Refund Policy

Purpose

The Sam Houston Area Council, Scouting America (council), is committed to providing high-quality programs, camps, events, training, and facility experiences. This refund and cancellation policy is intended to provide clear, consistent guidelines regarding refunds, credits, and cancellations while ensuring responsible stewardship of council resources.

Scope

This policy applies to all programs, activities, events, camps, training courses, facility rentals, registrations, deposits, and fees administered by the council unless a specific program or event publishes a separate written refund policy. When a program-specific policy exists, that policy shall take precedence.

General Policy Guidelines

• Many council programs require advance commitments for staffing, supplies, insurance, food service, and contractual obligations; therefore, not all fees are refundable.
• Refunds, when approved, will be issued to the original payment method whenever possible.
• Approved refunds may take up to 30 days to process.
• Administrative, registration, or processing fees may be non-refundable.
• Credit card fees are not refundable.

Participant-Initiated Cancellations

Unless otherwise stated in the specific program or event information:

• More than 30 days prior to the program start date: A full refund may be issued, less any non-refundable deposit and/or a 10 % administrative fee (minimum $5.00)
• 15–30 days prior to the program start date: A partial refund of up to 50% may be issued, less any non-refundable fees.
• 14 days or fewer days prior to the program start date: No refund will be issued.
• No-shows or early departure: No refund will be issued for failure to attend, partial attendance, or early departure from a program.

Medical and Emergency Exceptions

Refund requests due to documented medical emergencies, serious illness, or family emergencies may be considered on a case-by-case basis. Supporting documentation may be required. Approved refunds under this provision may be prorated and may exclude non-recoverable council costs.

Weather, Safety, and Force Majeure

Programs may be altered, postponed, or canceled due to weather conditions, safety concerns, acts of God, public health emergencies, government orders, or other circumstances beyond the council’s control. In such cases:

• Refunds or credits, if any, will be determined at the discretion of the council based on recoverable expenses.
• Partial delivery of a program does not automatically entitle participants to a full refund.

Other Council-Initiated Cancellations

If the council cancels a program, event, or activity:

• Participants will receive a full refund of fees paid, or
• Participants will be moved to the rescheduled program, event or activity, or
• Participants may choose to apply the fees as a credit toward a future council program, if available.

The council is not responsible for additional expenses incurred by participants, including travel, lodging, or third-party costs.

Camp Programs (e.g., day camp, resident camp, specialty camps)

• Camp deposits are generally non-refundable and non-transferable.
• Refund deadlines and eligibility follow council policy unless defined in each camp’s published materials.
• Missing home, dismissal for disciplinary or safety reasons, or voluntary withdrawal does not qualify for a refund.

Facility Rentals and Reservations

• Cancellations must be submitted online or in writing to: Sam Houston Area Council, attn: Refunds (2225 N Loop West, Houston, TX 77008)
• Refund amounts are based on the amount of notice provided prior to the reservation date.
• Security or damage deposits may be retained, in whole or in part, to cover damages, excessive cleaning, or policy violations.

Transfers and Credits

At the discretion of the council, refundable fees may be:

• Transferred to another participant within the same unit, or
• Converted to a council credit for future use.

Unless otherwise stated, council credits must be used within 12 months of issuance and are non-transferable.

Non-Refundable Items

The following items are generally non-refundable:

• Registration, administrative, or processing fees
• Deposits
• Program materials or merchandise already ordered or issued
• Fees paid to third parties on behalf of participants

Refund Request Process

All refund requests must:

1. Be submitted by the online form or in writing to: Sam Houston Area Council, attn: Refunds (2225 N Loop West, Houston, TX 77008)
2. Include the participant’s name, program or event name, date(s), and reason for the request.
3. Be submitted within 10 days of the program completion date.

Policy Review and Changes

The council reserves the right to amend or update this policy at any time. The most current version will be published through official council communication channels and registration materials.

This refund policy became effective January 2026.