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| Guidelines |
| Written by Evergreen Admin |
| Monday, 07 September 2009 12:47 |
|
Dear Member (and potential members), Welcome to the Evergreen Club. You may find the following ideas helpful as you begin your hospitality adventures.
Confidentiality. Information in the printed or online directory will help you contact those whom you wish to visit. Please treat this information as confidential and use it solely for the purpose of arranging accommodations. Also, please ensure that it remains in your possession, and that outdated issues are properly disposed of.
Email. When contacting members by email, always put “Evergreen Club” on the SUBJECT line to ensure that your inquiry is not treated as spam and inadvertently deleted. It’s essential to keep us informed of your current email address. Email is now the preferred form of contact for 80% of our members. If the email address in your directory listing or online profile is outdated, members’ email inquiries will bounce back to them undelivered.
Membership Verification. Although we issued membership cards for many years, we are currently phasing out that procedure because it is preferable to show a photo ID. If your host asks for verification of your identify, just present your driver’s license or passport.
Gratuities. The host gratuity should be presented when you first arrive so it won’t be overlooked in the flow of things. By taking care of it right away, your host will be spared the need to remind you.
The gratuity is US $15 a day when two guests share a room; $10 a day when only one guest NOTE: Gratuities paid in currency other than US dollars should be of equal value.
Expectations. Membership entitles you to clean, comfortable sleeping accommodations and a wholesome breakfast. Please be as considerate of your hosts as you would want your own guests to be. Be flexible about arrangements and reasonable in your expectations. Hosts should not be expected to accommodate unusual dietary needs. If absolutely necessary, bring with you any special foods you may require. But graciously eating what is set before you is still a common courtesy. Timely Departures. Many hosts are engaged in employment or volunteer work outside the home, and may not be able to afford you substantial time and attention other than basic amenities. Please take care to arrange a soon-after-breakfast departure when hosts include “BASIC” in their listings.
Non-Members. Accommodations are for members only. Single members who hold dual membership may travel with a companion who is over 50 and pay the regular gratuity. Otherwise, hosts should not be expected to accommodate non-members. They may do so if they wish, however, and charge more accordingly.
Limited Accommodations. Directory listings designated LIMITED indicate hosts who do not accommodate unmarried or same-sex couples. Listings designated (NA) indicate hosts who do not accommodate associate members. Listings designated (BASIC) indicate that guests should plan to depart soon after breakfast so their hosts will be free for other duties.
No-Shows. It is unacceptable to arrange an accommodation and then fail to arrive on schedule. In the event your plans change, make every effort to notify your host (or guest) as soon as possible. Untimely arrivals and last-minute cancellations are unacceptable except in cases of emergency.Length of Stay. A visit should not exceed three days in length, though hosts may make exceptions if they wish. Amenities. Some hosts offer assistance with transportation and sightseeing. Some even serve home-cooked meals in addition to breakfast. Please be aware that these amenities are not included in the Evergreen gratuity. Before accepting such services, be conscientious in arranging appropriate compensation for your host to ensure that you do not overstep their generosity. Kitchen and laundry privileges, if offered, should be used only to meet minimal needs. Doing two weeks’ worth of laundry, cooking a full meal, or taking over the host’s computer – are serious breaches to consideration and good-will. Problem-solving. Problems rarely occur, but when they are reported promptly, our administrator will handle them discretely, and with due respect for all concerned. Your Adventures. We love to hear about your travels, so do write or email us and let us know about your club experiences. Our quarterly newsletter is always thirsty for camera-bug and travelog contributions. If an experience isn’t quite up to par, let us know about that too. We’ll do our best to discretely smooth out any wrinkles, and a little tweaking can often make things more pleasant for everyone concerned. Publications. You’ve been waiting patiently for our directory to be accessible online, and we’re still making progress in that direction. In fact, over the next few months, we’ll be testing electronic delivery of newsletters and email updates as we prepare for enhanced services online. For the time being, all members will receive print copies of the directory and newsletters. Hopefully, by next year (2010), online tools will be in place so that e-members can print out their own materials online. (But for those who do not have access to the internet, we will continue to provide print directories and newsletters as in the past.) Contact Us. Don’t hesitate to email us at This e-mail address is being protected from spambots. You need JavaScript enabled to view it or call if you have questions or concerns. From the US or Canada, you can call toll-free 1-800-962-2392. From overseas, dial the country code, then 1-815-456-3111. |
| Last Updated ( Monday, 18 January 2010 21:00 ) |