader directly.
Full payment of your trip fee is due 90
days prior to the trip start date. If you pay your deposit by
credit card, we will automatically charge that credit card for
the final payment 90 days before the trip starts
If you pay your deposit by check or money order, you need to send final payments by the dates indicated in your confirmation packet.
International trips require an additional interim payment of
$300 per person six months (180 days) before the trip start
date, and the billing methods are the same as previously
Please note: Your payments are due at the times indicated,
regardless of your approval status. If we don't receive your
payment on time, we may cancel your reservation, in which case
you forfeit your deposit.
If you are waitlisted, no payment other than the required
deposit is necessary. We will bill you when you make it onto
the trip as a signed-up participant. If you made your deposit
by credit card and you move off the waitlist within 90 days
trip start date, we will automatically charge that credit card
for the balance due at that time.
If you decide to cancel
within your grace period, we will refund you all trip fees
to date. (See waitlist
for grace period
Unless otherwise noted, adults and children pay the same prices.
Separate child prices for family trips are indicated where
International Trip Tier-Pricing
Some international outings are tier-priced.
This means a trip's price is dependent upon the number of
participants. Two prices might be listed for a trip, showing the
sign-up levels associated with each.
Final billing is based on the sign-up level at 90 days prior to
the trip start date. If, between final billing and trip start dates,
the sign-up level goes up sufficiently to qualify for the
low-tier price, we will apply the lower price and will process
refunds on the trip start date for any differences in amounts
paid. Once we lower a trip price, we will not increase it, even
if sign-up levels drop.
Cancellations from trips where the tier price has changed are
subject to our reservation and cancellation policy. All regular
cancellation fees will apply to these reservations.
Our trip prices do not include travel to and from a trip's
starting point. Travel to and from the starting point is your
responsibility. The trip leader will provide trip rosters to
assist participants in arranging their own carpools. On some
overseas trips, you may be asked to make your travel
arrangements through a specific travel agency.
You must notify us directly if you need to cancel
from a trip. You can contact Sierra Club Outings weekdays between
8:30 a.m. and 5:00 p.m., PST, at 415-977-5522.
The amount of your refund is determined by the date that you notify
Sierra Club Outings of your cancellation. Trip leaders have no
authority to grant or promise refunds.
Sierra Club Outings regrets that it cannot make exceptions to the
reservation and cancellation policy for any reason, including
personal emergencies. The reservation and cancellation policy
applies to all reservations, regardless of whether or not the trip
leader has notified you of approval.
Trips Cancelled or
Changed by Sierra Club Outings
On rare occasions, we must cancel or change trips. If this
occurs, our responsibility is limited to a
refund of any trip fees you've already paid. Sierra Club Outings
is not responsible for airline tickets, other tickets or
payments, or any similar fee penalties that you may incur as
a result of any trip cancellations or changes.
We strongly encourage you to purchase travel insurance to cover:
cancellation fees associated with an Outing as well as airfare or
other nonrefundable expense in the event you need to cancel a trip;
medical expenses incurred on a trip; and the cost of a possible medical
evacuation from a trip. We have made arrangements with USI Travel
Insurance Services for you to purchase a comprehensive travel insurance
Feel free to contact USI Travel Insurance Services if you have questions
on this policy or its coverage as Sierra Club Outings is not equipped
to provide specific answers to questions on the program.
A transfer occurs when you move your
confirmed reservation from one trip to another.
There is no fee if you transfer from a
waitlist to another trip.
Transfers are limited to two (2) per
person. Additional transfers are treated as cancellations, and
cancellation fees do apply.
A complete transfer of funds from one
confirmed reservation to another already-held confirmed
reservation is treated as a cancellation, and cancellation fees do
You can transfer free of charge if you do so
within the allowed grace period (see
If you transfer 60 or more days prior to the
trip start date, we charge $50 per party (not per person).
If you transfer 0-59 days prior to the
trip start date, we treat that as a cancellation, and cancellation
fees apply (see cancellation chart).
Substitutions are not allowed.
On select trips, you may be required to provide a
physician's statement of your physical fitness. Special
inoculations may be required for international travel. You
should also check with a physician regarding immunization
against tetanus, which we recommend for all backcountry trips
and/or travel in developing countries.
In the case of accident, illness, or a missing trip member,
Sierra Club Outings—through its trip leaders—will
provide appropriate first aid, and will try to arrange for
search and evacuation assistance when the trip leader
determines it is necessary or desirable. Please note that our
trip leaders don't always carry communication devices (due
the remote nature of certain areas and lack of reception),
and that emergency help or evacuation may be difficult to
Costs of an evacuation and/or search (e.g., helicopter), and
of medical care beyond basic first aid, are the financial
responsibility of the ill or injured person. Backcountry
medical aid is costly, and Sierra Club Outings does not
provide this coverage for participants on any of its trips.
Therefore, we advise you to obtain medical and evacuation
insurance: you can usually purchase it as part of a travel
insurance package. (See travel
from a Trip
At the trip leader's discretion, you may be asked to leave
a trip if the trip leader feels that your further
participation may be detrimental to you, the trip, or to other
participants on the trip.
Items Not Allowed
Firearms and pets (except for seeing-eye dogs and other service dogs)
are not allowed on any Sierra Club Outings trips.
In order to ensure your safety and that of others on the
trip, you are responsible for the following: Providing
accurate and complete personal information requested for
approval; carefully reviewing all trip information provided,
and understanding as thoroughly as possible the physical and
mental demands of the trip, as well as possible risks;
properly equipping yourself in accordance with recommendations
of the trip leader and Sierra Club Outings; respecting the
customs of the areas/countries visited, avoiding breaking any
applicable laws, and refraining from antisocial conduct during
the trip; following environmental guidelines and regulations
in accordance with direction from the trip leader; and always
respecting the rights and privacy of other trip members.
Electronic devices are discouraged but may be used as long as, in the judgement of the trip leader, they do not impair the safety, serenity, or enjoyment of any trip member, or cohesiveness of the group.
Sierra Club Outings reserves the right to take photographs
and/or videos during any Sierra Club trip, and to use those
photographs and/or videos for marketing purposes for the
Sierra Club. As a participant on one of our trips, you
therefore are agreeing to let your image be used in such
photographs and/or videos. Participants who do not wish their
images to be used in this manner should notify the trip leader
CANCELLATION FEES APPLY AS FOLLOWS:
||Time of cancellation
||Cancellation fee per person
||60 or more days prior to
trip start date (except as noted in "E" below)
||Amount of deposit
||14-59 days prior to trip
start date (except as noted in "E" below)
||50% of trip fee
||0-13 days prior to trip
||Entire trip fee
||"No-show" at the starting
point, or you leave during a trip
||Entire trip fee
YOU WILL NOT PAY CANCELLATION FEES IF:
||You cancel from a
confirmed position within 14 days of when Sierra Club Outings receives
your reservation. NOTE: This 14-day grace period does not apply if
the trip start date is within 30 days of when Sierra Club Outings
receives your reservation.
||You are not
approved by the trip leader (after that trip leader has received your
||You cancel within 14 days of a Sierra Club Outings change in trip date, trip leader, and/or trip price.
||You cancel from
||You fail to move
off a waitlist onto a trip as a signed-up participant.
Have a great time! Our main goal is providing you with a
safe, enjoyable, and inspiring outdoor experience.
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