Terms & Conditions

These are the Terms and Conditions that will apply to your booking one of our retreats. Please read them carefully as you will be bound by them.

These Terms shall constitute the entire agreement between Coherence Retreats LLC, and the Client relating to the subject matter herein, and shall constitute a binding agreement. There is no verbal or written; representation, warranty, prior agreement, or description of services, other than as expressed herein.

The contract and booking is made with, and services will be provided by Coherence Retreats LLC. By booking a retreat, you agree to be bound by these Terms and Conditions that govern the relationship, the cancellation policy and limitations of liability. These Terms and Conditions affect your rights and designate the governing law and forum for the resolution of any and all disputes.

BOOKING TRIPS & THE CONTRACT

All persons wishing to make a booking have carefully read and understand the Terms and Conditions that follow. By making a booking with Coherence Retreats LLC, you accept on behalf of yourself and all those named on the booking, to be bound by these Terms and Conditions. A booking is accepted and becomes definite only from the date when you have completed the deposit payment or Affirm payment.

A Coherence Retreats LLC team member will contact you within 48 hours, regarding your completed registration. Confirmation of your participation does not necessarily mean that your trip is confirmed to run. Coherence Retreats LLC asks that you refrain from purchasing non-refundable travel until you receive an email confirmation from the Coherence Retreats staff. 

**Please note that Coherence Retreats LLC only offers retreats and related activities to those 18 years of age and over.

DEPOSITS & PAYMENTS

Payments Directly Through Coherence Retreats

For all our retreats, securing your booking requires a non-refundable deposit per person along with the submission of our online booking form. This deposit secures your spot on the retreat and covers non-refundable essentials, such as accommodation reservations.

  • Deposit and Full Payment Schedule: You may book a retreat with a deposit until 60 days before the retreat start date. After this point, full payment is required to confirm your booking, subject to availability.
  • Balance Payment: The remaining balance for your retreat is due 1 day before the retreat begins unless stated otherwise. We will notify you of the balance due date once your deposit is processed.
  • Cancellation of Booking: If the final balance is not received by the due date, Coherence Retreats LLC reserves the right to cancel your booking and forfeit your deposit.
  • Deposit Transfer (Before 11/19/2024): Should your plans change, any payment made towards the retreat is transferable to another retreat within one calendar year, provided you notify us 60 days or more before your scheduled retreat start date.
  • Policy After 11/19/2024: All payments, including deposits and balances, are non-refundable and non-transferable.
  • Payment Methods: Deposits can be paid with all major credit cards.

Payment Plan through Affirm

  • 6, 12 or 36-Month Payment Plan: We offer a flexible payment plan through Affirm, allowing you to finance the full price of the retreat over 6, 12,  or 36 months without an upfront deposit. This plan divides the cost into manageable monthly payments.
  • Non-Refundable Payments: Payments made through Affirm are non-refundable. However, we offer the option to apply your payments as credit towards a future retreat in case of cancellation. For this credit, notification of cancellation is required at least 2 months before the retreat start date. After that it becomes non-refundable and non-exchangeable. 
  • Third-Party Transactions: All financial arrangements under this plan are handled directly through Affirm, an independent third-party provider. We advise familiarizing yourself with Affirm's terms to ensure their services meet your expectations.

REFUND / CANCELLATION

  • Written Notice Required: All cancellation requests must be submitted in writing (via email) and will only be considered valid once acknowledged by Coherence Retreats LLC in writing (via email).
  • Cancellation with Credit Option (Before 11/19/2024): If you need to cancel more than 60 days before your retreat start date, you may opt to convert your payment into a credit. This credit can be applied to any other retreat we host within one calendar year from the original booking date. Please ensure that you notify us at least 60 days before your scheduled retreat start date to be eligible for this option.
  • Non-Refundable Payments (Effective 11/19/2024): Starting on 11/19/2024, all payments, including deposits and balances, are non-refundable and non-transferable. This policy helps sustain the quality and viability of our retreats, as many expenses are incurred in advance to secure locations, accommodations, and services.

We encourage our clients to thoughtfully consider their plans and commitments before booking. Our team is committed to providing a transformative retreat experience and is here to address any questions you may have regarding our cancellation policy.

BALANCE TRANSFER

  • Before 11/19/2024: Full and partial retreat payments can be transferred to another retreat taking place within one calendar year, provided you notify us 60 days or more before the retreat start date.
    • A $100 transfer fee applies to make this change, allowing you to avoid the cancellation fee.Deposits may only be transferred one time.
  • After 11/19/2024: All payments, including deposits and balances, are non-refundable and non-transferable.

PRICING

All retreat prices shown are per person and are quoted and payable in USD.

Coherence Retreats LLC is not responsible for any fees incurred due to currency exchange or fees charged by your credit card/bank for processing funds in another currency.

Coherence Retreats LLC reserves the right to alter the prices of any of the travel arrangements shown on our website.  You will be advised of the current price of the travel arrangement you wish to book before your contract is confirmed.

Unless stated otherwise, the price of your travel arrangement includes each and all of the component parts described within your booking confirmation invoice.

Not included in the price of your travel arrangement is flights, transport, travel insurance, excess baggage charges, tipping and any food or drink or additional excursions or activities which are not confirmed as being part of your retreat arrangements.

Additionally, any items or services purchased during a retreat are not included in the cost of your travel arrangement unless specifically stated.

MEDICAL CONDITIONS & SPECIAL REQUIREMENTS

The Client must inform Coherence Retreats LLC on our registration form of any medical conditions, pregnancy, disability or any other mental and or physical condition which may affect fitness to travel, including medications you are currently taking. Failure to notify us may result in the Client being refused certain activities during the retreat at the Client’s own expense. Some retreats may be unsuitable for Clients due to age, mobility, disability, pregnancy or physical or mental conditions, please email if you have concerns.

It is absolutely vital that you are accurate with your fitness level and medical conditions for your own safety.

Coherence Retreats LLC will do its best to meet special requests including dietary or physical limitations but such requests may not always be possible depending on the retreat, in which case Coherence Retreats LLC reserves the right to refuse Clients with certain conditions.

Coherence Retreats LLC will do its best to meet Client’s special requests including dietary, but such requests do not form part of the Contract and therefore Coherence Retreats LLC is not liable for not providing these requests.

As a client, you MUST carry medical insurance. Medical facilities vary from country to country and Coherence Retreats LLC will do its absolute best to bring you to a proper medical facility as needed, but makes no representations and gives no warranties in relation to the standard of such treatment.

FINAL PAYMENTS

For all retreats, the payment of the FINAL balance of the retreat price is due 1 day prior to the retreat start date in the currency advertised, unless otherwise stated in a signed contract with the Client.

If a booking is made within less than 60 days, your deposit including full payment will be required at your initial sign up. 

We break down payments into 3 standardly for most retreats.

If the final balance is not received by the due date and there is no concise reason as to why, Coherence Retreats LLC reserves the right to treat the Client’s booking as cancelled.

Please ensure Coherence Retreats LLC is on your contact list so our emails don’t go to your junk folder!

 

CANCELLATION OF A RETREAT BY COHERENCE RETREATS LLC

Coherence Retreats LLC reserves the right to cancel any retreat for any reason, but will not cancel a retreat less than 30 days before the retreat start date except for unusual or unforeseen circumstances outside Coherence Retreats LLC control. When a retreat is cancelled by Coherence Retreats LLC before the agreed date of departure for any reason other than the fault of the Client, the Client can either:

Transfer their deposit to another retreat taking place within one calendar year, or:

Receive a full refund of all monies paid under the contract as soon as possible.

Coherence Retreats LLC is not responsible for any incidental expenses or consequential losses that the Client may have incurred as a result of the booking such as visas, vaccinations, non-refundable flights or rail, non-refundable car parking or other fees, loss of earnings, or loss of enjoyment, etc. If the Client is offered a refund but requests an alternate retreat of a higher value than that originally booked, then the Client must pay the difference in price. Where after departure a significant element of the trip contracted for cannot be provided, Coherence Retreats LLC will make suitable alternative arrangements for the continuation of the trip. If it is not possible to provide a suitable alternative or the Client reasonably rejects any suitable alternatives, Coherence Retreats LLC will provide the Client a refund of unused tour portions. Where a significant alteration or cancellation occurs which is not due to Force Majeure or other circumstances beyond the Coherence Retreats LLC control, Coherence Retreats LLC will in some circumstances offer compensation. Significant alterations do not include the substitution of a transportation method, modification of itineraries, change in hotel accommodation or meal offering.

AIRFARE

All Coherence Retreats LLC retreats do not include national or international airfare. Coherence Retreats LLC strongly recommends you wait until the trip is confirmed to run before booking airfare or making any non-refundable travel arrangements.

TRAVEL & HEALTH INSURANCE

Coherence Retreats  LLC recommends Clients obtain travel medical insurance. This insurance must cover personal injury and emergency medical expenses including, but not limited to, helicopter evacuation, air ambulance and repatriation.

It is strongly recommended the coverage be extended to include cancellation, curtailment, and all other expenses that might arise as a result of loss, damage, injury, delay or inconvenience occurring to the Client during travel. Coherence Retreats LLC shall have no liability for loss, theft of or damage to baggage or personal effects. Personal belongings lost or stolen while unattended by the client in public lounges or other public areas, whether on board a train, bus, or other mode of transportation, publicly owned or operated by Coherence Retreats LLC or elsewhere, are not reimbursable. Coherence Retreats LLC cannot accept responsibility for and in no event shall be liable for loss or damage of valuables or other articles left in or on facilities used by Coherence Retreats LLC  such as hotels, huts, expedition vehicles, or any other mode of transportation.

The Client acknowledges that the cost of Coherence Retreats LLC retreats do not include insurance and that the Client has been advised to obtain separate coverage at an additional cost. When obtaining travel insurance the Client must ensure the insurer is aware of the type of travel to be undertaken.

EVACUATION PROCEDURES AND COSTS

Coherence Retreats  LLC Retreat Leaders, local guides or other representatives decisions will at all times be final on all matters likely to affect the safety and well-being of the trip. We reserve the right to prohibit any traveler from continuing on a trip with no right of refund if, in our opinion, that traveler’s actions pose a threat to the safety of others, to the wildlife, themselves, or if the traveler’s actions and/or behaviors are harming the enjoyment of the trip for others.

Evacuations costs are to be covered by the person being evacuated.

TRAVEL DOCUMENTS

Valid Passport: The Client must be in possession of a valid passport required for entry, departure and travel to retreat destinations (passport must be valid 6 months past the return date), all visas, permits and certificates including vaccination certificates (if required), insurance policies, etc. are required for the whole of the journey. The Client accepts full responsibility for obtaining all such documents, visas and permits prior to the start of the retreat and is solely responsible for any adverse consequences resulting from missing or defective documentation. Any information or advice given by Coherence Retreats LLC regarding visas, vaccinations, climate, clothing, baggage, special equipment, etc. is purely advisory, provided as a courtesy to the Client and Coherence Retreats LLC is not responsible for any errors or omissions as to the information provided by third parties such as the appropriate governmental authorities.

Retreat Details: To expedite the obtaining of travel documents and flight bookings please note that all international trip-related documents such as Retreat Planning Guides will be sent via email once the trip is confirmed to run. Coherence Retreats LLC will aim to confirm trips within a reasonable timeframe.

CLAIMS & COMPLAINTS

If a Client has a complaint against Coherence Retreats LLC, the Client must first inform the Retreat Leader or guide at the earliest opportunity to allow the grievance to be rectified. If satisfaction is not reached, contact the Coherence Retreats LLC CEO whilst on retreat so that Coherence Retreats LLC is provided the opportunity to rectify the matter. Failure to indicate dissatisfaction whilst on retreat will result in the Client’s ability to claim compensation from Coherence Retreats LLC being extinguished or at least reduced. If satisfaction is still not reached through these means on retreat then any further complaint must be put in writing to Coherence Retreats LLC within 30 days of the end of the trip.

CLIENT RESPONSIBILITY

The Client acknowledges he or she may be visiting places where the political, cultural and geographical attributes present certain risks, dangers and physical challenges greater than those present in their daily life. By booking travel with Coherence Retreats LLC, the Client acknowledges they have considered the potential risks, dangers and challenges, and expressly assumes the risks attendant to such travel conditions. The Client is solely responsible for acquainting themselves with customs, weather conditions, physical challenges, and laws in effect at each stop along the itinerary, and is encouraged to locate or make contact prior to embarkation with their local embassy or consulate at the trip destination.

SUPPLIERS & INDEPENDENT CONTRACTORS

Hotels/accommodation, shuttle services, excursions or other elements of Coherence Retreats LLC may be arranged by Coherence Retreats LLC with local suppliers who may themselves engage the services of local operators and/or sub-contractors. Coherence Retreats LLC will at all times endeavor to appoint reputable and competent local suppliers. The terms and conditions of the suppliers will be applicable. These may limit or exclude the liability of the supplier. The liability of Coherence Retreats LLC will not exceed that of any supplier. Local laws and regulations of the relevant country will be relevant in assessing the performance of the services of any supplier. Neither Coherence Retreats LLC nor any carrier is liable for independent contractors.

SAFETY & TRIP ENJOYMENT

We take your safety and well-being very seriously, which is why we partner with trained professionals for our all of domestic and international retreats. However, you are ultimately responsible for your safety, which is why we ask all retreat participants to sign a liability waiver before departure. To avoid possibly dangerous situations, it is extremely important that you obey any rules and regulations imposed by the Coherence Retreats LLC Retreat Leaders and/or Local Guides and instructions given by them.

Coherence Retreats  LLC reserves the right to prohibit any Client from continuing on a trip with no right of refund if, in our opinion, that Client’s actions pose a threat to the safety of them, others, or to the wildlife, or if that Client’s actions or behaviors are seriously jeopardizing the enjoyment of the trip for others. The decision of the Coherence Retreats LLC Retreat Leader or representative will at all times be final on all matters likely to affect the safety and well-being of the trip. All Clients must, at all times, strictly comply with the laws, customs, foreign exchange and drug regulations of all countries visited, and Coherence Retreats LLC will not accept responsibility or liability for any Client who contravenes any laws or other regulations of any country visited.

HEALTH & FITNESS

Most Coherence Retreats LLC  trips should not be overly strenuous for people who are healthy and reasonably fit. If you (or anyone on whose behalf you are booking) are affected by any condition, medical or otherwise, that might affect your or other people’s enjoyment of the trip, you must advise us of this at the time of booking. If your health or fitness changes between the time of booking and your trip departure date, you must notify the Coherence Retreats LLC office of these changes before the retreat starts.

PHOTOS, VIDEO AND CONTENT CREATION

In the course of participation in a Coherence Retreats  LLC  retreat, photos or video may be taken by participants, guides and professional photographers. These images may be used in any Coherence Retreats LLC promotional materials, website, all social media platforms (i.e. Instagram), etc., unless Clients specifically request to the photographer or in writing to Coherence Retreats LLC, to not use any material your image is depicted in. Otherwise, permission is granted to Coherence Retreats LLC to perpetual, royalty-free, worldwide, irrevocable license to use such images for publicity and promotional purposes.

RETREAT ITINERARY CHANGES

 Coherence Retreats LLC and its partners reserves the right to alter retreat programs and itineraries due to weather, road conditions or other circumstances. These programs may be changed or cancelled at any moment due the trip to assure the safety of our clients and staff. No responsibility is accepted for losses, expenses due to delays, changes of flights or other services because of strikes, accidents, sickness, damage, negligence, weather, war, changes in schedules or other similar causes. Coherence Retreats LLC and its partners do not assume responsibility for accidents or deaths that can be traced to the participants’ negligence, acts of third parties or exterior circumstances such as weather, natural occurrences, ware or other similar causes.

DATA PROTECTION

To ensure that retreats run smoothly, Coherence Retreats LLC need to use personal information (such as name, address, special needs, health conditions, dietary requirements etc.) provided by Clients to Coherence Retreats LLC, and also pass on such information to other outfitters/guides or suppliers involved in the operation of the retreat. Coherence Retreats LLC will apply appropriate security measures to protect such personal data and will only pass on data that is applicable to outfitters or suppliers responsible for the retreat. By completing the Coherence Retreats LLC Retreat Booking Form, Clients consent to this information being transferred as required.

LIABILITY

Coherence Retreats LLC is not responsible for any improper or non-performance of any services forming part of the Contract which are wholly attributable to the fault of the Client, the unforeseeable or unavoidable act or omission of a third party unconnected with the provision of any services to be provided under the Contract; unusual and unforeseeable circumstances beyond the control of Coherence Retreats LLC and/or the relevant supplier, the consequences of which could not have been avoided even if all due care had been exercised including (but not limited to) an event of force majeure; or any event which Coherence Retreats LLC and/or the relevant supplier could not even with all due care have foreseen or forestalled.

In the event that Coherence Retreats LLC is responsible for any death, injury or illness caused by the negligent acts and/or omissions of its suppliers of services which form part of the Contract then Coherence Retreats LLC limits its liability.

ACCEPTANCE OF RISK

The Client acknowledges that the nature of the retreat is adventurous and may involve a significant amount of personal risk. The Client hereby assumes all such risk and does hereby release Coherence Retreats LLC from all claims and causes of action arising from any damages or injuries or death resulting from these inherent risks. At the time of payment, the Client is required to sign Coherence Retreats LLC RELEASE OF LIABILITY, WAIVER OF CLAIMS, ASSUMPTION OF RISKS AND INDEMNITY AGREEMENT. Please read carefully.

SEVERABILITY

In the event that any term or condition contained herein is unenforceable or void by operation of law or as being against public policy or for any other reason than such term or condition shall be deemed to be severed from this Agreement or amended accordingly only to such extent necessary to allow all remaining Terms and Conditions to survive and continue as binding.

SUCCESSORS & ASSIGNS

These Terms and Conditions shall inure to the benefit of and be binding upon Coherence Retreats LLC  and the Client and their respective heirs, legal personal representatives, successors and assigns.

APPLICABLE LAW

The Contract and these Terms and Conditions are subject to the laws of the State of Texas.

WAIVER OF BOOKING CONDITIONS

These Booking Terms and Conditions may only be waived or amended by written mutual consent. When a Client completes, submits and makes the payment for booking their place for a retreat, they agree to accept all these conditions, and when the booking is accepted, Coherence Retreats LLC agrees to carry out the obligations as defined therein.

UPDATING OF TERMS & CONDITIONS

Coherence Retreats  LLC reserves the right to update and/or alter these terms and conditions at any time, and it is the Client’s responsibility to be familiar with them. The latest terms and conditions may be found on Coherence Retreats LLC website.

If you have any questions or concerns, please email us at [email protected]