Booking Terms & Policy
Please read the below terms & conditions carefully prior to submission of your retreat deposit.
All bookings are made with Wellness Vacay Retreats. By booking a retreat with us, you are deemed to have agreed to these terms and conditions (which constitutes the entire agreement between you and us) and your booking will be accepted by us on this basis. The services to be provided are those referred to in the retreat description.
ACCEPTANCE OF BOOKING
We will issue a confirmation receipt via email once your booking has been accepted. A Retreat Participation and Release Contract will exist between us from the date we issue the confirmation receipt. All persons wishing to book a retreat have carefully read and understand the terms and conditions that follow. **Please note that Wellness Vacay Retreats only offers retreats and related activities to adults over 21 years of age.
PAYMENTS AND DEPOSITS
Payments are securely managed through Square, PayPal, Zelle, and Affirm by Wellness Vacay Retreats .
Once you have placed your booking, a deposit of $500 is required. Deposits are non-refundable and non-transferable. If your booking is made within 30 days of departure, the full retreat amount is required at the time of booking. Any remaining payments are due as described in the trip details. Your complete payment is due by April 1, 2023.
REFUND AND CANCELLATION POLICY
Wellness Vacay Retreats reserves the right to cancel any trip for any reason, but will not cancel a retreat less than 60 days before departure except for unusual or unforeseen circumstances outside of Wellness Vacay Retreats Wellness control.
Cancellation by Participant: While we understand that life happens, we cannot refund or transfer any deposits for our retreats. Please note that there will be no refunds or discounts for arriving late, leaving early, flight cancellations, travel delays or illness. We wish we could compensate people for unforeseen circumstances (injury, family emergency, etc), but we have costs already incurred when reserving retreat centers and excursions. In order to protect yourself, purchase travel insurance prior to your trip.
Cancellation by Wellness Vacay Retreats: We may cancel a trip at any time prior to departure, due to natural disasters, terrorism, political instability, COVID-19, or other external events that make it no longer viable to operate the planned retreat. If your trip is canceled, we will notify you immediately and provide instructions for the next steps. In circumstances where the cancellation is due to external events outside our reasonable control, credits will be less any unrecoverable costs. We are not responsible for any incidental expenses that you may have incurred as a result of your booking including but not limited to visas, vaccinations, travel insurance, or non-refundable flights.
IMPORTANT NOTE: Please wait to book your airline ticket until the retreat has been confirmed with the minimum number of participants. You will be notified via email. A minimum number of participants is required in order for the retreat to run. In the event that we cancel a retreat due to an insufficient number of participants, you will be credited all retreat costs paid to Wellness Vacay Retreats .To help you recover any potential losses, we strongly advise you to purchase travel insurance at the time of booking.
REQUIRED BOOKING INFORMATION
In order for us to confirm your participation, you must provide all requested personal information such as full name, date of birth, phone number, emergency contact info, allergy info, copy of passport, flight confirmations, negative COVID test, and any medical conditions that may affect your ability to complete your trip. Failure to provide the requested details on time may result in a non-refundable cancellation of your trip.
To ensure that retreats run smoothly, Wellness Vacay Retreats need to use personal information (such as name, address, special needs, health conditions, dietary requirements etc.) provided by participants to Wellness Vacay Retreats, and also pass on such information to other outfitters/guides or suppliers involved in the operation of the retreat. Wellness Vacay Retreats will apply appropriate security measures to protect such personal data and will only pass on data that is applicable to outfitters or suppliers responsible for the retreat. By completing the Wellness Vacay Retreats Retreat Booking Form, Clients consent to this information being transferred as required.
AIRFARE Wellness Vacay Retreats retreats do not include national or international airfare. Wellness Vacay Retreats strongly recommends you wait until your trip is confirmed before booking airfare or making any non-refundable travel arrangements.
INCLUSIONS AND EXCLUSIONS
Our standard retreats include:
· Accommodations as listed in the retreat details
· Ground transportation as listed in the retreat details
· Activities and meals as listed in the retreat details
· Retreat host and/or special guest hosts as described in the retreat details
· Activities as listed in the retreat details
Our standard retreats do not include:
· International flights, unless otherwise specified
· 1 Dinner & 1 Lunch
· Visa and passport fees
· Travel insurance or supplementary health insurance
· Optional activities and all personal expenses
· Any other charges or fees during your trip
PASSPORTS AND VISAS
All participants must have a valid passport for entry, departure and travel and have obtained all of the appropriate visas, permits, and certificates for the countries which you will visit during your trip. Your passport must be valid for 6 months beyond the duration of the trip. All participants accept full responsibility for obtaining all appropriate documents. It is your responsibility to ensure that you are in possession of the correct visas, permits, and certificates for your trip; please refer to the retreat contract details for more information. Wellness Vacay Retreats is not responsible if you are refused entry to a country because you lack the correct travel documentation. Any information or advice given by Wellness Vacay Retreats regarding visas, vaccinations, climate, clothing, baggage, special equipment, etc… is purely advisory, provided as a courtesy to the participant and Wellness Vacay Retreats is not responsible for any errors or omissions as to the information provided by third parties such as the appropriate governmental authorities. To expedite the obtaining of travel documents and flight bookings please note that all international trip-related documents such as Retreat Planning Guides will be sent via email once the trip is confirmed to run. Wellness Vacay Retreats will aim to confirm trips within a reasonable timeframe.
ITINERARY OR SCHEDULE CHANGES
Wellness Vacay Retreats and its partners reserves the right to alter retreat programs and itineraries due to weather, environmental conditions or other circumstances. While we aim for all of our retreats to unfold as described in the retreat details, we reserve the right to change the trip itinerary or schedule. The itinerary provided for each retreat is representative of the types of activities planned, but it is understood that the route, schedules, itineraries, amenities, and mode of transport may be subject to change without prior notice due to local circumstances or events and/or to assure the safety of our participants and staff. If we make a major change, we aim to inform you as soon as reasonably possible.
SUPPLIERS & INDEPENDENT CONTRACTORS
Hotels/accommodation, shuttle services, excursions or other elements of Wellness Vacay Retreats may be arranged by Wellness Vacay Retreats with local suppliers who may themselves engage the services of local operators and/or sub-contractors. Wellness Vacay Retreats will at all times endeavor to appoint reputable and competent local suppliers. The terms and conditions of the suppliers will be applicable. These may limit or exclude the liability of the supplier. The liability of Wellness Vacay Retreats will not exceed that of any supplier. Local laws and regulations of the relevant country will be relevant in assessing the performance of the services of any supplier. Neither Soul & Trail nor any carrier is liable for independent contractors.
ACCEPTANCE OF RISK
The client acknowledges that the nature of the retreat is adventurous and may involve some amount of personal risk. By booking a retreat with Wellness Vacay Retreats, you acknowledge that you have voluntarily signed up to participate in a retreat experience with the knowledge of the numerous risks and dangers involved including, but not limited to: Physical exertion for which you are not prepared; forces of nature; transportation failures whether by plane, train, auto, boat, bus, kayak, bicycle, horseback or other animal, ATV, ziplining, by foot, or by any other conveyance; consumption of alcoholic beverages; risks associated with food or impure water; civil unrest; terrorism; criminal activity; dangers associated with wild or other animals; breakdown or failure of bicycles or other equipment; high altitude; accident or illness without access to means of rapid evacuation or availability of medical supplies or services; the adequacy of medical attention once provided; and stolen, lost or misplaced luggage or property. You acknowledge that the enjoyment and excitement of adventure travel is derived in part from the inherent risks incurred by travel and activity beyond the accepted safety of life at home or work and that these inherent risks contribute to such enjoyment and excitement, and are a reason for participation. By booking this retreat, you agree to be responsible for your own welfare and accept the risks associated with traveling.
LIMITATION OF LIABILITY
Wellness Vacay Retreats is not responsible for any improper or non-performance of any services forming part of the Contract which are wholly attributable to the fault of the Client, the unforeseeable or unavoidable act or omission of a third party unconnected with the provision of any services to be provided under the Contract; unusual and unforeseeable circumstances beyond the control of Wellness Vacay Retreats and/or the relevant supplier, the consequences of which could not have been avoided even if all due care had been exercised including (but not limited to) an event of force majeure; or any event which Wellness Vacay Retreats and/or the relevant supplier could not even with all due care have foreseen or forestalled.
Wellness Vacay Retreats is not liable for any bodily injury or harm, accidents, property damage or personal loss as a result of, but not limited to: physical exertion for which the participant was not prepared; such as travel, forces of nature, heat exhaustion, or the availability of medical services in the area. Wellness Vacay Retreats is also not liable for expenses that are not specified as included in the price of the trip but may be required to get to/from a starting or ending point. Wellness Vacay Retreats reserves the right to make accommodation and/or route alterations in order to improve the quality of a trip or better accommodate its guests. Wellness Vacay Retreats is not responsible for expenses incurred by guests in preparing for travel (e.g. non-refundable advance purchase of air tickets, equipment, travel insurance, etc.) or for any additional travel arrangements made on your own.
By booking this retreat, you acknowledge that the cost of all Wellness Vacay Retreats retreats are based upon executing this Assumption of Risk and Release of Liability agreement. Therefore, as lawful consideration for being permitted to participate in such retreat(s), you hereby release and discharge forever, Queen By Nature Wellness/By Nature Wellness LLCand its partners, from and against any and all liability upon booking.
In the event that Wellness Vacay Retreats is responsible for any injury or illness caused by the negligent acts and/or omissions of its suppliers of services which form part of the contract then Wellness Vacay Retreats limits its liability. Wellness Vacay Retreats does not own or operate any entity which provides, or is to provide, goods or services for your trip, including, for example, lodging facilities, transportation companies, food service providers, equipment suppliers, babysitters or daycare providers, etc. Wellness Vacay Retreats responsibility is strictly limited.
Medical services or facilities may not be readily available or accessible during all or part of the trip. Travel insurance, cancellation insurance and medical insurance for abroad are the sole responsibility of you (the traveler). You are responsible for selecting a trip appropriate to your abilities and interest. You are responsible for being in sufficiently good health to undertake the trip, to prepare for the trip by studying the itinerary and pre-departure materials sent by Wellness Vacay Retreats and for bringing the appropriate clothing and equipment as advised therein.
Wellness Vacay Retreats reserves the right to refuse as a trip participant, or remove from a trip, any person it deems to be incapable of meeting the rigors and requirements of participating in the activities, or who it determines to detract from the enjoyment of the retreat by others.
In the event that any term or condition contained herein is unenforceable or void by operation of law or as being against public policy or for any other reason than such term or condition shall be deemed to be severed from this Agreement or amended accordingly only to such extent necessary to allow all remaining Terms and Conditions to survive and continue as binding.
PHOTOS AND MARKETING
In the course of participating in a Wellness Vacay Retreats retreat, you understand that we reserve the right to take photographic or film records of any of our trips and to use any such photographic or film records for website, social media platforms, promotional and/or commercial purposes, including use by third parties with whom we may engage in joint marketing, this constitutes permission to use any images and videos to perpetual royalty-free, worldwide, irrevocable license to use. Wellness Vacay Retreats reserves all right, title and interest in all media from the retreat.
The Contract and these Terms and Conditions are subject to the laws of California and the United States of America. The laws of California govern these terms and conditions to the fullest extent allowable. Any disputes in connection with a trip or these terms must be initiated in the courts of California.
WAIVER OF BOOKING CONDITIONS
These Booking Terms and Conditions may only be waived or amended by written mutual consent. When a Client completes, submits and makes the payment for booking their space for a retreat, they agree to accept all these conditions, and when the booking is accepted, Wellness Vacay Retreats agrees to carry out the obligations as defined therein.
COVID & TRAVEL RESTRICTION POLICIES
In the event that a retreat is rescheduled due to safety, health or travel restrictions:
We will strive to make a “travel” or “no travel” decision 30-45 days prior to departure dates (or closer to departure as things change). If Wellness Vacay Retreats reschedules your retreat due to safety, health or travel restrictions (COVID-19 related or otherwise), our normal policy will be modified in order to provide you with more options.
You will have the option to:
1) Accept the new (rescheduled) dates offered for your retreat. Your payment will be transferred in full to the new retreat date and no further action is required on your part.
2) Transfer your full retreat payment to a different retreat altogether. Tell us which retreat you choose and we will refund or invoice you the difference in price for this new retreat.
3) Put your payment on account as credit to be used for a future retreat.
4) Request a refund of your retreat payment less a cancellation fee ($500 for international retreats; $100 for domestic/U.S. retreats). We work with our counterparts within each destination to minimize the amount of non-refundable costs and recover as much of your money as possible.
Our goal is to provide flexibility so that you can have the time and information you need to make the best decision possible for your future travel. We will be reviewing all future retreats on an ongoing basis to determine if it is safe to operate them.
COVID-19 Health Check Requirements:
Prior to attending a Wellness Vacay Retreat, you must affirm that you do not have, and have not had within the previous two weeks, any of the following:
a. A fever, a feeling of feverishness, or chills
b. A cough or sore throat
c. Shortness of breath or difficulty breathing
d. Muscle pain
e. Loss of taste or smell
f. GI upset or diarrhea
g. Any other flu-like symptoms
h. Contact with any other person who has tested positive for COVID-19 or who has exhibited any of the above symptoms
i. A positive COVID-19 test
You understand that Wellness Vacay Retreats may cancel or postpone your trip participation in the event that you experience COVID-19 symptoms. You also agree to follow the CDC’s current guidelines and recommendations for reduction of COVID-19 spread.
You understand that you may be required to provide a negative COVID-19 test taken 48 hours prior to trip departure (at your own expense), depending on the destination. You will be notified if this is the case.
You understand that regardless of these precautions, there is always a risk of exposure to the novel coronavirus, the highly contagious pathogen which causes COVID-19, in traveling, being in close contact with other individuals, and/or visiting any public location. You understand that COVID-19 may cause severe illness, up to and including death, and that this risk exists for all individuals but is increased for individuals with certain preexisting medical conditions. By attending this retreat, you voluntarily assume all risk associated with exposure to the novel coronavirus and/or contraction of COVID-19.
UPDATING OF TERMS & CONDITIONS
Wellness Vacay Retreats reserves the right to update and/or alter these terms and conditions at any time, and it is the Client’s responsibility to be familiar with them. The latest terms and conditions may be found on Wellness Vacay Retreats website.
If you have any questions or concerns, please email us at firstname.lastname@example.org