Terms of Participation 

Contract

Welcome to The Retreat Planners (“we”, “us”, “our” and “The Retreat Planners”).  Our goal is to design dream travel retreats that offer immersive, cultural experiences in a nurturing environment.  We ask each participant (“you”, “participant”, “guest”) to read the following Terms and Condition carefully and let us know if you have any questions.  These Terms and Conditions including all brochures, documents, correspondence and the terms and conditions of our suppliers form the basis of the contract with you. The Terms and Conditions contain waivers of liability and other important clauses that effect your legal rights. All persons wishing to make a booking acknowledge that they have carefully read and understand the Terms and Conditions that follow. 

By making a booking with The Retreat Planners, you accept on behalf of yourself and all those named on the booking, to be bound by these Terms and Conditions. 

A booking is confirmed upon receipt of deposit and registration form, upon which The Retreat Planners sends a confirmation email. 

Changes

From time to time, we may find it necessary to change these Terms and Conditions. If we make material changes, we will notify you. Updated versions of the Terms and Conditions will be posted here on this website and are effective immediately on posting. Please check frequently, especially before you make a booking, to see if these Terms and Conditions changed. Your continued use of our services including continuing to use or maintain any bookings after any changes to the Terms and Conditions constitutes your consent to the changes.

Reservations 

The filling of rooms is held on a first come, first serve basis. We cannot hold rooms. When booking with a roommate, please encourage them to register at the same time. 

You can pay for all the participants in the room to guarantee reservations. However, each participant must complete their own waiver form. Contact us (theretreatplanners@gmail.com) so that we can collect the waiver from your roommate.

Client Documentation Waiver

Travel to certain destinations may involve greater risk than others. The Retreat Planners urges participants to remain informed as to current news, as well as to review travel prohibitions, warnings, announcements, and advisories issued by the United States Government prior to booking travel to international destinations, including all rules and regulations related to COVID-19. Should you choose to travel to a country that has been issued a travel warning or advisory, The Retreat Planners will not be liable for damages or losses that result from travel to such destinations.

U.S. citizens traveling to any destination outside of the United States will be required to present a valid U.S. passport. Passports must be valid for 6 months past the return date. Some countries require a visa for transit or entry. Passengers are responsible to ensure that they have all the proper documents for entry. All names on documents must match the legal name on your photo I.D., and travel document information must match tickets. Immunizations may also be required. Failure to comply with these regulations may result in denied boarding, denied entry, and/or government-imposed fines. 

If you are a citizen of another country, there may be additional requirements. Check with the nearest consulate or embassy of the destination you are traveling to and find out the entry requirements for non-U.S. citizens.

Responsibilities

The Retreat Planners will provide guests with current information on destination passport, visa, and health requirements, as provided by the State Department, the CDC and our destination partner governments. The Retreat Planners will provide information to guests on choosing their own time appropriate flights, and travel insurance. 

It is the responsibility of guests to follow these guidelines, as mentioned in the above. Guests shall obtain passports, visas, travel documents, immunizations and medicines, travel insurance and flights to retreat destinations. 

The Retreat Planners will also provide cultural information and packing guidelines for each trip. It is the responsibility of each participant to follow these guidelines.

Participation 

All retreat activities are optional. If a class is not right for you, enjoy your free-time. Retreats to more exotic destinations have a 'yoga vacation' vibe, appealing to couples. Our itineraries are created so that they are enjoyable for all guests, regardless of their experience with mind-body practices.  Unfortunately, we cannot provide refunds for activities in which you choose not to participate.

As visitors to retreat destinations we ask that you respect the venues, the staff, guides, and local laws. We will provide you with cultural information so that you are informed and aware.       

Some retreats offer alcoholic beverages. Please drink responsibly. 

Cancellation Policy 

The cancellation policy below is designed to protect The Retreat Planners, LLC, retreat leaders and all retreat attendees (prospective and current). It applies to all cancellation scenarios, with no exceptions. 

Cancellation// Initiated by Participant 

It is the responsibility of the participant to schedule travel and plan accordingly to arrive on time. Please note that there shall be no refunds or discounts for arriving late, leaving early, flight cancellations, travel delays or illness.

If you cancel your participation in the retreat for any reason, the policy below applies to all cancellation scenarios, with no exceptions. We wish we could compensate people for unforeseen circumstances, but we have incurred expenses.

We strongly encourage you to purchase travel insurance within 2 weeks of making your first payment with The Retreat Planners. Travel insurance purchase within 2 weeks of first payment is required for international retreats.

Domestic Retreats: All retreats include a non-refundable administration, planning service fee. This fee amount is $250 for domestic retreats. 

• Cancellations 90 days or more before your retreat start, you will receive a 100% refund, less non-refundable administration, planning service fee.

• Cancellations 45 - 89 days before your retreat start, you will receive a 50% less non-refundable administration, planning service fee.

• Cancellations 31-44 days before your retreat start, you will receive a 30% refund, less non-refundable administration, planning service fee.

• Cancellations within 30 days of retreat start will have no refunds.

International Retreats: All retreats include a non-refundable administration, planning service fee. This fee amount is $500 for international retreats. 

• Cancellations 120 days or more before your retreat start, you will receive a 100% refund, less non-refundable administration, planning service fee.

• Cancellations 90 - 119 days before your retreat start, you will receive a 50% less non-refundable administration, planning service fee.

• Cancellations 45 - 89 days before your retreat start, you will receive a 30% refund, less non-refundable administration, planning service fee.

• Cancellations within 44 days of retreat start will have no refunds.

To cancel, you must send an email stating that you wish to cancel to: theretreatplanners@gmail.com. We will follow up with a cancellation form. Any cancellation refunds will be made through The Retreat Planners and will not be done through chargebacks with your card or payment processor. 

While we do accept major credit cards including Visa, Mastercard, American Express and Discover, participants must provide to us a click or signed authorization for every transaction for your retreat. Your authorization is an agreement for us to charge your card and an acknowledgement and agreement to these terms and conditions including these cancellation terms. As such you agree not to make any improper chargebacks. 

In certain cases, you can dispute charges with credit card companies ("chargebacks"). Before initiating a chargeback, we ask you first to call us to discuss any questions or concerns about our charges. We will work with you in attempting to resolve your concerns. By using our service to make a reservation, you accept and agree to our cancellation policy. The Retreat Planners retains the right to dispute any chargeback that is improper and recover any costs, including attorney’s fees related to improper chargebacks. Additionally, in the event of an improper chargeback, we retain the right to cancel any travel reservation related to that improper chargeback. The following chargeback scenarios are improper, and we retain the right to investigate and rebut any such chargeback claims:

• Chargebacks resulting from non-cancellable reservations, whether or not the reservation is used.

• Chargebacks resulting from charges authorized by family, friends, associates or other third parties with direct access to your credit card. This does not include credit card fraud.

• Chargebacks arising from inconsistency or inaccuracy with regard to the supplier’s product description.

• Chargebacks resulting from Force Majeure or other circumstances that are beyond the control of The Retreat Planners or the Supplier.

• Chargebacks resulting because you do not agree with the cancellation policy.

Cancellation//Force Majeure

We schedule our retreats when climate is expected to be most enjoyable, and when extreme weather episodes are least likely. However, we cannot predict all events that may occur. The Retreat Planners assumes no liability for, any loss, damage, delay, or cancellation resulting in whole or in part from an Act of God or any other Force Majeure condition, including, without limitation: fire, volcanic eruption, hurricane, environmental pollution or contamination, inclement weather, earthquake, low or high water levels, flood, water or power shortages or failures, tropical storms or hurricanes, riots or civil commissions or disturbances, and any other acts of a similar nature, sabotage, arrests, strikes or labor disruptions, restraint of rulers or peoples, expropriations, acts of terrorism, war, insurrection, quarantine restrictions, government health advisories, epidemics, pandemics, or warnings or alerts of any kind of nature, government seizures, refusal or cancellation or suspension or delay of any government authority or any license, permit or authorization, damages to its facilities or the travel supplier and its facilities, or any other unforeseen circumstances or any other factors unforeseen by The Retreat Planners that impacts negatively on, or hampers, its ability to fulfill any of its contractual conditions. In the circumstances amounting to Force Majeure, we will not be required to refund any money to you, although if we can recover any monies from our suppliers, we will refund these to you less our non-refundable planning service fee.

Cancellation// Initiated by retreat leaders 

In the extreme event that The Retreat Planners cancel a retreat, participants are given the option to use their payments to date as credit toward a future retreat, or be given a refund in full (less the above-mentioned non-refundable administration, planning service fee.) 

The Retreat Planners, LLC and all retreat leaders are not responsible for additional costs accrued - for instance, airfare. It is recommended that all retreat participants purchase travel insurance. It is required that all international retreat participants purchase travel insurance.

Changes to Itineraries

While we do not anticipate any changes, if between planning time and/or during actual travel, circumstances require changes, we reserve the right to cancel or vary any itinerary and substitute components of any retreat. These changes will not be considered material changes and will not be consider cause for cancellation by the participant. 

Travel Protection

As described above, we strongly recommend the purchase of travel protection, and for international retreats, such protection is mandatory. We encourage guests to purchase additional cancel for any reason coverage.  Travel protection can help in case your trip is cut short due to medical emergency, can provide for medical costs (including medical evacuation), and assists with missed connections and lost baggage.  We are not experts, so you should ask your insurance broker any questions you may have.  Travel protection should be purchased as soon as possible after booking.  If you do not have adequate travel protection and an emergency occurs, we will not be liable for any losses you incur.

Health & Safety

Please let us know about any pre-existing conditions or disabilities when you book your reservation so we can assist you in choosing an appropriate retreat.  Given the nature of travel and our destinations we may not always be able to accommodate all needs, but we would be delighted to discuss the feasibility of joining our retreats.  Depending on the accommodations required, additional fees may apply. 

The Retreat Planners will always follow government guidelines when it comes to health & safety. Your health matters to us as much as our own and we’ll do everything to protect it! 

To attend any 2021 Retreat Planners, retreat participants shall provide: 

• Proof of a negative COVID-19 test within 72 hours of retreat start date, and/or

• Proof of COVID vaccination

In the event a guest tests positive for COVID-19 they shall not be allowed to attend the retreat and there are no refunds. For the duration of 2021 guests rooming double occupancy in a queen or king room must choose their own roommate and fill in the appropriate spaces in the registration form. These health policies will be updated according to CDC travel protocol. 

Moving forward from 2021, while we do all we can to protect your health and safety, you acknowledge that exposure to COVID-19 or other illnesses is an inherent risk of traveling, that cannot be controlled or eliminated by The Retreat Planners.  Therefore, if you choose to participate in a retreat, you agree that you are assuming the risk that you may be exposed to COVID-19 or other illnesses and that such exposure can lead personal injury, illness, permanent disability, or death.  You also acknowledge that such injuries may occur in a manner that is not foreseeable at the time you make your booking.  

You agree that due to the uncertainty of travel at this time there may be changes to your booking due to COVID-19 or other illnesses, for which there may be no refund.  You agree to be aware and abide by any rules and regulations for entry into any destination and the rules of any of our suppliers.  Please know that these rules are put in place to protect you and your health, so it is important to abide by them.  

Because of the uncertainty cause by COVID-19 or other possible pandemics, we strongly encourage you to purchase travel protection coverage including cancel for any reason coverage. 

You, for yourself, and any minors traveling with you, and on behalf of your and their heirs, assigns, personal representatives and next of kin (The Releasors), HEREBY RELEASE, AND HOLD HARMLESS The Retreat Planners, its members, officers, agents, and/or employees, suppliers, and other retreat members (Releasees), of, from and against any and all claims, damages, demands, losses, and liability arising out of or related in any way, in whole or in part  to any postponement, cancellation, changes, injury, disability, death or any other loss you may suffer due to exposure, infection, spread, closure, and travel restrictions related to COVID- 19 or other illnesses, whether arising from the negligence of the releasees or otherwise, to the fullest extent permitted by law. The terms of this hold harmless and release of a liability paragraph, shall survive any termination or cancellation of this Contract, whether by operation of law or otherwise.

Release of Liability

The Retreat Planners offers retail travel services to customers, which are provided by separate and independent vendors of travel services. The Retreat Planners does not operate, control, or otherwise provide the services of the independent travel vendors. Hence, customer agrees that The Retreat Planners acts only as agent for the client in acquiring transportation, hotel accommodations, sightseeing, and other privileges, or services for the clients’ benefit, and on the express condition that The Retreat Planners shall not be responsible for any loss, accident, injury, delay, defect, omission or irregularity which may occur or be occasioned, whether by reason of any act, negligence or default of any company or person engaged in or responsible for carrying out any of the arrangements, or otherwise in connection therewith.

Assumption of Risk and Waiver

Participant is aware that health and wellness travel such as participant is undertaking on the retreat may involve inherent risks. Inherent risks include, but are not limited to, risk of injury or death from: participation in exercise programs including yoga, Pilates and stretching; accidents while traveling including motor vehicles collisions,  collisions with animals, roadway hazards;  slips, and falls; criminal or terrorist acts; government actions; consumption of alcoholic beverages, tainted food, or non-potable water; exposure to the elements, including heat, cold, sun, water, and wind; your own negligence and/or the negligence of others, including tour guides, other participants, The Retreat Planners and its employees, agents and/or representatives; attack by or encounter with insects, reptiles, and/or animals; accidents or illness occurring in remote places where there are no available medical services; fatigue, chill, overheating, and/or dizziness,; known or unknown medical conditions, physical activity for which you are not prepared, or other such accidents; the negligence or lack of adequate training of any third-party providers who seek to assist with medical or other help either before or after injuries have occurred; accident or illness without access to means of rapid evacuation or availability of medical supplies or services; and the adequacy of medical attention once provided.

Participant understands the description of these risks, is not complete and that unknown or unanticipated risks may result in injury, illness, or death.  In order to partake of the enjoyment and excitement of this trip, participant is willing to accept the risks and uncertainty involved as being an integral part of travel, including the risk of infection, illness, and death. Participant hereby accepts and assumes full responsibility for any and all risks and agrees to and shall hold harmless and fully release The Retreat Planners from any and all claims associated with the trip, including any claims of third-party negligence and/or the negligence of The Retreat Planners and participant hereby covenant not to sue The Retreat Planners for any such claims or join any lawsuit or action that is suing The Retreat Planners. This agreement also binds your heirs, legal representatives, and assigns.  The terms of this hold harmless and release of all liability paragraph, shall survive any termination or cancellation of this Contract, whether by operation of law or otherwise.

Participant Conduct/ Indemnification

We want to ensure that all participants feel more healthy, alive, and rejuvenated when they return home.  As such, your behavior not only effects your experience but other members of the retreat.  By participating in a retreat, you agree to follow all rules and guidelines established by The Retreat Planners and our suppliers. If you are abusive of others, or your behavior disrupts the retreat, or your physical condition negatively impacts the enjoyment of the other participants, you may be asked to leave. The Retreat Planners will make no refund and will accept no liability for if you must leave the retreat due to your conduct.  The Retreat Planners is not responsible for any costs incurred by you due to removal from a retreat.

We also value respecting others and impress upon our participants that as guests of the destination each participant agrees to be respectful of people and property.  Participant agrees to and shall indemnify and hold harmless The Retreat Planners, and each of our officers, directors, employees and agents (collectively “The Retreat Planners”), from any expenses, losses, liabilities, damages, judgments, settlements and costs (collectively, “damages”) involved with or incurred by The Retreat Planners (including, without limitation, reasonable attorneys’ fees and the advancement of same) with respect to any claims, law suits, arbitrations, or other causes of action, which result, directly or indirectly, from participant’s breach or violation, or threatened breach or violation, of this Agreement and/or  any damage caused by participant while participating in the retreat.

Photographs/Video

We are excited to share your retreat experiences with others. As a participant you agree that we may publish any photographs and/or videos of the trip or participants in printed or electronic media without obtaining further consent and without compensation. You release us and our representatives from any liability in connection with any use of such photographs and/or video.

Law and Jurisdiction/Class Action Waiver/Limitation of Damages/Notice of Claim.  

This Agreement and all attachments hereto and the rights of the parties hereunder shall be governed by and construed in accordance with the laws of the State of Maryland exclusive of conflict or choice of law rules. Any claims shall be brought in a court of competent jurisdiction located in Maryland. You agree that you will only bring claims against The Retreat Planners in your individual capacity and not as a plaintiff or class member in any purported class action or representative proceeding. The Retreat Planners shall not in any case be liable for other than compensatory damages, and your payment of a deposit on a trip means that you agree to these conditions of sale and expressly waive any right to punitive damages. You understand and agree that no claims will be considered and that you will not bring suit against The Retreat Planners unless you have first provided a typewritten notice of claim to The Retreat Planners within 30 days after the retreat or cancellation of the retreat.

Entire Agreement & Severability

This agreement, including any other documents, including invoices, we provide you, and the terms and conditions of our suppliers, constitutes the entire agreement and it supersedes all prior or contemporaneous communications and proposals, whether electronic, oral, or written, with respect to The Retreat Planners. If any provision of these Terms shall be unlawful, void, or for any reason unenforceable, then that provision shall be deemed severable from these Terms and shall not affect the validity and enforceability of any remaining provisions.

By electronically checking the waiver box, and submitting my retreat payment, I hereby acknowledge and accept all the terms and conditions above. I hereby agree to be responsible for my own welfare and accept any and all risks of delay, unanticipated events, inconvenience, illness, injury, emotional trauma, or death. I hereby release and discharge The Retreat Planners, LLC, and retreat leaders from and against any and all liability from my participation in the retreat trip. I agree that this release shall be legally binding upon me personally and all members of my family.

I hereby verify that I have reviewed all information (legal names, date of birth) and travel itinerary for accuracy. I have been advised of all applicable fees imposed by The Retreat Planners and the suppliers, plus I have been advised on purchasing travel insurance. I understand that changing any aspect of my travel arrangements may result in the payment of additional money.