RETREAT POLICY
This policy governs your booking with Soulfull Gatherings LLC, a Texas limited liability company ("Soulfull Gatherings", "we", "us") for any retreat, gathering or event we run. It sits alongside our Terms of Service and Privacy Policy; where this policy and the Terms of Service differ on a booking question, this policy governs.
I. HOW A BOOKING IS MADE
Enquire through the app, the website or by message. We will confirm availability, the price, and what is included in writing. Your booking exists only once we have sent you a written confirmation and received your deposit. Not before, and not on the strength of a conversation.
You must be 18 or older to book, and you are responsible for the accuracy of the details you give us: names as they appear on passports, dates of birth, dietary and medical information, and emergency contacts. We cannot be held responsible for problems caused by information that turns out to be wrong.
Places are limited and are allocated in the order deposits are received.
II. PRICES, AND WHAT IS IN THEM
Prices are quoted in US dollars and are per person, based on shared occupancy unless your confirmation says otherwise. The price we confirm to you in writing is the price you pay; we will not increase it after confirmation except for a change in government-imposed taxes or fees, which we will pass on at cost and evidence to you.
Included: accommodation for the nights stated, meals as described in the retreat itinerary, all scheduled sessions, practices and guided activities, one massage per person, and the ground transport described in the itinerary.
Not included: flights and travel to and from the meeting point, unless stated. Travel insurance, which is required; see section IX. Visas, passport fees, vaccinations, and any entry costs. Treatments, excursions and sessions beyond those listed as included, and additions such as extra protein with meals. Alcohol, unless stated. Personal expenses, laundry, tips and anything else not listed as included.
Additional services taken during a retreat are settled at the end of the retreat.
Do not book flights until we have confirmed to you in writing that the retreat is guaranteed to run. We are not responsible for flights booked before that point. See section VII.
III. PAYING
Deposit: 30% of the retreat price, non-refundable, to confirm your place.
Balance: the remainder, due 60 days before the start date.
Late bookings: the full amount at the time of booking, if you book within 60 days of the start.
Payments are taken by card through Stripe, or by bank transfer on request. We do not see or store your full card number.
If the balance is not paid by its due date we will remind you and give you 7 days. If it is still unpaid after that, we may treat the booking as cancelled by you, releasing the place and applying section V. Payment plans are sometimes possible; ask before you book, and any arrangement must be agreed in writing.
IV. CHANGING YOUR BOOKING
Ask us and we will do what we can. Changes depend on availability and on what our suppliers allow.
Changing dates or moving to a different retreat more than 90 days before the start: a US$150 administration fee, plus any difference in price. Inside that window, treat it as a cancellation under section V.
Passing your place to someone else: possible up to 30 days before the start, if they meet the requirements for the retreat and accept this policy in writing. A US$150 transfer fee plus any supplier charges apply. You remain responsible for the balance until it is paid.
Room changes and single supplements are subject to availability and are charged at the applicable rate.
V. IF YOU CANCEL
Cancellations must be sent to info@soulfullgatherings.com in writing. They take effect on the day we receive them, and we will acknowledge in writing. If you have not had an acknowledgement, assume we have not received it.
90 days or more before the start: everything paid is refunded except the deposit.
60 to 89 days before the start: 50% of the total is refunded, less the deposit.
Under 60 days before the start: no refund.
No-show, late arrival, or leaving early: no refund, in whole or in part, and no refund for unused sessions, meals or nights.
Where we can recover money from a supplier we will pass it on to you, but we cannot promise it. Refunds go back by the method you paid, within 14 days of us confirming the amount. This is exactly what travel insurance is for; a policy with cancellation cover will usually reimburse what this table does not.
Because a retreat is travel and leisure accommodation supplied on specific dates, statutory cooling-off and cancellation rights that apply to ordinary online purchases generally do not apply to it. Nothing here limits any right you do have under the mandatory consumer law of your own country.
VI. IF WE CHANGE SOMETHING
Retreats are planned far ahead and small things move. We may change the itinerary, the schedule, the guides, the practitioners, or the accommodation to one of an equivalent standard. We will tell you as soon as we can. Changes of this kind do not entitle you to a refund.
If we make a significant change before departure, such as a change of country, of the retreat dates, of the accommodation to a materially lower standard, or the removal of an element that was central to how the retreat was described, you may choose to accept it, move to another retreat with the difference in price settled either way, or cancel for a full refund of everything you have paid us.
VII. IF WE CANCEL
We may cancel a retreat if it does not reach its minimum number of guests, in which case we will tell you no later than 45 days before the start, or if it becomes unsafe or impossible to run for reasons outside our control.
You then choose between a full refund of everything you have paid us and a credit for a future retreat, valid for 24 months.
We do not refund flights, visas, vaccinations, insurance premiums or any other cost you incurred separately, whatever the reason for the cancellation. This is why we ask you not to book travel until the retreat is confirmed as guaranteed to run, and why we require insurance.
VIII. EVENTS OUTSIDE ANYONE'S CONTROL
Neither of us is liable for failing to perform because of something genuinely beyond reasonable control: natural disaster, extreme weather, fire, flood, epidemic or pandemic, war, terrorism, civil unrest, government action, border closure, strike, or the failure of transport or utilities.
If such an event stops a retreat going ahead, we will refund what we can actually recover from our suppliers, after deducting costs already irrecoverably spent on your behalf, or offer a credit of equivalent value. If it happens during a retreat, we will do what we reasonably can to look after you, but the cost of alternative arrangements is yours.
IX. TRAVEL INSURANCE, WHICH IS REQUIRED
Comprehensive travel insurance is a condition of joining any Soulfull Gatherings retreat. We may ask for your policy number and insurer before departure, and we may refuse participation to anyone who cannot show cover.
Your policy must cover, at minimum: cancellation and curtailment, medical expenses and emergency repatriation, personal accident, and the specific activities on the itinerary. Some policies exclude activities that appear on wellness retreats, so check yours against the schedule we send you. We strongly recommend cover for travel disruption and for lost or delayed baggage.
X. HEALTH, FITNESS AND TAKING PART
Our retreats involve physical movement, breathwork, meditation and sometimes hiking, cold exposure or bodywork. They can be physically demanding and emotionally intense.
Tell us the truth, in advance, about medical conditions, injuries, medication, pregnancy, allergies, dietary needs and mental-health history relevant to your safety. We treat it confidentially and share it only with the people who need it; see the Privacy Policy.
Get medical clearance from a qualified professional before booking if you have any condition that could be affected.
Nothing on a retreat is medical care or therapy. Our guides are not your doctors. See section VIII of the Terms of Service.
Every activity is optional. You may sit anything out, at any time, with no explanation and no reduction in price.
We may decline a booking, or ask someone to stop taking part in an activity, if we reasonably believe it is unsafe for them or for the group. Where we do so because of information you withheld, no refund is due.
We do not provide medical care and there is generally no medical professional on site. In an emergency we will call local services; the cost of treatment, evacuation and repatriation is yours, which is what your insurance is for.
XI. TRAVEL DOCUMENTS AND ENTRY
Passports, visas, permits, vaccinations and meeting every entry requirement of your destination are your responsibility. Requirements depend on your nationality and change often. Check with the relevant embassy well before you travel, and make sure your passport has the validity your destination demands. If you are refused entry or cannot travel because a document is missing or invalid, the cancellation terms in section V apply in full.
XII. BEHAVIOUR ON RETREAT
These are shared spaces, and most of what people bring to them is generous. We ask for respect toward other guests, the guides, our hosts, the local community and the place itself, and for confidentiality about what others share in group sessions.
We may remove anyone from a retreat, without refund and at their own cost for onward travel, whose behaviour is threatening, harassing, discriminatory, illegal, or persistently disruptive to other guests. Illegal drugs are not permitted at any Soulfull Gatherings retreat. Alcohol, where available, is expected to be handled with judgement; we may decline to serve it. You are liable for damage you cause to property, and may be asked to settle it on the spot.
XIII. PHOTOGRAPHY
We usually photograph and film retreats, and may use those images to describe what we do. Tell us before or at the start of the retreat if you would prefer not to appear, and we will keep you out of anything we publish. Just ask; no reason needed. If you photograph other guests, ask them first, and do not post images of group sessions without everyone's agreement.
XIV. GROUP CHATS
Some retreats have a group chat on a third-party messaging platform so guests can coordinate before arriving. Joining is entirely optional. That platform's own terms and privacy policy apply, and joining will typically show your profile, which may include your phone number, to other members. We moderate for conduct but do not control the platform.
XV. SUPPLIERS, RISK AND LIABILITY
We arrange accommodation, transport, guides and activities, some of which are provided by independent third parties. We choose them with care, but we are not liable for the acts or omissions of an independent supplier, or for anything that happens during free time or an activity you arrange yourself.
You accept that travel and physical practice carry inherent risks, including illness, injury and, in rare cases, death, and you take part voluntarily with knowledge of those risks. To the fullest extent permitted by law, our total liability arising out of a retreat is limited to the amount you paid us for it, and we are not liable for indirect or consequential loss.
Nothing in this policy excludes or limits our liability for death or personal injury caused by our negligence, for fraud, or for anything else that cannot lawfully be excluded.
XVI. IF SOMETHING GOES WRONG
Tell us at the retreat, straight away. Almost everything is fixable while you are still there, and almost nothing is afterwards. If it is not resolved, write to info@soulfullgatherings.com within 28 days of the retreat ending with the details, and we will respond within 14 days.
XVII. GOVERNING LAW
This policy is governed by the laws of the State of Texas, without regard to conflict-of-laws rules. The dispute resolution provisions of section 17 of our Terms of Service, including arbitration and the class-action waiver, apply to disputes under this policy. Mandatory consumer protections in your country of residence are unaffected.
XVIII. CONTACT
Soulfull Gatherings LLC
3001 Esperanza Crossing
78758 Austin, Texas
United States