Arbuckle Area Council

Program Refund Policy of the Arbuckle Area Council

Statement

The Arbuckle Area Council provides Council programs, High Adventure Camps and other camping events to the Scouts and Leaders in its area. These opportunities require Council staff to send deposits to the sponsoring camp, acquire needed supplies and produce mailings to campers and others so the Council-sponsored experiences are rewarding and convenient for the Scouts, leaders, and other participants in our Council.

Fees are paid in advance of the event and to ensure the Council can provide the best service to the participants, the following refund policies will apply.

Event Fees

Event fees are final, except in a limited number of circumstances where a refund may be granted. Refunds may be given only if the following circumstances are brought to the Council’s attention by a written request addressed to the Scout Executive, Arbuckle Area Council BSA, PO Box 5309, Ardmore, OK 73403 prior to but not later than 30 days of the event.

  1. The registered participant has an illness preventing participation in the event and has a signed statement from a medical doctor or healthcare practitioner. The written order must be provided to the Council.
  2. In the event of the death of an immediate family member (parent, grandparent, brother, sister, or anyone else living in the house of the participant.) The Council will consider other deaths, which may affect the participant, on a case-by-case basis.
  3. Only the Scout Executive may authorize a refund for a Council sponsored event.
  4. 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 above requirements. Any money that has been sent to another agency or company is considered issued and not refundable.
  5. Any event that does not have a deposit, but has an event fee will be assessed a $2.00 service charge before any refund is issued. All remaining money is refundable. Again, the participant must meet the above requirements.

Deposits

Deposits 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 like event within the same calendar year.

Late fees

The Arbuckle Area Council and all approved Event Committees have the opportunity to set late fees or discounts for events. Late fees will be announced with the original posting for the event, so participants will know when deposits or event fees are paid that late fees are involved. Late fees paid to the Council are not refundable.

Waiting Lists

At times, the Council maintains 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 Arbuckle Area Council or National Boy Scouts of America or any agency that has contracted with the Council cancels an event, the Council will issue a full 100% refund (including any deposit money.)

Camp Simpson Rental

This policy is specific to rental of facilities and equipment at Camp Simpson.  The camp reservation fee is non-refundable for each participant or group.  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 arrival;  100% of payments to date, less deposit, is refundable
  • From 16-29 days before day 1 of your scheduled arrival; 50% of payments to date, less deposit, is refundable.
  • Less than 15 days before day 1 of your scheduled arrival; no refund is available unless there has been a medical emergency.

Deposits

Deposits are non-refundable.  The following will apply for any deposit made for a Camp Simpson facility or equipment rental.

  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 like Camp Simpson reservation within the same calendar year.

All requests for refunds for Camp Simpson rental must be in writing to the Scout Executive, Arbuckle Area Council, BSA, P.O .Box 5309, Ardmore, OK  73403.  The postmark determines the date of request for refunds.

Applies

These policies only affect the programs, events, and Camp Simpson rentals of the Arbuckle Area Council, Boy Scouts of America:  its Committees and Districts.  This policy is not transferable to charter partners of the Council.

Examples

  • A Scout gets the flu and cannot attend District Camporee.  Cost of Camporee is $10.  The refund would be $10 less the $2 service charge, totaling a refund of $8.
  • The Scout’s grandmother dies and is unable to attend a Council sponsored Philmont trip.  The Philmont trip cost is $750.  The refund would be $750 less the $100 deposit and less the $400 payment fee to Philmont, totaling a refund of $250.
  • Florida Sea Base cancels a Council sponsored trip due to shark attacks.  Total cost of the Sea Base trip is $1,000.  The refund would be $1,000 no matter what.  The Council will take the liability for expenses.  All money, even deposits are refunded.

Family Fee Policy of the Arbuckle Area Council

Family fees for events will be limited to 5 people total with maximum of 2 adults.

Scouting Adventures