Adventure West Council

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Refunds & Cancellations

Planning and purchasing for events happens long before the event begins and is based on pre-registration. Consequently, refunds are made on a staggered scale as outlined below. This refund policy is applicable to all activities where the Adventure West Council collects a fee or a deposit. Example events include: Scouts BSA Summer Camp, Cub Scout Events, Cub Scout Day Camp, District Events, etc.

1. Refund requests will only be considered if submitted via the online form below.

2. Refund Guidelines:

  • Any required deposits shall be non-refundable. 
    • The $100 Unit Summer Camp deposit is not refundable.
    • Individual deposits are not refundable but may be transferred to another person or from one Scout to another Scout within a unit.
    • All deposits will be credited toward the balance of the fees due. 
    • All transfer requests must be submitted at least 14 days prior to the start of the events.
  • Refund of fees, outside of a deposit, will be granted less the program cost recovery fee according to the following scale:
    • Requests received 60 or more days before the event – you will receive 100% of the total event fee, less any non-refundable deposit.
    • Requests received 30 or more days before the event – you will receive 80% of the total event fee, less any non-refundable deposit.
    • Requests received 14-29 days before the event – you will receive 50% of the total event fee, less any non-refundable deposit
    • Within 13 days of the event, no refunds are made except for special hardship cases such as: 
      • Family relocation
      • Summer school related issue
      • Accident, illness, or death in the immediate family
      • Natural disaster
  • For events where you register as a unit, registrations are transferable within the same unit to a Scout or adult leader not currently registered for the activity.

3. No refund requests will be accepted after ten (10) days following the end of the applicable activity.

4. Approved refunds will made either by check or by credit card reversal, at the discretion of our council staff, to the original payer for individual registrations or the unit, in care of the reservation contact, for group reservations.

5. If an activity is cancelled or postponed by our council or a district and the participant cannot attend on the alternate date, the full fee will be refunded.

6. Refunds or transfers will not be granted for those that register for an event and choose to not attend, arrive late, or depart early.

7. Order of the Arrow. Registration fees are transferable to another eligible individual for the same event up on request. Individual event cancelations may be transferred to a future event during the same year. Contact the Lodge Senior Vice Chief of Administration to make a request.

8. High Adventure Bases:  To maintain the integrity of our operations, the following additional policies apply to the Yellowstone High Adventure Outpost & the Elkhorn High Adventure Base:

  • Participant Responsibility:
    • Participants are responsible for reviewing all physical requirements and ensuring they meet the necessary criteria to complete their adventure prior to registering.  
    • It is highly recommended that individuals consult with a medical professional if they have any concerns about their ability to participate.
    • The Scouting America Annual Health and Medical Record, parts A, B, & C are required. Height & Weight Restrictions apply.

  • Refund Eligibility:
    • No refunds will be given for participants who arrive physically unprepared for the adventure.
    • No refunds will be given for failure to disclose medical conditions or pre-existing injuries that impact the ability to participate.
    • If a participant or group voluntarily chooses to discontinue the activity after it has begun, no refunds will be issued.
    • If a group arrives and realizes they are not physically prepared for the activity they signed up for, or if a participant or group is deemed unable to safely complete the adventure by our high adventure director, they may have the option to switch to a different high-adventure activity, subject to availability and guide approval. Additionally, summer camp activities are available. Refunds are not issued for being physically unprepared.

9. Recognizing that we are here to “help other people at all times,” regardless of the policies set out above, full or partial refunds may be granted for special hardship cases. Special hardship cases may include personal illness or family emergencies.

Submit a Refund Request