RETREAT BOOKING TERMS + CONDITIONS
These are the Terms and Conditions that apply to all current bookings, regardless of the date of payment. The following terms and conditions replace the temporary Flexible Booking Terms that were put in place in spring 2020. Please read them carefully as you will be bound by them.
By making a booking with Run Wild Retreats, you accept these Terms and Conditions. A booking is accepted and becomes definite once you make a payment and we send you a confirmation email. Even after this initial confirmation, there may be changes to your booking. Run Wild Retreats reserves the right to increase or decrease trip prices. Run Wild Retreats reserves the right to change or update these terms and conditions at any time and without advance notice.
You may secure your spot in a retreat with a deposit until the “Balance Due Date” as listed in the table below. If you make a new booking after the Balance Due Date, full payment is required to secure your spot (if any are still available). Full payment of the retreat package price is due by the Balance Due Date indicated for each trip.
|Balance Due Date / Cancellation Deadline|
|Domestic (U.S.) Retreats in 2022||90 days before retreat start|
|International Retreats||150 days before retreat start|
You will find the retreat’s specific Balance Due Date (which is also cancellation deadline) in the “My Booking” section of your YouLi TripPage (our online booking system). These due dates vary depending on the trip; be sure to refer to the “Balance Due Date”. You can look up an existing booking in our system by clicking here.
After booking your retreat with a payment, you will receive a booking confirmation email. Confirmation of your participation does not necessarily mean that your trip is confirmed to depart as scheduled. Retreats are typically confirmed to proceed as scheduled by the Balance Due Date specific to that retreat. If your balance payment is not received by the Balance Due Date, your deposit is forfeited and your booking is cancelled.
All retreat prices are quoted and payable in USD. Run Wild Retreats 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.
REFUNDABLE BOOKING VS. NON-REFUNDABLE BOOKING
If you select the Refundable Booking option, your booking is eligible for refund if you are unable to attend the retreat due to one of the listed reasons (and can provide the specific documentation required), subject to the general conditions of refund as stated here: https://www.refundable.me/extended/en/
The Refundable Booking fee is 8% of the total package price, paid across your each installment. If you select refundable booking for the deposit, you cannot then change to non-refundable for the balance payment.
If you select the Non-Refundable Booking, then our normal cancellation terms and fees apply (see below in the section “Cancellation by You”).
CANCELLATION BY YOU
You may choose one of the options below up until the retreat’s “Balance Due Date” which can be found in the “My Booking” section of your custom registration page. You can look up your registration in our system here (be sure to use the email with which you originally registered). After your retreat’s Balance Due date, non-refundable bookings are non-refundable. For this reason, we strongly encourage you to purchase travel insurance.
Option 1: Transfer your payment to a different retreat date and/or destination taking place within the next 12 months. A $100 booking transfer fee is required to process this booking change.
Option 2: Cancel your booking and receive a refund less the applicable cancellation fee ($500 for international retreats; $300 for domestic/U.S. retreats). *Note that cancellation fees are increasing in 2023 to $400 for domestic retreats, and $800 for international retreats.
Pro Tip: We highly recommend you select the refundable booking option, as this offers the best protection from risk of financial loss due to cancellation for a variety of unexpected situations such as illness or injury.
CANCELLATION / RESCHEDULE BY RUN WILD RETREATS
Run Wild Retreats reserves the right to cancel or reschedule any trip for any reason. We do our best not cancel a tour less than 30 days before departure except for Force Majeure, natural disasters, pandemic, travel bans, war, civil unrest or other unusual or unforeseen circumstances outside the RWR’s control.
When a tour is canceled by RWR before the agreed date of departure for any reason, you have a number of options:
Option 1) Transfer your retreat payment (less any non-refundable costs already paid to suppliers) to the same retreat in the future, or to a different retreat. Tell us which retreat you choose and we will apply all remaining funds to your new booking. The $100 book transfer fee does not apply.
Option 2) Put your payment (less any non-refundable costs already paid to our suppliers) on file as credit with no expiration date.
Option 3) Request a refund you less any credit card processing fees, cancellation fees, and nonrefundable deposits we paid to local suppliers on your behalf. We work with our suppliers within each destination to minimize the amount of non-refundable costs and recover as much of your money as possible.
Note: If you purchased travel insurance, you can file a claim with your travel insurance provider for reimbursement of the non-refundable portion of your retreat payment. We can provide you with a receipt and notice of cancellation for this insurance claim.
To cancel your retreat, please reach out to us at: info@runwildretreats or call 970-930-1295. Please do not request a chargeback from your credit card company. We will work with you process your refund in a timely manner.
Run Wild Retreats 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 tour 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, RWR 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, RWR 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 RWR’s control, RWR 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.
PRIVATE ROOM CHARGES FOR SOLO TRAVELERS
Private-room accommodations are subject to a private-room package price, which guarantees a private room without a roommate (where available). See individual trip pages on our website for pricing details. In order to keep our private-room package prices as low as possible, on occasion private rooms may be smaller than shared occupancy rooms. Private-room accommodations may not available on all trips. Additionally, we cannot always guarantee private accommodations, even after reservations and confirmations have been made.
SHARED ROOM CHARGES FOR TRAVELERS WISHING TO BE PAIRED WITH A ROOMMATE
For guests who wish to book into a shared accommodate package, we are happy to pair you with a roommate. We will do our best to find a roommate; however, if we cannot arrange a match, Run Wild Retreats may charge 50% of the private-room surcharge. Please consult specific trip pages on our website for details. This amount will be charged approximately 30 prior to departure for domestic trips and 60 days prior to departure for international trips.
RWR trips do not include national or international airfare. You are responsible for your airfare and are responsible for any non-refundable expenses you incur in the event we cancel a retreat (generally not less than 90 days before it begins). We highly recommend you purchase travel insurance for all your travel expenses.
TRAVEL + HEALTH INSURANCE
Run Wild Retreats requires international retreat participants, and highly recommends domestic retreat participants to obtain travel medical insurance with a minimum medical coverage of $100,000. 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 that may occur during travel.
We have partnered with Travel Guard to offer you travel insurance options from a trusted provider. Click here for an instant, no-obligation quote.
MEDICAL CONDITIONS + SPECIAL REQUIREMENTS
You must notify us in writing during the process of booking (on your registration form) of any medical conditions, pregnancy, disability or any other mental and or physical condition which may affect fitness to travel and/or any medical condition. This includes any symptoms of Covid-19 or our suspected exposure to the virus that causes Covid-19. Failure to notify us of such a medical condition may result in your being refused travel, in which case the client is bound by the cancellation terms as laid out here.
Some retreats may be unsuitable for you due to age, mobility, disability, pregnancy or physical or mental conditions. It is your responsibility to clear major medical issues with your doctor and with a Run Wild Retreats representative prior to booking. We may refuse to carry pregnant women over 24 weeks or clients with certain conditions. Run Wild Retreats is not required to provide any special facilities unless it has agreed to do so in writing. We do our best to meet clients’ special requests including dietary restrictions, but such requests do not form part of the booking contract and therefore Run Wild Retreats is not liable for not providing these requests. Medical facilities vary from country to country and we makes no representations and gives no warranties in relation to the standard of such treatment.
EVACUATION PROCEDURES AND COSTS
Evacuations costs are to be covered by the person being evacuated. You may file a claim with your travel insurance company to try to recoup any additional costs related to injury or illness treatment or travel.
REQUIRED TRAVEL DOCUMENTS
Valid Passport: You must have a valid passport required for entry, departure and travel to retreat destinations outside the U.S. (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 RWR regarding visas, vaccinations, climate, clothing, baggage, special equipment, etc. is purely advisory, provided as a courtesy to the Client and RWR is not responsible for any errors or omissions as to the information provided by third parties such as the appropriate governmental authorities.
If other documentation is required by the country, state or county (such as proof of vaccination, health declaration, affidavit, Covid-19 test results, etc), we do our best to relay that information to you during the trip planning period. However, it is ultimately your responsibility to have all the required documents completed prior to departure.
Run Wild Retreats only offers tours and related activities to women aged 21 years and over.
SUPPLIERS + INDEPENDENT CONTRACTORS
Hotels, shuttle services, guiding or other elements of a Run Wild Retreat are provided by local suppliers who may themselves engage the services of local operators and/or sub-contractors. We at all times endeavor to appoint reputable and competent local suppliers, though we cannot guarantee a certain standard of service quality or performance as these contractors are outside our direct control.
RETREAT ITINERARY CHANGES
Run Wild Retreats and its partners reserves the right to alter retreat programs and itineraries due to weather, road conditions, local circumstances or events, which may include mechanical breakdown, flight cancellations, illness, strikes, political disputes, natural disasters and other unforeseeable factors. This includes changes or cancellation of planned runs and any other aspect of the retreat itinerary to ensure the safety of our clients and staff. We accept no responsibility for losses, expenses due to delays, changes of flights or other services because of strikes, accidents, sickness, damage, negligence, weather, war, natural disasters, changes in schedules or other similar causes. Run Wild Retreats 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.
In the event a client elects to not participate in any part of the retreat itinerary (such as a guided run, group meal or other activity), the client is not entitled to any refund.
SAFETY + TRIP ENJOYMENT
We take your safety and well-being very seriously, which is why we partner with accredited tour operators, licensed guiding companies and other 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 RWR Retreat Leaders and/or Local Guides and instructions given by them.
RWR reserves the right to prohibit any Client from continuing on a trip or participating in any runs or activities, with no right of refund if, in our opinion, that Client’s actions pose a threat to their own safety or that of others, or seriously jeopardizes the enjoyment of the other participants. The decision of the RWR 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 RWR will not accept responsibility or liability for any Client who contravenes any laws or other regulations of any country visited.
HEALTH + FITNESS
Most of our retreats should not be overly strenuous for people who are healthy and reasonably fit. You are expected to carry your own luggage and supplies on the trail (water, snacks, additional clothes). If you 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 the trip departure date, you must notify us (email@example.com) of these changes before the trip starts.
In the course of participation in a retreat, photos or video may be taken by participants, your retreat leader or guides. These images may be used in any RWR materials, website, Facebook, etc., unless you specifically request that we not use any material in which your image is depicted. Otherwise, you agree to allow us to perpetual, royalty-free, worldwide, irrevocable license to use such images for publicity and promotional purposes.
CLAIMS + COMPLAINTS
If you have a complaint, please first inform the Retreat Leader or guide at the earliest opportunity to allow the grievance to be rectified. If satisfaction is not reached, contact us (firstname.lastname@example.org) while on retreat in order to give us the opportunity to rectify the matter. Failure to indicate dissatisfaction during the retreat will result in your ability to claim compensation from us 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 us within 15 days of the end of the trip.