retreat booking terms
I, the trip participant, agree to the following Terms & Conditions created & enforced by Well By Melissa, LLC (Melissa Maxwell).
TERMS OF SERVICE
Well By Melissa lists what is included on the trip’s page. Airfare, certain optional excursions, alcohol, tips and travel health insurance and trip insurance are not included.
To reserve your place on one of our trips you must submit a 30% non refundable deposit through our online booking system. You must submit the registration form prior to booking. Each registration form is listed on the individual trip page.
All prices are per/person USD.
A 30% non refundable deposit secures your spot on the trip and goes towards the final balance of the trip cost.
Upon submission of your deposit, you will receive an email with more trip details, where you will be asked to submit a credit card authorization form in order to automatically charge the card with the remaining balance 91 days before the trip start date.
We offer installment plans only upon request.
You have the following options if you choose to pay in installments.
1. Choose to pay 4 installments (quarter payments) on specified dates
2. Choose to pay 2 installments (half payments) on specified dates
the Installment Plan is subject to an additional 6% processing fee per transaction.
If you sign up within 90 days of retreat start date, your remaining balance must be paid as a one time payment, no installment options available.
If your payment is declined during the automatic payment process and we do not hear from you within 7 days to update/change/cancel your credit card information, Well By Melissa reserves the right to forfeit your spot on the trip. Your inital 30% deposit will not be refunded.
Your credit card will be charged automatically on specific dates using our online booking system.
Cancellation Policy & Deposits
If you wish to cancel your trip you must notify Well By Melissa in writing. Once we’ve received your notice, cancellation will take effect subject to the following:
If cancellation takes place within 7 days of booking, 100% of your payment is refundable including the deposit, unless trip start date is less than 90 days from booking date, as we do not offer any refunds within 90 days of a trip.
If cancellation takes place before the 90 day deadline prior to the trip start date, any payments made will be refunded, minus your deposit.
If cancellation takes place less than 90 days prior to the trip start date, all payments will be forfeited and no refunds will be given.
If you do not fulfill your remaining balance nor communicate:
If you do not submit full payment 90 days before the trip start date, and do not cancel your registration or respond to our communication, Well By Melissa retains the right to charge the remaining balance due, to the credit card information provided and forfeit your reservation.
Any amount forfeited, which has not then been paid to Well By Melissa by you, will be recovered from you by Well By Melissa as a debt due and payable.
Well By Melissa reserves the right to make any changes deemed necessary by our team, trip leaders, or partners. In the event that we need to make a last minute change to the venue, vendors, trip leader, the itinerary, or any aspect of the trip due to unforeseen circumstances (natural disaster, illness, civil unrest, death, closure or any other unforeseen circumstance) we will offer the following to our guests that do not want to attend based on changes:
Transfer trip participant deposit to a future retreat. Trip must be taken within a year from the date of the current trip unless otherwise stated. All other payments will be forfeited and Well By Melissa will not be liable for refunding or reimbursing any amount beyond the transfer of the deposit.
If trip participants elect to cancel any trip based on the changes, all normal cancellation policies apply (see above). Well By Melissa is not responsible for reimbursing or refunding any amount paid if the trip participant decides to cancel based on these changes.
Please note that we strongly encourage trip insurance so that you can make a claim based on the changes/cancellations and have some of your expenses reimbursed by the travel insurance company.
Well By Melissa guarantees that all scheduled trip departures booked and secured with a valid deposit will depart as indicated on the applicable confirmation, subject to reasonable itinerary changes as described in these Terms or good faith health and safety concerns. This guarantee is not applicable in the case of Force Majeure (natural disasters including global pandemic, weather conditions, or any forces out of Well By Melissa's control)
If a trip is cancelled by Well By Melissa before the date of departure for reasons other than Force Majeure and the cancellation is not caused by your fault or negligence, you will have the choice to transfer credit to another trip, to be used within 1 year in the amount of your paid funds to Well By Melissa. Well By Melissa is not responsible for any expenses or damages incurred as a result of trip cancellation including preparation costs, airline tickets, travel documents or other expenses.
In the case of Force Majeure, including and not limited to all forces out of Well By Melissa reasonable control such as, natural disasters, global pandemics, death, illness, etc; all payments made to Well By Melissa will be forfeited. Well By Melissa is not responsible for any expenses or damages incurred as a result of trip cancellation due to Force Majeure.
Well By Melissa reserves the right to cancel any trip prior to departure in the event that there are too few people booked in which case you will be given a full refund of any and all payments made to Well By Melissa. You will not be entitled to claim any additional amounts or seek any compensation for any injury, loss, expenses or damage (either direct or consequential) or for any loss of time or inconvenience which may result from such cancellation (including but not limited to visa, passport and vaccination charges, or departure, gear purchases, airport and airline taxes).
For the safety and protection of our travelers, we encourage all of our travelers to be fully vaccinated. If you are not vaccinated we we may ask that each participant receives a Negative Covid-19 test 72 hours before departure for their trip. If you receive a positive test result, you will have to forfeit your trip to a future trip date (you must schedule a trip within the 1 year period from your original scheduled trip date) and may use the full credit from your trip.
We politely request that you consider booking the most direct path to your trip destination, to avoid potential risks of infection. If you wish to extend your international trip beyond the dates of your scheduled trip, we kindly ask that you try to travel after the Well By Melissa tour vs before.
Depending on the safety/infection rates of the country we are visiting, our itinerary, including meals out, and excursions, may be altered purely for your protection.
In the case that a Well By Melissa trip must be cancelled due to Covid 19, all trip participants will be given a trip credit for the full amount paid to any future Well By Melissa trip, to be used within 1 year of their cancelled trip date.
INSURANCE & DOCUMENTS
Travel Health Insurance
In order to attend any trip, trip participants must purchase Travel Health Insurance. Your plan must include the following:
Overseas Medical Insurance Must Cover:
Out-patient treatment for medical emergencies
Prescribed medicines, X-rays, and laboratory tests
Being brought home, if medically necessary
Medical Evacuation & Repatriation Must Cover:
Air ambulance or Medevac flights
Sea level aircraft
Trip Participants are required to submit proof of insurance a minimum of 1 week prior to the scheduled trip start date. Well By Melissa reserves the right to forfeit guest reservations if proof of insurance is not provided.
Trip Cancellation, Interruption, & Delay Insurance
Well By Melissa strongly encourages all trip participants to purchase cancellation, interruption, and delay insurance for any trip. We suggest that you include “cancel for any reason” with your policy.
If a trip participant elects to opt-out of trip cancellation, interruption, and delay insurance, Well By Melissa is not liable for any trip losses, and will not provide any refunds.
Travel Documents and Immunizations
It is the responsibility of each traveler to obtain all required travel documents including but not limited to Passports, Driver's Licenses, Visas, Immunization Records, associated with any destination.
ACKNOWLEDGEMENT OF RISKS
Acknowledgment of Risks – Assumption of Responsibility
Although Well By Melissa has taken reasonable steps to ensure safety, I acknowledge that this activity has risks, including certain risks which cannot be eliminated without destroying the unique character of this activity. The same elements that contribute to the unique character of this activity can cause loss or damage to the Participant including accidental injury, illness or in extreme cases, permanent trauma, disability or death and also can cause damage to or loss of property. The following describes some, but not all, of those risks:
Activities vary from trip to trip and may include but are not limited to: hiking, backpacking and climbing in a wide variety of environments including on rock, snow and ice; bicycling on trails and roads with a wide range of surface conditions and traffic volume; rock climbing, climbing on climbing apparatus and ropes courses, using zip-wires and rope swings; white-water rafting, river kayaking, sea-kayaking and canoeing; swimming, snorkeling and surfing; fishing.
Well By Melissa trips can involve travel to remote places, oftentimes many hours from medical facilities. Transportation, evacuations and medical care can be significantly delayed; communication can be delayed, limited or not available.
Environmental risks and hazards include rapidly moving, deep or cold water; insects, snakes and predators, including large animals; falling and rolling rock; lightning, flash floods and unpredictable forces of nature, including weather which may change to extreme conditions without warning. Possible injuries and illnesses include hypothermia, frostbite, high altitude illnesses, sunburn, heatstroke, dehydration and other mild or serious conditions.
Throughout the trip, participants are responsible for their own safety.
I (the trip participant) acknowledge and understand that Well By Melissa trips include risks of injury or death to participants. I understand the description above of these risks is not complete and that other unknown or unanticipated risks may result in property loss, injury or death. I agree to assume responsibility for the inherent risks identified herein and those inherent risks not specifically identified. I acknowledge that participation in this activity is purely voluntary, no one is forcing participation and participation is elected with full knowledge of the inherent risks.
I (the trip participant) assume and accept full responsibility for any injury, death, loss of personal property, and expenses suffered as a result of those inherent risks and dangers identified above, and those inherent risks and dangers not specifically identified and as a result of my negligence in participating in this activity.
Release and Waiver of Liability
DECLARATION OF HEALTH
By accepting this Tour Participant Agreement I (the trip participant) represent that I have no physical conditions or medical precautions which would adversely affect my ability to take part in the yoga program or other physical or cultural activities offered on Well By Melissa trips. I fully understand that my participation in the yoga program or other activities could be injurious to my health and I voluntarily assume all risks related to such activities.
By agreeing to the terms outlined here and elsewhere on the Well By Melissa website I hereby release and discharge my rights and claims for damages or liabilities that may occur as a result of participation on a Well By Melissa trip, including but not limited to damages as a result of unexpected occurrences including those from weather, local political situations, wildlife or uncontrollable acts of God, including the risk of death. I release Well By Melissa including its owners, directors, employees, guides, vendors and partners from liability for personal injury, illness, emotional damage, incurred travel expenses or property damage I may incur as a result of participation on this trip.
For the benefit of everyone on your trip, Well By Melissa reserves the right to accept or reject any participant at any time without liability, and in the event it determines, in its sole and exclusive discretion, that a participant is disruptive to the harmony of the trip, it may without any obligation to pay a refund or any other amount whatsoever, expel such participant from the trip. Well By Melissa will carry no responsibility or liability for any participant who leaves the trip prior to its conclusion or for any activity undertaken by any participant which is not included on the trip itinerary.
PHOTOGRAPHY AND IMAGES RELEASE
You acknowledge that on your trip there may be a photographer or videographer (collectively, “Photographer”) engaged by Well By Melissa, LLC. The Photographer will own the rights to the images, photos, and videos that he or she takes or creates during Your trip (“Content”). You acknowledge that because the Photographer will own the rights to all Content, You cannot sell any Content or otherwise use it commercially. You can use Content for personal use only. If You display Content in a public form, including but not limited to a website, You must credit the Photographer by including his or her name and a notation that the Content is owned and copyrighted by the Photographer.
You hereby grant Well By Melissa and its agents, suppliers, vendors, and similar third-parties, including Photographers, a worldwide, royalty-free, perpetual license to use, re-use, distribute, display, create derivative works of, and reproduce any images, photos, or videos that You provide to Well By Melissa (whether directly or through a photo sharing service) (collectively, “Your Images”) in any medium, including but not limited to print, electronic media, or Internet, free of charge and without Your right to inspection, for any purpose, including to promote and publicize Well By Melissa's travel products and services worldwide.
You also acknowledge and agree that Well By Melissa or other parties, including but not limited to the Photographer and other participants in Your Trip, may during Your Trip take or create images, photos, and videos in any format that contain or feature You. These images may contain Your name, likeness, identity, photographic image, videographic image or oral or recorded statements. You agree that Well By Melissa may use these materials for any purpose, including to promote and publicize Well By Melissa's travel products and services, and hereby grant Well By Melissa a perpetual, royalty-free, worldwide, irrevocable license to use such images without Your prior inspection.