RETREAT GUEST TERMS & CONDITIONS
Restore - Reset - Recharge
Location: Soma Vita, The Koho Air Hotel, Gili Air, Lombok, Indonesia
Dates: 29 April – 3 May 2025
By booking this retreat, you agree to the following Terms & Conditions.
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.
Failure to complete payment by the due date may result in cancellation of the booking, with payments retained according to the cancellation policy below.
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.
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.
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.
7. Insurance
• Guests are strongly advised to hold comprehensive travel and medical insurance, including coverage for wellness and movement-based activities.
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