Calgary Culture Club - Rules

1. CLUB REPRESENTATIVE'S AUTHORITY
   Members and guests (Participants) must recognize the authority of the trip coordinator(s)/organizer(s)/officer(s) (Club Representatives) and follow any additional rules they set up for Calgary Culture Club (Club) events/outings/activities (Event) - especially if the additional rules involve your safety. Events can be cancelled or modified at the discretion of the Club Representative (for lack of interest, inclement weather or having a personal conflict with the Event). The CCC will attempt to replace a Club Representative on an Event should they be unable to attend 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 condition for the Event. This is a safety issue and also helps assure 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 will adjust the pace of the Event to meet everyone's needs.
   3. Participants are expected to commit to the entire Event. The Club Representative cannot do their job if some Participants only go partway through the Event and then return on their own.
   4. If there is an emergency and/or injury, the Club Representative will 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.
   
   
2. BEHAVIOR
   Remember that you are representing the CCC while participating in any CCC event! Please conduct yourself in such a way as not to detract from the enjoyment of the other Participants (at all times). You may be removed or excluded from the Event should your behaviour warrant such an action.
   
   
3. CANCELLATION POLICY
   
   The Calgary Culture Club Cancellation Policy has been designed out of consideration for event attendees and coordinators, to ensure that we avoid the following as often as possible:
   - Event "no shows" who prevent members on the waiting list from attending an event.
   - Event coordinators and attendees being left to waste time waiting for those "no shows".
   - Unnecessary last-minute drop-outs which result in people from the waiting list not being able to get onto the event.
   
   Policy:
   • To cancel out of an event after the registration cut-off, you cannot delete your own registration from the web site. You must phone the coordinator and follow up with an e-mail to confirm.
   • If you cancel out of an event within 24 hours of the carpool/meeting time, you must phone the event coordinator at least 2 hours in advance of that carpool/meeting time. If you don't, you may be recorded as a "no show" at the coordinator's discretion.
   • If you are more than ten minutes late for a carpool or meeting place, you may be recorded as a "no show" at the coordinator's discretion. If you are uncertain as to where you're supposed to meet, make sure you ask the coordinator for clarification prior to the day of the event.
   • If a person has two or more "no shows" in a year, their spot on future events cannot be guaranteed. The event coordinator may, at their discretion, move that person from the sign up list to the bottom of the event waiting list.
   • If a person has two or more "no shows" in a year, and they put themselves on the waiting list for an event, other members on the waiting list may be added to the event first at the discretion of the event coordinator.
   • If a person has five or more "no shows" in a year, they will receive a warning e-mail and may be removed from the club at the discretion of the club officers.
   • Event attendees are responsible for having a valid e-mail address and for checking their e-mail prior to an event.
   • Event coordinators will be responsible for phoning anyone added from the waiting list within 24 hours of carpool/meeting time; otherwise, a "no show" cannot be logged against any person.
   • Event coordinators will attempt to send out a reminder e-mail within 24 to 48 hours of the carpool/meeting time; HOWEVER, it is the responsibility of each attendee to be aware of their events and abide by the cancellation policy.
   
   This policy is not designed to punish people, but only to be fair to all concerned parties. To that end, event coordinators may be convinced to reverse a "no show" flag if they are contacted within a reasonable period of time after the event and made aware of extenuating circumstances. This will be up to the discretion of the coordinator and will be handled on a case-by-case basis.
   
   As well, exceptions may be made to this standard cancellation policy for any event. If there are exceptions to the policy, they will be stated as part of the event details. Make sure you read the event details carefully.
   
   
4. COMPLAINT POLICY
   
   • Complaint about a Volunteer/Event:
     All coordinators are volunteers. You are welcome to take part in their activities, but you do so at your own risk. Only written complaints against an event coordinator or club volunteer will be considered. They may be addressed to the Volunteer Coordinator, Michelle, at volunteer@calgarycultureclub.com. The focus of the complaint policy is on improvement rather than discipline.
   • Complaint about another Club Member:
     The club strongly encourages members to deal with issues directly. If you are unable or unwilling to deal directly with the person (or persons) involved, please follow these guidelines:
     1. Complaints must be sent to the club President and Vice President via e-mail. Please include date(s), time(s), event(s), behavior(s), what your reactions/responses were, and any corroborating evidence (ie. e-mails) or witnesses.
     2. Complaints absolutely must come first-hand by the victim. No second- or third-hand information will be acted on or considered unless it is in corroboration with the original complaint.
     3. Complaints must be serious. Harrassment (sexual or otherwise), violence, illegal activities, dangerous driving, etc are valid complaints. Talking non-stop during carpool is not.
     4. Complaints must be specific. Vague accusations of being "creepy" or "annoying" are not valid complaints. In the event of vague complaints, the club may choose to hold off action until more evidence is produced, or the perpetrator acts inappropriately again.
     5. Complaints must stem from club activities. Actions of members interacting outside of club events, or who interact with members on an event without being signed up for that event themselves will not be reprimanded through the club.
     6. Complaints must be timely. You must contact the club executive in a timely fashion (ie. within 48 hours) of the event to make your complaint.
     Please Note:
     1. Although the club executive will be discreet (ie. will not disclose your identity), they cannot guarantee anonymity because when communicating the nature of the complaint to the perpetrator, it may be possible for them to deduce who the complaint originated with.
     2. The club will not serve as a mediator for personal disputes.
     3. The club may choose not provide details on how the situation is handled, only that a warning was sent, etc.
     4. In the event of a first complaint against someone, they will likely receive a warning (unless the situation is very extreme). In the case that the club receives multiple complaints against the same person, they may be removed from the club.
     5. In the event of retaliation (ie. an attack via e-mail or phone) resulting from the complaint, the perpetrator may be suspended/expelled without question.
         
5. LOSS OF CLUB MEMBERSHIP
   There are some cases in which membership with the Calgary Culture Club may be revoked or suspended:
   1. If a single complaint of enough severity is brought against an individual
   2. If multiple, lesser complaints are brought against an individual
   3. If an individual has five or more "no shows" on their account (see our "Cancellation Policy" on this page for complete information).
   4. Event Crashing (see below)
   5. If an individual is banned from three or more of our volunteers' events. We are a 100% volunteer-run club and as such our volunteers are within their rights to ban anyone from attending events that they coordinate if that individual is taking away from their own enjoyment of events.

   If your membership is revoked you must not attempt to re-join the club or attend events under a different name or as the guest of another member. If your membership is suspended you must not attend any club events until the time of the suspension expires.
    

6. EVENT CRASHING POLICY
   Event Crashing means attending (or attempting to attend) a club event that you are not registered for. Showing up at a club event, meeting spot, or carpool location with the intention or hope of attending without being on the official sign-up list (or having prior clearance from the event coordinator) is against club policy. Our event sizes are restricted for a number of reasons, and it is not fair to the event coordinator to show up and ask to attend (putting them, and the group, in an awkward position), nor to any members who may still be on the waiting list who would have liked to attend.
   
   Of course, many of our events take place in public venues, accessible to anyone. If you happen to be in the same place as one of our events, this in itself does not constitute crashing, however, integrating into the event group and participating as a member of the group does. If you are simply participating in the same activity at the same place/time as a group, be sure to participate on your own rather than attempt to integrate with the club group.
   
   Crashing a club event will result in a warning from the club executive, and a second incident may result in a three-month suspension of your club membership.
    
7. MEMBER CONTACT INFORMATION - ANTI-SPAM POLICY
   Contact information provided by members is solely intended for individual communication and may not be used by a member for mass emails, solicitation, direction to any other website or copied to any other mass email address list. Members wishing to share relevant information may post on our calendar or Forum. Any misuse of contact information by a member will result in a warning, and possibly a suspension or permanent loss of club membership.
   
   
8. ALCOHOL
   The CCC encourages responsible drinking. Some Events may allow for the purchase and/or consumption of alcohol. We simply ask that you do not overdo it. By consuming alcohol, you give permission to allow Club Representatives to find alternative ways to transport you home/get you to the remainder of the Event or exclude you from the remainder of the Event.
   
   
9. CHILDREN
   Children are permitted on SOME Events. This is at the discretion of the Club Representative. Please see a specific Event’s details to see if children are permitted. The CCC mainly caters to adults and does not want to be liable for a child's injuries on a risky Event.
   
   
10. PHOTOGRAPHY
    All Participants are encouraged to document the Event; however we stress you take extra measures to protect your equipment from undergoing damage. Also note that, during the Event, Club Representatives may be taking photos for use on the web site, in newsletters or other promotional materials. By participating in a Club Event, you are granting the Club permission to reuse these photos of you in such a manner.