Campout Financial Policies

Policy

Our overnight campout events have a registration fee for participation. The troop uses this fee to offset costs of the event. More specifically, we fund food, outfitter costs, and excursion admissions with these fees. We strive to use the troop budget to cover items such as site fees, equipment costs, and general supplies.

Registration

All participants must register before attending a campout. Walk-up participation is not possible. By way of registration, the troop has a firm headcount for adequate food, supplies, and tickets. The troop must bring registered participant health & safety documentation.

Registration Procedure

For troop-wide campout events, registration will normally be via my.shepherds.org. Once the member completes the online registration, the member is officially registered for the campout.
For Nav/Adv campouts, the troop maintains an official paper roster of attendees. Members must secure their name on the roster to be considered registered.
For other campouts, please see the event announcement for registration procedures.

Important An RSVP on Trail Life Connect is not considered a registration.

Deadlines

All members must complete registration before the event deadline. For campouts, the deadline is 7 PM the Monday prior to the campout unless otherwise provided. Late additions may be possible in some cases, but are not guaranteed. The cancellation deadline is the same as the registration deadline.

The troop will generally refund registrations cancelled before the cancellation deadline. If the member used a credit or debit card, the troop reserves the right to issue a refund net of payment card fees.

When a registration fee is unpaid and the registration deadline has passed, the troop may either (i) cancel the registration, or (ii) honor the registration and consider the unpaid fee an obligation to the troop. The troop committee has sole discretion of how to treat an unpaid registration.

Refunds & Cancellations

As noted above, refunds are generally possible up to the registration deadline. Afterward, the troop may limit refunds:

If the troop has purchased food, it cannot refund food costs.
If the troop has incurred the cost of event tickets or outfitter fees, it cannot refund those items.

These expenses may be final within hours of the registration deadline.

Members can maximize the possibility of a refund by immediate and targeted communication. Members should send cancellations to the event lead, the troopmaster, and the committee chair. For patrol-based campouts, they should also contact the patrol’s leader and grubmaster.

FAQs

Is financial assistance available for campouts?

Yes. Availability may depend on event. More options available are often available for troop-wide events. Please submit our financial form before the registration deadline.

Can I pay for the campout online?

Generally, no. We do not have the ability to process remote card payments, other than selected troop-wide events using the my.shepherds.org registration system.

Policy Notes

Policy Version Date: 6/15/2023

Requests for clarification or suggestions regarding this policy should be directed to .

View policy online at https://traillife613.org/about/troop-guidebook/campout-financial-policy

NC-613 Troop Guidebook