I, the trip participant, have read and agreed to the following terms and conditions developed and enforced by Emily Fleming Yoga, LLC, hereafter referred to as the Retreat leader. I understand that my participation and attendance at the Feel Into Fall retreat (hereafter “Yoga Retreat”) requires my agreement with and adherence to these terms and conditions before and during the retreat, and that failure to abide by the terms and conditions listed below may result in my being asked to leave the retreat at any time and with no refund given. TERMS OF SERVICE All retreat inclusions have been listed on the retreat booking page. Unless otherwise noted, airfare, certain optional excursions, alcohol, tips and travel health insurance and trip insurance are not included in your retreat rate, and must be purchased separately by you, the retreat participant. RESERVATIONS To reserve your place on the retreat you must submit a $500 non-refundable deposit through our online booking system. You must review these terms and conditions and submit the registration form prior to booking. PAYMENTS All prices are per-person and in USD. We have established a 3-part payment schedule for your convenience; however, you are always welcome to pay in full upon registration. Payment #1 A $500 non-refundable deposit secures your spot on the trip and goes towards the final balance of the trip cost. This is due at the time of booking. Payment #2 50% of the remaining balance of the trip is due by May 16th, 2025. When signing up for the retreat, you can ask our booking software, WeTravel to automatically remind you of the payment deadline. The retreat leader will also send out an email within one week of the payment deadline reminding all participants of the due date. Payment #3 The final 50% of the remaining balance of the trip is due by July 11, 2025. This is a firm deadline and cannot be moved. CREDIT CARD AUTHORIZATION & AUTOMATIC COLLECTION OF FINAL PAYMENT Upon registration, you will be asked to pay either via Credit Card or ACH. If you pay with ACH, you won’t incur an additional fee. All credit card payments will be subject to additional fees on top of the retreat price. After registering and submitting your initial deposit, the remaining balance of the trip cost, listed upon registration, will be due in full on the dates outlined above. You will receive a receipt of confirmation once each payment has been submitted. Failure to communicate trip cancellation prior to the 90 day deadline will result in an automatic charge of the remaining balance in full without a refund. CANCELLATION POLICY & DEPOSITS If you wish to cancel your trip you must notify the retreat host in writing. Once we’ve received your notice, cancellation will take effect subject to the following: If cancellation takes place within 7 days of booking, 100% of your deposit is refundable, unless the trip start date is less than 90 days from booking date as we do not offer any refunds within 90 days of a trip. Cancellation Timeline Refund (if any) Within 7 days of booking - Your deposit is 100% refundable, unless the trip start date is less than 90 days from booking date as we do not offer any refunds within 90 days of a trip. 8-91 days prior to trip - Full refund minus $500 non-refundable, non-transferable deposit. 90 days or less prior to trip - No refunds of any kind will be issued unless you (full-refund) or we (full refund minus your $500 non-refundable, non-transferable deposit) can find someone to take and pay for your spot. See note below regarding booking a double room.
Finding A Replacement Guest: If you are in a shared double room and registered for the Yoga Retreat with another person, your friend/roommate has the right to decline your request to fill your spot in the room with an unknown guest. If they do decline, you will not be eligible for a refund. We will reach out to the existing retreat guest to confirm their confirmation or rejection of having an unknown guest take your spot. If you booked a bed in a double occupancy room and asked to be paired with a roommate of the same gender, and you find someone of the same gender to take your spot, your existing roommate does not need to confirm your request. If you do need to cancel your booking, it is strongly recommended that you find your own replacement to take your spot. Due to pre-retreat marking and logistical obligations, the retreat leader cannot look for replacements until we have sold out the retreat. If you find someone to take your spot your replacement must complete and submit the online registration and pay in full through WeTravel if within the 90 day window of the start date of the retreat, (if before 90 days, the $500 deposit will reserve their spot with the remaining balance due in accordance with existing payment balance due dates outlined above), and review and accept all Terms and Conditions of this contract associated with the Yoga Retreat purchase, including, liability waivers, travel insurance requirements and health insurance recommendations. If you found your replacement, and if and when payment for the new guest is processed, and waivers are signed, you will be issued a refund of 100% of your original payment (including the otherwise non-refundable, non-transferable Deposit). However, if you prefer to have the retreat leader look for a replacement to fill your spot, (and, in the case of a shared double room, your roommate agrees) we will put you on a refund waitlist. Once all remaining spots for the retreat are filled, we will work on finding a replacement, however, this CANNOT be guaranteed. If the retreat leader is able to find a replacement, once payment for the replacement guest is processed, and waivers are signed, the retreat leader will confirm with you and issue a refund minus your original non-refundable, non-transferable Deposit to your bank or credit card. If, after submitting your deposit, you do not fulfill your remaining balance due or communicate your desire to cancel with the retreat leader or you do not submit full payment within the parameters of the payment plan listed above (see “Payments” and “Cancellation Policies and Deposits”), and do not cancel your registration or respond to our communication, the retreat host retains the right to charge the remaining balance due for the retreat to the credit card or ACH information provided when submitting your deposit. This will result in a forfeit of your reservation. No refunds will be given for failure to attend or complete the Yoga Retreat without written notice and adhering to this policy. We reserve the right to recover from you any amount due after Deposit, which you have not paid to us by the Final Payment Due Date. There are no refunds or discounts given to guests when arriving late, departing early or for guests who choose not to partake in all included meals, yoga classes, excursions and other group activities included in the retreat rate and outlined on the retreat registration page.
CANCELLATION, POSTPONEMENT, OR CHANGES OF YOGA RETREAT: While it is never our desire to cancel a retreat, we reserve the right to cancel any Yoga Retreat prior to departure in the event that we do not meet our enrollment targets. Should a Yoga Retreat be canceled due to low enrollment we will notify you in a timely manner and fully refund any and all payments you have made to us for the Yoga Retreat. No claims are able to be made from the retreat host for any injury, loss, expense, or damage (either direct, indirect or consequential) or for any loss of time or inconvenience that may result from such cancellation (including but not limited to visa, passport and vaccination charges, or departure, gear purchases, airport, airfare and airline taxes, fees, and purchases). We require all retreat participants to purchase travel insurance, and should we need to cancel the retreat, your travel insurance may be able to reimburse you for any additional costs you incurred. Please note that we are not responsible for any coverage decisions made by your travel insurance provider or for any expenses that may not be reimbursed. Force Majeure: If a force majeure event (defined as an extraordinary event out of the control of the retreat hosts such as, but not limited to: natural disasters, pandemics, travel restrictions, strikes, trade disputes, fire, breakdowns, earthquakes, civil unrest, acts of war or terrorism, acts of omissions of a third party or for any other reason whatsoever outside of our reasonable control) causes the Yoga Retreat to be canceled, we will have no liability whatsoever to you and may, at our discretion, either cancel or postpone the Yoga Retreat. If this is the case, we will notify you in writing, however, we will not refund payments when they are due to causes beyond our control but may offer a rescheduled Yoga Retreat date in some instances. If the rescheduled Yoga Retreat date does not work for your schedule or you are unable to commit to the dates, then you must seek reimbursement through your own travel insurance policy. For this reason, Travel Insurance to protect your Yoga Retreat investment is required. We also reserve the right to make changes to any aspect of the Yoga Retreat if, in our absolute discretion, it is necessary to do so due to conditions that are likely to be hazardous, dangerous, or otherwise jeopardize the safety of the group. The safety of the group is of our utmost priority. Any conditions or situations that threaten our group’s safety will be considered, and reasonable changes to the retreat itinerary will be made where and when possible. Situations that may be considered hazardous or dangerous include but are not limited to those defined as "force majeure" above including adverse weather conditions, civil or political unrest, acts of terrorism, pandemic, or acts of omission by a third party vendor. While it is our hope that the identified teacher is able to lead the Yoga Retreat as scheduled, we recognize that emergencies and extenuating circumstances do occur. If the yoga teacher(s) listed on the retreat page as being the hosts of the Yoga Retreat are unable to lead the trip due to illness, pregnancy, injury, family emergency, or any other reason, we will communicate with you as soon as possible regarding this. If the retreat leader is unable to host the retreat, we will enlist other similarly qualified and experienced yoga teacher(s) to lead the Yoga Retreat. In the event of any change, modification, postponement, or cancellation of the retreat as a result of this, you acknowledge that you will have no right of refund of the Yoga Retreat price (whether in whole or in part) and no right to claim compensation for any injury, loss or damage or other additional expenses incurred by virtue of the change, modification, postponement, or cancellation.
TRAVEL DOCUMENTS, IMMUNIZATIONS AND FLIGHTS: Flights: You are also responsible for booking flights to and from the Yoga Retreat. In some cases, you may be able to drive or take an alternate form of transportation to get to the retreat center (ie, train, boat, bus, car, etc…). You are responsible for booking and paying for any alternate transportation method you choose. For International Retreats: It is your responsibility to obtain all required travel documents required of the retreat host country including but not limited to: Passports, Visas, and Immunization Records associated with any destination. For many countries, passports must be valid for at least 6 months after the retreat end date. We are not responsible and will provide no refund if you are refused entry into the country because of incorrect or missing travel documents that are your responsibility. ROOMMATE REQUESTS: If you book a shared double or triple room and are traveling with a friend or family member, you must provide the name of your requested roommate at registration so we can pair you with that person. We will ensure, to the best of our ability, that your roommate preferences are honored. If you are traveling alone, and would like to book a shared room, we will place you in a room with another guest of the same gender, unless you indicate otherwise. Roommate requests will be accommodated on a first-come, first-serve basis and cannot always be guaranteed. If we are unable to match you with another traveler of the same gender or accommodate your roommate requests, you may need to upgrade to a private room at a 50% reduction of the cost increase for the price of a single occupancy room. EXCURSIONS, ACTIVITIES & YOGA RETREAT SCHEDULE: Our retreat page lists what activities are included in the price of the Yoga Retreat. We are not responsible for payment of, or liable for the consequences of any optional or additional activities, meals, transportation needs, alcohol, assistance, excursions or treatments that you purchase from either the retreat venue or a third party and that are not included in the Yoga Retreat price. Any spa services you book must be paid in full, by you, before departing the retreat. PHOTOGRAPHY / VIDEOGRAPHY: During the retreat, the Retreat Leader will be taking photographs and videos during the retreat for marketing and promotional purposes. In some instances, the retreat leader may hire a professional photographer to document the retreat. By registering for the retreat, you consent to us taking those photographs and videos and grant us and our photographer the royalty-free right to use them for those purposes. If you would like to be excluded from photography / videography during the event, please let us know ahead of time, and we will do our best to accommodate your request. INSURANCE & DOCUMENTS: Trip Cancellation, Interruption, & Delay Insurance - REQUIRED The Retreat host requires all trip participants to purchase cancellation, interruption, and delay insurance for any trip. We suggest that you include “cancel for any reason” with your policy. Additionally, we recommend purchasing a policy that covers travel medical / health expenses. Please read what your trip cancellation insurance policy covers BEFORE booking. Please note that most "cancel for any reason" policies need to be booked within 14-21 days from the date of your initial deposit. Trip Participants are required to submit proof of insurance a minimum of 1 week prior to the scheduled trip start date. Retreat hosts reserve the right to forfeit guest reservations if proof of insurance is not provided. Travel Health Insurance - STRONGLY SUGGESTED To attend any trip, trip participants are strongly advised to purchase Travel Health Insurance, especially when traveling out of the country. In many cases, this is included in Trip Cancellation insurance. Travel Health Insurance will cover many hospital visits, x-rays, and other imaging should it be required while on the retreat. Should you experience a medical emergency while on the retreat, you will be responsible for any and all payments due to medical providers out of pocket. Therefore, we strongly suggest you purchase travel health insurance to help mitigate your out-of-pocket costs should medical care be needed while abroad. MISCONDUCT AND EARLY DEPARTURE: We strive to create a supportive, positive retreat experience for all guests. As such, we reserve the right to reject any participant from participating in or completing the retreat, at any time, without liability. While on the retreat if we determine, in our sole and exclusive discretion, that you are disruptive to the harmony of or jeopardize the safety of the group or any individual attending or leading the Yoga Retreat, we may dismiss you from the Yoga Retreat, without any obligation to issue a refund or any other compensation. Additionally, we have no responsibility or liability to you if you leave the Yoga Retreat prior to its conclusion on your own accord, at your own discretion, or for any activity that you undertake, which is not included on the Yoga Retreat itinerary. FITNESS AND HEALTH ASSERTION: By signing this document, you acknowledge that you are medically, physically, emotionally fit and able to participate in the Yoga Retreat and activities outlined on the retreat registration page. You also agree to take full financial responsibility for your well-being and physical condition during the Yoga Retreat and will adhere to the safety precautions and instructions we provide. Moreover, you bear ultimate responsibility for your choices while on the retreat and acknowledge that the Retreat Leader is not a licensed medical provider; you should consult your doctor for any medical advice or concerns you might have about your participation in the retreat activities before or during the retreat. The retreat leader will offer modifications and variations during our yoga practices to accommodate for different levels of yoga experience amongst the group, but it is your responsibility during each yoga session to listen to your body, modify, hydrate, and rest as needed. We ask that you notify the retreat leaders before the retreat or before practice on any given day if you are experiencing pain or do not feel well so that we can provide appropriate modifications and accommodations. You agree not to hold the retreat leader liable for any physical, mental, or emotional pain or discomfort you may experience during or after the Yoga Retreat. By booking this retreat, you confirm that you are in good health and capable of performing the activities on the trip you booked. You are also confirming that you are able to care for yourself during the trip and do not have any medical conditions that could cause risk for yourself or others during the trip.
ACKNOWLEDGMENT / ASSUMPTION OF RISK: While the Retreat Leader is committed to ensuring your safety on every trip, you are responsible for your own safety and must accept the risks and hazards associated with travel and physical activities at the Yoga Retreat, including engaging in various forms of yoga and meditation. These risks and hazards may include, but are not limited to, travel delays, injury, illness, death, loss of or damage to your property, exposure to food allergens, and other unforeseen circumstances such as natural disasters, accidents, or theft. These risks may arise from force majeure events, the negligence of other individuals (including third-party operators), or intentional misconduct by others. Our retreat center is located an hour away from the nearest big city (Burlington, VT) and cell service is limited at the retreat center. As such, this may necessitate extra travel time to the nearest hospital. Consequently, medical care may not always be readily accessible and could differ in quality from what you might be accustomed to at home. For International Retreats: You may visit areas on the Yoga Retreat where the political, cultural, and geographical environment significantly differs from what you're used to, and these differences may sometimes pose increased risks and challenges to trip participants and hosts. When planning retreats, we use reasonably available information from the U.S. government, applicable foreign governments, reports from hosts and other retreat attendees who have held retreats at our venue previous, and information from our retreat center and their staff in planning each trip itinerary, and assessing the viability of each trip itinerary and excursion provider. However, it is your responsibility to familiarize yourself with all pertinent travel information (including risks and media reports) for your destination and itinerary. You acknowledge and agree that you have reviewed information both about the Yoga Retreat itinerary, and destination, and are making the decision to travel after considering this information. By signing this document, you agree to fully accept the personal risks associated with such travel and related activities. WAIVER OF LIABILITY: Although the Retreat Leader has taken reasonable steps to ensure my safety, I acknowledge that this Yoga Retreat and the activities included within the retreat contain risks, including certain risks which cannot be eliminated without destroying the unique character of this activity. The same elements that contribute to the unique character of this activity can cause loss or damage to the Participant including accidental injury, illness or in extreme cases, permanent trauma, disability or death and also can cause damage to or loss of property. The following describes some, but not all, of those risks: Depending on the retreat, activities may include but are not limited to: hiking, backpacking and climbing in a wide variety of environments including on rock, boat-trips, swimming, surfing,; bicycling on trails and roads with a wide range of surface conditions and traffic volume; rock climbing, climbing on climbing apparatus and ropes courses, using zip-wires and rope swings; white-water rafting, river kayaking, sea-kayaking and canoeing; swimming, snorkeling and surfing; fishing. Please review the details of the retreat to determine which activities may be a part of the retreat you are signing up for. Environmental risks and hazards include rapidly moving, deep or cold water; insects, snakes and predators, including large animals; falling and rolling rock; lightning, flash floods and unpredictable forces of nature, including weather which may change to extreme conditions without warning. Possible injuries and illnesses include hypothermia, frostbite, high altitude illnesses, sunburn, heatstroke, dehydration and other mild or serious conditions. Throughout the trip, participants are responsible for their own safety. I (the trip participant) acknowledge and understand that attending this trip includes risks of injury or death to participants. I understand the description above of these risks is not complete and that other unknown or unanticipated risks may result in property loss, injury or death. I agree to assume responsibility for the inherent risks identified herein and those inherent risks not specifically identified. I acknowledge that participation in this activity is purely voluntary, no one is forcing participation and participation is elected with full knowledge of the inherent risks. I (the trip participant) assume and accept full responsibility for any injury, death, loss of personal property, and expenses suffered as a result of those inherent risks and dangers identified above, and those inherent risks and dangers not specifically identified and as a result of my negligence in participating in this activity. INDEMNIFICATION AND HOLD HARMLESS: In consideration and recognition of the assumption of risks associated with participating in the Yoga Retreat, you agree to indemnify, defend, and hold harmless, to the maximum extent permitted by law, Emily Fleming and Emily Fleming Yoga, LLC, and anyone acting on their behalf, including their principals, managers, employees, agents, affiliates, and other representatives (called “Indemnified Parties”) from any and all claims, demands, damages, actions or losses for bodily injury, property damage, wrongful death, loss of services, lost profits, lost earnings, punitive damages (direct or indirect) and any attorneys’ fees and costs incurred defending against these claims or enforcing this Contract that may arise out of or occur during your travel, to, from or in connection with the the Yoga Retreat, or any activities conducted within the retreat, including but not limited to yoga practices, sound healing sessions, massages and spa treatments or healing sessions, exposure to food allergies or allergens, and guided tours and excursions with third party outfitters, unless caused by the gross negligence or willful misconduct of the Indemnified Parties. By agreeing to the terms outlined here and elsewhere on the retreat website I hereby release and discharge my rights and claims for damages or liabilities that may occur as a result of participation on a trip led by Emily Fleming, including but not limited to damages as a result of unexpected occurrences including those from weather, local political situations, wildlife or uncontrollable acts of God, including the risk of death. Today's Date: March 9, 2025 |
