Statement
The Greater Hudson Valley Council provides Council programs, High Adventure Opportunities and other Camping Experiences to the Scouts and Leaders in the Council. These opportunities require Council staff to send deposits to the sponsoring groups, 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. This policy includes facility rentals, such as cabins, campsites, etc. at all of our properties.
Refund Policy
Refund requests are made to the Greater Hudson Valley Council Service Center. All Refund Requests must be in writing or emailed to:
• Mail to: Scout Executive, Greater Hudson Valley Council, 18 Westage Dr #19, Fishkill, NY, 12524
• Email to: GHV.Support@Scouting.org
You are eligible for a percentage-based refund depending upon the time that you request your refund based on the following time frame:
• 30 days or more before day 1 of your scheduled event or activity; 100% of payments to date, less any deposit or spent funds, is refundable.
• 16 to 29 days before day 1 of your scheduled event or activity; 50% of payments to date, less any deposit or spent funds, is refundable.
• 15 days or less before day 1 of your scheduled event or activity; no refund is available unless there has been a medical emergency or bereavement.
Medical or Bereavement Request: You must submit a Refund Request within 7 days of the event or activity with a doctor’s note / relationship to deceased.
Cancellation Fees
Any event that has an Event Fee but not a deposit, a Cancellation Fee ($3.00 or 4% the higher amount) of the event fee will be assessed before any refund is issued. All remaining money is refundable in accordance with the above schedule.
Deposits / Late Fees
Deposits, late fees, and convenience fees 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.
3. Occasionally, events will have a late fee. The late fees are not refundable.
Waiting Lists
At times the Council may maintain 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 Greater Hudson Valley Council or Scouting America (National) or any agency that has contracted with the Council cancels an event, the Council will issue a refund equal to all money refunded to the Council.
Application / Eligible Refunds
These policies only affect Scouting America Greater Hudson Valley Council: its Committees and Districts. This policy is not transferable to Charter Partners or Individual Units (Packs, Troops, Crews, Ships, Posts) of the Council. Fees are final except in a limited number of circumstances where a refund may be granted.
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 stated requirements. Any money that has been sent to another agency (for example Scouting America (National)) or company is considered issued and not refundable.
Examples:
• The Scout gets the flu and cannot attend a District Camporee. Cost of Camporee is $20. The refund would $20 - $3.00 (cancelation fee) = $17.00 refund.
• An immediate family member of the Scout 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 hurricane damage. Total cost of the Trip $1000. The Council will refund all funds that are available to be recouped from all vendors. (Florida Sea Base, Airline, Van Company, Hotel, etc.)
Summer Camp Refund Policies:
See Summer Camp specific policies for Curtis S. Read Scout Reservation and Bullowa Day Camp in their Summer Camp Documents.
