CAMPING POLICIES
2017 Gathering & Games

The demand for RV/camping spaces has increased over the last few years resulting in increasing risk of misunderstanding the policies we work under. We have gathered our policies together in this document for your information.

It is our intent to place campers in the space or spaces that they desire; however certain rules apply. Please carefully review the following information before you make your reservation as policies that apply to you may have been altered from previous years.

GENERAL POLICIES

1.



The acceptance of persons to the RV/camping area is at the sole discretion of The Caledonian Club of San Francisco and will generally be made within these policies. We reserve the right to over-ride these policies in extenuating circumstances.
2.




Space may be refused to any camper who is overly noisy or otherwise disruptive. This includes loud partying, loud vehicles and noisy animals. Persistent disruptive behavior will not be tolerated and persons creating the disturbance will be asked to leave. No space refunds will be made under these circumstances.
3.

If you have not reserved your space by August 15th, space fees will increase as noted on the Camping Home Page.
4.

We cannot accept reservations for unaccompanied children or youth under the age of eighteen (18). These persons must be accompanied by a parent or responsible adult.
5.









If you have one or more vehicles that you are not sleeping in, they must be parked in the asphalt lot at the end of the field unless the vehicle and your sleeping accommodation will both fit entirely within your space. Under no circumstances will parking on any adjacent or nearby unoccupied space be permitted. Delivery or pickup of materials may be made to your space but must be limited to thirty (30) minutes and the driver must remain in the immediate area. At all other times, aisles must be kept clear for the passage of emergency vehicles in the event they are required.
6.

Generators, regardless of how quiet they may be, will not be run between the hours of 10:00PM and 7:00AM.
7.

Please respect your fellow campers. Loud singing, loud music, loud vehicles and any other noisy behavior is not permitted after 10:00PM
8.

Open flame fires and fireworks are prohibited on any Fairgrounds property. Charcoal used in a metal grill is permitted.
9.

We do not provide pet-sitting service nor are animals to be left unattended outside at any time. Air conditioning must be operating in any vehicle if animals are left in them during the day.
10.

Additional items and instructions are listed on the reservation form. Please review and abide by them

SPACE ASSIGNMENTS

1.




We will accept reservations and deposits for spaces for the following year during the Games. If you wish to retain the space you are occupying for the next year, we suggest making reservations for next year before you leave. In the event you cannot come after making a reservation, see the items below regarding your options.
2.






All spaces are not the same size. We have set up the layout to avoid trees in the aisles and maximize the number of spaces available. We have provided spaces suitable for all sizes of RVs and other vehicles or tents. We may not be able to place you adjacent to another person you wish to be with if their accommodations varies greatly from yours. We will attempt to locate you as close together as possible.
3.

The Occupant of a specific space has the first right to reserve the space until June 1st of the year of the next Games. After that date, the space will be available to another person.
4.




Whenever all full hookup spaces have been reserved, we maintain a waiting list for those full hookup spaces. As those spaces become available we fill them from the waiting list in chronological order. After June 1st, Full hookup spaces will be made available to the first person on the waiting list unless other arrangements have been made.
5.

With the exception of extenuating circumstances, once a reservation for a specific space has been made, the holder will not be reassigned for that year without their consent.
6.

If, prior to leaving, we are notified by the holder of a space that they will not need the space for succeeding years, the space will be held until June 1st of that year and then reassigned.
7.


If we are notified in writing after the Games that a space will not be needed for succeeding years, the space will be reassigned.
8.


If you give up a space for whatever reason, we cannot guarantee you can have it back if your plans change as it may have already been reassigned.

IF YOU CANNOT ATTEND AFTER MAKING A RESERVATION

1.




If you do not use a space after making a reservation, your deposit can be refunded if you notify us in writing no later than the first Friday of August or by telephone message no later than Friday of the Games weekend. Telephone messages left after mid August may not be returned due to our being in the process of setting up the campground. Cancellations made in this period will be handled as you specify. Refunds will be sent out in later September or early October.
2.




In the event you are unable to attend for any reason and this is made known to us no later than the last Sunday of August prior to the Games, the deposit can be refunded with the space being reassigned as noted above or the space claim can be carried over to the next year and another person may be assigned to the space for one year only. After that year, if you are still unable to attend, your deposit will be refunded and the space assigned as needed.
3.








If you make a reservation and find that you cannot attend, it is acceptable to allow another person to use the space. There are some restrictions, however. The person who reserves the space must advise us of any arrangement of this type, who will be paying as well as whether you wish to carry the first night deposit over to the following year. Notification must be made in writing and reserved no later than the first Friday of August. If we do not hear from the one who reserved the space in this time frame we will not have verification that someone else claiming the space is doing so with the consent of the one who reserved it. This could result in refusing the space to that person and the space sitting empty. It would also mean the first night's deposit would be forfeited and not carried over.
4.




Allowing someone else to use a space will be treated in the same manner as a normal carry over. If a space is reserved by one person but used by another person and the person making the reservation requests a carryover to the next year but again does not use the space, it will be forfeited. In this situation, the person who actually last occupied the space will have the first right to reserve it in their name the following year.
5.



You may make a reservation for another person, but if you do, that person's name, address, phone number and tent/vehicle information must be included on the reservation form. If that person does not attend without notifying us as noted above, the first night's deposit will be forfeited.

Policies are subject to change without prior notice when circumstances dictate