1. Purpose and scope 

This policy sets out the approach taken regarding payments, cancellations and refunds, applicable to all events and activities organised or facilitated by Stockport Scouts (the organiser). This policy applies unless more specific terms have been set out for a particular event or activity. 

 

2. Bookings and deposits 

Bookings for an event or activity are only confirmed once the required deposit/full payment has been received. Deposits are non-refundable, except in the circumstances set out in section 4 or in exceptional circumstances per section 5. Deposit amounts are intended to cover unrecoverable costs such as venues, transport and equipment.  

 

3. Participant cancellations 

If a participant cancels their attendance the deposit will not be refunded except in exceptional circumstances per section 5. Any further payments may be refunded at the discretion of the organiser once costs incurred on behalf of the participant have been covered, including but not limited to accommodation, transport, catering, activities, equipment and booking fees. 

At their discretion the organiser may allow a substitute participant to take a cancelled place where practical. A refund may be considered in this case once additional costs have been covered. 

 

4. Cancellations or significant changes by the organiser 

If the organiser cancels an event or activity, they will aim to refund payments made wherever possible, once unrecoverable costs have been covered. The organiser will not be held liable for any additional costs incurred by participants as a result. 

If the organiser makes significant changes to an event or activity, such as the date or location, they may offer a partial or full refund at their discretion, once unrecoverable costs have been covered. 

 

5. Exceptional circumstances 

Requests for refunds due to illness, injury, family emergency or other exception circumstances will be considered by the organiser on a case-by-case basis. 

 

6. Force Majeure 

The organiser will not be held liable to provide refunds where an event is cancelled or significantly changed due to circumstances beyond its reasonable control, including but not limited to extreme weather, Government restrictions or guidance, public health emergencies, industrial action or acts of terrorism. In such cases the organiser will make its best effort to protect costs and issue refunds at its discretion once unrecoverable costs have been covered. 

 

7. Method and timescales 

The organiser will specify the method and schedule of payments for the activity or event, giving as much notice as practicable before a payment is due. Where refunds are to be made the organiser will endeavour to issue them within 28 days using the original payment method. 

 

  

Date of approval: 19/01/2026 
Next review due: 31/01/2027