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|Events and Animals Policy
Pets are not allowed on any GSRV property or camp. Exceptions are made for service animals.
This policy applies to all Girl Scouts River Valleys events, camps, programs, meetings and trainings, whether they are held on Girl Scouts River Valleys properties or at community locations.
Event Behavior Policy
Attendees to all Girl Scouts River Valleys (GSRV) events are expected to follow the Girl Scout Promise and Law. Girls and adults cannot bring or use weapons, alcoholic beverages, drugs (other than those prescribed by a physician), or tobacco products to any Girl Scout event or onto any Girl Scouts River Valleys’ property.
If, for any reason, an attendee’s behavior is not within our expectations, they will be asked to leave as soon as possible. We will expect a parent/guardian to pick up a girl as soon as possible, and adults will need to provide their own transportation. This is at the expense of the parent/guardian or adult attendee. We will not refund session fees.
This policy applies to all Girl Scouts River Valleys events, camps, programs, meetings and trainings, whether they are held on Girl Scouts River Valleys properties or at community locations.
Event Weather Policy
Severe Weather and Emergencies
GSRV staff monitor weather alert radios, and our service centers and camps have storm shelters for use during severe weather. During weather alerts, phone lines need to remain open – please do not call during severe weather.
GSRV occasionally cancels events due to severe weather. Registered attendees will be notified, and you can call us at 800-845-0787 to check on events before leaving.
Dress Appropriately
Please review the description of your event to learn about the activities and whether it is held outdoors. Outdoor events are usually held “rain or shine,” so please dress/pack appropriately for the weather and season.
- If your event is outdoors in the summer, consider bringing along sunscreen, bug spray and hats.
- If your event is outdoors in the winter, bring warm clothing and dress in layers.
- Bring sturdy walking shoes – participants often walk long distances at outdoor events.
- Please see Camp.GirlScoutsRV.org/Packing-Lists for camp packing lists.
This policy applies to all Girl Scouts River Valleys events, camps, programs, meetings and trainings, whether they are held on Girl Scouts River Valleys properties or at community locations.
Events and Camp: Registration and Customer Cancellation Policy
Girl Scouts River Valleys programming provides Girl Scouts with unique experiences. We want the registration process to be equitable to all registrants and the cancellation policy to be transparent, so registrants understand the process.
Policy Statement
- Girl Scouts River Valleys defines how customers can register and cancel registrations for programming in the standards below.
- River Valleys programming includes resident camp, troop camp, council-led/sponsored events, etc.
Standards
Registration
- Registration for River Valleys programming can be completed online or by contacting the Customer Care Team.
- The Customer Care Team can be reached by calling 800-845-0787 during business hours (voicemail is available after hours or during times of high call volume).
- Registrations are accepted up until the registration close date and time or until the program reaches its maximum capacity. Registration will close early if capacity is met.
- Adults serving as a chaperone for multiple Girl Scouts attending a program must have a current Girl Scout membership, hold a volunteer role, and have a current, eligible background check on file.
- These requirements do not apply to parents/caregivers who are attending a program with their Girl Scout (ex: Adult + Me camp session, family events).
- Program attendees need to have registered for the program in order to attend.
- By registering for Girl Scouts River Valleys programs, you agree to receive calls, texts, and emails regarding your registration.
- Payment requirements:
- Programs require a deposit to secure registration.
- Deposits are set at a minimum of $5, with larger deposits for programs with higher fees.
- Deposits are non-refundable and non-transferable. See cancellation section below for additional details.
- Full payment is due by the registration close date for events and 30 days prior to the first day of camp for camp sessions.
- Financial assistance is available to Girl Scout River Valleys members to help pay for the cost of events and camp.
- See Financial Assistance Policy for additional details.
- Accepted types of payment include credit/debit card, cash, check, Juliette Program Credits, promotional codes or coupons, or unexpired Cookie Credits and Fall FUNds.
- See Cookie Credits/Fall FUNds and Juliette Girl Scout Money Management Policy for additional details.
- Unexpired promotional codes or coupons can be used. Details about what programs these can be used for and the expiration date are shared with recipients.
- Programs require a deposit to secure registration.
Cancellations
- If a registrant is no longer able to attend their session, they need to notify Girl Scouts River Valleys of their cancellation as soon as possible.
- Cancellations are accepted by phone, email, in-person, or by submitting the Girl Scouts River Valleys Camp & Event Cancellation Form.
- If a registrant cancels their registration, they may register for an alternate session, if available. Registrants will be required to pay the minimum deposit for their new session.
- The fees paid toward their cancelled session, less the deposit, can be transferred to their new session if the cancellation was received before the posted cancellation deadline.
- Cancellation deadlines are typically 30 days prior to the program start date.
- Deposit from their original session cannot be transferred, nor refunded.
- The fees paid toward their cancelled session, less the deposit, can be transferred to their new session if the cancellation was received before the posted cancellation deadline.
- If a registrant’s spot is being cancelled and another registrant will be going in their place (swap):
- The new registrant will need to register for the program and will be required to pay the minimum deposit for their new session.
- The fees paid by the cancelling registrant, less the deposit, can be transferred to the remaining balance of the new registrant’s order.
- Deposit from the original session cannot be transferred, nor refunded.
Refunds
- Refunds will be issued when:
- Girl Scouts River Valleys cancels a program.
- See River Valleys Cancellation of Council-Led/Sponsored Program Events & Camp Sessions Policy for additional details.
- Financial assistance is not awarded, and the registrant has made a partial payment.
- A registrant cancels their registration before the posted cancellation deadline.
- Cancellation deadlines are typically 30 days prior to the program start date.
- Refund requests submitted after these deadlines will be considered when a registrant cancels due to illness or family emergency and approved by Girl Scouts River Valleys.
- Deposits are non-refundable and non-transferable.
- Girl Scouts River Valleys cancels a program.
- Refunds will not be issued when:
- A registrant cancels their registration after the posted cancellation deadline (less than 30 days prior to the program start date).
- Refund requests submitted after these deadlines will be considered when a registrant cancels due to illness or family emergency and approved by Girl Scouts River Valleys.
- The registrant arrives late, departs early, or does not attend the session.
- A registrant cancels their registration after the posted cancellation deadline (less than 30 days prior to the program start date).
- Partial refunds:
- For overnight resident camp sessions, if a camper’s stay is shortened due to an unexpected illness, injury, or family emergency and the camper needs to leave camp before 50% of the camp session has passed, the family will receive a partial refund of 50% of the cost of the camp session minus the deposit.
- Refunds will be issued in the same form as they were paid (i.e., check, credit card, Cookie Credits or Fall FUNds). If a payment was made in cash, the refund will be issued by check.
- Refunds can take up to 30 days to process.
Personal Items Policy
Participants are responsible for all items brought to events or camps and GSRV cannot be held responsible for the loss or damage to a participant’s personal belongings. It is best to have your name in all items. Any items left behind will be kept at camp for one month and then donated to a local charity.
Please check in with your camp’s director before bringing any personal sports equipment to camp or adult trainings.
This policy applies to all Girl Scouts River Valleys events, camps, programs, meetings and trainings, whether they are held on Girl Scouts River Valleys properties or at community locations.
River Valleys Cancellation of Council-Led/Sponsored Program Events & Camp Sessions
Council-led programs and camp are an integral part of the Girl Scout experience. Decisions to cancel programs or camp sessions are not taken lightly, and consider participant health and safety, low registration numbers, staff availability, and weather that makes travel unsafe or that is not favorable for the activity. Decisions to cancel due to weather take into consideration current or predicted weather conditions, power outages, school closures, and road closures specific to the area in and around the event location.
Definitions
- Council-led: Program events or camp sessions that are fully managed by Girl Scouts River Valleys council staff, including all registration and payment/refund transactions.
- Council-sponsored: Program events or camp sessions that are led by a partner organization, but registration and payment/refund transactions are managed by Girl Scouts River Valleys.
- Hosted by partner organization: Program events or camp sessions that are offered by another organization that is a Girl Scout partner but are fully managed by the partner organization, including all registration and payment/refund transactions. Girl Scouts River Valleys markets the program to members and works with the partner organization to provide it, but the partner organization’s registration/cancellation policies apply.
Policy Statement
- All River Valleys council-led/sponsored program events and camp sessions are subject to cancellation.
- Program events or camp sessions hosted by partner organizations (not Girl Scouts River Valleys) are subject to that organization’s cancellation and refund policies.
Standards
- River Valleys may decide to reschedule or cancel a council-led/sponsored program event or camp session for reasons such as weather, low registration numbers, etc.
- Full refunds, including any applicable deposit, will be provided to registrants if a program event or camp session is cancelled by River Valleys.
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