Sale and Refund Policy

Effective December 31, 2021

Troop 964 Legal:

Website Terms and Conditions of Use
Privacy Policy
Donor Privacy Policy
Sale and Refund Policy

Troop 964 hosts, manages and coordinates a number of events, as the primary facilitator, and uses the following policy for the management of event sales, reservations, cancellations and refunds. Additionally Troop 964 hosts fundraising sales in which commercial, custom or hand made products or goods are sold to the general public or members of the troop. Lastly, Troop 964 may partner with third-party providers for fundraising purposes. This policy covers the scope of responsibility Troop 964 carries in these events and sales as well as our handling of payments, refunds and disputes.

Troop 964 Only Events

Events intended solely for participation by the members, leaders and scouts of Troop 964 where a cost for the event is required for participation shall follow the rules below. Note that when third-party facilities, locations or services are a component of the event, Troop 964 takes no responsibility for implementation of third party sales policies.

Determination of price:

• Troop 964 will set and announce pricing on a per participant basis, at least 5 days prior to an event, though typically sooner. Pricing will be set to ensure the coverage of third-party expenses as well as internal troop expenses for the operation of the event as well as any costs associated with food or drinks as necessary.
• Troop 964 reserves the right to apply an “Expense” cost to the total cost of an event. These expenses are intended to support the ongoing operation of the troop through use in purchasing, maintaining and replacing troop equipment and supplies, both reusable and disposable.
• Troop 964 further reserves the right to determine pricing tiers for events. These may be applied as “Early Bird”, “Standard” and “Late” pricing and are contingent upon the dates and times specified in the advertising of an event. Troop 964 shall unilaterally apply these pricing as outlined by the advertised dates and will not consider exceptions except in extreme situations.

Payment for Troop 964 Only Events

Payment for events, by troop members, is expected to be completed by the date advertised in the listing of the event. Payments may not be accepted after the listed “cut off” date of an event, unless at the discretion of the event manager or Troop 964 committee by a majority vote. Payment for events should be provided to the Troop 964 Treasurer or, when specified, to the event coordinator. Online payment is considered payment provided to the Troop Treasurer. Payment for events will be accepted in the following forms:

• Check, made out to Troop 964 with the specific event noted in the Note field of the check.
• Credit Card; via online registration system or in person swipe via a service such as Square.
• Cash, though discouraged, cash payments will be accepted. Cash payments should only be provided directly to the authorized individuals identified in the event listing or to the Troop Treasurer. Cash payments should only be made by those who are unable to provide a check or do not wish to use a credit card.

Please see the Refunds policy below for details on any and all refunds.

Public Events hosted by Troop 964

Troop 964 events, which are open to the public, such as the Troop 964 Annual Train Show, or Troop 964 5K, are subject to the following provisions in terms of cost and collection of payment. Please see the Refunds policy, and Disputes policy for further details.

Determination of Cost for Events:

Troop 964 makes every effort to ensure the cost of events is within reason. Pricing is set to ensure the Troop does not operate any event which may result in a financial loss. Pricing of events will follow the below guidelines, though any deviation may be noted within the documentation of an event as advertised or hosted.

• Pricing will be set when purchasing is made available to the public.
• Troop 964 may change pricing of an event at any time, though will not retroactively apply any pricing changes to previous purchases, either as a reduction or increase.

Payment for Public Events hosted by Troop 964

Troop 964 accepts payment in the following forms, unless otherwise indicated by the event management and advertising.

• Credit Card; processing of credit card payments may be subject to which are not a part of the event cost.
• Check; All checks should be made out to Troop 964. Preferably the event should be listed in the check note field.
• Cash; cash may be accepted for some events, though is discouraged

Sale of good or services

Troop 964 may participate, host or support the sale of good or services to Troop 964 members, or the public. These sales efforts fall into two categories; those entirely hosted and operated by Troop 964 and those operated by Troop 964 in conjunction with a third party service or provider. The following outlines the guidance of operation of these sales.

Troop 964 wholly operated sales or services

Troop 964 operated sales or services shall be operated under the following guidelines unless specifically changed by the event coordinator. Should any deviation exist it will be identified at the time of sale advertising.

Pricing and payment for good or services

• Troop 964 will abide by all BSA guidance on the setting or pricing for goods and services
• Pricing will be clearly provided and communicated
• Troop 964 will accept payment for goods and services by Check, Credit Card and Cash, unless otherwise noted

Troop 964 Third-Party Sales or Services

Troop 964 may partner with a third-party service or retailer to provide a good or service for sale. When doing so, pricing will be determined by the requirements of the third-party. Troop 964 will make every effort to ensure transparency in how the pricing is determined and to what extent is provided to Troop 964 by the third party. When payment for services is rendered directly to the third party Troop 964 has no authority or oversight to the refund, processing, dispute or settling of payments.

Refunds Policy

Troop 964 will make every attempt to be clear, consistent and reasonable in providing refunds. In some instances refunds are not possible, either in whole or part, due to the nature of event, sale or service. When possible Troop 964 will identify any event specific requirements for refunds which differ from the following policy.

Troop 964 Only Events Refunds

Troop 964 members, who have paid for an event, may request a refund of the cost of the event if the refund request is submitted, preferably in writing, prior to the events identified date for refunds. The following exceptions exist for refunds:

• Refund requests received after the identified refund date may not be accepted or may be reduced as follows:
  • Any portion of the payment which is directly tied to a troop incurred expense may not be refunded, such as facility costs, food expenses or equipment expenses.
• Any non-refundable down payment expenses as identified in the advertising of the event.

Furthermore, the following restrictions on refunds may be imposed:

• Amounts refunded may be credited to a Scout Account as decided by the Troop Committee. In the event this occurs the payee will be able to use the funds on a future event.
• Any processing of payment, such as through a credit card processing service, are non-refundable.

In the event of an event cancellation Troop 964 will refund as much as possible either directly to the payee or to a Scout Account. Non-refundable expenses may be detracted from the original payment, though only to ensure a financial loss is not incurred by the troop.

Public Events hosted by Troop 964

Members of the public, who have paid for participation in an event, may request a refund of the cost of the event if the event has identified a refund request deadline and the refund request is received prior to the deadline in writing. The following exceptions exist for refunds of Public Events:

• Refund requests received after the identified refund date may not be accepted.
• Any non-refundable expenses, as identified by the event, or including the following will not be included in a provided refund:
  • Payment processing fees
  • Non-refundable costs (as marked)

Troop 964 Event pricing may change at any time. The following outlines the handling of any changes in pricing of an event:

• Troop 964 will not provide partial refunds (price matching) on previous purchases in the event a price decreases.
• Troop 964 will not request additional funds from purchasers in the event a price increases

In the event of an event cancellation Troop 964, for events where a non-refund policy is not applied, will work to refund as much as possible to payees. Non-refundable expenses may be detracted from the original payment, though only commensurate with the incurred expense of the event and to ensure a financial loss is not incurred by the troop.

Refunds for sales of good or services

For any sale of good or services, where a third party handles the financial transactions, Troop 964 takes no responsibility in negotiation or supporting refunds on behalf of purchasers. All refunds, in these cases are subject to the refund policies of the third party.

For sales of goods or services, where Troop 964 handles the financial transactions, the following determines the ability or scope of refunds:

• Troop 964 will provide a full and unquestioned refund in the event a good or service cannot be provided by the date and time agreed upon at the time of sale.
• For goods and services refunds will only be provided in the event the delivered good does not meet the acceptable standard of Troop 964.
• When noted, non-refundable items will not be refunded unless under extreme circumstances.

Disputes

Troop 964 will make every effort to ensure event participants, both pubic and members of the troop, as well as purchasers of goods and services are satisfied with their purchase. In the event you are not satisfied we kindly request you raise any concerns as soon as possible to the event or sale coordinator or your point of contact for the purchase in writing. This will ensure both Troop 964, and you as the payee, have a clear understanding of what is in dispute. Troop 964 event coordinators or points of contact will work to address your communicated concern or dispute. If for any reason you are not satisfied with the outcome of these efforts please reach out to the Troop 964 Committee:

Troop 964
ATTN: Refund Dispute
14391 Minneville Road
Woodbridge, VA 22193

email: committeechair@troop964.org