RETREAT GUEST TERMS & CONDITIONS
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Restore - Reset - Recharge
Location: Soma Vita, The Koho Air Hotel, Gili Air, Lombok, Indonesia
Dates: 29 April – 3 May 2025
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By booking this retreat, you agree to the following Terms & Conditions.
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1. Booking, Payment & Currency
• Retreat prices are quoted in USD.
• Bookings and payments are managed by Soma Vita.
• A booking is confirmed upon receipt of the first 30% deposit, which secures your place on the retreat.
Payment Schedule
• A 30% deposit is required at the time of booking.
• The remaining 70% balance must be paid no later than 30 days before the retreat start date.
• Bookings made within 30 days of the retreat start date require full payment at the time of booking.
*If a further breakdown of payments would be helpful, this may be discussed on a one to one basis, provided the full retreat fee is paid no later than 30 days before the retreat start date.
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Failure to complete payment by the due date may result in cancellation of the booking, with payments retained according to the cancellation policy below.
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2. What Is Included / Not Included
Included
• Full retreat programme and activities as described
• Accommodation at Soma Vita / The Koho Air Hotel (as per selected package)
• All meals, snacks and hydration during the retreat
• Group sessions, workshops and facilitated experiences
Not Included
• International or domestic flights
• Transport to and from Lombok / Gili Air
• Travel or medical insurance
• Personal expenses or optional add-on services
Support can be provided with travel guidance, recommended routes and transfer coordination; however, all related costs remain the guest’s responsibility.
3. Cancellations, Transfers & Refund Policy
Due to advance commitments to accommodation, facilitators and services, the following cancellation policy applies:
• All payments are non-refundable.
• Guests may transfer their booking to another person, subject to approval and provided all guest requirements are met.
• No refunds are provided for late arrival, early departure, missed sessions, or non-participation in activities.
• If the retreat is postponed due to operational or force majeure reasons, all payments will be transferred to the rescheduled dates.
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4. Programme & Schedule
• The retreat programme is designed to deliver the best possible group experience.
• Activities, timings and facilitators may be adjusted to better suit group energy, abilities, weather conditions or operational considerations.
• Any changes will be made thoughtfully, with guest wellbeing and experience as the priority.
• No refunds are issued for programme adjustments.
5. Health, Medical & Participation Disclaimer
• Guests confirm they are physically and mentally fit to participate.
• Retreat activities may include movement, breathwork, cold exposure and emotional or inner work.
• Guests are responsible for seeking medical advice if unsure about participation.
• Any medical conditions, injuries, allergies or pregnancy must be disclosed prior to arrival.
• Participation in all activities is voluntary.
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If a guest chooses not to participate in an activity, facilitators will make reasonable efforts to accommodate alternatives where possible, though this cannot be guaranteed.
No refunds apply for non-participation or missed activities.
6. Assumption of Risk & Liability Waiver
• Guests participate at their own risk.
• Soma Vita, The Wellness Hood, facilitators and practitioners are not responsible for injury, illness, loss or damage to personal property, except in cases of gross negligence.
• Guests release the organisers from liability related to participation in retreat activities.
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7. Insurance
• Guests are strongly advised to hold comprehensive travel and medical insurance, including coverage for wellness and movement-based activities.
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8. Guest Conduct
• Guests are expected to behave respectfully toward fellow guests, facilitators and staff.
• Soma Vita reserves the right to remove any guest whose behaviour disrupts the retreat experience, without refund.
9. Photography & Media
• Photos and videos may be taken during the retreat for promotional and marketing purposes.
• Guests consent to the use of such content unless they notify Soma Vita in writing prior to the retreat.
• Personal photography is permitted where it respects others’ privacy.
10. Data Protection & Privacy
• Guest personal data is collected and processed jointly by The Wellness Hood and Soma Vita solely for retreat organisation, delivery, communication and guest experience management.
• The Wellness Hood may use guest data for retreat-related communication and experience coordination.
• Soma Vita may use guest data for booking management, payments, accommodation and on-site stay coordination.
• Guest data will not be shared outside the retreat context without explicit consent.
• Guests may be contacted after the retreat only if they opt in to receive further information.
• Guests may request to opt out or have their data deleted at any time.
11. Force Majeure
• Neither Soma Vita nor The Wellness Hood shall be liable for events beyond reasonable control, including natural disasters, government restrictions or travel disruptions.
• In such cases, payments remain non-refundable but transferable to rescheduled dates.
12. Governing Law
• These Terms & Conditions are governed by Indonesian law.
13. Acceptance
By completing your booking, you confirm that:
• You have read and understood these Terms & Conditions
• You accept responsibility for your participation
• You agree to comply with retreat guidelines
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