Edmonton Outdoor Club - FAQs
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Membership
- How much does it cost to join?
- Do I have to become a member to participate in EOC events?
- What does membership get me?
- How do I find you when I've never met you before?
- What if I don't want to accept the EOC waiver?
- Can my children participate?
- Can I bring my dog?
- Do I have to be an Edmonton resident?
- Do I have to be single?
Member Network Info - Do you sell/share my information with any third-parties?
- Why is my age displayed? Isn't that private information?
- I chose to participate in the Member Network. Why can't I view other members' info?
Event Info, Registration, Notifications and Waiting Lists - How and when is your event schedule determined/planned?
- How does your event notification system work?
- What if I can't attend an event that I'm registered for?
- How do the EOC's difficulty ratings work?
- What is the scope of the EOC events (ie. for risk/difficulty)?
- Can I be bumped off an event list for any reason?
- My friend/partner is also a member of the club. Can I sign them up for an event?
- May I attend an event that I'm not registered for?
- What if I'm not crashing an event but I do run into a club group because I'm out doing the same activity at the same time?
- Why was someone else from the waiting list taken before me?
- There is a huge waiting list for the event I want to attend. Should I bother to add my name to the list?
- Why are there some spots filled on an event already even though registration hasn't opened yet?
- I received a "Double Booked" warning/notice. What, exactly, does this mean?
- I'm trying to register for an event and the web site says I'm not old enough, even though I am. What's up with that?
- My e-mail address and club e-mail subscriptions were reset. What happened?
Paid Events - What if I have to drop out of an event that I've already paid for?
- What should I expect if I'm on the waiting list for a paid event?
- How can I pay for an event?
- What is your mailing address?
- I sent a payment via PayPal but my receipt said it went to Stephanie Billenko! Did my payment go to the right place?
Carpool - Can I meet at a different spot than the official carpool location?
- How is your carpool "per km" amount derived?
Coordinating - I have an idea for an event that I may or may not want to organize. Who should I contact?
- What does it mean when there's a star or something else by someone's name?
- Can anyone organize an event?
- How do I volunteer or donate to the club?
Complaints - What if I have a complaint about a coordinator or a trip?
- What if I have a complaint about another member of the club?
- How much does it cost to join?
It doesn't cost anything to join the Edmonton Outdoor Club and there are no yearly membership fees. We do ask for voluntary donations for many of our free events to help us pay for things like web hosting, first aid supplies, etc.
- Do I have to become a member to participate in EOC events?
Yes, participation in EOC events is open to members only. Membership is free to adults.
- What does membership get me?
- Participate in Club Events
- Access to Member Network
- Ability to post items on our Calendar
- Ability to add yourself to event Waiting Lists
- Sign up to receive Notifications when new events are added to the Calendar
- Fast Sign Up for Events
- Ability to Organize an Event
- Ability to Become an Officer
- E-mail Reminders/Newsletters
- How do I find you when I've never met you before?
If you're new to the club and haven't been out to one of our events before, here are some oh-so-handy tips for how to figure out which of the strangers you see are the ones you're actually looking for:
- At our social events: A designated spot to loiter will be appointed, and the event coordinator will gather everyone in that spot. When possible, they will wear a yellow EOC baseball cap.
- At a carpool or event location: The carpool location will be described in as much detail as possible. Look for a group of people milling around some vehicles, likely toting hiking or other outdoor gear and again, look for the yellow cap.
- What if I don't want to accept the EOC waiver?
If you do not understand and agree to the EOC waiver, you will be unable to participate in EOC events. This is for the club's protection and safety, and we appreciate your hassle-free agreement.
- Can my children participate?
No, at this time, children are not permitted on EOC events. Club membership is available to adults only, and for liability reasons, we do not currently permit guests.
- Can I bring my dog?
Dogs are permitted on some events. This is at the discretion of the particular event's coordinator and whether the area in which the event occurs permits them.
- Do I have to be an Edmonton resident?
No! We encourage anyone living in the surrounding region to join.
- Do I have to be single?
The EOC is not a singles’ club. It is a club for everyone who wants to participate in our events - whether they're single or involved.
- Do you sell/share my information with any third-parties?
We respect the privacy of our members and do not sell or share your information with any third-parties. It is also up to you whether or not you want to share your member information with the other members of the club in the online members area.
- Why is my age displayed? Isn't that private information?
Many members appreciate knowing what type of people may be accompanying them on an event and a group of 20 somethings can be a different experience than a group of 50 somethings. The EOC feels that age specific events are discriminatory; however, members are welcome to choose whether they'd feel comfortable among a group of significantly older or younger participants. Your birth date is also used to calculate our stats. If you really don't want to show it, you can choose not to under My Account - Change Preferences.
- I chose to participate in the Member Network. Why can't I view other members' info?
Until you have attended 2+ events with the Edmonton Outdoor Club you will not have access to view the information of other club members. This is a privacy/security measure which ensures that personal information is not made publicly available (ie. all someone would have to do to gain access to the information is sign up for a free club). To protect our members' privacy we have implemented a policy that the information is only made available to participating members.
- How and when is your event schedule determined/planned?
Believe it or not, our schedule is not planned or pre-determined in any way. We attempt to recruit enough event coordinators with enough varied interests to make sure we always have lots of great things on the calendar. Our coordinators post what they want when they want (with a few stipulations, of course, regarding safety, group sizes, scope of the club). The EOC executive team and administrators have no idea what will be posted or when... like everyone else, we just have to wait and see what our coordinators decide to post.
- How does your event notification system work?
Notifications are sent out for events only if the event coordinator requests a notification when posting their event. Newest events are always posted on the right-hand side of the calendar, so you can always check there for any new events as well (in fact, we recommend checking there regularly if you find that many events are full before you get the notifications).
Our system is not able to send out all notifications at the exact same time - we have so many people signed up to get them that it would crash our system. So, instead, 100 notifications are sent out at a time, with the newest people in the club getting the notifications first. We have set it up this way to give new folks a fair shot at getting on some events, and hope that if you're getting the notifications later because you've been in the club for a while, it will encourage you to start coordinating events of your own (which is, of course, the sure-fire way of making sure you get on an event).
You can change your subscription for notifications by logging on to the web site and going to "Change Preferences" on the left-nav if you are receiving the notifications and don't want them, or want them but aren't getting them. Note that you can also subscribe or unsubscribe from our newsletter service there as well.
- What if I can't attend an event that I'm registered for?
If you are a member, there are a couple of ways you can remove your registration from an event. First, log in to the web site, and then either:
- Click on the event details and scroll to the bottom for a button to remove yourself
- Select "My Events" from the left nav and use the section at the bottom to remove yourself
Note that if you cancel after the registration cut-off, you must contact the event coordinator to let them know. If you simply do not show up for an event, it may impact your participation on future events. Please review our Cancellation Policy for more information.
- How do the EOC's difficulty ratings work?
The mission of the EOC is to provide events for all skill levels, with the main focus being at a beginner/intermediate skill level. Our events are rated for difficulty with this in mind. Because we are a variety club, and are not hard-core into a specific activity, our events are often rated more difficult than an expert would consider them to be (they are rated for our group, not for the expert, or hard-core community). If you have never participated in an activity before, you should be just fine attending an event that is rated Easy or Easy to Moderate. If your confidence level is higher with an activity, our events rated more difficult than that should still be fine. Make sure that you have an excellent fitness level, and/or extensive experience with an event, before signing up for anything rated Difficult or Advanced. Please see our Difficulty Ratings for detailed information. If you are unsure of your ability to complete event in which you’re interested, please e-mail the event coordinator to discuss before registering.
- What is the scope of the EOC events (ie. for risk/difficulty)?
Because the EOC is a free, volunteer-run organization, there are certain activities that are beyond the scope of what we're able to offer. The scope of the EOC includes:
- Hikes, walks, backpacking, camping, canoeing, rafting, inline skating
- Cross-country skiing, downhill skiing, snow shoeing, ice skating
- Special events run through a tour company (caving, dog sledding, trail rides)
- Social and variety events
The scope of the EOC does NOT include:
- Singles events - these are WAY too dangerous (ok, seriously, they're just outside of our scope. The EOC is an "everyone welcome" club that does not discriminate based on marital status)
- Mountain climbing, scrambles, rock climbing or ice climbing (unless run through an external organization)
- Sky diving, hang gliding, paragliding, wind surfing, kite boarding
- Winter activities that take people into avalanche territory
- Can I be bumped off an event list for any reason?
Event sign-ups and waiting lists are always on a first-come, first served basis. It is, however, possible for you to get bumped off an event list in the following circumstances:
- You are not physically able to complete the event, or are putting yourself (or others) at risk by attempting the event
- You arrive without the required equipment to complete the event (ie. a helmet for a biking event)
- The event hasn't got enough drivers, in which case a person willing to take their vehicle may be given precedence on the event over someone who isn't
- You have more than four no-shows logged on your account (see our cancellation policy for more information)
- You have been notified previously that you are not welcome on this coordinator’s events (due to past issues).
- My friend/partner is also a member of the club. Can I sign them up for an event?
Yes, but please use the "Agent" feature on our web site to do so. Your friend/partner should use the "Set Up Agents" link on the left nav and enter you as their agent. Then, when you register for an event, you can select to sign them up as well.
- May I attend an event that I'm not registered for?
No, event crashing is against club policy. Please see "Event Crashing" on our Rules page for complete information.
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What if I'm not crashing an event but I do run into a club group
because I'm out doing the same activity at the same time?
Most of our events do take place in public venues that are open to everyone. Please see "Event Crashing" on our Rules page for complete information about what constitutes "crashing" and what does not.
- Why was someone else from the waiting list taken before me?
Occasionally we have a situation in which we haven't got enough drivers to get all event attendees from the carpool location to the event. In these cases, the coordinator may skip down the list and take someone who is willing/able to drive over someone who indicates "Unable to Drive" or "Prefer not to Drive". Note that if you choose "Willing to Drive" or "Definitely Driving", you will be expected to be willing/able to take your vehicle, plus up to three passengers. See Related FAQ for more information about this and other reasons why someone else may be taken first.
- There is a huge waiting list for the event I want to attend. Should I bother to add my name to the list?
For the most part we try to make every accommodation to get as many people onto an event as want to attend. For hikes or other outdoor activities, the limited numbers are more of a suggestion and some volunteers are willing to add more people to the hike than they initially intended. In some cases, a second group will be added to accommodate a growing waiting list. However, for social events like dinners, paid events or house parties the number of people allowed is not usually flexible. If there is a long waiting list it will depend on the type of event as to whether you will be able to attend. There are almost always last minute drop outs and the volunteer might call you, or they might send out an email to all the wait listers to take an open spot as a first come, first serve basis. Or you might just be out of luck. The best option is to watch your email for any notification from the co-ordinator, or even to call the day of the event to let them know you are still interested. If you do not want to be put on a stand by situation, you have the option to be dropped off the waiting list automatically at a certain number of days before the day of the event. Don't forget that a guaranteed way to attend an event is to coordinate one!
- Why are there some spots filled on an event already even though registration hasn't opened yet?
Sometimes a coordinator will be planning an outing with some friends. In those cases, they may pre-load the event with a few friends, but save a few spots for other club members to also attend. The club's perspective on this is that if we discourage the practice of pre-loading a few spots, then those coordinators simply wouldn't post the outing - they would just gather up their friends and go. We would prefer that a few more spots be available to others to join if possible. This results in more club members being able to enjoy more outings, as opposed to what it may appear on first glance, which is that available spots are being "hogged" by the coordinator's friends.
- I received a "Double Booked" warning/notice. What, exactly, does this mean?
The EOC strongly discourages holding spots on events that overlap (ie. you cannot attend both) for whatever reason. It is not fair to our volunteers (who are trying to manage their events, including ensuring they have enough carpool drivers when applicable) or other members (who are trying to get onto our chronically over-full events). It is, however, true, that we do have events on the same day that do NOT overlap and thus you can attend more than one event on the same day. Please read this FAQ in its entirety for complete information about what we do to manage these conflicting situations.
Let's face it... mistakes happen and sometimes we may book ourselves accidentally into more than one overlapping event. For the times that that may happen, we thought it would be nice if our website could give you a "head's up" that you are registered for more than one event on a date, and "potentially" double booked. To provide you with the most convenient way of managing these situations, we have put in a few "automatic" notifications to warn you when you're registered for more than one event on a date. These e-mails come directly from the web site when you register for more than one event on a specific day, when you are moved from the waiting list for an event resulting in your being registered for more than one event on a specific day, and they also go out during overnight processing a couple of days ahead of time to notify you that you're registered for more than one event on a specific day. These messages are simply FOR YOUR INFORMATION, and a request that if you are actually "double booked" (as opposed to registered for more than one event for a day with the intention of attending each of them because they don't overlap) that you choose the one you'll attend and remove yourself from the others. If you are simply booked onto multiple events on a date and you intend to attend ALL of them, then do not fear these e-mails. Our web site is smart, but it's not smart enough to actually determine what events do, and do not, overlap, so all the web site does is provide information for you to rectify any actual double-bookings yourself.
In order to protect our volunteers and members, though, we have also put in a mechanism where we can check (with our human brains instead of our smart-but-not-that-smart web site) on double bookings and see if there are individuals who actually are holding spots on more than one overlapping event (ie. they are double booked). When we recognize actual instances of double booking, we will send out up to three warnings for that person to remove themselves from overlapping events. If after three warnings (generally sent over 48 hours), the individual is still double booked, we may waitlist them on all events, or actually remove them from all of the double booked events. Ultimately, it is absolutely not fair to hold a spot that you cannot use when there are likely many people on the waiting list hoping to get that spot.
If you are ever in a situation where you're double booked, you can easily remove yourself from any events you won't be attending by going directly to those events, or by going to the "My Double Bookings" page on the web site.
- I'm trying to register for an event and the web site says I'm not old enough, even though I am. What's up with that?
Sometimes a person receives this message when they are using:
- A very old version of a browser
- A non-standard browser
Or:
- Have their security settings too high on their browser
- Have their browser set to refuse cookies
The solutions to this problem are:
- Use a different computer
- Upgrade/change your browser
- Decrease your security settings and/or allow cookies
- My e-mail address and club e-mail subscriptions were reset. What happened?
- What if I have to drop out of an event that I've already paid for?
If it is still before the cut-off date, you may fill out the Refund Request Form (on your left nav) to receive a full refund. If the cut-off date has passed, you will receive a refund only if someone takes (and pays for) your spot on the event.
- What should I expect if I'm on the waiting list for a paid event?
If paid attendees drop out of a paid event after the registration cut-off, the people on the wait list will be contacted. The first person to commit and pay for the spot gets it. Note that this is different from our waiting list "first come first serve" policy for regular events.
- How can I pay for an event?
You must pay for your events (which require payment) by the cut-off date. Some events require that you pay our Treasurer. Others require payment directly to the coordinator, and some require payment to a service provider. Please review your event details carefully to ensure you make payment to the correct party. See our Payment Info page for more information. Note that if you pay via cheque or money order through the mail, your payment MUST be received by the cut-off date otherwise your registration will be cancelled and your payment returned to you - if you're mailing in a payment, be sure to mail it EARLY.
- What is your mailing address?
We have a mail box where you can send cheques. Cheques should be made out to the Edmonton Outdoor Club, and sent to the address below.
Other correspondence can be sent electronically. Please use the Contact Us page. If you do mail something besides a cheque, please address it to Edmonton Outdoor Club.
Address:
7708 181 St NW
Edmonton, AB, T5T 1Z7
- I sent a payment via PayPal but my receipt said it went to Stephanie Billenko! Did my payment go to the right place?
Yes, your payment went to the right place. PayPal, for some reason, does not allow you to change the name on an account. Stephanie Billenko was the EOC’s first treasurer and so our PayPal account will forever bear her name.
- Can I meet at a different spot than the official carpool location?
Normally, if you want to meet up and drive together to an event, you must meet at the official carpool location. If you are unable to meet at the carpool location, you will be expected to meet at the starting point (ie. trailhead) for the event. There are a few important reasons for this: first of all, we are a transit-friendly club and have many members who meet at carpool via transit. If some of our drivers are meeting at an alternate location, we likely will not have enough vehicles at carpool to get everyone to the event. Additionally, the time and complication involved with arranging alternate meetings for different people could easily get out of hand if people want to meet at various locations instead of at the carpool. Some coordinators may choose to make exceptions depending on individual circumstances, so please e-mail your event coordinator if you feel it is necessary to meet somewhere else.
Meeting at event: Note that when you meet a group at the event (rather than at carpool) it is your responsibility to find the group, including being fifteen minutes early for departure time (since it is difficult to estimate our exact arrival time when carpooling).
- How is your carpool "per km" amount derived?
Our carpool amount is derived by $0.08/km for maintenance, plus the gas price in Edmonton divided by 9. This is the per km amount, which is multiplied by the total kilometers round-trip to derive the approximate cost for a specific event. At times when the gas prices are changing frequently, the amount is updated once a week or more.
- I have an idea for an event that I may or may not want to organize. Who should I contact?
Great! We are always looking for new event ideas, whether or not you'd like to organize it. Since we are a club run by the members for the members, we always want to know what exactly you want to do. E-mail the volunteer coordinator, Mark, at volunteer@edmontonoutdoorclub.com to discuss event ideas.
- What does it mean when there's a star or something else by someone's name?
An icon of any kind by a person's name means that they are on our Volunteer Team. The default icon is a star, but volunteers can trade their star in for an icon of their choice.
- Can anyone organize an event?
We are always looking for event coordinators. If you are interested in coordinating events for us, please see our Coordinator Checklist, and/or e-mail our Volunteer Coordinator, Mark, at volunteer@edmontonoutdoorclub.com for more information.
- How do I volunteer or donate to the club?
It's easy to help out. We keep our web site updated with our current needs on our Volunteer & Donate page. Let us know how you'd like to help, and we'll get you started. Thanks for your interest!!!
- What if I have a complaint about a coordinator or a trip?
Please see our Complaint Policy on our Rules page for information.
- What if I have a complaint about another member of the club?
Please see our Complaint Policy on our Rules page for information.
Bounced back e-mails are a problem for our web host because they clog the server and increase the chances that they will be flagged as a "spammer", which they don't want (and neither do we). Because of that, we've set the web site to capture e-mail addresses that bounce back our messages and when that happens, the member account that has that e-mail address is updated, and any subscriptions to our general e-mails and event notifications are cleared. Next time you log in, you'll be asked to input a valid e-mail address. Once you've updated your e-mail address, you can go back in to your "Preferences" and re-select your e-mail subscriptions. It is possible for a "valid" e-mail address to occasionally bounce for another reason. Our web site is not able to tell if that is the case, so occasionally, we may clear out someone's subscriptions even though their address is "good". If this happens to you, please accept our apologies and notify our webmaster so we can keep track of how often it happens (we may refine the system if it becomes a big problem).