Event Refund Policy
Once a participant is registered for an event, the qualifications listed below will be used to determine if a refund can be given when a participant is unable to attend the event. It is the responsibility of the parent or guardian to notify Girl Scouts of Kansas Heartland in writing of a cancellation more than 14 days prior to the program start date. Refunds are given in the manner in which they were paid, and to the account of fee origination. Girl Scouts of Kansas Heartland reserves the right to cancel any session when deemed necessary.
Refund Qualifications
100% Refund, less any deposit
Youth Events:
- Any cancellation more than 14 days prior to the event, unless otherwise posted in the event description
Volunteer Training:
- Hybrid or Online Courses: Any cancellation more than 14 days prior to the event; once access to online course materials is given to the participant, no refund can be provided
- In Person Courses: Any cancelation more than 5 days prior to the event
100% Refund, including deposit
- Council cancels the event for any reason
- Council reschedules the event and member is unable to attend the new date or time
Partial Refund, less any deposit
Youth Events or Volunteer Training: A partial refund, less any deposit, will be considered if:
- Notification of cancellation is given less than 14 days prior to the event
- The participant is certified ill by a physician (doctor's note required)
- A family emergency occurs (documentation required)
- Extenuating circumstances (documentation required)
Program Partner and Travel: A partial refund, less any deposit, will be considered based on:
- Notification of cancellation is given less than 14 days prior to the event
- Circumstances (documentation required)
- Refund policies of the program partner(s) and/or travel vendor(s) associated with the event or travel
No Refund
- A participant is a no-show or does not provide the proper paperwork to attend the event
- A participant leaves early due to homesickness, parent’s request, behavioral concerns, or other non-medical reason
- Changes are made to an event schedule or activites for safety reasons
- Cancellation request is received 14 or fewer days prior to the event, without needed documentation to consider a partial refund
- Cancellation request is received after the start of the event
- Documentation for parital refund request is not received within 5 days of the start of the event
Non-refundable items
- GSUSA membership fee
- Council service fee
- Optional purchases made during event registration
- Event deposit
Exceptions
- Another person from the same family or troop may be substituted in place of the one unable to attend
- Some events, including travel, may require an earlier registration deadline and cancellation date, which will be posted in the event description and/or promotional resources
- Volunteer learning opportunities may be cancelled up to 5 days prior to the training. If materials have been sent in advance they must be returned in new condition prior to the refund.
Refund Method
- Refunds are given in the manner in which the fee was paid
Exceptions
- Another person from the same family or troop may be substituted in place of the one unable to attend
- Some events, including travel, may require an earlier registration deadline and cancellation date, which will be posted in the event description and/or promotional resources
How to cancel a reservation:
Notify council immediately:
Please provide as much information as possible, including:
- Member’s name
- Event name and start date
- Specific reason for cancellation
- Documentation, if required
