Payments and Refund Policy

Payments and Refund policy for subscriptions, trips and camps

Unless otherwise agreed, all payments to the group for Subscriptions, Trips and Camps must be made via Online Scout manager.

Subscriptions (Subs)

Subscriptions are set at £135 per year, and are requested/paid online via the OSM/GoCardless system. Please ensure you select the Gift Aid option so we can reclaim money from the government.

The rate of subs is set annually by the Group Executive Committee in consultation with the GSL. These are payable in full, in advance at the start of each term via Online Scout Manager. If this poses difficulty please refer to the Hardship Policy and speak to the relevant Section Leader.

The termly subscription fee is non-refundable once paid, even if the Young Person (YP) leaves mid-term. There are no refunds available if a YP does not turn up for a weekly meeting or event covered by the termly subscription.

Camp / Trip Fees

Payment for all camps/trips is due IN ADVANCE of the trip, unless agreed with the leader in charge of that trip. Places may be forfeited should payment not be received by any due date, and any overdue payment will still remain payable.

All deposits are non-refundable. Where there is a single payment for a camp or trip, this should be taken to constitute a non-refundable deposit.

Other payments are generally non-refundable, but always non-refundable where cancellation is made after a payment deadline has passed.

Where a member of the group (or their parent/carer) has confirmed attendance via OSM, and attendance is then cancelled after a payment deadline has passed, the payment will remain payable as at this point the group is likely to have committed to expenditure. For cancellations less than 2 weeks beforehand that have paid the full amount, an application to the Group Executive Committee can be made for a partial refund. This will be decided, on a case by case basis, based on the total spend on the camp prior to the cancellation, if a replacement could be found and impact to the camp (i.e. group discounts). Any refund will be paid after the next Group Executive Committee meeting.

In some circumstances payment will be taken after a trip. On these occasions, non-payment may result in suspension of membership of the group until payment has been made. Cancellation of attendance of a trip does not remove the requirement to pay unless this has been agreed in writing with the Group Scout Leader or leader in charge of the trip, before the trip/camp.

Non Payment of Subs

If amounts become overdue, two reminders will be sent by email to the email addresses stored on OSM, or manually by leaders.

Should the amount remain outstanding after 28 days, a formal letter/email will be sent giving 14 days notice to make the payment, and explaining that unless payment is made within 14 days membership will be terminated.

If subs are not paid within the 14 days, a further letter will be sent terminating membership. Upon membership being terminated, the relevant space will be offered to the next person on the waiting list. Should the YP wish to re-join the group, they will need to enter the waiting list afresh.

If payment is a problem, please talk to your section leader in confidence. We will always try to sort something out to avoid having to resort to this policy.