Event Payments, Cancellations and Refunds Policy

This policy applies to all camps, trips and paid activities organised by 41st Epping Forest Scouts and is designed to ensure a fair, transparent and consistent approach in line with guidance from The Scouts.

Booking and Payment

All event bookings must be made via Online Scout Manager (OSM). A place for a young person is only secured once full payment has been received by the stated deadline. Payments must be made either via GoCardless (where enabled for the event) or by bank transfer using the details provided.

Where payment is not received by the deadline, the Group reserves the right to withdraw or reallocate the place unless otherwise agreed in writing by the Group Lead Volunteer and Group Chair.

Cancellations by Participants

By booking onto an event, parents/carers are committing for their young person to attend and acknowledge that the Group will incur costs in advance, including deposits, transport, food, accommodation and activity fees. Any cancellation must be submitted in writing.

Refunds

Refunds are not guaranteed and will depend on whether costs can be recovered by the Group. Where cancellation occurs after costs have been committed (typically within 28 days of the event), no refund will normally be possible, including where cancellation is due to illness or other personal circumstances.

Where a place can be filled by another young person, or where costs have not yet been incurred, the Group will aim to refund any recoverable amount only, meaning funds that have not already been spent or contractually committed.

Administrative Fees and Deductions

All refunds, where agreed, will be subject to a minimum 5% deduction to cover payment processing, banking charges and administrative costs. Where third-party supplier costs are non-refundable, additional deductions may be applied to reflect the actual financial loss incurred by the Group.

Non-Attendance and Insurance

If a young person is unable to attend an event, including due to illness or other personal circumstances, no refund will be issued where costs have already been committed. Parents/carers are advised to consider appropriate travel or holiday insurance to cover such circumstances.

Event Cancellation by the Group

If the Group cancels an event, a full or partial refund will be issued depending on the level of recoverable costs. Where appropriate, alternative arrangements may be offered.

Discretion

All decisions regarding cancellations and refunds are made at the discretion of the leadership team and will be applied consistently, reasonably, and in the best interests of all young people and the Group.