Program Payment & Refund Policy of the Lake Huron Area Council

Approved - January 1, 2010

Statement
The Lake Huron Area Council provides Council programs, high adventure camps and other camping experiences to the Scouts and leaders in its service area. These opportunities require Council staff to send deposits to the sponsoring camp, acquire needed supplies and produce mailings to campers and others so the Council sponsored experiences are rewarding and convenient for the Scouts and leaders in our Council.

Fees are usually paid in advance of the event and to ensure the Council can provide the best service to the Scouts the following refund policies will apply. Participants are not considered registered for any event/activity until payment in full has been received.

Event/Camping Fees
Event fees are final except in a limited number of circumstances where a refund may be granted. Refunds may be given only if the following circumstances are brought to a Council employee’s attention. Individuals/Groups that cancel their reservations 30 days or more prior to the event date will receive a refund of fees paid less a 15% administrative service charge. No refunds will be given for cancellations made less than 30 days prior to the event date. Any/all refund requests must be made within 30 days of the event date. No refunds will be given for any Scout not attending Boy Scout Summer Camp who was listed & paid for on the May camp roster. Alternately, Boy Scout Summer Camp fees may be transferred to another Scout or leader attending. No pro-rated fees will be given to Scouts wishing to attend a partial week at Boy Scout Summer Camp.

1. The registered participant has an illness preventing participation in the event and has a signed statement from a medical doctor or healthcare practitioner. The written order must be provided to the Council.

2. In the event of the death of an immediate family member (parent, grandparent, brother, sister or anyone else living in the house with the participant). The Council will consider other deaths, which may affect the participant, on a case-by-case basis.

3. Only an employee of the Lake Huron Area Council may authorize a refund for a Council sponsored event.

4. Any refund of monies for the event is then based on the money paid to the Council minus the deposit and any money sent to another agency or company for the event. The remaining money is refundable as long as the participant meets the above requirements. Any money that has been sent to another agency or company is considered issued and not refundable.

5. Any event that does not have a deposit, but has an event fee, will be assessed a 15% service charge before any refund is issued. All remaining money is refundable. Again, the participant must meet the above requirements.

Deposits
Deposits are non-refundable. The following will apply for any deposit made for a Council sponsored program.

1. Deposits are not refundable. Any cancellation, once the deposit has been sent to the Council, will be forfeited.

2. Deposits may be transferable to another participant that takes the entire slot for that event.

Late Fees
The Lake Huron Area Council and all approved event committees have the opportunity to set late fees or discounts for events. Late fees will be announced with the original posting for the event. Late fees paid to the Council are not refundable.

Waiting Lists
At times the Council maintains a waiting list. If the participant is not selected to attend the event, all waiting list money will be refunded at 100%, including deposit money.

Cancellation by the Council
If the Lake Huron Area Council or National Boy Scouts of America or any agency that has contracted with the Council cancels an event, the Council will issue a full 100% refund (including any Deposit Money).

Applies
These policies only affect the Lake Huron Area Council, Boy Scouts of America; its committees and districts. This policy is not transferable to charter partners or individual units (Packs, Troops, Teams, Crews and Posts) of the Council.

Examples

A Scout cannot attend a district camporee. Cost of camporee is $20. The refund would be $20 - $3 (15% service charge) = $17 refund if notification was made at least 30 days prior to camporee. No refunds made for notifications made less then 30 days prior to the event date, however, the Scouts’ Camporee fee may be transferred to another Scout.
The Scout’s grandmother dies and thus is unable to attend a Philmont Trip. Philmont price is $750. The refund would be $750 - $100 (deposit) - $400 (Philmont Fee) = $250 refund.
Florida Sea Base cancels trip due to shark attacks. Total cost of the Trip $1,000. The refund would be $1,000 no matter what. The Council will take the liability for the plane tickets and any other expenses. All money, even deposits, are refunded.