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Managing the guest list and emergency contact on your hut booking

When you book a hut, you're booking for your whole group — and you manage that group yourself from My Hut Bookings in the member portal.

Your Guest List

  • Open My Hut Bookings on the member portal and choose Guests. Every spot in your booking appears as a tile — member-rate spots and standard spots grouped separately 
  • Click an empty tile, enter your guest's name and email, and they're on the trip 
  • They'll get an email with the details, a link to view the trip, and a one-click way to remove themselves if you've made a mistake.

Only member-rate spots have to be filled; standard spots are optional and never hold your booking back.

Memberships, checked instantly 

Anyone on a member-rate spot needs a current ACC membership — that's the rate you paid. We check by email the moment you add someone: if theirs is missing or lapsed, they get a Join or Renew link in their email, and your booking shows Pending until it's sorted. You never have to chase anyone — but you can see at a glance who's outstanding.

Adding kids

Tick "under 18" and give the parent or guardian's email instead — all trip emails go to them. On a member spot, we match the child to your Family membership by name.

NEW - Adding emergency details 

Each trip needs one emergency contact — someone not joining the trip — and we recommend leaving a trip plan too: your route, schedule, vehicle, and when to raise the alarm. Fill both in under Emergency details; the contact is required, the plan is optional but a good habit in the mountains. In an emergency, these may be shared with local authorities. 

Your booking's status 

  • Action needed — the booking is incomplete. A membership and/or emergency contact have not been filled.
  • Pending — guest(s) membership information incomplete; please follow up with your guest(s). Have this updated within the next 48 hours.
  • Confirmed — all actions are confirmed and your booking is ready to go.

Is your guest list view-only?

If your booking shows Confirmed with "set up with the office" and you can't add anyone, it was made before guest management launched — your guests were confirmed directly with the office when you booked, and there's nothing you need to do. If your group changes, email info@alpineclubofcanada.ca and we'll sort it. 

Changing or cancelling — use Change or cancel?

Inside your booking; it drafts an email to the office with your booking reference filled in. Nothing changes until we confirm, and the Booking and Cancellation Policy applies.

Lock codes

Released shortly before your trip; a key icon appears on the booking row for you and your guests.

 

For hut booking questions, contact info@alpineclubofcanada.ca or call (403) 678-3200.