Troop 219 cancellation policy
Our Boy Scout Troop attempts to minimize the cost of each trip. The cost of a trip is derived from estimations of costs that fall into the following categories:
Since these costs are all dependent on the number of people that are signed up to go, it is incumbent on each scout and family to understand that they have a commitment to pay and attend if they sign up for a trip. If scouts choose to cancel at the last moment, we are left with half filled vehicles, too many campsites or too much food.
In particular, on trips that require advance reservations for more expensive items signing up is a commitment to pay for the trip even if the scout does not attend. Situations vary – sometimes scouts are added which enables us to make our numbers and break even. But parents should be aware that because your son’s cancellation may cause the troop to lose money on a trip, payments made will not be refunded.
This is an opportunity to teach your son responsibility both in communicating his plans and following through with the trip. Thank you for your assistance in making all our trips successful.
- Gas budget fee – computed for each driver based on the number of miles/passengers for their vehicle x current gas price. We determine how many and what type of vehicles are needed from the signup sheets and the sum of all estimated gas costs are the gas component of our budget.
- Camping fee – we typically incur campsite fees at state or private camping facilities. These can be either per person or by campsite. Again, we reserve campsites based on signups.
- Bridge tolls fee – on trips that take us across the Tacoma Narrows Bridge we budget the costs into the gas allowance for each driver.
- Gear Budget fee - In order for our outings to be self sufficient, there is a $5 gear fee included in campouts. This money goes toward maintaining and supplying all the camp gear used on hikes and other outings.
Since these costs are all dependent on the number of people that are signed up to go, it is incumbent on each scout and family to understand that they have a commitment to pay and attend if they sign up for a trip. If scouts choose to cancel at the last moment, we are left with half filled vehicles, too many campsites or too much food.
In particular, on trips that require advance reservations for more expensive items signing up is a commitment to pay for the trip even if the scout does not attend. Situations vary – sometimes scouts are added which enables us to make our numbers and break even. But parents should be aware that because your son’s cancellation may cause the troop to lose money on a trip, payments made will not be refunded.
- Payment - Please pay for the trip at the earliest opportunity after signing up. Payment for all trips is due no later than one week prior to the trip departure. Some trips require early advanced payment. Payment due date is noted on the permission slip as well as here on the website. Failure to make timely payment will result in your son being removed from the trip roster.
- Commitment - If payment is made and your son fails to show, no refund will be made
- Patrol Dinner Costs - Payment for the patrols food costs for the outing will not be refunded and the patrol leader will require payment if not previously received.
- Cancellations - Cancellations after the deadline due to sickness or death in the family are eligible for a refund request of the $5 gear fund plus half of the remaining camp fees. A refund request must be made to the Tour Leader or the Scoutmaster no later than 2 weeks after the conclusion of the event.
This is an opportunity to teach your son responsibility both in communicating his plans and following through with the trip. Thank you for your assistance in making all our trips successful.