Mississippi Valley Council provides council and district programs, high adventure camps, and other activities for Scouts and adult leaders throughout the council service area. These programs frequently require advance deposits to reserve facilities, secure vendors, and meet operational and safety requirements necessary for the successful delivery of council‑sponsored events.
To ensure these programs can be planned, staffed, and delivered effectively, event fees are generally required to be paid in advance. Accordingly, Mississippi Valley Council has established the following policies regarding event payments, cancellations, and refunds.
General Event Policies
- Most events will be held rain or shine, in accordance with the Guide to Safe Scouting and applicable safety guidelines.
- Mississippi Valley Council reserves the right to cancel or postpone an event as circumstances require.
- Event fees, when applicable, are due in full at the time of registration.
- Unless otherwise stated, all participants are expected to follow the General Mississippi Valley Council Event Rules, as well as any event‑specific guidelines provided.
Refund Policy
Mississippi Valley Council programs require significant planning and advance purchases to deliver safe, high‑quality Scouting experiences. These preparations may include staffing, food, program materials, patches and awards, facility rentals, equipment, and other supplies. Because these costs are committed in advance, program and camp fees are generally non‑refundable, except in limited circumstances outlined below.
This policy applies to all trainings, events, activities, day camps, resident camps, and facility rentals sponsored by the Mississippi Valley Council, unless otherwise stated.
Refund policies for National Jamborees, High Adventure programs, and regional or national Scouting America events are not covered by this policy and are governed separately.
General Refund Guidelines
- All refund requests must be submitted in writing to the Mississippi Valley Council Service Center or the designated staff advisor.
- Refund eligibility is based on the date the written request is received.
The following guidelines apply:
- Cancellations made 30 or more days prior to the first day of an event may be eligible for a refund, less any non‑refundable deposits or expenses already incurred.
- Cancellations made within 30 days of an event may be eligible for a partial refund, less any non‑refundable deposits and incurred expenses.
- Cancellations made within 7 days of an event are generally not eligible for a refund unless a qualifying circumstance applies.
- No refunds will be issued for cancellations made on the day of the event or for participants who do not attend.
Refunds will not be granted for schedule conflicts, vacations, sports commitments, voluntary withdrawal, weather conditions, no‑shows, or behavior‑related issues.
All approved refunds are issued to the unit, not to individual participants.
Council‑Canceled or Postponed Events
If a Council‑sponsored event is canceled, or postponed and a participant is unable to attend the rescheduled date, registration fees will be refunded.
Special Events
Some events may be designated as 100 percent non‑refundable due to the nature of the activity or advance commitments required. These events will be clearly identified in event materials. When permitted, fees for these events may be transferable within the unit.
Facility Rental Refund Policy
Facility rental refunds are based on the date the written cancellation request is received:
- 31 days or more notice
Full refund, minus a $5 per facility processing fee. - 30 days or fewer notice
50 percent refund, minus a $5 per facility processing fee.
Authorization and Refund Amounts
- Only a Mississippi Valley Council employee may authorize a refund for a council‑sponsored event or activity.
- Approved refunds will be limited to the amount paid to the Council, less:
- Any non‑refundable deposits
- Costs already paid to third‑party vendors or service providers
- Applicable administrative or service fees
- Funds paid to outside agencies or vendors are considered issued and are not refundable.
Summer Camp Refund Policy
Due to the financial commitments required to responsibly operate council summer camps, the following additional guidelines apply.
Before June 1
Participants who cancel their summer camp registration before June 1 may be eligible for a refund of fees paid, less a 15 percent administrative charge, based on the date the written request is received.
After June 1
After June 1, refunds will be considered only for documented medical or other emergency situations that prevent participation.
- Administrative charges of up to 40 percent may be assessed.
- Refund requests must be submitted using the Council’s refund request process and received by the Service Center no later than August 1.
- Supporting documentation, such as a doctor’s note, is required.
- Refund requests received after June 1 will be reviewed and processed after the conclusion of summer camp.
Refunds will not be granted for schedule conflicts, vacations, sports, voluntary withdrawal, no‑shows, weather conditions, or behavior‑related issues.
Review and Appeals Process
- Refund requests are initially reviewed by the volunteer committee chair and the professional staff advisor responsible for the event or camp.
- Decisions may be appealed to the Treasurer of the Mississippi Valley Council.
- The decision of the Council is final.
Acceptance of Policy
Registration for any Mississippi Valley Council event, activity, or camp constitutes acceptance of this Refund Policy.
