side menu icon

Event Registration

Registering for Events, Activities & Camp

1.  Click on the Event List or Event Calendar and select your     event/training/camp session.

2.  Click on "Register Now" (green button).

3.  If it’s your first time registering since August 2018, you will need to     create a "New User Profile” to set up a new profile. (Tip: Use the same     profile you use for MyGS - it will make it much easier to remember!)

4.  Follow the prompts to register, add participants and process your     payment.

You are now ready to choose from more than a hundred activities, adult learning opportunities and events including camp. Visit the Event List for a complete list with dates, time, fees, locations and grade levels.

Full payment must be made at the time of registration for all programs with fees. Program fees are non-transferable.
NOTE:  All registrations for camp sessions require a deposit  for each session ($30 for Camp Metro; $50 for Camp La Jita) Deposits are non-refundable and non-transferrable.

Problems registering? Questions? Contact customercare@girlscouts-swtx.org or 210-349-2404.

 

To make online camp payments,

click here.

 

Paper Registration Forms

Below are a list of registration forms or for more information, contact Customer Care, customercare@girlscouts-swtx.org or 210-349-2404.

Program Event Registration Form - English
Program Event Registration Form - Spanish

Adult Learning Registration Form - English
Adult Learning Registration Form - Spanish

2019 Camp

Paper registration

Camp registration forms may also be mailed to or dropped off at the Sally Cheever Girl Scout Leadership Center (811 N Coker Loop, San Antonio, Texas 78216) or the West Side Girl Scout Leadership Center (5622 W César E Chávez Blvd., San Antonio, Texas 78237). The forms are available at girlscouts-swtx.org/eventregistration. Helpful hint—be sure you are using the correct form for each camp session!

Cancellations and Refunds

Refunds: Refunds generally take 7–10 business days to process unless otherwise mentioned. If a program is canceled by council for any reason, a full refund will be given within 1-2 business days of the cancellation. If a cancellation is made by the customer no later than two weeks prior to the program, the customer will receive  a refund minus the deposit fee or 25%. If a cancellation is  made by the customer within two weeks of the program, a refund will not be given. Call 210-349-2404/1-800-580-7247 ext. 391 for more information about refunds.

Cancellations:  “No-shows” are not eligible for any refund due to expenses incurred.

Severe Weather: In the event of severe weather, please call the Sally Cheever Girl Scout Leadership Center  (210-349-2404/800-580-7247). Voice mail will be available 24 hours a day with notification of program cancellation or postponement.

2019 Camp

Refunds generally take 7–15 business days to process unless otherwise notified. If a camp session is cancelled by GSSWT for any reason, a full refund will be given. If a cancellation is made by the customer no later than three weeks prior to the first day of the camp session, the customer will receive a refund minus the deposit fee. If a cancellation is made by the customer within three weeks of the first day of the camp session, a refund will not be given. If a camper does not pass the physical examination or an unexpected illness occurs prior to the camp session’s start date, a refund may be requested and the amount will be determined on a case by case basis. There will be no refund should a camper be a no show or leave a session early due to an illness, homesickness, misbehavior or parental/caregiver request. To initiate a request for a refund, contact Customer Care at 210-349-2404 (toll free 800-580-7247) or email customercare@girlscouts-swtx.org.

Payments, Deposits and Fees

Full payment must be made at the time of registration, using credit or debit cards. Program fees are non-transferable.

2019 Camp

Deposits

A $30 nonrefundable and nontransferable deposit is required for each Camp Metro session per camper at the time of registration (online or paper). 

A $50 nonrefundable and nontransferable deposit is required for each Camp La Jita/resident camp session per camper at the time of registration (online or paper). 

Deposits will be applied to the corresponding total week fee. Deposits made online are accepted in the form of Visa, Mastercard, Discover and American Express card payments. Deposits made in-person are inclusive of the above credit cards as well as check, cash and money orders. Cookie Credits and Nut Bucks are NOT accepted as a camp deposit but can be used toward payment after the deposit is successfully made. 

Payments

Our online registration platform will allow for up to three payments (deposit/second payment/final balance payment). Otherwise, payment in full is accepted at the time of your online registration. If your Girl Scout is confirmed for a camp session and the balance due is not received by the end of business on the payment due date, your registration will be cancelled. If you are making payments toward a camp balance, all balances must be paid in full before close of business; ten business days before the first day of each camp session. Multiple payments may be made at the Sally Cheever Girl Scout Leadership Center by calling Customer Care at 210-349-2404 (toll free 800-580-7247) or by visiting the Customer Care office during regular business hours. 

Non-Girl Scout Fee—Any girl can attend Girl Scout camps. Non-Girl Scouts simply pay an annual $25 membership fee in addition to the camp fee and enjoy a Girl Scout membership. All girls attending Girl Scout camp must be registered Girl Scouts. Financial assistance is available.  

Non-Council Girl Scout Fee—For Girl Scouts residing outside GSSWT’s service area, there is an additional $50 fee per session that is paid at the time of registration. 

Financial Assistance

Financial Assistance: The Girl Program Financial Assistance Application (available online) should be completed by the parent/guardian or troop leader and attached to the registration form. Girls are eligible for two scholarships per year.

2019 Camp

Financial assistance for all sessions of summer camp is available to currently registered members of Girl Scouts of Southwest Texas. Financial assistance funds may not be used to pay for deposits. To request financial assistance, complete this form no later than April 24, 2019. 

Registering for camp online but still need financial assistance? No problem! Register and pay the required deposit online, then submit the Camp Financial Assistance form online at girlscouts-swtx.org/eventregistration after you check out. The form should correspond to your online registration and must be complete for consideration. Incomplete forms may reduce the amount of financial assistance you receive. Financial assistance cannot be transferred to another week or registrant. 

Questions may be directed to Customer Care at 210-349-2404 (toll free 800-580-7247) or email customercare@girlscouts-swtx.org. 

Cookie Credits and Nut Bucks

Cookie Credits: Cookie credits may be applied only to girls’ registration fees for council-sponsored program events. Please indicate on the registration form if using cookie credits—and be sure to include the cookie credit card number. Cookie credits cannot be used for online registration. To use your cookie credits for event registration, submit a program event registration form.  Cookie Credits cannot be used as a deposit for a program requiring a deposit. Cookie credits are to be used for the girl who earned them and no other registrant.

2019 Camp

Cookie Credits and Nut Bucks—We encourage girls to use their Cookie Credits and Nut Bucks to pay for summer camp!  Cookie Credits and Nut Bucks earned by individual girls may not be used to pay for deposits, only for the balance of camp session fees. Girl Scouts wanting to use Cookie Credits or Nut Bucks to pay for summer camp are asked to register for the session(s) of your choice online, pay the required deposit and then contact Customer Care at 210-349-2404 (toll free 800-580-7247) or email customercare@girlscouts-swtx.org. 

Note: Cookie Credits and Nut Bucks are to be used for the girls who earned them and not another registrant.

For out-of-council Cookie Credits and Nut Bucks, please contact your home council to request a check payable to GSSWT. 

Behavior and Expectations

Behavior: Inappropriate behavior on the part of any participant (girl or adult) may result in the participant being asked to leave the event without a refund.

Terminology

Close date: The last day that registrations may be accepted. All program fees/balances due must be received by the close date.

Minimum: The fewest registrations needed for a program to take place.

Maximum: The most registrations that will be accepted into any particular program.

Limit: The most registrations that will be accepted into any particular program when there is no minimum.

Confirmation Email: A confirmation email will be sent after registration for an event is complete and another informational email with important program information and attachments of all necessary forms for the program will be emailed at the close date. It is extremely important that you read all of the information in the email and download all attachments.

FAQs

Q: Do we have to register for programs and activities online?
A: You are strongly encouraged to register for programs and activities online. Paper registrations take longer to process and you may miss out on the opportunity as the program is closed automatically when full. Your paper registration could take up to a week to be processed depending on the workload. If the program is open and you register online, it is automatically received and processed. 

Q: Are deposits required?
A:
Full payment for programs and events is due at the time of registration, using credit or debit cards. Deposits and payments will be set up for summer camps that cost more than $100 (refer to Camp Guide for specific information on camp deposits).

Q: Can I get a refund?
A:
 If a program is cancelled by GSSWST for any reason, a full refund will be made within 5-7 business days of the cancellation.

A customer may request a refund if a cancellation notice is sent to customercare@girlscouts-swtx.org at least 10 business days before the program date. The program refund will be made minus a 25% administrative fee. Customer requested refunds generally take 7-10 business days to process.

If a cancellation is made by the customer less than 10 business days before the program date, a refund may not be issued.

“No-shows” are not eligible for any refund.

The procedures above also apply to cookie credits and nut bucks and will only be refunded if they meet the requirements above.

Q: Are deposits required?
A:
There are no deposits for programs. The program must be paid in full upon registration. Information for camp deposits will be found in the Camp Guide.

Q: Who can participate in GSSWT programs?
A: 
Any currently registered member of GSSWT may participate in council-sponsored programs and events specific to their current age level. NOTE: Some council-sponsored events and family/community events do not require a Girl Scout membership.

Girls may participate individually or as part of a troop. Adult chaperones are required unless otherwise noted.

Family and friends are welcome to attend “Family-Friendly” programs and events when open as community events.

Q: If I sign up a girl for a program and she doesn’t meet the requirements, what will happen?
A:
Registration Completion: Upon completing and submitting the registration for a program, you will be acknowledging that you understand the following:

Program Level: Girl Scout programs are developed for grade and age levels. The participant must meet grade and/or age requirements. If girl(s) do not meet the requirements, they will be removed from the program and a refund may not be issued.

Girl Scout Membership: Some Girl Scout programs are specifically for currently registered Girl Scout members. The girl(s) will be required to register for membership before registering for the program. If the girl(s) do not register as required by that program, they will be removed from the program and refund may not be issued.

Q: If the event is free, do I still need to register?
A:
Yes. To help ensure that programs run smoothly and that enough supplies are purchased, it is strongly suggested that participants register for the free events.

Q: Is there financial assistance available for programs?
A:
Yes. Send an email to customercare@girlscouts-swtx.org and request a Girl Program Financial Assistance Application. Once completed, the application will be used to award financial assistance. The request must be completed by the parent/guardian or troop co-leader. Girls will only be eligible twice a year. Please remember that the program you are apply for may be filled before the Financial Assistance is approved and processed.

Confirmation Packet

Whether you register online or at one of our leadership centers, each camper’s parent or caregiver will receive a notification email from CampDoc.com which will prompt you to create an account if you do not already have one. You will use CampDoc.com to fill out and submit health information and other forms (ex: release form(s), medication form and camper profile), and will receive directions, an equipment list and general information. Several forms in the confirmation packet require original signatures, so if you are unable to fill these forms out online, be sure to print and fill them out prior to your Girl Scout’s first day of camp. Having the required forms filled out in advance will save you time when you drop off your daughter.

You should receive your notification email from CampDoc.com no later than two weeks prior to the start of each session. We recommend you add “campdoc.com” to your email’s safe sender list to avoid this important message being sent to your junk or spam folder.

If you do not receive your notification email from CampDoc.com, contact Customer Care at 210-349-2404 (toll free 800-580-7247) or email customercare@girlscouts-swtx.org. Confirmation packets will not be mailed.

CampDoc Info for Parents