Council Refund Policy

Suffolk County Council Refund Policy

Effective February 17, 2022

GENERAL POLICY PERTAINING TO ALL COUNCIL AND DISTRICT EVENTS, ACTIVITIES AND TRAININGS (Excluding camp activities)

• No refunds will be issued for activities where promotion literature states “No Refunds.”
• All refund requests must be received NO LATER THAN FIVE BUSINESS DAYS after the event is completed. Supporting receipts must accompany the request. Requests received after this time will not be processed.
• Requests must be made in writing to the Council Service Center via email. All emails must be sent to Ryan DiBernardo at Ryana.dibernardo@scouting.org and copied to Michele.Aleixo@scouting.org
• Refunds are not given for no shows and for bad weather that does not warrant event cancellation.
• For Council High Adventure Contingents, National Jamborees, and other similar events, refunds will be given only if a paid participant has replaced the Scout who has cancelled. The refund will be less any costs incurred by these changes (airfare, activity fees, transportation)
• Requests for refunds will be calculated as follows:
  • Two weeks or more before event = 85% Refund
  • Less than two weeks and until event = 60% Refund
  • Up to five days after the event = 40% Refund
  • Six or more days after the event = No Refund
  • Refunds for fees of $10 or less will not be issued.

• Valid reasons for requesting a refund:
  • Positive COVID19 Test 
  • illness or injury preventing attendance
  • Death in family preventing attendance
  • The event or activity is cancelled or rescheduled
  • Family Emergency
• Refunds granted to individuals will be credited back to the source of the original payment (i.e. credit card to credit card) with the exception of cash payments. Cash payments will be refunded by check.
• Refunds granted to in council units will be credited to their Unit Deposit Account. Out of council units will be refunded by check.
• Transferring fees from one person to another within the same unit for the same program is permissible. Fees are not transferable from one program to another.
• Units are responsible for conveying Suffolk County Council’s policies to their members.Council is not responsible for any payment arrangements made between the unit and its members.

POLICIES PERTAINING TO CAMP ACTIVITIES AND RESERVATIONS

Off Season Camping Reservations (Cabins, Facilities, Campsites)

• Cancellation of reservations 45 days or more prior to the scheduled date will receive a full refund. All refund requests must be made in writing to the Camp Director accompanied with supporting receipts.  Mail to: Camping Office, Baiting Hollow Scout Camp, 1774 Sound Avenue, Calverton, NY 11933; or Faxed to 631-727-6323.
• Cancellations made 21 days to 44 days prior to the scheduled date may transfer fees to another reservation, but will not be eligible for a refund.  Transfers must be coordinated with the Camp Office at 631-727-1614 within 30 days of notification of the cancellation.
• Cancellations made 14 days to 20 days prior to the scheduled date may transfer 50% of the fees paid to another reservation, but will not be eligible for a refund. Transfers must be coordinated with the Camp Office at 631-727-1614 within 30 days of notification of the cancellation.
• Cancellations made less than 14 days prior to the scheduled date, or "no-show" units, will forfeit ALL fees paid.

Council Sponsored Camp Programs (does not apply to cabin or campsite reservations at Baiting Hollow Scout Camp)

• No refunds will be issued for activities where promotion literature states “No Refunds.”
• All refund requests must be made in writing to the camp director. Supporting receipts must accompany the request.  Refund request forms for Winter, Spring & Summer Camp programs are available here.  
• Completed forms should be mailed to: Camping Office, Baiting Hollow Scout Camp, 1774 Sound Avenue, Calverton, NY 11933 or faxed to 631-727-6323.
• All refund requests will be reviewed by our Council Camping Committee at their next scheduled meeting. Refunds for Summer Programs will be made by September 15^th of each year.
• Refunds granted to individuals will be credited back to the source of the original payment (i.e. credit card to credit card) with the exception of cash payments.  Cash payments will be refunded by check.
• Refunds granted to in council units will be credited to their Unit Deposit Account.  Out of council units will be refunded by check.
• Transferring fees from one person to another within the same unit for the same program is permissible.  Fees are not transferable from one program to another.
• Units are responsible for conveying Suffolk County Council’s policies to their members. The council is not responsible for any payment arrangements made between the unit and its members.

Winter Camp & Spring Camp

• $50 of each registration fee is non-refundable.
• 100% of the remainder is refundable if requested at least 3 weeks before the start of camp. 
• No refunds will be granted passed the above mentioned cut-off point.

Summer Camp Resident and Day Programs

• $50 of the registration fee per camper for each week is non-refundable.
• 100% of the remainder is refundable if requested before July 1 of that year.
• If requested after July 1, $150 per week per camper is non- refundable.
• No refund request will be accepted after September 9 of that year.
• Day Camp Bus fees are non-refundable.

Cub Parent & Extended Cub Parent Weekends

• Cub Parent Weekend fees are non-refundable.
• Fees may be transferred to a different Cub Parent Weekend.
• Fees may not be transferred to other camp programs.

Family Camp

• Family Camp fees are non-refundable.
• Fees may be transferred to a different Family Camp weekend.
• Fees may not be transferred to other camp programs.

Order of the Arrow Events

Refunds are subject to all of the above and will be issued only with the approval of the

Lodge Staff Advisor.

2/16/2022