Revised September 28, 2023 – Effective Immediately (most recent updates are marked in red)

Cancellation and Refund Information

1. Not all Minsi Trails Council activities and or event registrations are equal, please refer to your registration receipt invoice for information pertaining to cancellations and or refunds for that activity/event registration.
    
2. Not all activity/event registrations are through Minsi Trails Council.  Please refer to the vendors cancellation and refund policy.  Examples: LV Phantoms, LV Iron Pigs, Steel Hawks, and Crayola to name a few.
    
3. All refund requests and or cancellations must be made in writing and received at the Minsi Trails Council Office, as per each activity/event registration, prior to the start of the activity/event to be considered. 
    
4. Please be aware, a Council/District activity/event registration may not be eligible for a refund during firm timeframes.  As certain expenditures have been made based upon projected attendance or facility contracts or pre-orders received. Example: facility rental costs, equipment costs, food costs, and program related item costs.
    
5. If a refund or partial refund is approved, the fee(s) will be returned to the organization or unit or individual registrant who initially paid the invoice.
    
6. Please submit requests either two ways (USPS or Email).  Include supporting documentation to:
   
   Minsi Trails Council
   Attn. Refund
   991 Postal Road
   Allentown, PA 18109

OR

refund@minsitrails.org

Activity/Event Registration Categories:

1. District Level activities/events

2. Council Level activities/events

3. Order of the Arrow Lodge activities/events

4. Facility rentals at Trexler Scout Reservation and Camp Minsi

5. Minsi Trails Council Resident Camp

6. Minsi Trails Council Day Camp

1. District Level activities/events:

   1. District level is defined as an activity/event supervised or hosted by District volunteers.  Examples: Camp O Rees, overnight field trips, and day field trips.
   2. Each District level activity/event may be different, refer to your registration receipt for cancellation and or refund details.
   3. Any registrant that are no-shows – the entire registration fee will be forfeited. 
       

2. Council Level activities/events:

   1. Council level is defined as an activity/event supervised or hosted by a Minsi Trails Council Committee or Minsi Trails Council Camp Staff.  Examples: Jambo, Fall Family Camp, Summer Fishing Derby, Icefest, and Voyager Weekends, University of Scouting, Council led Training, NYLT, and Woodbadge to name a few.
       
      1. Each Council level activity/event may be different, refer to your registration receipt for cancellation and or refund details. If no specific information is provided, please refer to the following numerals ii. and iii. below. 
          
      2. Refund
         1. The registrant’s fee may be refunded up to 14 days prior to the start of the activity/event for the following reasons below (if accompanied by appropriate documentation):
            1. Doctors excuse for a medical issue regarding the registrant.
      3. Forfeiture
         1. Any registrant that are no-shows - entire registrant balance of fees will be forfeited. 
             

3. Order of the Arrow Lodge Activity or Event:

   1. As per the receipt you received from your online registration - all registrations are final.  Registrations will not be transferred nor refunded. 
       

4. Facility rentals at Camp Minsi

   1. Please immediately notify MTC of ANY changes.
   2. A rental is defined as any asset rented through the MTC facility rental system or reserved assets for District activity/event.
   3. Full refunds will only be granted if the unit or district activity/event leadership notifies the council office 30 days before the first day of your arrival in writing.
   4. If less than 30 days is given, no refund will be granted.
   5. Full or partial refunds will be reasonably considered, if a situation arises that causes Minsi Trails Council to alter accessibility. Such an occurrence might be closing or limiting access to an area on property or the entire facility due to on property severe weather-related conditions or temporary facility/area repairs.
         

5. Minsi Trails Council Resident Camp:

   1. Initial $100 Unit Reservation Fee:
       
      1. The $100-unit camp reservation fee is the fee that secures your place at camp. This initial unit camp reservation fee is not refundable under any circumstances or transferable.  This fee is due at the time of your unit registers for summer camp and does not apply to camper fees. 
          
   2. Initial per-camper non-refundable Deposit:
       
      1. A $100 per-camper deposit is not refundable under any circumstances.  However, this fee may be transferred to another camper within your unit.
          
      2. As a per camper fee, some deposit money may be lost.  For example, a unit that places a deposit for 10 campers, at $100 each, but only arrives with 8 campers, will forfeit $200 worth of deposits for the two no-show campers.  The final cost total will be based on 8 campers and their $800 of deposit monies.
          
      3. Camper is defined as a youth who is age eligible in the program offered for that particular camp. 
          
   3. Refund for registrants:
       
      1. There are situations in which a camper’s or leader’s fee may be refunded, either in whole or in part to the unit.  (Please note that checks will not be written to individual families.)
          
      2. Refund (less initial $100 Camper Deposit)
         1. The complete balance of a camper’s fee (less initial deposit) or leader’s fee may be refunded up to 14 days prior to the start of your week at camp for the following reasons below (if accompanied by appropriate documentation):
            1. Doctors excuse for a medical issue regarding the camper or leader.
            2. Required summer school.
      3. Forfeiture
         1. Any registrant that are no-shows - entire registrant balance of fees will be forfeited. 
            1. This is unfortunate, but by this time, the Council/District cannot provide refunds after this time frame as certain expenditures have been made (e.g. facility/food/program related items…etc.) based upon projected attendance or facility contracts.
                
      4. Minsi Trails Council Camperships
         1. Campership awards are not refunded to the registrant or unit.
            
             

6. Minsi Trails Council Day Camp:

   1. There are situations in which a camper or camper/volunteer fee may be refunded, either in whole or in part to the registrant. 
       
   2. Refund
      1. The complete balance of a camper or camper/volunteer fee may be refunded up to 14 days prior to the start of your week at camp for the following reasons below (if accompanied by appropriate documentation):
         1. Doctors excuse for a medical issue regarding the camper or volunteer.
         2. Required summer school.
   3. Forfeiture
      1. Any registrant that are no-shows - entire registrant balance of fees will be forfeited. 
         1. This is unfortunate, but by this time, the Council/District cannot provide refunds after this timeframe as certain expenditures have been made (e.g. facility/food/program related items…etc.) based upon projected attendance or facility contracts.
             
   4. Minsi Trails Council Camperships
      1. Campership awards are not refunded to the registrant or unit.