terms and conditions

PLEASE READ THE FOLLOWING BOOKING CONDITIONS CAREFULLY.
THESE OUTLINE OUR OBLIGATIONS TO YOU, AND YOUR RESPONSIBILITIES TO US. 

These terms and conditions are the entire agreement between you and The Retreat Specialists Pty Ltd / Retreats at Resorts (Ultimate Girls Week Away - September 2022). They also apply to our contract team as mentioned throughout the website and those participating in the Retreat Specialist masterclass.

These terms and conditions are governed by Australian law and the parties submit to the non-exclusive jurisdiction of the courts of Australia in respect of any dispute or proceeding. 

On the Step 1 Registration Form, you will be asked if you have read these Terms and Conditions. If you tick YES and you have not fully read these Terms and Conditions, we take no responsibility for this.

PAYING IN INSTALLMENTS - PAYMENT SCHEDULE
This will outline what you have to pay monthly depending on the month you register and the package you select. The bracket number indicates the number of installments. Each monthly installment has a $25 AUD service fee via Stripe.

CANCELLATION
If we cancel UGWA you will receive a full refund within 120 days of being notified of the cancellation. The reason it takes time is that as soon as you register money goes to the hotel and suppliers and they often have strict refund policies. 

If you cancel after 1/7/2022 we will support you to contact your travel insurance company.

We will not be responsible for any airfare that you have purchased to attend this event.

If the keynote speakers are not able to attend because of travel restrictions they will join us via video link up and run the same program (we know it isn't the same). There will be some refund associated with this which we will inform you in the event that this happens (approx $500 - $1000 AUD).

During the event, we will abide by government regulations at the time - we will keep you fully informed in the lead up of what that will be. At this time our understanding is that Vietnam and airlines will be requiring double vaccination and ask to see proof of this in the form of an international vaccination passport.

We are making the assumption at this time that there will be testing required before you return home. We will make sure this is easily accessible and testing will take place at the hotel or nearby.

HOW TO BOOK
Book via our online booking system. A deposit of $500 AUD is required to secure your reservation. If you require a Payment Plan this is indicated on the registration form, if you have any questions please get in touch. By registering you agree that you have read, understood, and will be bound by these Terms and Conditions.

PAYMENT PLANS
If you select a Payment Plan, we will debit the monthly amount on the 1st (or close to) of each month - this will be set up automatically through Stripeand is charged in Ausralian dollars but will appear in your local currency on your statement. 

PASSPORT AND VISAS 
It is your responsibility to ensure you have a valid passport (including a minimum 6 months validity from return date) and any applicable visa. Please seek advice regarding relevant visas as these are your responsibility. You may be refused departure from your country of leaving or entry to Vietnam without 6 months of validity. No refunds will be issued because of this.

CANCELLATION POLICY (because you change your mind).
Before purchasing a place on this retreat please make note of the cancellation policy as set out below. It is your responsibility to read and understand our cancellation policy before making a reservation.
As of the 11th of January 2022  the following applies - 
So that you understand our process, as soon as you book a percentage of your payment goes to accommodation, meals, keynote speakers and other supplier costs.
$500 AUD of payment is non-refundable.
​If you need to cancel, please get in touch immediately. 
Up until 1st of March 2022, we can refund 100% of what has been paid (less $500). eg you have paid $1500, your refund would be $1000
Up until 1st May 2022, we can refund 50% of what has been paid (less $500). eg you have paid $1500, your refund would be $500
Up until 1st of July 2022, we can refund 25% of what has been paid (less $500). eg you have paid $1500, your refund would be $250
After 2nd August 2022, there is no refund.
The above mentioned $500 is transferrable to a different UGWA event.
If you would like to transfer your place to someone else after registration it will incur a $50 AUD administration fee.
We recommend that you purchase International travel insurance for this retreat when you pay your deposit as this can cover you for a number of events including illness and some cancellations (please read their disclaimers carefully). Please note that travel insurance does not cover you for simply changing your mind.
We are not responsible for your expenses incurred in preparation for any cancelled retreat, such as airline tickets, loss of work, and/or other costs associated with preparing for your trip. 

Please note that everyone's refund amounts are different - it depends on room type, configuration and whether you have received any sort of discount on registration. 

PROGRAM ALTERATIONS
The Retreat Specialists Pty Ltd reserves the right to alter the daily program times and facilitators, before or during the event - any effecting changes you will be notified accordingly. If Tererai Trent o cancels attending the retreat you will be refunded her component of your registration unless a replacement is made of a similar standard.

PRICES
All prices quoted are in AUD and inclusive of any relevant taxes, they are per person and inclusive of all inclusions which are outlined under Retreat Inclusions. 

INTERNATIONAL TRAVEL INSURANCE
We will request a copy of your Travel Insurance before check-in. We have this in case of emergency so we can liaise with the relevant body.

PHOTOGRAPHY AND VIDEO
By reading this you understand that while participating in this program, you may be photographed and videoed. Therefore you agree to allow your photo, video, or film likeness to be used for any legitimate purpose by the program holders and assigns.  This may mean that this includes (but not exclusive to) social media such as Facebook, Instagram and newsletters. If you disagree with this, then please inform organisers through email at admin@ultimategirlsweekaway.com so we can exclude you from any public photos.

CODE OF CONDUCT
By reading these Terms and Conditions you agree to conduct yourself with responsibility, decorum and kindness at this retreat.  You understand that should you engage in inappropriate, illegal, or disruptive behaviour you will be asked to leave the program and the resort at your cost and no refund will be available. This includes breaking the laws of the country and flashing breasts to security - yep it does happen!

HEALTH, FITNESS & MEDICAL
As a Retreat Participant, you hereby:
a) Consent to receive medical assistance/treatment which may be deemed advisable in the event of injury, accident, and/or illness during this program.
b) Waive any right to bring an action for loss or damage against the Retreat Organiser or contractors associated with UGWA where assistance/treatment (provided or attempted) has accidentally worsened your condition.

You certify that you are physically fit, have sufficiently prepared for participation in this program, and have not been advised to not participate by a qualified medical professional. You certify that there are no health-related reasons or problems which preclude your participation in this program.

ACCOMMODATION DISPUTES
On arrival at JW Marriott Hanoi and you are dissatisfied with your room or any other service you must report this immediately to our Guest Liaisons so action can be taken to remedy the problem. ​Telling us after you get home will not enhance your experience or get you a refund.

RELEASE OF LIABILITY
As a Retreat Participant at the UGWA you hereby agree to release, indemnify, and discharge the Retreat Organiser (and/or their directors, family, employees, co-facilitators, volunteers and representatives) on behalf of yourself, your children, your parents, your heirs, executors, administrators, assignees, personal representatives and estate as follows
a) You agree that the Retreat Organiser is not responsible for any loss, damage, cost, expense, or other liability whatsoever incurred by your arising out of:
a. Injury, accident or death
b. Loss or delay of baggage or other property; and or
c. Any delay, inconvenience, loss of enjoyment, or frustration, whether physical or mental resulting from, but not limited to any of the following factors
i. The act or omission of any party including the Retreat Organiser or its employees
ii. Mechanical breakdown, government actions, weather or any other factors beyond the Retreat Organisers control
iii. Your failure to read the information provided and/or follow instructions including but not limited to obtaining sufficient travel protection and health insurance, and providing correct and complete personal health and travel information
iv. Your cancellation and/or change of any travel services; and/or
v. Your medical or health problems or physical disabilities stated or otherwise.
b) You agree that your participation in all retreat activities, accommodation use, travel and transportation (self-driven, private, hired, public, with or without a hired driver) is purely voluntary AND you expressly agree to assume all the risk of injury and activity and/or damage in participating in all activities, accommodation use and transport services and options offered during the Retreat.
c) You agree that the Retreat Organiser hold no responsibility for the action omissions of third parties or independent contractors, including in the event they modify the nature of a service or accommodation type as compared that to the advertised nature of the Retreat/Journey/Tour.
d) You acknowledge that any eventuality of the same risks are not grounds for refund or discount.
e) You acknowledge that this Accident Waiver and Release of Liability part of this Agreement will be used by the Retreat Organisers in events in which you may participate and that it will govern your actions and responsibilities during the Retreat/Event.
f) You hereby agree that the Retreat Organiser is released from all liability arising from any negligence or fault, for your death, disability, personal injury, property damage, property theft, or actions of any kind which may hereafter occur to you, including your traveling to and from this program, food poisoning, accommodation issues, business, legal, life or financial advice.​

PRIVACY​ The Retreat Specialis Pty Ltd does keep electronic records of your information, these are not shared with any other parties unless we notify you first. In the instance of The Ultimate Girls Week Away there are opportunities to win other holidays etc from some of our co-planners - only in this instance will your details be shared with them.  As an individual (i.e. a natural person), you have rights under the Privacy Act 1993 to access and request the correction of any personal information that we hold about you. ​ WEBSITE AND MARKETING  ACCURACY ​ The Retreat Specialist Pty Ltd has taken all reasonable care to ensure the accuracy of the information on the website and other published material is accurate and will not be held responsible for any changes.

ANY OTHER QUESTIONS EMAIL AT admin@ultimategirlsweekaway.com 

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