The South Georgia Council Executive Board adopted this policy to balance participant flexibility with the council’s nonrefundable program costs. The Scout Executive or designated staff member may approve refunds under this policy.
Request Requirements
- Refund requests must be submitted in writing (mail, fax, or email to sgcbsa@scouting.org).
- Requests must be received within 7 calendar days after the event ends.
- Requests received later will not be considered.
Standard Refund Schedule
For most council events and activities:
- 2+ weeks before event: 100% refund
- Less than 2 weeks before event through event date: 75% refund
- Up to 1 week after event: 50% refund
- More than 1 week after event: No refund
Special Events
The standard schedule does not apply to National Jamborees, High Adventure contingents, or similar events.
- Participant substitutions may be made without penalty if no refund is required from the council.
- Refunds may be considered only if a paid replacement participant is found and all replacement fees are paid directly to the council.
- Refunds will be reduced by any nontransferable or nonrefundable costs already incurred (deposits, airfare, activity fees, transportation, etc.).
- No refunds will be issued until the replacement participant’s fees are paid in full.
- Private financial arrangements between participants are not eligible for council refunds.
Acceptable Reasons for Refund Requests
- Illness or injury preventing attendance
- Event cancellation or rescheduling
- Work or family emergency
- Other reasons (may require additional review)
Refund approval is not guaranteed.
Additional Conditions
- No refunds will be issued for amounts of $10 or less.
- No refunds for no-shows (except as allowed under this policy).
- No refunds for bad weather unless the event is canceled.
- If an event is postponed and a participant cannot attend the new date, refunds follow the standard schedule. If postponed only one week:
- Up to 4 days before the event: 100% refund
- 3 days or less before the event: 85% refund
- Order of the Arrow refunds require approval from the Lodge Staff Adviser.
Processing
- Approved refunds will be processed within 30 days.
- Refunds are issued by check only to the original payer or the unit that paid the registration.
- No cash refunds will be issued.
Hardship Exceptions
In cases of serious personal injury or family emergency, special hardship requests may be submitted and may qualify for up to a 100% refund. These requests are reviewed individually by the Scout Executive in consultation with the Council President and Vice President of Programs.
