Greater Tampa Bay Area Council
Scout Event Refund and Fee Policies
Effective January 1, 2023
Each activity has expenses that are incurred according to advance registration numbers. When a registered participant cancels at the last minute, those expenses will still be incurred, unless a substitute participant can be registered. Timely cancellations allow for ordering adjustments or registration from a waiting list. Some activities such as summer camp and high adventure activities require a longer lead time and refund policies for these activities. Those policies will be specified in relevant registration sites.
Unless otherwise noted, all requests for activity registration refunds need to be in writing and received in the Council Service Center at least fourteen (14) days prior to the activity. A twenty-five percent (25%) service charge will be assessed, unless the registration fees are being transferred to another activity within the following 12 months.
Requests for refunds received thirteen (13) to four (4) days prior to the activity will incur a 50% service charge. These requests will be considered for the following reasons only:
- Personal illness of registered participant
- A family emergency preventing attendance
Cancellation within three (3) days of an activity will result in forfeiture of all registration fees unless documentation is provided at which point a 50% service charge will be assessed. Any items ordered and paid for (shirts, extra patches, etc.) will be available for pickup at the Council Service Center following the activity.
All requests for refunds must be made within seven (7) days following the completion of the activity. After that time, the activity accounts will be closed and no refunds will be issued.
Event Early Registration Discount
An early registration discount will be given for registrations paid in full 28 days before the event. Registrations paid in full fewer than 28 days prior to an event are not guaranteed participant SWAG (patch, t-shirt, etc.) if offered.
Event Registration Cut Off Date
The registration cutoff is 14 days before the event. No new registrations will be taken after that time to allow the volunteer directors the time to order supplies and prepare. If an exception is made, an additional late fee may be accessed to cover the additional overhead of purchasing supplies last minute.
Camp Reservation Cut Off Date
Campsite reservations must be made two weeks before the start date. Program areas must be reserved 4 weeks (28 days) prior.
Wood Badge and NYLT Early Departure
In the event that a participant cannot attend due to illness (with documentation) or is sent home due to illness before completion of the course, they will be credited their course fee less a $50 transfer fee to register them in a later course within 12 months. Any refunds will follow the current council refund policies.
Resident Camp Illness / Early Departure
In the event that a participant cannot attend due to illness (with documentation) or is sent home due to illness before completion of the camp, they will be credited their payment less a transfer fee of $50 and any additional course fees to register them in a later camp within 12 months. Any refunds will follow the current council refund policies.