RSVPs/RESERVATIONS/PAYMENTS

PLEASE read the following instructions!

Your help is expected by following these directions in order for our volunteers to manage the volume of RSVPs and other email that we receive. People who repeatedly are unwilling to follow these directions will be removed from our email list. It is important to provide your phone number so that we can try to contact you if needed since events are subject to changes, corrections, or cancellations.

Please send a separate RSVP for each activity/event. Please use RSVP links in the activity/event listings, do not reply to the eNewsletters. When making an RSVP for an activity, please include your contact info below, you may want to copy-and-paste or retype the following information into your RSVP request: (explanation of info requested in Housekeeping section below)

RSVP requests without your contact info below will NOT be accepted.

Member No.:   [located in the top right of your eNewsletter] 

Payment Method:   [BillPay or PayPal]

Full Name:   

Mobile Phone:   

Alternate Phone:   [note if it is home/work/other]  

Mobile Text Messaging Email:   [optional, see note in Housekeeping section below]  

Guest's Full Name:   [if you would like to bring a friend; see Guest note in Housekeeping section below] 

Confirm that you agree to abide by our Participation Guidelines/Rules of Conduct.

Emergency Contact Name/Phone:   

Medical Conditions, Allergies, Physical Limitations:   [Please provide info in reference to any medical conditions, medications being taken, food or drug allergies, or anything else which could be useful in the case of an emergency.]

When using the RSVP links below, it should bring up an email message and automatically fill in your subject line then add your contact info above in the body of your message.

RSVP link does not work:

If your system blocks the RSVP links or leaves the subject line blank, please send your RSVP to rsvp4@hotlantaadventures.org and then enter the RSVP email subject line from below and the requested contact info from above.

This procedure must be done in order to more efficiently handle the RSVPs for different events. We would like to automate this process but we currently do not have a volunteer to do the web programming for that function. If you would like to help with this, please let us know.

Making a RSVP/Reservation request shall constitute acceptance and consent to all the provisions
of our group's Participation Guidelines, Rules of Conduct, and Terms & Conditions.

*1 Some events have a limited number of participants and as such, an event may close out before the deadline date or this page is updated. You can be added to a waiting list.

*2 The two amounts shown for each event represent the cost for those with Basic Memberships & Supporting Memberships (see info below in Housekeeping).

Cost/Group Fees may not include other costs associated with an activity or event. For more information about Group Fees, see the Participation Guidelines section of our website. Reference your latest eNewsletter for more information on an activity/event.

$$ PAYMENTS $$ DEPOSITS $$
[This is for activities that require payment or a deposit before the event.]

If an activity requires a payment before the event, your reservation is only accept when payment has been made. If a timely payment is not made, your reservation slot will be released to other members.

Online Bill Pay (preferred method):  

If you use your bank, credit union, or brokerage house's Online Bill Pay service (usually free), it more than likely is processed by CheckFree or Princeton eCom which will send your payment to us electronically eliminating delays from paper transactions. This will allow you to post a payment to us the next business day. Let us know in your RSVP or other email that you are sending your payment through your e-bill service.

Setting up your Bill Pay service: use your Hotlanta Adventures Member Number as your account number. The first time you enter our contact information (Hotlanta Adventures, PO Box 14304, Atlanta, GA 30324-1304, phone: 404-688-3667), you may need close out of the Bill Pay system then go back in for it to update Hotlanta Adventures as a electronic/next business day payment recipient.

CheckFree processes the Online Bill Payments for financial institutions such as Bank of America, BB&T, CDC Federal Credit Union, Charles Schwab, Delta Employees Credit Union, Edward Jones, Georgia Telco Credit Union, IronStone Bank, RBC Centura, Regions Bank, SunTrust, TD Waterhouse, Wachovia, Washington Mutual, and many others in addition to those processed through Princeton eCom.

This not only drastically reduces the administration involved in processing event payments but also helps the environment by eliminating paper checks/deposit tickets, transportation and energy reduction in the mail, banks & Federal Reserve systems, additional trips to the Post Office to check mail, and trips to the bank to make deposits.

Due to our bank charging us for checks/payments that are returned, returned checks (NSF, closed acct., etc.) are subject to a service charge of up to $25 or 5% whichever is greater. Returned checks/payments cancels your reservation.

Credit Cards:  

You can also pay by VISA, MasterCard, Discover, American Express or PayPal account. You do not need a PayPal account to pay by credit card through PayPal. A fee will be added to cover the PayPal fees (30¢ + 2.9%).

Paper Checks:  

We no longer accept paper check except on special circumstances due to various issues such as the logistics of dealing with picking up mail and bank deposits especially when different group leaders are out of town. We have also had problems with holding reservations while "the check is in the mail" and never being received or overly late. Over 95% of the banks and financial institutions in Metro Atlanta provide (free) online BillPay processed through CheckFree or Princeton eCom which send payments to us electronically. Paper checks are subject to a $10 handling fee.

HOUSEKEEPING ITEMS
and RSVP/Participation FAQ (frequently asked questions)

Supporting Members

These members are a vital part of our club and as a benefit for supporting our organization, they typically pay a lower Group Fee for most outings and are eligible to attend events such as the Free Advance Movie Screenings that are for Supporting Members only. When possible, Supporting Members receive priority reservations or placement on a waiting list with events that have limited number of participants.

You can upgrade your Basic Membership to a Supporting Membership for only $25.00 for 1-year (introductory / charter member rate). Request your membership upgrade when placing an RSVP and include an additional $25 to your event payment.

Participation Guidelines:  

We suggest members visit the Participation Guidelines page prior to attending an event to refresh their knowledge of those guidelines and check for updates. Please also read the Group Expectations and other info below. You will be expected to abide by these rules and guidelines. As a group with a large and diverse membership, we have established guidelines to function as an enjoyable club for everyone as a whole.

Any member falsifying information on sign up or in a reservation may have their reservation and membership revoked.

Group expectations:  

We expect our members to help create a welcoming and friendly environment for everyone so we can all have a good time. As a outdoor and social club, we request that members participate in our activities together as a group member.

If you are interested in doing activities on your own or just with your friends, then you should do these activities separate from our group functions. It is disrespectful of our group leaders, guides, and other participants to leave the others in the group to do your own thing at an outing or other event. We typically expect participants to attend an entire outing, i.e. not show up late just for the main function or leave early unless that has be arranged with the outing leader before the day of the activity.

Outing/Event Meetup and Check-In/Out:  

Most outings outside of Atlanta have a meeting location separate from the event where participants are checked-in, needed paperwork is handled, announcements are made and we review other needed details before an outing or other event so it is important for you to attend. These meeting times are typically combined with a meet & greet/social time along with some events having a meal/social time after the main function.

If you live out of town or there are other factors that doesn't make it feasible for you come to a meeting location that is separate from the event, let us know so that we can make arrangements before the day of the event for you to meet at the activity location.

You are expected to check-out with the trip leader before leaving an outing. 

Club Representative:  

Members and guests (Participants) are must respect the trip leader(s), organizer(s), guide(s) (Club Representatives) and follow any additional rules they set up for Hotlanta Adventures (Club) events/outings/activities (Event). These rules are for the enjoyment of the group and your safety. Events can be cancelled or modified at the discretion of the Club Representative (for lack of interest, inclement weather, or other reasons). We will attempt to replace a Club Representative on an Event, should they be unable to make it, and inform the Club in a timely manner. Club Representatives have the authority to:

1. Remove or reject any person from participation if they are not in a condition for the Event. This is a safety factor, as well as assuring the enjoyment of the other Participants.

2. Participants are expected to stay together on both the trip to and during the Event. The Club Representative should try adjust the pace of the Event to meet everyone's needs.

3. Participants are expected to commit to the entire Event. The Club Representative can not do their job if some Participants only go partway through the Event and then return on their own. This also helps prevent confusion with someone being lost/missing. 

4. If there is an emergency and/or injury, the Club Representative may terminate the Event or let someone help the injured back to transportation or medics. The volunteer will be required to be familiar with the way back.

Transportation Policy: 

Hotlanta Adventures nor our represenative(s) cannot take an active role in making arrangements for participants' transportation and assumes no liability for them. The leader supplies directions to the event location, but carpooling, ride sharing or anything similar is strictly a private arrangement among the participants. Participants assume the risks associated with this travel. Riders customarily share expenses with drivers. The contribution varies with the vehicle, number of riders, road condition, etc. A suggested amount is 10¢ per mile per person but this may need to be adjusted with high gas prices.

Guests:  

If you would like to bring a guest, they must register as a Basic or Supporting Member at the Membership Info page in order to participate in our group outings.

Guests at Movie Screenings/Premiers: A Supporting Member may bring a guest to a Movie Premier who is not a current Basic Member. The guest must register as a Basic Member. A new Basic Member may attend only one (1) Movie Screening as a Supporting Members' guest, after that time they must become a Supporting Member to attend additional screenings.

RSVP Confirmation:  

You will receive a confirmation when your RSVP/Reservation request is processed and payments received.

Cancellations/No Shows:  

If you RSVP for an event and you or your guest are unable to go, please give other members the courtesy of letting us know as soon as possible so that someone else might be able to take your place. This is also a courtesy of those who are attending the event so they are not needlessly waiting on someone who is not showing up. 

Those who are no shows for an event will be de-prioritized (i.e. put on the bottom of the list) for future RSVP's when we have more reservation request than available space. Those who have multiple no shows may be removed from our membership list.

Waiting List:  

If an event has a limited number of available slots and is full, you can be added to a waiting list in the event we are able to increase the group size or there are cancellations. If you are notified of an opening, you must make the required deposit or payment due at that time to take that reservation slot.

Refunds:  

Refund policies vary from event to event based on various factors including those of the vendors (guides, outfitters, lodging, etc.) we are contracting with. A $10 group service charge will be deducted from refunds plus any surcharges in addition to refund surcharges from our vendors (guides, lodging, etc.). There are no deposit or payment refunds for no-shows.

Member Numbers:  

Can be found in the top right portion of your eNewsletter.

Mobile Phone Text Messaging Email:  

When possible, we will send out mobile phone text messaging alerts for reminders and last minute changes in events. You should still rely on our eNewsletters and Event Update email for the most complete information. The default text messaging email addresses for the major carriers are below. Most mobile phone providers charge for receiving text messages.

Cingular: [10 digit no.]@cingularme.com
Cingular (former AT&T): [10 digit no.]@mmode.com
MetroPCS: [10 digit no.]@mymetropcs.com
Nextel: [10 digit no.]@messaging.nextel.com
SprintPCS: [10 digit no.]@messaging.sprintpcs.com
T-Mobile: [10 digit no.]@tmomail.net
Verizon: [10 digit no.]@vtext.com

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Environmental Policy & Projects | Volunteering & Community Outreach | Wild About Nature Film Festival

Hotlanta Adventures is an affiliate club of the American Hiking Society and League of American Bicyclists.
An organizational member/partner of the Upper Chattahoochee Riverkeeper, Georgia Adopt-A-Stream, Rivers Alive,
National River Cleanup Week, EPA WasteWise, Ga. DNR Pollution Prevention Assistance Division, Friends of the Forest,
Safe Routes to School National Partnership, Georgia Water Coalition, and Georgia Environmental Action Network.
Our general community chairty support includes being an organization partner of For The Kid in All of Us and their annual events benefiting Atlanta area needy children and youth: The Toy Party (holiday toy drive) & Backpack in the Park (school supply drive).

©2005-2009 Hotlanta Adventures · Atlanta GA 30324-1304 · Contact Us
We not responsible for typographical errors.