Boat Booking Terms and Conditions
The RAYC currently offers bookings for two boats: St Barbara V (Rustler 42 with 9 berths) and Bombardier III (Halberg-Rassy 342 with 6 berths). Both boats are available to be booked via a new online booking system that will make boat booking easier for members, facilitates more efficient Club administration, and ensures the Club complies with legal and insurance conditions. To support the new booking system, the boat bookings terms and conditions have been revised as listed below, and they take full precedent over past rules or information that may appear in the RAYC Year Book.
- Boats are allocated on the following priority:
Priority 1 - RA Regiments for Adventurous Training.
Priority 2 - Full and Associate members of the RAYC.
Priority 3 - Other users such as clubs / charities are subject to prior approval by Rear Commodore (Offshore) but booked in line with condition 2 and 3 below.
2. For insurance purposes,only full or associated members of the RAYC (and with the correct qualifications) are authorised to book RAYC yachts. In addition, all other crew members who are not already RAYC members (or part of a RAYC Family Membership), must become RAYC Temporary Members and added to the online crew list form at booking or prior to departure. The current rate for RAYC Temporary Members is £10 for a full calendar year (or the remaining months of the year in which they join). Temporary Membership fees must be paid by the charter / member PRIOR to departure using the online payment system. Children under the age of 16 are exempt from temporary membership fees but must become junior temporary members to be added to the crew list (or their details are part of a Family Membership).
3. For insurance purposes,the charterer or skipper MUST provide details of the crew at booking, or prior to departure, using the new online booking system / online crew list. In addition, the minimum crew and crew qualifications for each boat MUST be in line with condition 17 below. The Bosun has a duty to check and stop a charter if these minimum conditions are not met.
4. To facilitate more effective club administration, all boat bookings must be made and paid for (prior to departure) using the new online booking / payment system. In exceptional circumstances, bookings maybe made and authorised by the Hon Offshore Booking Secretary.
5. A booking reserves a selected yacht for the period from 18:00 on the previous evening of the date booked, until 15:00 on the final date selected for the booking. You do not need to reserve the initial evening of a charter; you have the right to take over the yacht at, or after, 18:00 hrs of the preceding evening, or at any time on the morning of the first full day of your charter. Please confirm your exact requirements with the Bosun once your booking is confirmed
6. To encourage as many members to use the Club boats for private charters during the peak summer months, individual members are limited to two advanced private charter bookings (on either of the boats) for dates between 1st April to 30th September. Advance online bookings can include a maximum of 2 weekends, or no more than 14 days in total. For example, a member could make one booking for 7 consecutive days on St B V, and a second booking of 7 consecutive days on Bdr III. During the summer months, bookings are also subject to a minimum of two consecutive days / nights. If there is availability, and with approval of the Booking Secretary, further private charter bookings can be made within 4 weeks of available dates. These restrictions do not apply for any private bookings during the period 1st October to 31st March. There are no booking limits for RAYC-organised training courses or for Adventurous Training.
CHARTER RATES / PAYMENTS / CANCELLATION POLICY / SKIPPER LIABILITY FOR BOAT DAMAGE
7. Charter rates for club boats are published on the main website. They are set annually and are subject to change following agreement by the Committee. In some cases, boats can be booked for future years before future rates have been agreed. If this is the case, the charterer would be expected to pay any difference in charter rate in line with point 9 below.
8. All bookings made more than 28 days before departure require a 50% deposit to secure the booking (and paid for using the new online booking system). If booked within 28 days of departure, 100% of the charter fee must be paid.
9a. Booking payments are fully refundable IF a booking is cancelled more 8 weeks before departure. If the booking is cancelled less than 8 week before departure, a refund will only be given in exceptional circumstances e.g. if the boat is fully re-chartered or at the discretion of the Hon Offshore Booking Secretary (and after consultation with the RC Offshore).
9b. Due to the exceptional circumstances of the 2020 COVID 19 outbreak, for the period 1 Apr 30 Sep 20 all booking are fully refundable and para 9a above is suspended. While para 9b is active, we would initially ask members to restrict their bookings in this period to a maximum of 14 days or no more than three weekends. However, if the boats are free and you would like to make a longer booking, please contact the Boat Booking Secretary.
10. For split payment bookings, the final 50% of a booking must be made (using the online booking system) within 28 days of departure (together with any difference in charter fee as per point 6). If final payment is NOT made, the Bosun has the right to stop the charter. The final 50% of a booking is refundable if the booking is cancelled prior to departure for reasons accepted by Hon Offshore Booking Secretary (and after consultation with the RC Offshore).
11. Charterers are strongly recommended to take out insurance to cover loss of charter fees in the event of a cancellation. Cancellations due to operational reasons are subject to the same rules.
12. If a charter has to be cancelled due to the non-availability of a boat, a full refund will be paid (although attempts will be made to find another boat that would be acceptable to the charterer).
13. To facilitate more effective club administration, ALL payments (deposits and final payments) must be made using the online booking system e.g. PayPal, Go Cardless. Please note that members do not need to have an account with any of these providers to make a payment.
14. Charter fees include gas usage, oil skins and boots as required. However, if oil skins and boots are required by any member of the crew, the request must be made 48 hours before sailing and added to the online crew list (this provides time for the Bosun to ensure that the right oil skins are available and are clean).
15. For ALL charters (even for single day charters), it is the responsibility of the skipper to return the boat with a full tank of diesel. Skippers are also requested to provide a copy of the receipt / details of amount of fuel purchased in the logbook.
16. After the charter, it is the Skippers / Charterers responsibility to make any further payments that are linked to the booking e.g. extension to the booking period etc. These payments must be added to the original booking and paid using the online booking system.
17. For racing, 50% of race entry fees will be paid by members of the crew and 50% by the Club when RAYC yachts are entered as the RAYC Offshore Racing Team in races approved by the Committee. There is also a 30% discount of the charter fee when competing in races approved by the Rear Commodore Offshore.
BOAT DAMAGE AND SKIPPER'S LIABILITY
18. The skipper must record any damage incurred to the boat in the Log Book / Snag Book, and report the damage immediately to the Bosun on return to Gosport. If the RAYC Committee adjudges that the damage was caused due to the skipper's negligence, then the skipper will be liable to pay the full insurance excess (currently set at £350) as a minimum.
19. The skipper MAY also be fully liable for all damage repair costs (and cancelled charters whilst the damage is made good), if the damage was incurred as a result of using the boat outside of the conditions set out in para 20 below.
SAILING QUALIFICATIONS / CREW REQUIREMENTS
20. The skipper qualifications and minimum crew list for both boats is listed as follows:
St Barbara V
Skippers must be an RYA Yachtmaster (either Ocean, Offshore or Coastal) and hold an RAYC C* rating (see below for further details on the C* rating). The minimum crew is 2 (including the skipper) and the second crew member's qualification should be linked to the skipper's qualification and to the expected passage / sailing conditions as follows:
Unrestricted Sailing - Skipper C* / YM Ocean. Second crew with minimum YM Offshore
150nm from the coast / passages outside the Solent - Skipper C* / YM Offshore. Second crew with minimum Yachtmaster Coastal.
Along coast by day or night / within 6 hours of refuge - Skipper C* / YM Coastal. Second crew with minimum Yachtmaster Coastal.
Along coast by day or night / wind not forecast to exceed force 6 - Skipper C* / YM Coastal. Second crew with minimum Yachtmaster Coastal.
Sail in familiar waters / forecast not to exceed force 4 - Skipper C* / YM Coastal. Second crew to be a least Day Skipper.
Skippers must be a minimum RYA Day Skipper. The minimum crew is 2 (including the skipper) and the second crew member's qualification should be linked to the skipper's qualification and to the expected passage / sailing conditions as follows:
Unrestricted Sailing - Skipper YM Ocean. Second crew with minimum YM Offshore
150nm from the coast / passages outside the Solent - Skipper YM Offshore. Second crew with minimum YM Coastal.
Along coast by day or night / within 6 hours of refuge - YM Coastal. Second crew to be at least Day Skipper.
Along coast by day or night / wind not forecast to exceed force 6 - YM Coastal. Second crew to be at least Day Skipper.
Sail in familiar waters / forecast not to exceed force 4 - Skipper Day Skipper. Second crew to be familiar with the yacht.
21. Units undertaking adventurous training are bound by Service Regulations. It is the responsibility of the Exercise Leader to ensure that the minimum crew requirements are met, although the RAYC's minimum crew requirements must always be met. When the yachts are used for AT they are normally subject to further MOD policy and regulations, which should complement but not replace RAYC regulations for use. Additional Exercise direction and SOPs will normally be issued for AT.
22. For each voyage / passage, it is the sole responsibility of the skipper whether to sail or not. Prior to sailing the skipper is charged with preparing a passage plan (SOLAS Regulation 34). Skippers are charged with being familiar with the current Customs and Immigration Laws with respect to foreign ports visited and visas required for nationals and non-nationals in on the yacht's crew list.
FURTHER DETAILS OF THE RAYC C* RATING
23. The definition of the C* Rating is a "full familiarisation with the yacht and her systems and should include berthing and putting to sea". However, in exceptional circumstances (where the candidate is experienced on St. Barbara V and where circumstances do not otherwise permit) the requirement to put to sea may be waived with a full familiarisation taking place alongside instead.
24. The following are eligible to conduct C* rating assessments (provided they themselves hold a C* rating and have skippered St.Barbara V within the previous 12 months): a) Any Member of the RAYC Executive Committee. b) Captain of Boats and Bosuns; c) any proxy nominated by the RAYC Executive Committee.
25. Upon successful completion of the C* Rating assessment the candidate's name will be forwarded to the Executive Committee, and on approval then be forwarded to the Honorary Membership Secretary for inclusion in the next published Year Book. In exceptional circumstances the Rear Commodore Offshore has the authority to approve the qualification without reference to the Executive Committee ("Exceptional Circumstances" must be justified in such instances).
OTHER CONDITIONS / JOINING INSTRUCTIONS / BOAT HAND OVER / TAKE OVER
26. It is a condition of charter that the Skipper is fully familiar and follow the direction and rules in yacht SOPs, (online and hard copy onboard). SOPs only cover yacht specific issues, including Takeover and Handback and actions to be taken in the case of yacht incidents e.g. accidental damage and breakdown.
TERMS AND CONDITIONS APPROVED BY THE RAYC COMMITTEE 12th JUNE 2020
(T&CS updated: 1. 7th May 2019 to reflect changes to the membership year; 2. 15th Jan 2020 to clarify the 2 night minimum Summer booking and to highlight Skipper's potential liability for boat damage; 3. 12th June 2020 to restrict advanced bookings to 14 days to encourage wider use of boats for private charters in peak months.)