CAMP & CANCELLATION POLICIES
Attendees to all Girl Scouts Western Oklahoma 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 at any GSWESTOK event or onto any GSWESTOK property.
If, for any reason, an attendee’s behavior is not within our expectations, she/he 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.
Pets are not allowed on any GSWESTOK property or camp. Exceptions are made for service animals.
Outdoor events are usually held “rain or shine,” so dress/pack appropriately for the weather and season. Please see our Packing Tips for a complete list of items you’ll need.
GSWESTOK occasionally cancels an event due to severe weather. If a program event is canceled, you will be notified as soon as possible. Please feel free to call the main line at 405-528-4475 for updates or with questions relating to severe weather.
Girl Scouts Western Oklahoma reserves the right to cancel an event due to low enrollment or other circumstances which would make the event non-viable. If GSWESTOK cancels an event, registrants will be notified and offered a full refund.
Should circumstances arise that result in the postponement of an event, GSWESTOK has the right to either issue a full refund or transfer registration to the same event at the new, future date.
Customer Cancellations and Transfer Requests
Unless specifically stated on registration materials, the deadline to receive a refund for your registration is 2 weeks before the event. Cancellations will be accepted in writing only and must be received by the stated cancellation deadline.
Cancellations received after the stated deadline will not be eligible for a refund. A doctors note will be required for any refunds after the cancellation deadline.
Camp deposits are non-refundable. All camp refunds must be approved by the Camp Director.
Refunds will not be available for registrants who choose not to attend an event.
All refund requests must be made by the attendee or credit card holder. All refunds will be made by the same method of payment (rewards card, credit card, check, gift card). Cash will be refunded via check. Refund requests must include the name of the attendee and/or receipt.
These above policies apply to all GSWESTOK Events unless otherwise noted in the corresponding event materials. Please read all individual event information thoroughly.
Cancellations Due to Illness or Communicable Disease
Requests for refunds (less applicable non-refundable deposit) or transfers for girls or adults who have a communicable illness or medical emergency will be considered on a case-by-case basis. Please contact us with any questions.
Cancellations Due to Lice
Please check your camper for lice before coming to camp. All overnight camp participants are screened for lice upon arrival at camp or at the Council office if riding the bus. Any individual found to have lice will be required to leave camp. Individuals are allowed to return to camp after 24 hours if they are found to be lice-free. There are no partial refunds for days missed. If an individual is unable to attend camp because of lice, their registration may be transferred to another applicable camp session if one is available, and at the same cost. No refunds will be issued if another session cannot be determined.
You can learn more about lice at headlice.org.
Partial Session Attendance
Camp registration fees are not pro-rated for any reason. If a girl or adult is only able to attend a portion of camp due to lice, illness, or other unforeseen circumstances, they will still be charged the full cost of that camp session.
Participants are responsible for all items brought to events or camps. Neither GSWESTOK nor the camp can be held responsible for the loss or damage to a participant’s personal belongings. It is best to have your name on 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.