RetreatS Payment & Cancellation Policy

We look forward to hosting you at one of our upcoming retreats. Because these events involve substantial advance planning, coordination, and payment to third-party service providers, we have created the following policy to ensure clarity for both you and our team.

1. Application, PAYMENTS, CurrencIES

  1. Currency – All retreat fees, deposits, and other charges are listed in Euros (EUR).
  2. Application Process
    1. Interested participants apply via our online form (website or Google Form).
    2. Applicants provide their full name, relevant portfolio (Instagram or similar), and any additional requested information.
    3. Our team reviews each application. Accepted applicants receive an email with a link to a second form to collect essential details (full name, email, phone number) and to accept our Terms & Conditions (including this Cancellation Policy).
  3. Deposit and Remaining Balance
    1. Deposit: A non-refundable deposit (typically 30% of the full retreat price) is required once you are accepted. This deposit is 100% non-refundable once it has been processed and cleared.
    2. Remaining Balance: The balance (full price minus deposit) is due no later than 90 days prior to the first day of the retreat.
    3. If you apply within 90 days of the retreat start date, the full payment (100% of the retreat cost) is due upon acceptance.
  4. Payment Confirmation
    1. Once your payment (deposit or full amount) is received, you will receive a confirmation email along with additional retreat details.Your spot is not fully confirmed until your deposit has been received and cleared.

2. Cancellation by Participant

We understand that unexpected events can arise. Below is our tiered cancellation policy based on the timing of your cancellation notice (submitted via email to Aerials in the Wild)

  1. Up to 90 days before the retreat start date
    1. Refund: 100% of the amount you have paid minus the deposit.
    2. Deposit: 100% non-refundable.
    3. Explanation: You will receive back everything you’ve paid beyond the deposit.
  2. Less than 90 days before the retreat start date
    1. Refund: 50% of the total retreat price minus the deposit.
    2. Deposit: 100% non-refundable.
    3. Explanation: You will receive half of the retreat’s total cost back, but the deposit is retained.
  3. Less than 60 days before the retreat start date
    1. Refund: 25% of the total retreat price minus the deposit.
    2. Deposit: 100% non-refundable.
    3. Explanation: You will receive a quarter of the retreat’s total cost back, with the deposit retained.
  4. Less than 30 days before the retreat start date
    1. Refund: 0% (the entire retreat price, including the deposit, is non-refundable).
    2. Explanation: No refunds are provided for cancellations made fewer than 30 days before the retreat start date.

All cancellation requests must be submitted electronically to [email protected]. The date on which we receive your email (as documented by our email records) will determine the applicable tier of the refund policy.

No Refund for Late Arrival, Early Departure, or Other Circumstances

  • No refunds or discounts will be provided for arriving late, leaving early, flight cancellations, travel delays, personal illness, family emergencies, natural disasters, or any circumstances beyond our control.
  • We strongly recommend you purchase a comprehensive travel insurance policy that includes coverage for trip cancellation, travel delays, personal accident, natural disasters, and other potential risks.

3. Cancellation or Postponement by Retreat Organizers

We reserve the right to cancel or postpone a retreat if it becomes unsafe or impractical to hold it due to force majeure or other unforeseen circumstances. In such cases:

  1. We will notify you promptly of any changes.
  2. If we postpone the retreat, you may choose between:
    1. Option A: Transfer your full payment to another Aerials in the Wild retreat or program (including future, unscheduled retreats). There is no expiration date for this credit.
    2. Option B: If you do not wish to attend a rescheduled retreat, you may request a full refund minus a €100 administration fee, which covers administrative and upfront costs.
  3. If we must fully cancel the retreat (and do not reschedule), we will offer a full refund of all amounts paid.

4. Travel & Trip Insurance

We highly recommend that participants obtain travel insurance at the time of booking. A comprehensive insurance policy should include:

  • Cancellation or interruption of trip due to personal emergencies or illness.
  • Lost baggage and personal items coverage.
  • Travel delays, flight cancellations, or missed connections.
  • Unexpected medical expenses or accidents.

Please bring a copy of your insurance policy in case of an emergency.

5. Additional Notes

  • Acceptance of Terms: By submitting the final registration form (sent to you upon acceptance) and completing payment, you acknowledge and agree to all the terms of this Payment & Cancellation Policy.
  • Changes to Policy: Aerials in the Wild reserves the right to update or modify this policy at any time. We will inform registered participants if any changes affect their current booking.

NEED HELP?

Contact us at [email protected] for questions related to refunds and returns.