Terms and conditions

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

BOOKING RETREATS + THE CONTRACT

By making a booking with Boutique Learning Experience, 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.

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 Boutique Learning Experience staff.

DEPOSITS + CANCELLATIONS

You may book a retreat with a deposit (down payment) until around 60 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.

The remaining balance of your retreat payment is due 45 days before the retreat begins. We notify you of the balance due date after your deposit has been processed. We understand that unexpected events can arise that can affect your plans. We recommend all our retreat guests purchase travel insurance to protect their purchase.

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.

  • Six 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 90 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 90 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.

Boutique Learning Experience 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. Failure to notify us may result in your being refused travel. Failure to notify us of any such condition that results in cancellation will have full cancellation fees to the Client.

It is your responsibility to clear major medical issues with your doctor and with a Boutique Learning Experience representative prior to booking. We may refuse to carry pregnant women over 24 weeks or clients with certain conditions. Boutique Learning Experience is not required to provide any special facilities unless it has agreed to do so in writing however we will try to make accommodation and adaptions where available however this might not be consistent with the US ADA laws when outside the country. 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 Boutique Learning Experience 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

Boutique Learning Experience will confirm acceptance of the Client’s booking via email. Please ensure our email (kim@boutiquelearningexperience.com) is on your contact list so our emails don’t go to your junk folder!

Final Payment

For all retreats, the payment of the final balance payment is due 45 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 90 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 90 days before the retreat (and have her pay you directly for your booking). In this case, simply notify Boutique Learning Experience of the name change on the booking. Boutique Learning Experience 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 Boutique Learning Experience reserves the right to cancel your booking and forfeit your deposit.

CANCELLATION OF A RETREAT BY Boutique Learning Experience

Boutique Learning Experience reserves the right to cancel any trip for any reason, but will not cancel a tour less than 90 days before departure except for Force Majeure, unusual or unforeseen circumstances outside the BLE’s control. When a tour is canceled by BLE before the agreed date of departure for any reason other than the fault of the Client, the Client can either:

  • Transfer her deposit to another retreat taking place within the next 12 months, or:
  • Receive a full refund of all monies paid under the contract as soon as possible.

Boutique Learning Experience 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, BLE 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, BLE 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 BLE’s control, BLE 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 BLE trips do not include national or international airfare. We strongly recommend you wait until the trip is confirmed to run before booking airfare or making any non-refundable travel arrangements.


TRAVEL + HEALTH INSURANCE

Boutique Learning Experience 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.

EVACUATION PROCEDURES AND COSTS

Boutique Learning Experience’s 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.

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

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 BLE regarding visas, vaccinations, climate, clothing, baggage, special equipment, etc. is purely advisory, provided as a courtesy to the Client and BLE 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. BLE will aim to confirm trips within a reasonable time frame.

 

SUPPLIERS + INDEPENDENT CONTRACTORS

Hotels, shuttle services, guiding or other elements of a Boutique Learning Experience 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

Boutique Learning Experience and its partners reserves the right to alter retreat programs and itineraries due to weather or other conditions. These programs may be changed or cancelled at any moment due the trip to assure the safety of our clients and staff. We accept 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. Boutique Learning Experience 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 Boutique Learning Experience Retreat Leaders and/or Local Guides and instructions given by them. BLE 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 BLE 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 BLE will not accept responsibility or liability for any Client who contravenes any laws or other regulations of any country visited.

PHOTOGRAPHY

In the course of participation in a retreat, photos or video may be taken by participants, presenter or BLE host. These images may be used in any BLE 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 (kim@boutiquelearningexperience.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.