Terms & conditions
Please read and understand our Terms & Conditions detailed below before booking a retreat event with Experience Retreats. When booking with Experience Retreats, you will be required to confirm your agreement to these Terms & Conditions as part of the booking process.
1- YOUR BOOKING IS A CONTRACT
When you (sometimes referred to as a “retreat host” or a “client”) book an event with Experience Retreats (sometimes referred to as “we” or “us”), you will be deemed to have agreed to these Terms & Conditions. Moreover, your booking, together with (a) these Terms & Conditions and (b) the details regarding the event for your chosen destination as listed on our website (collectively, the “Agreement) will constitute a legally binding contract between you and us. The person making the booking (“retreat host”) must be at least 18 years of age and authorised to do so.
To confirm your booking with us, you will be required to pay A NON-REFUNDABLE DEPOSIT OF 30% OR 50% (depending on the event/location) towards the total price of your booking. In this scenario, a Booking Confirmation Receipt will be issued and the balance of the price of your event must be paid by the date shown in it. However, if your booking is made within 60 days of the event start date (except for events where the relevant date is 90 days prior to the event start date), then the full amount is payable at the time of booking.
3- FINAL PAYMENT
Payment of the balance of the event price will be normally due 60 days prior to the event start date (except for events where the due date is 90 days prior to event start date). If the balance is not paid on or before the due date, we reserve the right to treat your booking as cancelled.
4- TRAVEL DOCUMENTS ( PASSPORT, VISAS, ETC)
For events outside the U.K. (or your home country, if you are not a U.K. citizen), you and your guests must carry a valid passport and have obtained all other required travel documents (visas, permits, certificates etc.) for the country(ies) you will visit during your event. For many countries, your passport must be valid for at least 6 months beyond the duration of the event; please make sure to research the applicable passport requirements for each country you plan to visit. It is your responsibility to ensure that you are in possession of all such required travel documents for your trip. We are not responsible if you are refused entry to a country because you lack the correct travel documents.
5- YOUR DETAILS
To confirm your booking, you must provide us with certain personal information. The precise information may vary from event to event, but the types of information we may require include, i.example: Full name (as it appears on passport) Passport number Copy of passport photo page Date of Birth
6- WHAT’S INCLUDED IN THE EVENT’S FORMAT PRICE
The price includes:
All accommodations as listed on our website under “What’s Included”
All meals as listed on our website under “What’s Included”
Ground transfers to the retreat location as described on our website under “What’s Included” and those additional items listed on our website under “What’s Included”
Final confirmation of “What’s Included” will be provided in the confirmation email.
7- WHAT’S EXCLUDED IN THE EVENT’S PRICE
The price does not include:
Flights/Airfare to the starting point of your event Excess baggage charges
Travel documents fees(passports, visas, etc.)
Any other items listed on our website under “What’s Not Included”
Optional activities (other than excursions which are listed on our website as “Included”) are not included in the event’s price, and do not form part of the event or this Agreement. You acknowledge that any extra optional activity arranged or provided by a local representative does not render us liable for them.
8- CANCELLATION BY THE HOST/GROUP LEADER
If you wish to cancel your event, you may do so at any time up to (and including) the 61st day before the scheduled event start date (except 91 days with respect to certain events); and in that event, we will refund all amounts paid to Experience Retreats minus the initial deposit which is non-refundable unless a replacement has been found, retaining an admin charge of £100. If you cancel your booking less than 61 days (or 91 days for certain events) prior to the scheduled event start date (or if you fail to show up), you will not be entitled to any refund. Bookings for all events are non-transferable unless you find a replacement. We strongly recommend that you purchase travel insurance.
9- CANCELLATION BY EXPERIENCE RETREATS
We reserve the right to cancel any event at any time up to (and including) the 61st day before the scheduled event start date (except 91 days with respect to certain events). In this scenario, the client will receive a complete refund of all monies paid to Experience Retreats minus bank transfers costs. In addition, we reserve the right to cancel any event at any time if, due to natural disaster, political instability or other disruptions and/or circumstances beyond our control (“force majeure circumstances”), the operating of the event would be unsafe or otherwise unviable. In the scenario an event is cancelled due to a force majeure circumstance, the client will receive a refund equal to the monies paid to Experience Retreats less any costs incurred by Experience Retreats which are not recoverable and minus bank transfers costs. We strongly recommend that you purchase travel insurance.
10- DISCRETION TO REJECT BOOKINGS OR DENY PARTICIPATION
Experience Retreats reserves the right, in the exercise of its discretion and judgment, to reject any client booking and/or to deny participation by any client in an event at any time prior to the start date, if we believe that a client poses a risk to the property or external suppliers. If a host booking is rejected, then that host will receive a full refund of all monies paid to Experience Retreats for that event minus bank transfers costs. Furthermore, each yoga instructor leading an event also has the authority, in the exercise of his/her discretion and judgment, to deny participation to any of their guests, if the instructor believes the client’s continued participation will be disruptive to the overall experience, to the other clients and/or to property or suppliers. If a client is denied participation after the event’s start date, it is up to the host to deal with the matter and refunds if so.
Villas, shuttle services or other constituent elements of the event will be arranged by Experience Retreats with suppliers local to the regions in which we curate the events, who may themselves engage the services of other local operators and/or sub-contractors. Experience Retreats will at all times endeavour to appoint reputable and competent local suppliers. The terms and conditions of the suppliers will be applicable and are expressly incorporated into these Terms, and the retreat host assents to those terms and conditions and the limitations and obligations contained therein. These may limit or exclude liability of the supplier. The liability of Experience Retreats will not exceed that of any supplier. All suppliers will be selected and assessed by Experience Retreats in reference to local laws and regulations in the relevant country of operation. Experience Retreats will not be liable for the acts or omissions of any independent contractors.
The itinerary listed for each event represents a general plan for that event (including the day-by-day schedule of activities). However, you acknowledge and accept that you will structure your days in the retreat according to your class dynamics and retreat ethos and will only stick to what third party suppliers have agreed in terms of activity timings, etc. Sometimes circumstances may arise which result in changes to the listed itinerary and you will work accordingly with suppliers or coordinators to re-schedule your retreat plan. These changes may include, without limitation, delays and/or partial or complete changes in the following: the itinerary, quality or location of lodging, modes or quality of transportation, etc. You understand and agree that: (i) Experience Retreats and/or its designees may make last-minute or on-site decisions to address changed circumstances, (ii) Experience Retreats does not guarantee conformity with any itineraries that have been published or furnished to you or any other clients, and (iii) Experience Retreats reserves the right to change the itinerary with or without notice to you.
13- WEBSITE, BROCHURES AND ADVERTISING
The information provided in our website, brochures and advertising materials is of the best of our knowledge and we believe it is correct at the time of publishing. Occasionally errors may occur and information may change so you must therefore check all the details of each venue and suppliers at the time of booking.
14- TRAVEL INSURANCE
Experience Retreats strongly advises all clients to purchase travel insurance in connection with the event to cover sickness, cancellation or curtailment. While the coverage provided by travel insurance varies based on the policy you purchase, as a general rule, this type of insurance may provide coverage for a variety of losses which a client may incur relating to a booking, including losses relating to trip cancellation, illness, injury, theft, lost or damaged property, etc. Be aware that, except for the limited refund rights outlined in Sections 10, 11 and 12 above for various cancellation scenarios, each client is 100% responsible for any losses, penalties, fees or other financial consequences arising out of any booking or trip, or the cancellation or interruption of any event (including, i.example, costs related to airline tickets and fees, passport fees, visa fees, medical expenses, etc.). For all of these reasons, we urge you to purchase travel insurance promptly following booking of the event. If you are a yoga teacher it is also a condition of booking that you are insured to cover to your teaching.
15- PHOTOS AND MARKETING
With respect to still photos and/or video footage from the event which include(s) your image and/or name, you irrevocably grant us the right to use those photos and/or footage for marketing and promotional purposes (including, without limitation, on our website, in advertisements, marketing materials and/or on our social media platforms), on a royalty-free basis, throughout the world and in perpetuity. With respect to any still photos and/or video footage from the event which were shot by you and posted on Facebook, Instagram, Twitter or any other social media platform, you irrevocably grant us the right to re-post those photos and/or footage on Facebook, Instagram, Twitter or any other such social media platform, on a royalty-free basis, throughout the world and in perpetuity. We will use good faith efforts to credit you as the source of any such photos or footage that we re-post; but our failure to do so will not be a breach of these Terms & Conditions or invalidate the foregoing grant of rights. If you notify us of our failure to credit you, we will remedy that failure as promptly as practicable, in a reasonable manner (which may include the addition of credit, or the take-down of the applicable photo or footage), following receipt of your notice.
16- IMMUNISATIONS | TRAVEL ADVISORIES | WARNINGS
Each client assumes full responsibility for verifying any requirements relating to and/or obtaining any immunisations which may be necessary or desirable for travel in the applicable country(ies) and/or region(s). Each client also assumes full responsibility for researching the safety and security conditions in the applicable country(ies) and/or region(s) during the period of scheduled travel, and being aware of any applicable travel advisories and/or warnings. Clients may also wish to consult a physician who is knowledgeable about travel medicine and related medical issues in the country(ies) and/or region(s) to be visited. 17- ALCOHOL | DRUGS POLICY Hosts should not practise yoga under the influence of alcohol, drugs, or both, and doing so will result in immediate dismissal of the event, with no refund being issued.
17- THIRD PARTY OPERATORS ARE INDEPENDENT CONTRACTORS
Experience Retreats does not own, operate or control any person or entity that provides any goods or services for your event (“Third Party Operators”), including any lodging facilities, airline, ground or water transportation, tour operator, food service provider, etc. Rather, we contract with Third Party Operators to provide all goods and services for your event; and you understand that all Third Party Operators are independent contractor(s), and not affiliates or employees of Experience Retreats. In selecting Third Party Operators, we do our best to seek out reliable suppliers and contractors to provide the necessary travel-related goods and and services. Accordingly, in the absence of gross negligence by the Experience Retreats, you understand and agree that Experience Retreats shall not have any responsibility or liability for any acts or omissions of any Third Party Operators in connection with your event. Without limiting the foregoing, we will not be liable for any direct, indirect, consequential or incidental damage, liability, injury, loss cost or expense you may incur (including any claim relating to personal injury, illness, death, property damage or loss, delay or other inconvenience) arising out of or by reason of the acts or omissions of any Third Party Operator.
18- ASSUMPTION OF RISK
Experience Retreats is dedicated to providing a safe environment for all clients who participate on our events. However, you must take responsibility for your own behaviour and safety. Furthermore, you understand and assume the risks and hazards inherent in travel. These risks and hazards may include, without limitation, delays, illness, injury, death or other unanticipated happenings, and may be caused by force majeure circumstances, the negligence of Experience Retreats or other persons (including third party operators), the intentional and/or criminal conduct of others or other circumstances. Certain locations are remote and require additional travel time away from city centres and towns; as such, medical attention may not always be readily available or may be of inferior quality compared to what is available at home. Also, you may be visiting places where the political, cultural and geographical environment is very different than where you live, and in some cases, these differences may present increased risks and/or challenges. We use reasonably available information from the U.K. government Foreign Travel Advise, applicable foreign governments and reports from our contacts in planning each events itinerary, and assessing the viability of each events itinerary as the start date approaches. However, it is your responsibility to acquaint yourself with all available and relevant travel information for your destination and the nature of your itinerary. You acknowledge and agree that your decision to travel is made after having considered this information, and you expressly assume the personal risks involved with such travel.
19- WAIVER OF LIABILITY AND RELEASE
You acknowledge and agree that Experience Retreats and its affiliates, subsidiaries, officers, directors, shareholders, members, employees, successors and assigns (collectively, the “ER Parties”) shall not be liable for any direct, indirect, consequential or incidental damage, liability, injury, loss, cost or expense you may incur (including any claim relating to personal injury, illness, death, property damage or loss, delay or other inconvenience) arising out of or by reason of (i) the acts or omissions of any Third Party Operator or (ii) the negligence of any of the ER Parties or (iii) any acts or omissions of any other parties or (iv) force majeure circumstances. You release the ER Parties from any and all claims, liabilities, losses, expenses, damages, demands, actions, causes of action, lawsuits or sums of money of any kind arising out of, by reason of, resulting from and/or related to any trip you may book and/or participate in; and you understand and acknowledge that you are fully responsible for and expressly assume any and all risks, whether known or unknown, in connection therewith.
Any personal information that we collect about you may be used for any purpose associated with the operation of an event or to send you marketing material in relation to our events creation and special offers. The information may be disclosed to our partners (who may be located outside the United Kingdom/EEA), service providers or other suppliers to enable us to operate the event. Only information necessary for this purpose will be disclosed to them. On occasion, it may be mandatory for us to disclose information for security and terrorism purposes and any other purpose imposed upon us by governments or other regulatory authorities. We may disclose this information to companies which act as data processors on our behalf. We need this information to cater for your needs, but it is collected on condition that we have your positive consent. If you do not agree with our use of your information, we cannot accept your booking. We will collect the name and telephone number of an emergency contact for you prior to every yoga retreat. We will use this information and contact this person only for emergency reasons. We may disclose this person’s name and telephone number to third parties such as villa managers, our yoga teachers, or medical professionals (who may be located outside the United Kingdom/EEA) if needed in an emergency. By giving us this information, you consent to this disclosure. We will collect your contact details via the Contact Us form, Booking form on our website or the one provided by one of our partners, as well as from enquiry emails sent to us directly and Newsletter sign-up requests. By giving us your contact details, you agree that from time to time, we may contact you with information about special offers or future yoga retreat packages. If you do not wish to receive such information, please notify us. We will use your mobile number for a potential Whatsapp group that we might create at the start of the yoga holiday to communicate with everyone in the group. You agree to have your mobile number shared with other participants of the yoga group as well as with the yoga retreat organiser and with the yoga teacher. We will not share your contact information with any third-party agencies for marketing solicitation purposes. You have the right to ask us in writing for a Data Access Request Form to obtain a copy of the information we hold about you. You will be charged a fee for this. Any request should be addressed to us via email to hello @experienceretreats.com
In the unlikely event that you have a complain during or after an event with us, you must bring it to our attention immediately. If your complaint is not resolved, then you must repeat your complaint in writing within 7 days of the end of your event with us by emailing us at hello @ experienceretreats.com. No complaint will be accepted outside of this time frame thus deeming you fully satisfied with all aspects of the event and the services we have provided to you. We will acknowledge any correspondence within 7 days and endeavour to deal with the complaint as quickly as possible. You must provide any booking reference and all other relevant information to enable us to fully investigate your complaint. Complaints which do not involve death, personal injury or illness and which are not made in accordance with this procedure we will be unable to accept liability.
You agree that any dispute relating to your booking, the Terms & Conditions, the Agreement or any other issues relating to your event (including any claim you may wish to assert relating to or arising out of your event) shall be referred to confidential and binding arbitration in the United Kingdom, by arbitrator(s) and pursuant to rules of arbitration subject to the mutual agreement of the parties. If the parties cannot agree on the arbitrator(s) and/or the rules of arbitration, arbitration may be compelled by petition to any court of competent jurisdiction in the United Kingdom. Any arbitration award shall be rendered in writing and may be entered and shall be fully enforceable as a judgment in any court of competent jurisdiction. The parties expressly waive their right to trial, including trial by jury. Each party shall bear its own lawyers fees and costs.
This agreement shall be construed in accordance with the laws of England and Wales and the courts of England shall have exclusive jurisdiction to deal with any disputes arising between you and us or our suppliers.
24- CHANGES TO THESE TERMS AND CONDITIONS
We may need to make changes to these terms and conditions from time to time. Any changes can only be made by us and not any third party member. We reserve the right to amend or improve these terms and conditions without prior notification. When it is necessary for changes to be made, we will forward you a copy of these changes and all reservations will abide by the amended terms, with the exception of reservations already made.