Bookings Process

Book Online

During the Priority Rounds all bookings need to be placed online using Clubman. No phone or email bookings will be accepted. The Booking Office will assist where possible if you have difficulties using Clubman.

Once Full Bookings open you can contact the Booking Office to place a booking which will usually be confirmed quickly if space is available and the Booking Office is open. However, contacting the Booking Office adds an extra step to the booking process which may take longer during busy periods and we cannot guarantee bookings over those received via Clubman. As such, we recommend booking directly via Clubman at all times.

Booking Details

All dates, names of occupants and payment methods should be entered into Clubman when your booking is submitted.  Guests and children need to be added when you first use Clubman but will be associated with your account going forward. Contact the Booking Office to add additional people.

Members Only

Only Members are able to make bookings. Guests should not contact the Booking Office unless the Bookings Officer has contacted the guest directly. The Member is the conduit for all guest bookings.

Financial Members

You must be financial to book (ie. membership fees and bookings (including guest bookings) paid in full, which can be done on the online system under ‘invoices’).  

Observe the Booking Rules

The Booking Periods and Limits illustrate the booking rounds that take place annually. The rules and limits are embedded in Clubman so please review the rules if you’re having difficulty placing your booking. If you believe there is an issue with the system accepting what you believe is a valid booking, please contact the Booking Office.

Confirmations by Email

You will receive an immediate email acknowledgement from Clubman that your booking request has been received. This is not a confirmation of your bookings but simply an acknowledgement that the booking has been placed.

For Rounds 1 and 2, successful booking offers should be distributed to Members from Clubman before the following Wednesday after each round has closed with payment due by the following Sunday as set out in the table on the Booking Periods and Limits page.

Once full bookings open, acknowledgment of the booking, acceptance and invoicing for the majority of beds in a lodge will be almost immediate. Booking the last beds in a lodge may take longer to confirm as the Booking Office will need to determine room allocations and lodge capacity.

No booking is confirmed until payment is received in full by direct deposit or credit card. Bookings cannot be held without payment and will be released without notice if payment is not received.

Payment

Members are responsible for all payments including guests. ALL payments must be made via Clubman – no cheques, direct bank transfers or Bpay payments are accepted.The preferred method of payment is by direct debit as it costs the Club $0.30. You can pay by credit card subject to a 1.5% surcharge, noting the Club will be paying 1.9%. Credit card details are processed through Stripe so personal details are not kept by USC or Clubman.

Code of Conduct and Illness Policy

The Code of Conduct and Illness Policy are part of the terms of all bookings and apply to everyone staying at USC. Members are responsible for everyone in their bookings so please make sure they are aware of and comply with these policies.

No Waiting Lists or other Lodge Nominations

Clubman is a live booking systems and does not maintain waiting lists or allow for a 2nd preference lodge. However, you can see lodge Availability between Priority Rounds and during the season to make your booking accordingly.

Falls Creek Flats

Flat bookings are for the entire flat. Rates are based on 5 people staying. A maximum of 5 adults are permitted and 6 people in total including children.

Booking Cancellation due to public heath

The Club reserves the right to cancel any booking in order to comply with the regulations or requirements of any authority. A full refund will be provided if your booking is cancelled. For example, if restrictions change and the total number of people allowed in the lodge is reduced, some bookings may have to be cancelled. In these circumstances, where possible, the Club will allow Members to elect to cancel their booking. If there are insufficient elections, a “last in/first out” approach will be adopted. For general cancellation and refunds see Cancellations and Refunds.