Travel – Cancellation and Weather Policy

General Cancellation and Weather Policy

Prior to participating in the Camp Courageous Travel Program you should review all Travel Program Policies. They include important details about deposits, cancellations, and refunds.

Camp Courageous does not provide campers, volunteers, or staff with traveler’s insurance. Therefore, if you would like to purchase individual travel insurance for your trip, you should contact your current insurance broker and ask about their travel plans/policies or seek a reputable insurer online.

General Cancellation Policies:

1.) All travel campers must submit a nonrefundable/nontransferable deposit within two weeks after the camper has received notification from the Travel Director, confirming his/her spot on a Camp Courageous trip. Failure to submit the deposit within two weeks may result in the camper losing his/her spot on the trip.

2.) There are no monetary refunds. We offer a Travel Program Credit which must be used toward future Camp Courageous travel.

3.) If you cancel your trip within 95 days prior to the trip’s departure, you can apply the whole amount you have paid, to a future trip through our Travel Program Credit, with the exception of the deposit.

4.) If the registration date has passed and not enough campers have signed up for the trip, the Travel Director has the right to cancel the trip and offer the camper a choice of another open trip (of equal cost) within the calendar year.

5.) A prorated amount will be assigned as a Travel Program Credit for cancellations prior to 30 days before your scheduled departure date for driving trips and 95 days for flying trips.

6.) No Travel Program Credit will be awarded if you cancel your trip for any reason within 30 days prior to your trip’s scheduled departure date (95 days for flying trips). Under special circumstances, determined on an individual basis by the Travel Director, a Travel Program Credit may be awarded for use on future Travel Program trips for that particular camper. Such circumstances may include camper hospitalization or diagnosis of a serious illness, a pro- rated amount will be assigned to your Travel Program Credit if appropriate documentation of illness or hospitalization is provided to the Travel Director within 1 week of cancellation.

7.) Failure to complete and return a completed Camper Application with an updated medication list and the travel camper’s prepackaged oral medications, including the required, additional full day’s dose(s) at least 14 days prior to departure, will be considered a cancellation and a forfeiture of the total amount of the trip’s cost. (Each Camper Application is used by all Camp Courageous programs- Residential, Respite, and Travel. Therefore, only one application is required annually.)

8.) Campers who, without at least 2 hours advance notice, fail to arrive before or during check-in on the planned departure date, will forfeit the trip.

9.) If a participant cannot continue on with a trip, the camper’s guardian or facility will be contacted. Arrangements will be made to send the camper home by whatever means of transportation is deemed appropriate. This may mean that a camper would need to be picked up, or be sent home by plane or bus and a Camp Courageous staff member would accompany the camper, at the camper’s expense. Reasons campers may need to be sent home include, but are not limited to illness, injury, behavior not conducive to harmony of the group, and other extenuating circumstances. There are no refunds or credits issued if any of these circumstances occur.

10.) Prices are subject to change, although all effort will be made to maintain the prices as listed for the calendar year. If for some reason changes in price are necessary, advance notice will be given, as seen fit by the Travel Director.

11.) If while traveling, any concerns or problems arise, please see the itinerary for phone numbers of our lodging and the Travel Director’s emergency contact number. For additional information regarding trip cancellation and weather policies please see below.

12.) For a guardian/group home to remove a previously registered camper from going on a trip, they MUST CONTACT THE TRAVEL DIRECTOR DIRECTLY. Once a guardian/group home has removed a camper from a trip, the Travel Director will give you confirmation that the camper has been removed. If the Travel Director is not contacted you directly and/or confirmation of cancelation is not received from the Travel Director, the camper has NOT been successfully removed from the trip. The Travel Director’s contact information is on the front page of the Camper Schedule.

Weather Policies:

1) The Camp Courageous Travel Program will run in any weather, including conditions of precipitation (i.e. rain, hail, sleet, snow) EXCEPT when the weather is deemed unsafe.

2) In order to properly evaluate the actual weather conditions anticipated, Camp makes weather-based decisions according to the 3-day forecast prior to departure.

3) Cancellations and rescheduling due to unsafe weather are at the discretion of the Camp Courageous Program Directors and we reserve the right to modify the itinerary for your safety.

4) If a trip is canceled by the Camp Courageous Program Directors before departure due to unsafe weather, you can apply the pro-rated amount to a future trip through our Travel Program Credit.

5) If a third-party vendor is involved in our travel program and cancels an activity or event due to unsafe weather, we must adhere to their cancellation policy. We will credit you according to their policy, with the credit to be used for future travel with Camp Courageous.


  • Be on-the-go A LOT. (Assisting & Wheeling trips are created with a more relaxed pace.)
  • Use stairs, elevators, and/or escalators.
  • Attend sporting and cultural events in large stadiumes or venues (schedule permitting).
  • Cross city streets.
  • Get in and out of a 15-passenger motor coach (with the exception of the Wheeling and week-long BIG trips) there is no lift on our 15-passenger motor coach. Please register accordingly.
  • Ride in a motor coach for 3 or more hours.
  • Stay with the whole group (Wheeling trips plan for the most 1:1 time comparatively.)
  • Share a quad room with two other campers and one staff person.
  • Be independent in personal care (exceptions being our Assisting and Wheeling trips.)
  • Have appropriate social skills.