Girl Scouts of New Mexico Trails (GSNMT) strives to ensure that each council-led program, activity, and event is conducted in the safest and most secure manner possible. To meet those high standards, it is necessary that strict registration protocols are followed to allow our staff/technology the ability to keep track of which girl and adult members are attending any given event.
GSNMT recognizes the necessity for girl and adult members to have some level of flexibility in needing to cancel a registration. GSNMT also understands the occasional need for a substitute registration when an adult cancellation threatens participation by a Girl Scout troop that requires a designated number of Safety-Wise Adults.
It is important to note that GSNMT sets minimum and maximum attendance requirements for all programs and events, and GSNMT reserves the right to cancel or change any scheduled event if those attendance requirements are not met or if the council cannot ensure the safety of all attendees for any reason. GSNMT will attempt to provide ample notification of a program cancellation to the primary contact whose name and email are listed on the registration. In any instance where a program, activity, or event is canceled by GSNMT, a full refund will be issued to the payor via the original payment method used.
If a registered attendee needs to cancel for any reason, full or partial credit may be issued to the girl or adult depending on the notice given to GSNMT and the specific requirements listed for the event. All cancellation requests must be made in writing to [email protected]. Requests should include the registered attendee’s name, address, program name and date, and reason for cancellation request.
Cancellation Requests for GSNMT Girl Members
- When a cancellation request is received by the registration deadline, a full refund will be issued to the payor via the original payment method.
- When a cancellation request is received after the registration deadline but 72 hours prior to the event, the girl member will receive a program credit for 100% of the registration fee, regardless of who registered the girl member or how it was paid for.
- When a cancellation request is received less than 72 hours prior to the start of the event, the girl member will receive a program credit for 75% of the registration fee, regardless of who registered the girl member or how it was paid for.
- When a cancellation request involves council Opportunity Funds, those funds will be returned to the council.
Cancellation Requests for Safety-Wise Adults
- When a cancellation request is received by the registration deadline, a full refund will be issued to the payor via the original payment method.
- When a cancellation request is received after the registration deadline but 72 hours prior to the event, the adult member will receive a program credit for 100% of the registration fee, regardless of who registered the adult member or how it was paid for.
- When a cancellation request is received less than 72 hours prior to the start of the event, the adult member will receive a program credit for 75% of the registration fee, regardless of who registered the adult member or how it was paid for.
- When a cancellation request is made for a Safety-Wise Adult, and that cancellation threatens a troop’s ability to participate in the event, GSNMT will make every reasonable effort to provide additional support so that a troop may still participate.
- Contact Customer Care at (505) 343-1040 during business hours and request assistance fulfilling your troop’s Safety-Wise Adult ratio.
- Outside of business hours, call the emergency contact number on the event’s email confirmation and request assistance fulfilling your troop’s Safety-Wise Adult ratio.
- Please note that the emergency contact number will not be answered two hours prior to the start of the event.
- When a cancellation request involves council Opportunity Funds, those funds will be returned to the council.
Tips for Troop Leaders
- At this time, GSNMT is not able to accommodate “swaps” for girl or adult members. Please only register girl and adult members who can commit to attending with your group.
- If you need to make a change to your troop’s registration, you are encouraged to add the new participant first before the registration deadline, then make the request to cancel the member no longer able to participate. This will increase the likelihood that you will secure a space for the new participant. Read above for the process to request a refund for cancellation.
- When possible, register one extra Safety-Wise Adult than the required number for troop safety to ensure that your troop’s participation will not be in jeopardy if an adult needs to cancel suddenly.
- Girl or adult members not registered for an event or program will not be permitted to enter or participate.
- To ensure more girls are able to participate, GSNMT may limit the number of Safety-Wise Adults who will be permitted to register for certain events. This information will be shared on the registration page.
- Some events may require more notice for a cancellation request than what is outlined in this document due to the volume of participants or the obligations GSNMT is required to fulfill with a third party. This information will be shared on the registration page.
- If you need support prior to an event when the council office is closed, please contact the emergency contact on the confirmation email. Calls will not be answered 2 hours prior to the event. Please be proactive if you have an emergency to help us best support you and your troop.
