Payment and refund policy

Deposit, late fee, refund deadline and how to cancel for Setebaid's nonprofit diabetes camps. Plain answers, and who to call with questions.

In short

This policy covers payments and refunds for Camp Setebaid, The Harrisburg Diabetic Youth Camp (HDYC), Family Camp, the Diabetes Family Conference and the Counselor-in-Training program. Tickets for events sold through Eventbrite or RunSignUp follow the ticket site's own refund rule.

Deposit: $200, paid when you register. It is part of the camper fee. You cannot get it back, and you cannot transfer it for another person or program.
Late fee: $50 for registrations after May 15, 2027. You cannot get it back.
Refund deadline: we must receive your cancellation in writing by May 15, 2027, 12:00 Noon Eastern Time. After that, there is no refund.
How to cancel: email info@setebaidservices.org.
Questions: call the office at (570) 524-9090.

For camp dates and fees, see Dates and prices. If cost is a worry, see Financial help.

Paying for camp

The deposit

You pay a $200 deposit when you register in Camp Brain, our registration system. The deposit is part of the camper fee, not an extra charge. You cannot get the deposit back, and you cannot transfer it. The one exception is a full session, explained under "Before camp starts" below.

Paying the rest of the fee

The rest of the camper fee is due by the date shown when you register. You can choose to pay in full, in monthly installments, or defer the balance until May 17, 2027. Your child's place is confirmed only when the full fee is paid.

Need to pay in parts? Call the office to arrange a payment plan. The full fee must be paid before your child arrives at camp.

If you pay by credit card, a credit card fee of $75 will be added. This fee is not refundable.

The late fee

Registrations after May 15, 2027 pay a $50 late fee. The same fee may apply when forms or payments reach the office after their deadline. The late fee is not refundable, and it must be paid before your child comes to camp.

How we date forms and payments

We date each form and payment on the day it reaches the Setebaid office. Online registrations and forms count at the date and time Camp Brain records them, in US Eastern Time. We use these dates to decide whether a deadline was met.

Discount codes and coupons

A discount code or coupon counts only if all forms and the payment arrive before it expires, and you meet its other conditions (for example, you used no other discount). The discount applies only if your child takes part. If your child cancels, withdraws or does not come, the discount is lost.

Cancellations and refunds

How to cancel

Send your cancellation and refund request in writing, by email to info@setebaidservices.org. We must receive it by May 15, 2027, 12:00 Noon Eastern Time. A request that reaches us after that time gets no refund.

We reply to confirm that your request arrived. If you do not hear from us within two business days, call the office at (570) 524-9090.

Who gets the refund

We always pay a refund to the person or group that paid the fee: for example a parent, a guardian, a church, a club or a foundation.

Before camp starts

What you get back depends on what happens:

The session is full and your child does not move to another Setebaid session or program: you get back everything you paid, including the deposit. We usually know this before your payment is processed, so it may never be charged.
Your child is on a waitlist and no place opens: you get back everything you paid, including the deposit.
You cancel in writing before the deadline: you may get back the camper fee, minus the deposit and other non-refundable fees (such as the late fee or a credit card fee).
You cancel after the deadline: no refund.
Your child does not come to camp and you did not cancel: no refund.
Camp medical staff cannot accept your child because of a medical need beyond what camp can care for, a contagious illness, a risk that your child may harm themselves or others, or another reason in the medical staff's professional opinion: you may get back the camper fee, minus non-refundable fees.
A death in the immediate family (a parent, brother or sister, grandparent, aunt or uncle): you may get back part of the camper fee for the days your child misses. See "How a part refund is worked out" below.
A camper or guardian threatens Setebaid, the program, the staff or anyone at camp (in person, by phone, mail, email or any other way), and staff turn the camper away: no refund.

During camp

If your child leaves camp before the session ends:

Your child is ill and camp medical staff advise sending them home: you get back part of the camper fee for the days your child misses.
Your child is ill, medical staff say your child can stay, and you take your child home anyway: no refund.
Illness or death in the immediate family, and your child goes home: you may get back part of the camper fee for the days your child misses.
Homesickness, or any other wish to go home that is not listed on this page: no refund.
Staff send your child home to protect your child, other campers, the staff or others, or for breaking camp rules: no refund.
Your child arrives late or misses time at camp: no refund or discount for the time missed.

How a partial refund is worked out

We take the refundable part of the camper fee (the fee minus the deposit and any other non-refundable fees) and divide it by the number of days in the session. Then we multiply that by the number of days your child is not at camp. Any part of a day at camp counts as a full day at camp.

An example with round numbers, not real prices: the refundable part of the fee is $700 and the session is 7 days, so each day is worth $100. Your child goes home in the afternoon of day 3. Day 3 counts as a day at camp, so your child misses 4 days and the refund is $400.

If camp closes early

If a fire, natural disaster, epidemic or pandemic that Setebaid cannot control closes camp or shortens the session:

Camp closes before it opens: you get back the refundable part of the camper fee.
Camp closes in the first half of the session: you get back half of the refundable part of the camper fee.
Camp closes in the second half of the session: no refund.

Gifts and donations

If you gave the wrong amount or gave twice by mistake, email info@setebaidservices.org or call (570) 524-9090 within 30 days of the gift. We refund the mistaken amount to the card or account you paid with.

Other gifts are final and cannot be refunded.

Your gift is tax-deductible as far as the law allows. Your receipt comes by email from Camp Brain. If you mailed a check, we’ll send you a receipt in the mail.

The official registration and financial information of Setebaid Services, Inc. may be obtained from the Pennsylvania Department of State by calling toll free, within Pennsylvania, 1 (800) 732-0999. Registration does not imply endorsement.

For the rules on using this website, see our Terms of use.

Questions about payments or refunds

Call the office at (570) 524-9090 or email info@setebaidservices.org. You can also use our contact page. We are glad to talk through your situation before you register or cancel.

Last updated: October 2026