Retreat Booking Terms & Conditions

Form Society Pty Ltd
Effective Date: [Insert Date]

These Terms & Conditions apply to all bookings for retreats operated by Form Society Pty Ltd (“we”, “our”, “us”). By paying a deposit or booking a retreat with us, you (“you”, “participant”, “guest”) agree to the following terms and conditions:

1. Booking & Deposits

• A non-refundable deposit of $500AUD is required to secure your place.

• Bookings are only confirmed once the deposit has been received.

• Final payment is due no later than 7 days prior to the retreat start date. If final payment is not received by this deadline, we reserve the right to cancel your booking and retain your deposit.

2. Cancellations & Refunds

• Cancellations by You:

  • Deposits are strictly non-refundable.

  • If you cancel more than 4 weeks before the retreat, 50% of any payments made (excluding the deposit) may be refunded or transferred to a future retreat, should we be able to sell your spot. this is refunded at our discretion.

  • If you cancel within 4 weeks of the retreat start date, no refunds or transfers will be given.

• Cancellations by Us:

  • We reserve the right to cancel or postpone a retreat if required (e.g., due to minimum numbers not met, travel restrictions, or unforeseen circumstances).

  • In this case, you will be offered either a full refund or the option to transfer to another retreat. Refunds will be returned to guests at our discretion.

  • We are not responsible for any costs incurred by you in preparation for the retreat (e.g., flights, visas, vaccinations, insurance, transfers, accommodation outside the retreat dates).

3. International Travel Requirements

• Retreats are held internationally. You are solely responsible for:

  • Holding a valid passport with at least 6 months validity beyond your return date.

  • Obtaining all required visas, permits, vaccinations, or health certificates.

  • Complying with entry, exit, and local laws of the host country.

• We accept no responsibility if you are unable to travel or participate due to failure to meet these requirements.

4. Travel Insurance

• Comprehensive travel insurance is mandatory for all retreat participants.

• Your insurance must cover, at a minimum:

  • Overseas medical treatment and evacuation.

  • Trip cancellation, delay, or curtailment.

  • Loss or theft of personal belongings.

• Proof of travel insurance may be requested prior to the retreat. Participants without valid insurance may be refused entry, with no refund provided.

5. Health & Fitness

• By booking, you confirm that you are physically fit to participate in retreat activities (including Pilates, fitness sessions, excursions, and travel).

• You are responsible for consulting a medical professional if you have any concerns about your ability to participate.

• You must notify us in writing of any medical conditions, injuries, allergies, or other relevant health information before attending.

6. Liability Waiver

• You acknowledge that participation in an international retreat involves travel, physical activity, and inherent risks (injury, illness, accident, travel delays, natural events).

• To the fullest extent permitted by law, you agree to:

  • Release and discharge Form Society Pty Ltd, its directors, employees, contractors, and associated entities from all liability for injury, illness, death, loss, or damage sustained by you arising from participation.

  • Indemnify and hold harmless Form Society Pty Ltd from any claims, demands, or expenses made by third parties as a result of your actions.

• We accept no liability for:

  • Personal injury, illness, or death.

  • Loss, theft, or damage to personal property.

  • Acts or omissions of airlines, transport providers, accommodation providers, or third-party tour operators.

  • Events beyond our control, including political unrest, natural disasters, pandemics, or changes in local laws.

7. Conduct & Behaviour

• Respectful and inclusive behaviour is expected at all times.

• You must comply with the laws and customs of the host country.

• We reserve the right to remove any participant from the retreat (without refund) for:

  • Disruptive, offensive, or unsafe conduct.

  • Breach of these Terms & Conditions.

8. Photography & Media

• By attending the retreat, you consent to being photographed or filmed.

• Images and footage may be used by Form Society Pty Ltd for marketing, social media, and promotional purposes, unless you request otherwise in writing before the retreat.

9. Force Majeure

We are not liable for cancellations, changes, or loss of services due to events outside our reasonable control, including but not limited to natural disasters, pandemics, political unrest, travel restrictions, airline disruptions, or government actions.

10. Governing Law

These Terms & Conditions are governed by the laws of Western Australia, Australia. Any disputes shall be subject to the non-exclusive jurisdiction of the courts of Western Australia, Australia.