Flint River Council
Activities and Training Refund Policy
Effective January 1, 2026
Last updated April 21, 2026
The Flint River Council has adopted this policy in order to provide maximum flexibility to participants, while protecting the council’s pre-paid program expenses based on registration numbers and requirements beyond our control. Once adopted, this policy supersedes all previous refund policies for events and camps within the council. The Flint River Council will consider and process refunds for fees paid for activities and training under the following conditions:
- By adoption of this policy, the Council Scout Executive or his designated staff member will have the authority to make refund approvals outlined in the policy.
- No refunds after an event has concluded.
- Requests must be made in writing to the Council Service Center via mail or email. All emails must be sent to greg.joiner@scouting.org Only written requests will be considered for approval.
- Requests for refund for most council events/activities will be considered/processed, based on the “Refund Schedule” below. So long as the request is made:
- 30 days or more before event = 100% Refund
- Anything between 30 days and 2 weeks = 50% Refund
- Less than 2 weeks before event = up to the event coordinator or staff advisor (Usually only granted in cases of emergency unless otherwise stated)
- Requests for refund for most council events/activities will be considered/processed, based on the “Refund Schedule” below. So long as the request is made:
This schedule does not include “special events/activities” such as National Jamboree, High Adventure contingents or other similar events/activities.
- Fee transfers for these events/activities from one participant to another may be made without penalty as long as the council is not expected to refund/re-imburse the original participant.
- Reasons for requesting a refund, include:
- Illness or injury preventing attendance
- The event or activity is cancelled or rescheduled
- Work or Family Emergency
- Other reasons may be requested, but may require longer processing/approval time
No request is automatically guaranteed to receive approval
- Refunds for fees of $10 or less will not be issued.
- Refunds are not given for no shows (except as permitted within this policy) or for bad weather that does not warrant event cancellation
- If an activity is postponed and the participant cannot make the alternate date, then refunds will be considered based on the refund schedule above. If postponed just one week, 100% refunds may be requested up to 4 days before the event, 50% refunds at 3 days or less.
- Refunds for Order of the Arrow events are subject to all of the above and will be issued only with the approval of the Lodge Staff Adviser.
- Approved refunds will be processed within thirty (30) days of the approval and made via check or credit card reversal, at the discretion of the Council staff, to the original payer for individual registrations or to the unit, in the case of fees paid as part of a unit registration, i.e. Summer Camp, Camporees etc. NO CASH REFUNDS will ever be made, regardless of the method of original payment.
- Regardless of the above, special hardship case requests can be submitted and up to 100% refunds may be processed in the event of certain serious personal injury or family emergency cases. If requesting a special hardship, please note in the request. These cases must be reviewed individually by the Scout Executive in consultation with the Council President.
