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Retreat Participation Agreement and Terms & Conditions 

RETREAT TERMS AND CONDITIONS


This Retreat Terms and Conditions (“Agreement”) is between Truly Italy LLC and you, the undersigned (“You” or “Participant” interchangeably).

You desire to enroll in and participate in a travel retreat hosted by Travel Guide (the “Retreat”), as further described below. In consideration of enrollment in the Retreat, You agree to the following:


RETREAT:

The Retreat is a 6 day/ 7 night retreat in Castelfiorentino, Renai, Italy


This retreat is a Truly Tuscany Retreat that is set in the town Castelfiorentino in the family run Villa Antica Sosta.

What’s included is the following:
accommodation, all the meals at the villa, all excursions, all wine tasting transportation, access to a fully stocked kitchen with clients' preferences, high speed WIFI throughout the villa, access to an exclusive pool with loungers surrounded by a large private garden, pick up and drop off at Castelfiorentino train station.


What's NOT included is the following:
Airfare, transportation by train or car from the airport to Castelfiorentino, Travel insurance, Some Meals outside of the villa.


ENROLLMENT, PAYMENT:

To secure your enrollment in the Retreat, You must agree to the terms of this Agreement and pay Travel Guide a non-refundable $500 deposit. Upon receipt of both, You will be considered ‘reserved.’

Cost is $_________USD

All prices are per person, double occupancy. Payments shall be made via Travel Guide’s Square link. Full payment is due July 7, 2024, sixty (60) days prior to the first day of the Retreat.

You may request a payment plan; if so, the payment schedule options are as follows:

  • $500 non-refundable deposit, due upon enrollment

    • Pay in Full upon 30 days after receiving Quote and Invoice

    • 2 Equal Payments of $____ USD ( after paying deposit, the first payment after 30 days and remaining balance is due 60 days after) 

    • 6 automatic monthly payments of $____ USD

You may pay the balance, or the full amount via:

  • Credit card Stripe, with a 3.5% credit card processing fee added to the payment paid to Travel Guide.

  • Electronic transfer directly to the Travel Guide, the account and routing information to be provided upon request.

  • Check made out to the Travel Guide.

Note that the balance, or pay-in-full, is due no later than sixty (60) days prior to the first day of the Retreat to secure your spot and ensure Retreat capacity is met.


CANCELLATION, REFUND, TRANSFERABILITY:

CANCELLATION BY PARTICIPANT: You (or any member of your party) may cancel your booking at any time, provided that the cancellation is made by the person submitting the booking form and is notified to the Travel Guide in writing. Cancellation will take effect the day such notification is received by the Travel Guide.

If such cancellation is made less than thirty (30) days prior to the first day of the Retreat, the entire fee is non-refundable, and Travel Guide will retain the full amount of the Retreat. If such cancellation is made more than thirty (30) days prior to the first day of the Retreat, Travel Guide will retain the $500 non-refundable deposit and fifty percent (50%) of the amount paid.

In any cancellation made by You, Travel Guide will use your deposit towards a future reservation for a future retreat.

Bookings are for the stated period of the Retreat. There are no refunds for any unused portion of the Retreat. If the reason for cancellation is covered under the terms of your insurance policy, You may be able to make a claim on your insurance.


CANCELLATION BY TRAVEL GUIDE: Travel Guide reserves the right in any circumstances to cancel any retreat. In particular, travel retreats require a minimum number of at least seventy-five percent (75%) of the participants to have booked by thirty (30) days before the start date of the Retreat. If this minimum number is not reached by that date Travel Guide may cancel and refund the money, notwithstanding the $500 non-refundable deposit. Your non-refundable $500 deposit can be put towards another retreat in the future.

Termination by Travel Guide: If, in the sole discretion of Travel Guide, your behavior at any point of the Retreat violates the terms of this Agreement so much that Travel Guide must terminate your participation in the Retreat or evict You from the Retreat, the amounts You have paid are wholly non-refundable.

REFUND: It is the Travel Guide’s intent for You to be happy with your participation and experience in the Retreat. Due to the extensive time, effort, preparation, and care that goes into creating such an experience, all sales are final, and no refunds will be provided during or after the Retreat.

CHARGEBACK: Unless otherwise provided by law, You acknowledge that all sales are final and Travel Guide does not offer refunds for any portion of your payment, unless explicitly indicated otherwise at the time of purchase. By agreeing to the terms of this Agreement, You agree that You will not issue a chargeback for any payment made as You are fully aware of this Refund Policy and voluntarily consenting to it.

Should You attempt to issue a chargeback with your credit card company, this Agreement will automatically terminate upon such attempt, regardless of whether the attempt is successful or not and You will both forfeit your enrollment in the Retreat AND You will remain contractually responsible for payment in full.

PARTICIPANT TRAVEL ARRANGEMENTS:

All travel arrangements, including airfare, to and from the Retreat, are your responsibility and at your own cost. Travel Guide is not liable for any consequences arising from flight delays or cancellations in any of the companies You may have made arrangements with, or for any irregularities in your documentation required for travel. Transfers to/from the Retreat are at your own cost unless otherwise specified.

PASSPORT, VISA, AND RELATED TRAVEL DOCUMENTS: You are responsible for obtaining and maintaining a valid passport and all appropriate visas, permits, certificates, and/or other required documentation for the countries, jurisdictions, parks, areas, etc. You will visit during the travel experience. Travel Guide will provide You with a list of any required documentation, if any, that is required for the Retreat, however, is not responsible if You are denied entry or exit to/from any country or location due to a lack of valid documentation.

TRAVEL INSURANCE: Travel insurance is required, and Travel Guide will provide You with travel insurance providers and options. Travel Guide requires that your travel insurance covers the full duration and the activity of Retreat as well as unexpected cancellation and/or curtailment, sickness, injury, death, property damage, loss of baggage and personal items, losses, damages, costs, expenses, or liabilities and all the usual risks.

You should bring the policy with You to the Retreat in case of an emergency. You will be solely responsible for any losses related to your failure to procure travel insurance. Travel Guide is not responsible for any losses you incur and/or sustain.


PARTICIPATION, RELEASE OF CLAIMS, DISCLAIMER OF LIABILITY:

DISCLAIMER OF LIABILITY: In attending the Retreat, which includes travel by foot and by car (including drivers hired by Travel Guide) yoga mat workouts, outdoor or athletic events, activities, and programs, and the use of rented or hired premises, facilities, and equipment, You hereby acknowledge on behalf of yourself, your heirs, personal representatives and/or assigns, that there are certain inherent risks and dangers association with the Retreat.

You acknowledge that some of these risks can occur suddenly and cannot be eliminated regardless of the care taken to avoid injuries. You also acknowledge that the specific risks vary from one activity to another, but range from (1) minor injuries such as scratches, bruises, and sprains; (2) major injuries such as eye injury or loss of sight, joint or back injuries, heart attacks, stroke and concussions; and (3) catastrophic injuries including paralysis and death.

Certain activities will be hosted by third-party companies. At all times, You shall comply with all stated and customary terms, posted safety signs, rules, and verbal instructions given to You by the Travel Guide team, or employees or agents of hired third party companies. Should You ignore instruction, posted safety signs, rules, verbal instructions, or the law, You are doing so at your own risk and assume all injury and damages to Yourself and others. Furthermore, You agree to assume full responsibility for any and all injuries, damages, and losses (including personal property) which are sustained or aggravated by You in relation to the Retreat.

You declare yourself to be both physically sound and healthy, and do not suffer from any condition, impairment, disease or any illness that would prevent your participation in any of the Retreat activities, including extensive yoga, walking, hiking, and water sports. You are not aware of any medical condition that would render You unfit to participate in the Retreat. You will notify the Travel Guide immediately of any change in medical condition, including pregnancy. Furthermore, You agree that if you experience any symptoms such as shortness of breath, chest pain, unusual fatigue, dizziness or fainting, or extreme pain, whether or not You are under direct supervision of a representative of Travel Guide, You will immediately cease the activity and inform a representative of Travel Guide of your symptoms. You agree to let the Travel Guide know if You have any physical or mental injuries, limitations, or restrictions, including dietary requirements and allergies, and to be mindful at all times of your body’s capabilities during the Retreat. You authorize any representative of Travel Guide to obtain emergency medical treatment for You, including transportation to a hospital, urgent care, or other medical facility.

In consideration of being allowed to participate in and access the Retreat, You (1) agree to assume full responsibility for any and all injuries or damage which are sustained or aggravated by your in relation to the Retreat, and (2) release, indemnify, and hold harmless Travel Guide, its direct and indirect parent, subsidiary affiliate entities, and each of their respective officers, directors, members, employees, representatives and agents, and each of their respective successors and assigns and all others, from any and all responsibility, claims, actions, suits, procedures, costs, expenses, damages, and liabilities to the fullest extent allowed by law arising out of or in any way related to participation in the Retreat.

FORCE MAJEURE: In rare instances, events beyond the reasonable control of Travel Guide will occur, including not limited to Acts of God or ‘Force Majeure’ (including fire, flood, earthquake, storm, hurricane, or other natural disaster); war; strikes or labor disputes; disease; government regulation or advisory; civil disturbance in the surrounding area; terrorism or threats of terrorism; unreasonable or extreme inclement weather; or any other causes reasonably beyond the parties’ control, making the Retreat impracticable to perform, illegal, or posing a risk to Travel Guide, You, or other attendees. In this case, Travel Guide does not accept any liability for cancellations, delays, or changes.

Travel Guide is further not responsible for technical problems to third-party transport, third-party staff cancellations, unforeseen changes in your personal circumstances, or other events beyond reasonable control.

MISCELLANEOUS:

AMENDMENTS: Travel Guide reserves the right to make changes to the itinerary as necessary (e.g., wine-tastings, workshops, cooking classes or other arrangements. In such an event, Travel Guide will use best efforts to provide comparable accommodations. If a significant change becomes necessary, You will be informed as soon as reasonably possible.

ACCESSIBILITY AND ACCOMMODATIONS: Locations for events may vary, but may include vineyards, wineries, backyards, private homes, event centers, and other local overseas businesses. You understand that these locations may be remote and include walking over rough terrain; it is highly suggested that You wear appropriate attire and shoes. Additionally, if You require handicap accommodations or have mobility restrictions, please notify the Travel Guide as soon as possible.

COMPLAINTS: If You have a problem during the Retreat, please inform the Travel Guide immediately who will endeavor to put things right. Note that Travel Guide is not responsible for the individual behavior of any group member or other guest sharing your accommodation.

PRIVACY POLICY: Travel Guide does not share any customer details, including personally identifiable information with any third parties. Any personal information that You provide will be used only for Retreat purposes - administration purposes of the site system and in the compilation of statistics used by Travel Guide to assess the use of the site. This Privacy Policy does not cover the links within this site linking to other sites.

PHOTO RELEASE: You authorize Travel Guide to use photographs and videos of You and or your property, and authorize them and their assignees, licensees, legal representatives, and transferees to use and publish (with or without your name) photographs, pictures, portraits, videos, or images in any and all forms and media and in all manners, including composite images or distorted representations, and the purposes of publicity, illustration, commercial art, advertising, publishing (including publishing in electronic form in advertisements or internet websites), for any product or services, or other lawful uses as may be determined by the photographer or Travel Guide. You further waive any and all rights to review or approve any uses of the images, any written copy or finished product.

Photo Release Preference:
As mentioned above, we will be photographing and filming during the retreat and you may end up being in photographs. We will be sharing these photographs with the group in a private folder following the end of the retreat, and hope to gather some of your photos as well to share with the rest of the group and on our social media channels. You can indicate to us if there are specific photos of you that you do not wish to be shared as well (for example, group photos are okay but solo photos are not).

Do you prefer (check all that apply):

  • Yes, you may photograph and film me during the retreat.

  • No, please do not photograph or film me during the retreat.

  • If photographed, I am okay with these photos being shared on social media, the website, etc.

  • If photographed, please do not share photos of me on social media, the website, etc.

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CODE OF CONDUCT: Travel Guide is committed to providing an environment that is free from disrespectful and offensive behavior. Accordingly, harassment and discriminatory behavior amongst attendees, and/or continued disruptive or incendiary behavior will result in immediate expulsion from the Retreat.

 

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