Facility Rental Policies & Procedures
For facility rentals it is your responsibility to read and understand these Policies and Procedures (pdf updated 2/14/20). The online checkout process is confirmation that you have read the policy and procedures document and acknowledge its contents.
Statement
The Pacific Skyline Council provides programs and other camping experiences to members of the BSA. These opportunities require the council to make financial commitments to vendors, employees, and others to ensure a rewarding and convenient experience. Additionally, reservations made for facilities or registrations made for activities/events removes availability from other users/customers.
Payment Requirements
To ensure the Council can provide the best service to its members, participant and rental fees are required to be paid in advance of the activity or rental.
Participants are not considered registered for any activity until payment in full has been received. Some activities have a deposit/staggered payment system (e.g., summer camp). This is indicated in the registration information for the individual activity.
Campsite rentals require a minimum payment of half of the total possible rental fees for the site for the rental period to reserve the site. All other facility rental fees require full payment to reserve the site.
Refund Policy
All payments are final. Refunds may be requested no less than 30 days prior to an activity or rental reservation. Some activities, such as summer camp, may have additional restrictions that apply (see “Summer Camp Fees” below). Any refund granted will be less an administrative service charge of 15% of the total fees due for the activity or rental. This includes duplicate registrations/reservations.
I.e., if the total fee of the activity is $100, and $25 has been paid, the council will refund up to $10 only, if the cancellation and refund request is made no less than 30 days prior to the start of the activity. If the cancellation and refund request are made less than 30 days prior to the start of the activity, no refund will be issued.
Facility Rental Cancellations
Facility rental fees are final. Renters that cancel their reservations 30 days or more prior to the arrival date may receive a refund of the total rental fee less a 15% administrative service charge OR transfer 100% of their rental fees to a different rental in the same calendar year.
No refunds or transfers will be given for cancellations, refund requests, or transfer requests made less than 30 days prior to the arrival date. Any/all refund requests must be made prior to 30 days in advance of the rental date.
NOTE: It is the responsibility of the renter to assess weather conditions and make appropriate decisions. Renters cancelling due to weather will not receive a refund. All refunds are subject to a 15% administrative service charge. No refund will be given to cancellations received less than 30-days prior to the start of a rental reservation.
Closure of Facilities
The Pacific Skyline Council reserves the right to close any and all facilities at any time for any reason. In the event a facility is closed by the council for reasons beyond a renter’s control, the council will refund 100% of the rental fees for closed facilities EXCEPT THAT renters that have rented a full camp property will not receive a refund for individual facilities on that property being closed. Renters that have rented a full camp property have already been provided a special package rate for the property per the fee schedule and therefore will not be refunded for individual facility closures. E.g., a pool closure will NOT result in a refund for renters renting a full camp property.
Event and Activity Registration Fees
Event and activity fees are final except in a limited number of circumstances (see listing below) where a refund may be granted. Individuals/Groups that cancel their event registration 30 days or more prior to the event start date may receive a refund of the total registration fee less a 15% administrative service charge OR transfer 100% of their total registration fees to another session of the same program in the same calendar year (e.g., transfer from a Cub ON in May to a Cub ON in September).
No refunds or transfers will be given for requests made less than 30 days prior to the event start date. Any/all refund requests must be made 30 days or more prior to the event start date.
Summer Camp Fees
Summer camp registration requires a deposit and has a staggered payment schedule, the administrative service fee is based on 15% of the total event registration fee and not the amount of fees paid at the time of cancellation.
Alternately, Scouts BSA Summer Camp fees may be transferred to another person attending the same summer camp program in the same year prior to May 1 of that year. After May 1, fees may only be transferred to a person newly added to the unit’s registration. No pro-rated fees will be given to youth wishing to attend a partial week of Scouts BSA
For Camp Oljato, your unit’s participant count verified May 1 of the year you are attending camp, will be used for the unit balance and invoiced amount due. The unit will be charged full rate for any individuals removed from the roster after May 1, other than in specified exceptions (see “Exceptions” below).
Additions to the roster after May 1 will be charged at the late fee rate, except for Scouts that crossed over from Webelos the same year. Additionally, any individuals on the roster not fully paid for by May 1, will be charged the late fee rate and included on the unit balance and invoiced amount due.
Any fees still due at the time of camp will need to be paid onsite upon checking in or the unit will not be permitted to stay at camp.
Fees for individual Scouts or Adults may be transferred to other Scouts or Adults upon request no less than 30 days ahead of your first day of camp.
Deposits
Deposits are not refundable. In the event of cancellation, any required deposit paid, will be forfeited. Deposits may, however, be transferred to another participant that takes the entire slot for that activity only.
Late Fees
The Pacific Skyline Council and all approved activity committees can set late fees or discounts for events. Late fees will be announced with the original posting for the activity. Late fees paid to the council are not refundable.
Waiting Lists
At times the council maintains a waiting list for certain activities. If a participant registers on a waiting list and is not selected to attend the activity, all money paid will be refunded at 100%, including deposit money.
Cancellation by the Council
If the Pacific Skyline Council cancels an event, a full 100% refund will be issued (including any deposit money). No refund will be given for unpaid rental fees.
If the Pacific Skyline Council cancels any facility rental reservation prior to the rental period, a full 100% refund will be issued (including any deposit money)
The Pacific Skyline Council reserves the right to cancel any facility rental reservation at any time including during the rental period.
Facility rental reservations canceled during a rental period due to issues under the control of the renter will result in forfeiture of all fees and may incur additional fees being leveed.
Application
These policies only affect the Pacific Skyline Council, Boy Scouts of America, its committees and districts. This policy is not transferable to charter partners or individual units (Packs, Troops, Teams, Crews, Ships, Posts, and Groups) of the council.
Different BSA councils have different policies. If you are registering for an event/activity held by another BSA council OR renting a facility from another BSA council, we recommend you verify their refund policy before proceeding. The Pacific Skyline Council is not responsible for funds paid to other BSA councils or funds paid to any BSA unit or charter partner.
Exceptions
1. In the event a registered participant has an illness or physical ailment preventing participation in the activity and has a signed statement from a licensed healthcare practitioner, a full refund, including deposits, may be issued, less any money that has already been sent to another agency or company that has been retained for the implementation of the activity. The signed statement must be submitted with a written request for the refund within 30-days following the activity. This only applies to individual program fees paid and not group registration or rental fees.
2. In the event of the death of an immediate family member (parent, grandparent, sibling, or anyone who resides with the participant) a full refund, including deposits, may be issued, less any money that has already been sent to another agency or company that has been retained for the implementation of the activity. The council will consider other deaths, which may affect the participant, on a case-by-case basis.
Processing
Only a member of the council management team may approve a refund. Refunds are only issued by check written to the individual who paid the fee and sent via US mail. Allow 30 days from the date of the approval for the check to arrive.
