IMPORTANT NOTICE – PLEASE READ CAREFULLY
THIS AGREEMENT CONTAINS IMPORTANT TERMS REGARDING YOUR PARTICIPATION IN THE RETREAT, INCLUDING A WAIVER AND RELEASE OF LIABILITY, ASSUMPTION OF RISK, AND LIMITATIONS OF LIABILITY. BY SIGNING THIS AGREEMENT, YOU ACKNOWLEDGE THAT YOU HAVE READ, UNDERSTOOD, AND AGREE TO BE LEGALLY BOUND BY ITS TERMS.
RETREAT WAIVER
TERMS AND CONDITIONS
These Terms of Service (“Terms”) govern your access to and use of the services provided by Woodland Writers (“Company,” “we,” “us,” “our,” “the host”).
It is the Participant’s responsibility to fully understand the terms and conditions of this waiver prior to registering for the retreat. By registering for or participating in the retreat, the Participant acknowledges that they have read, understood and agree to be bound by these Terms.
Retreat details, including what is and is not included in the retreat package, are described in the Host’s Website. If the Participant has any questions regarding these Terms, the Host encourages the Participant to seek clarification prior to registering or making any payment.
Participation in the retreat constitutes acceptance of these Terms.
PAYMENT TERMS & CANCELLATIONS
1. RETREAT PRICING
1.1 All prices are listed per person and are set well in advance of the retreat start date. Prices include retreat costs only as described on the website; they do not include travel costs to and from the retreat.
1.2 While the Host makes reasonable efforts to ensure all retreat descriptions and pricing information are accurate, the Host reserves the right to correct pricing errors or inaccuracies
2. RETREAT PAYMENT & DEPOSIT
2.1 Payment can be made by credit card via the website. Payment must be made in full to secure a reservation.
2.2 If the Participant selects a payment plan, the Participant agrees that the subsequent payments will automatically be charged to their account every two (2) weeks, beginning two (2) weeks from the date of the first payment.
2.3 If any payment remains unpaid on the 7th day following its due date, the host reserves the right at its sole discretion to:
Cancel the participant’s reservation;
Retain all payments already made in accordance with the cancellation policy, and
Offer the Participant’s spot to another Participant.
2.4 The Host will make reasonable efforts to notify the Participant if a scheduled payment cannot be processed.
2.5 The Host also reserves the right to suspend or terminate the Participant’s restrict your access to the Services or terminate your participation in the Retreat unless and until all outstanding fees have been paid in full. We will make every effort to avoid this situation by contacting you if a payment is missed.
2.6 If the Participant elects to pay through multiple payment/installment plan, the Participant hereby authorizes the Host to automatically charge the payment method provided for all the scheduled installments on their respective due dates without requiring additional information.
2.7 The Participant agrees to maintain a valid and current payment method on file for the duration of the payment plan to promptly update payment information if the payment method becomes expired, invalid or otherwise unable to process payment. If a scheduled payment is declined or cannot be processed for any reason, the Host may notify the Participant and provide a reasonable opportunity to update payment details. If payment is not successfully processed within seven (7) days of the due date, the Host reserves the right, at its sole discretion, to suspend the Participant’s reservation, cancel the Participant’s participation in the retreat, and/or offer the reserved space to another participant.
2.8 The Participant agrees to contact the Host in good faith to resolve any billing concerns prior to initiating a payment dispute or chargeback with their financial institution. Nothing here limits any rights the Participant and the Host may have under applicable consumer laws.
2.9 The Participant remains responsible for all amounts owed. To the extent permitted by applicable law, the Participant agrees to reimburse the Host for any reasonable costs incurred in collecting unpaid balances, administrative costs, collection fees, and reasonable attorney’s fees.
3. STRICT CANCELLATION POLICY
3.1 If the Participant wishes to cancel their retreat reservation, the Participant must notify The Host in writing via email at welcome@woodlandwriters.com.
3.2 Cancellations must be made prior to sixty (60) days before the event and may be eligible for a refund of payments made minus a non-refundable deposit of $250, which represents administrative, planning, and reservation costs incurred by the Host.
3.3 For cancellations made within sixty (60) days before the event, refunds are not guaranteed. Refunds are also not guaranteed for cancellations made prior to sixty (60) days before the event. Refunds will only be issued for cancellations made more than sixty (60) days prior to the event if the event is sold out and the Host is able to resell the Participant’s reserved space. If the Host is able to fill the Participant’s reserved space with another participant, the Host may issue a refund of payments made minus the non-refundable $250 deposit. Any such refund will be processed within fourteen (14) days after the replacement participant’s payment has been received. For events that are not sold out, no efforts will be made to resell the Participant’s reserved space and no refund will be issued. The $250 deposit is non-refundable in all cases, but may be transferred to another retreat in the event of a cancellation, regardless of whether or not a refund is issued.
3.4 If the retreat is not sold out and the Host is unable to fill the Participant’s space, the Participant remains responsible for the full retreat fee, including any remaining installments under a payment plan.
3.5 Except as otherwise required by applicable law, no exceptions to this cancellation policy will be made for circumstances including, but not limited to, weather conditions, natural disasters, terrorism, civil unrest, health changes, personal emergencies, travel disruptions, or other unforeseen events. For this reason, the Host strongly recommends that Participants obtain travel insurance.
3.6 No refunds will be provided to the Participant who arrive late, depart early, or otherwise fail to attend all or part of the retreat.
3.7 Nothing in this policy limits any rights the Participant may have under applicable consumer protection laws.
4. TRANSFER POLICY
4.1 Retreat Reservations are valid only for the specific retreat event and dates for which the Participant registered. Reservations cannot be transferred or applied to a different retreat, event or future date; except as otherwise expressly provided in these Terms or approved in writing by the Host.
4.2 However, subject to Host’s prior approval, the Participant may transfer their reserved spot to another individual if the recipient participant completes all required registration forms, agrees to these Terms and pays any applicable administrative fees.
4.3 The original Participant remains responsible for all amounts owed until the replacement participant's registration and payment obligations have been completed and accepted by the Host.
5. RETREAT CANCELLATIONS
5.1 The Host reserves the right to make reasonable modifications to retreat programming, schedules, accommodations, facilitators, excursions, transportations, meals, or other advertised elements when necessary due to weather conditions, safety considerations, venue requirements, logistical issues, or other circumstances beyond the Host’s reasonable control. The Host will make reasonable efforts to provide comparable alternatives where feasible.
5.2 The Host reserves the right to cancel any retreat prior to departure in the event that there are insufficient participation registrations or if circumstances arise that make the retreat impracticable, unsafe or commercially unreasonable to operate
5.3 In the event that the Host cancels a retreat, the Participant will be offered either:
(i) a full refund of payments made to the Host for the cancelled retreat; or
(ii) a credit that may be applied toward a future retreat organized by the Host, subject to availability.
5.4 Any approved refund will be issued within fourteen (14) days of the cancellation.
5.5 To the fullest permitted by applicable law, the Host will not be responsible for any additional expenses or losses incurred by Participant as a result of retreat modifications or cancellations, including but not limited to airfare, transportations costs, travel documents, visas, vaccinations, equipment, purchases, or other personal travel-expenses related.
5.6 Participants acknowledge that they are responsible for arranging their own travel and related expenses.
6. THIRD PARTY VENDOR DISCLAIMER
6.1 The Host may arrange or recommend accommodations, transportation, excursions, activities, guides, restaurants, or other services provided by independent third-party vendors. The Host does not own, operate, manage, or control these third-party providers and acts solely as a coordinator for retreat programming.
6.2 To the fullest extent permitted by applicable law, the Host shall not be responsible or liable for the acts, omissions, negligence, errors, or failures of any third-party service provider, including but not limited to hotels, transportation companies, excursion operators, activity providers, or local guides. Any services provided by third parties are subject to the terms and conditions of those providers.
7. TRAVEL INSURANCE
7.1 The Host strongly recommends that the Participant obtains travel insurance to protect against unforeseen circumstances that may affect their ability to attend the retreat or complete their travel plans, including but not limited to trip cancellations, travel delays, illness injury, weather events, or other unexpected disruptions..
7.2 Participants are solely responsible for obtaining any desired insurance coverage and for ensuring that any policy purchased adequately meets their individual needs.
7.3 The Host shall not be responsible for any losses, costs, or expenses that would otherwise be covered by travel insurance, including but not limited to travel expenses, cancellations, medical costs, or other travel-related losses.
8. TRAVEL DOCUMENTS
8.1 Participants are solely responsible for obtaining and carrying all required travel documents necessary to attend the retreat, including but not limited to valid passports, visas, vaccinations records, and any other necessary documentation required by applicable authorities.
8.2 For retreats held outside the U.S., all American passport holders are required to have at least six (6) months validity on their passport at time of travel. Participants are responsible for confirming all passport validity requirements applicable to their destination.
8.3 While the Host may provide general Information regarding necessary travel documentation on its website or upon request, such information is provided for convenience only and should not be relied upon as legal or immigration advice.
8.4 The Host shall not be responsible for any consequences resulting from Participant’s failure to obtain or present the required travel documentation, including denial of entry, delay, missed travel arrangements, or inability to attend a retreat.
8.5 Participants are solely responsible for obtaining and maintaining all necessary travel documentation and health requirements necessary to attend the retreat, including but not limited to valid passports, visas, vaccination records, and compliance with any entry or public health requirements imposed by destination authorities. Participants are also solely responsible for obtaining their own travel insurance and medical insurance coverage for the duration of their travel and participation in the retreat.
ROOMMATES
9. ROOMMATE ASSIGNMENTS
9.1 Retreat rates are per person. For accommodations that involve shared rooms, Participants may request a specific roommate at the time of registration.
9.2 If the Participant does not request a specific roommate, the Host will assign a roommate at its discretion. The Host cannot guarantee compatibility between roommates and shall not be responsible for any conflicts, preferences, or dissatisfactions arising from roommates assignment.
9.3 If a Participant experiences significant discomfort or concerns regarding a roommate assignment, the Participant must promptly notify the Host. The Host may, subject to availability, attempt to make reasonable adjustments to room assignments where feasible.
9.4 The Host reserves the right to modify roommate assignments at any time if reasonably necessary due to cancellation, logistical changes, operational needs, or participant concerns.
AGE RESTRICTION
10. UNDER 21
10.1 The Retreat’s events are only open to people aged 21 and over, no exceptions.
10.2 By registering to the retreat the Participant represents and warrants that they meet this age requirement. The Host reserves the right to request proof of age at any time.
10.3 The Host reserves the right to remove any Participant from the Retreat without refund if the Participant engages in unsafe behavior, illegal activity, harassment, excessive intoxication, or conduct that disrupts the retreat experience or endangers others.
ACKNOWLEDGEMENT
11. ASSUMPTION OF RISK
11.1 The Participant acknowledges that they have voluntarily enrolled to participate in this retreat. In consideration of the Host allowing them to participate, the Participant agrees to this release of claims, waiver of liability and assumption of risks. On behalf of themselves, their heirs, executors, successors, administrators and any other person who may have an interest at common law or by operation of statute, the Participant hereby waives any and all claims they or such parties may have now or in the future arising out or related to their participation on the retreat and any associated activity.
11.2 The Participant releases from liability the Host and any teachers, employees, guides, agents or representatives (“the releasees”) for any personal injury, death, property damage or loss of any nature suffered by them as a result of participation in any activity on the retreat or any retreat-related activity, whether on-site or off-site, including but not limited to workshops, recreational activities, excursions, transportations, or informal group activities.
11.3 The Participant releases from liability the Host for any cause whatsoever to the fullest permitted by applicable law including those arising out of, or in any way connected to or occasioned by the ordinary negligence of the releasees.
11.4 The Participant acknowledges that participation in the retreat may involve outdoor environments, shared accommodations, travel, recreational activities, and other circumstances that may involve inherent and unpredictable risk, and the Participant assumes all such risks.
11.5 The Participant further acknowledges that participation in an international retreat may involve additional risks including, but not limited to, international travel, air or ground transportation, unfamiliar environments, local laws and customs, weather conditions, infrastructure limitations, health risks, and activities organized by third-party providers. The Participant voluntarily assumes all such risks associated with travel to and participation in the retreat destination.
PHYSICAL TRAINING RELEASE OF LIABILITY
12. EXPRESS ASSUMPTION OF RISK
12.1 The Participant, the undersigned, is aware that there are significant risks involved in all physical activities, including but not limited to, the physical activities inherent to all recreational activities, and that their participation in any such physical activity carries with it the potential for death, injury, and/or property damage.
12.2 The risks include, but are not limited to, falls which can result in serious injury or death; injury or death due to negligence on the part of the Participant, my instructors or teachers, the Hosts, or other people around me; injury or death due to improper use or failure of equipment; strains and sprains; those risks caused by terrain, facilities, temperature, weather, condition of athletes, equipment, vehicular traffic, actions of other people including, but not limited to, participants, volunteers, spectators, teachers, coaches, and trainers and lack of hydration.
12.3 These risks are not only inherent to physical training and athletics, but are also present for volunteers and spectators.
12.4 The Participant is aware that any of these above-mentioned risks may result in serious injury or death to them and or other retreat participants. The Participant willingly assumes full responsibility for the risks that they are exposing themselves to and accepts full responsibility for any injury or death that may result from participating, volunteering or watching in any physical activity, including archery, hiking, and any and all other retreat events and activities.
12.5 The Participant realizes that liability may arise from negligence or carelessness by the persons or entities being released, from dangerous or defective equipment or property owned, maintained or controlled by them or because of their possible liability without fault.
12.6 The Participant acknowledges that they are responsible for evaluating their own physical and medical condition before participating in any retreat activities, and that they have no physical impairments, injuries, or illnesses that will endanger them or others, or that they have disclosed any such conditions to the Host prior to participation In the event of a medical emergency, the Participant authorizes the Host to obtain emergency medical treatment on their behalf if reasonably necessary. The Participant agrees that any medical expenses incurred shall be the sole responsibility of the Participant, and the Host shall not be responsible for any costs related to medical care, transportation, or emergency services.
12.7 In the event of illness, injury, or medical emergency during the retreat, the Participant authorizes the Host and its representatives to obtain or arrange medical treatment, emergency transportation, or other necessary care on the Participant’s behalf if the Participant is unable to provide consent. The Participant understands that the Host does not provide medical services and agrees that any medical care obtained shall be at the Participant’s sole cost and responsibility.
12.8 The Participant is responsible for informing the Host in advance of any dietary restrictions, food allergies, or medical conditions related to food consumption. While the Host will make reasonable efforts to communicate such needs to venues, chefs, or food providers, the Host cannot guarantee that all dietary requirements or allergy concerns can be fully accommodated. The Participant acknowledges that food preparation may occur in shared kitchens or facilities where allergens may be present. The Participant assumes responsibility for managing their own dietary needs and releases the Host from any liability related to food allergies, dietary restrictions, or reactions to food served during the Retreat.
12.9 If a Participant becomes ill or exhibits symptoms of contagious illness during the Retreat, the Host may require the Participant to refrain from certain activities or leave the Retreat environment if necessary to protect the health and safety of others.
12.10 The Participant acknowledges that they are willingly participating in the retreat's activities and that they have assumed all risks as described above.
12.11 In consideration for the Participant being allowed to participate in the activities offered, the Participant, the undersigned hereby releases The Host, their principals, teachers, agents, employees, and volunteers from any and all liability, claims, demands, actions or rights of action, which are related to, arise out of, or are in any way connected with their participation in this activity, including those allegedly attributed to the ordinary negligent acts or omissions of the above mentioned parties, to the fullest extent permitted by applicable law.
12.12 This agreement shall be binding upon the Participant, their successors, representatives, heirs, executors, assigns, or transferees. If any portion of this agreement is held invalid, the Participant agrees that the remainder of the agreement shall remain in full legal force and effect.
13 INDEMNIFICATION
13.1 The participant recognizes that there is risk involved in the types of activities offered. Therefore the participant accepts financial responsibility for any injury that the participant may cause either to him/herself or to any other participant due to his/her negligence or intentional acts or omissions.
13.2 Should the above mentioned parties, or anyone acting on their behalf, be required to incur attorney’s fees and costs to enforce this agreement, the Participant agrees to reimburse them for such fees and costs.
13.3 The Participant further agrees to indemnify and hold harmless the Host and the hosting organization, their principals, agents, employees, and volunteers from liability for the injury or death of any person(s) and damage to property that may result from my negligent or intentional act or omission while participating in activities offered. This includes but is not limited to parks, recreational areas, playgrounds, areas adjacent to main building, and/or any area selected for training.
13. 4 To the fullest permitted by applicable law, the total liability of the Host arising out of or related to the Retreat, these Terms, or the Participant’s participation in any retreat activities shall not exceed the total amount actually paid by the Participant to the Host for the retreat.
13. 5 In no event shall the Host be liable for any indirect, incidental, consequential, special, or punitive damages, including but not limited to loss of travel expenses, loss of time, or personal inconvenience. The limitations set forth in this section apply regardless of the form of action, whether in contract, tort (including negligence), strict liability, or otherwise, and even if the Host has been advised of the possibility of such damages. Nothing in this Agreement is intended to limit liability that cannot be excluded or limited under applicable law.
13.6 The Host shall not be responsible for any loss, theft, or damage to personal property belonging to Participants during the Retreat, including but not limited to luggage, electronics, travel documents, or personal belongings.
14. FORCE MAJEURE
14.1 The Host shall not be liable or responsible for any failure or delay in the performance of its obligations if such failure or delay is due to events beyond the Host’s reasonable control, including but not limited to acts of God, natural disasters, severe weather, wildfires, floods, earthquakes, epidemics, pandemics, public health emergencies, government orders or restrictions, travel disruptions, labor disputes, venue closures, utility failures, or transportation interruptions (each, a “Force Majeure Event”). In the event of a Force Majeure Event that makes the Retreat impossible, illegal, or impracticable to conduct as planned, the Host reserves the right to reschedule, modify, relocate, or cancel the Retreat. If the Retreat is canceled due to a Force Majeure Event, the Host may, at its sole discretion, offer Participants a credit toward a future retreat or a partial refund, less any non-recoverable expenses already incurred.
MEDIA
15. PERMISSION FOR CAPTURE AND USE
15.1 Media is defined as photography, video recording, written or verbal testimonial, or any other form of capturing a person’s image, likeness, voice or appearance.
15.2 For good and valuable consideration, the Participant grants to the Host the the irrevocable, perpetual, worldwide and royalty-free right and permission to captured, use, reproduce, edit, publish, distribute, and display any media that has been or may be captured during the retreat in which the Participant appears, whether individually or together with others.
15.3 The Host may use such Media in whole or in part, alone or in combination with other materials, in any and all media formats and distribution channels now known or later developed, including but not limited to websites, social media, promotional materials, marketing campaigns, advertising, publications, and other commercial or educational purposes, without compensation to the Participant.
15.4 The Participant authorizes the Host to use the Participant’s name, image, likeness, and voice in connection with such Media if the Host chooses to do so.
15.5 The Participant irrevocably releases, discharges, and agrees to hold harmless the Host and its affiliates, representatives, employees, contractors, licensees, and assigns from any and all claims, demands, or causes of action arising out of or related to the use of such Media, including but not limited to claims for defamation, invasion of privacy, right of publicity, or any similar claim.
15.6 This authorization and release shall also inure to the benefit of the Host’s successors, licensees, partners, affiliates, and assigns.
15.7 The Participant represents and warrants that they are at least 21 years of age, legally competent to enter into this agreement, and have the full authority to grant the rights described herein.
15.8 The Participant acknowledges that they have read and fully understand this Media Release and agree that it shall be binding upon the Participant and their heirs, legal representatives, and assigns.
WAIVER
16. RELEASE AND WAIVER OF LIABILITY
16.1 The Participant on behalf of their assignees, heirs, distributees, guardians, and legal representatives, agrees not to make any claim against, sue or otherwise pursue legal action against the Host, their affiliates, teachers, employees, agents or volunteers or any of their affiliated organizations for any injury, illness, loss, damage or death arising out or related to participation in The Host’s retreats, to the fullest extent permitted by applicable law.
16.2 The Participant hereby fully releases, waives and discharges the Host, and its affiliates, agents, instructors, employees, contractors, volunteers and affiliated organizations from any all actions, claims demands, causes of actions, damages, liabilities, or expense, whether known or unknown, that the Participant, their assigns, heirs, distributees, guardians, and legal representatives now have or may hereafter have for injury, losses, damage, or death resulting from their participation in the Host’s retreats.
16.3 The Participant represents and warrants that they are medically, physically, emotionally and otherwise fit and able to participate in the Host’s retreats.
16.4 The Participant acknowledges and agrees they are solely responsible for their health, safety, well-being during the retreat and agrees to follow all safety guidelines, instructions and directions prescribed by the Host or its representatives.
16.5 By agreeing to the terms outlined here and elsewhere on the the Host’s website or retreat materials, the Participant voluntarily assumes all risks associated with participation in the Retreat and irrevocably releases and discharges the Host from any liability for damages, injuries, or losses that may occur in connection with such participation.
16.6 This Agreement shall be governed by and construed in accordance with the laws of the State of Delaware, without regard to its conflict of laws rules. Any dispute, claim, or controversy arising out of or relating to this Agreement, the Retreat, or the Participant’s participation in any Retreat activities shall first be attempted to be resolved through good-faith informal negotiations between the parties. If the dispute cannot be resolved informally, it shall be resolved exclusively by binding arbitration administered by the American Arbitration Association in accordance with its applicable rules. The arbitration shall take place in the State of Delaware], and the decision of the arbitrator shall be final and binding on the parties. The Participant waives the right to bring or participate in any class action or collective action against the Host. Notwithstanding the foregoing, the Host may seek injunctive or equitable relief in any court of competent jurisdiction to protect its intellectual property or confidential information.
16.7 These Terms constitute the entire agreement between the Participant and the Host and supersede any prior communications, representations, or agreements, whether written or oral.If any provision of this Agreement is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect. By signing below, the Participant acknowledges that they have carefully read this Agreement, fully understand its terms, and voluntarily agree to be bound by them. The Participant acknowledges that this Agreement includes a release of liability, waiver of claims, assumption of risk, and indemnification provisions, and that they are signing it freely and voluntarily.