IMPORTANT UPDATE REGARDING COVID-19
BOOKING TERMS + CONDITIONS
These are the Terms and Conditions that will apply to your booking. Please read them carefully as you will be bound by them. Please note that Run Wild Retreats only offers tours and related activities to women over 21 years of age.
BOOKING RETREATS + THE CONTRACT
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. We reserves the right to increase or decrease trip prices.
You may secure your spot in a retreat with a deposit (down payment) until around 100 days prior to the retreat start date, after which full payment is required to secure your spot (if any are still available). Retreats typically fill three or more months in advance.
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. We suggest you refrain from purchasing non-refundable travel (such as flights) until you receive the Retreat Planning Guide or email confirmation from Run Wild Retreats staff.
CANCELLATION BY YOU
Booking early ensures you a spot in a retreat, many of which sell out far in advance. But if your plans change, no problem; you won’t lose your deposit.
- Four months or more before the retreat start date, you may transfer your retreat deposit to different retreat taking place within the next year. There is a $100 deposit transfer fee associated with making this change, but avoids incurring the cancellation fee. You may only transfer your retreat deposit one time. After you transfer a deposit, the deposit becomes non-refundable.
- If you cancel more 120 days before the retreat begins, you may request a partial refund (less the cancellation fee of $500 for international retreats, $300 for domestic).
- All retreat payments become non-refundable less than 120 days before the retreat begins.
- Or you may transfer your booking to a friend and have her repay you for your spot (just let us know of the name change on your booking!) 90 days or more before the retreat begins.
Pricing + Fees
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.
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.
ACCEPTANCE OF BOOKING + FINAL PAYMENTS
Acceptance of Booking
Run Wild Retreats will confirm acceptance of the Client’s booking via email. Please ensure our email (email@example.com) is on your contact list so our emails don’t go to your junk folder!
For all retreats, the payment of the final balance payment is due approximately 120 days prior to the retreat start date.
Once You’ve Paid Your Full Retreat Payment
- Full retreat payments can only be refunded or transferred to another retreat if you notify us 100 days or more before the retreat begins. For this reason, we recommend you purchase travel insurance. We can help you select a travel insurance policy that can fully reimburse you for the pre-paid, non-refundable portions of your booking if you experience a covered loss due to an unforeseen event such as illness or inclement weather.
- Alternatively, you may transfer your booking to a friend until four months before the retreat (and have her pay you directly for your booking). In this case, simply notify Run Wild Retreats of the name change on the booking. Run Wild Retreats is not responsible for finding someone to take your place.
- If the final balance is not received by the due date, then your booking cannot be guaranteed and RWR reserves the right to cancel your booking and forfeit your deposit.
CANCELLATION / RESCHEDULE BY RUN WILD RETREATS
Run Wild Retreats reserves the right to cancel or reschedule any trip for any reason, but will not cancel a tour less than 90 days before departure except for Force Majeure, pandemic, 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 other than the fault of the Client, you have a number of options:
- Accept the retreat’s new dates for which it was rescheduled
- Transfer your deposit to another retreat taking place within the next 12 months
- Keep your retreat payments as credit (never expires) to apply to any future retreat
- Request a refund you less any credit card processing fees, cancellation fees, and nonrefundable deposits we paid to local suppliers on your behalf. To cancel your retreat, please reach out to us at: info@runwildretreats or call 970-315-2114. 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.
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 highly recommends you 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.
EVACUATION PROCEDURES AND COSTS
Run Wild Retreats’ Retreat Leader, 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. This includes situations in which you suspect you may have a contagious illness that could infect other travelers. Our staff will aid you in seeking medical attention if necessary or altering your travel plans as much as we are able.
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.
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.
All international trip-related documents such as Retreat Planning Guides will be sent via email once the trip is confirmed to run. RWR will aim to confirm trips within a reasonable time frame.
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, weather, 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, 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 such as weather, natural occurrences, ware or other similar causes.
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 (firstname.lastname@example.org) 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 (email@example.com) 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.