Booking Terms & Conditions

Submitting and signing our Booking Form does not automatically secure your spot on the Wabi-Sabi FindYourWay JAPAN Retreat. Your booking is only confirmed once the following steps are completed:

1. Booking Confirmation Process:

You receive an email from us accepting your booking request.
We receive your initial deposit or full retreat payment.
We receive a completed Registration Form.

Once these steps are complete, you will receive an email confirming your booking. If payment or the Registration Form is not completed by the specified date, your place on the retreat will be forfeited.

Payment Schedule

For bookings confirmed more than 180 days before the retreat start date:

You may pay in two instalments. The initial deposit is due within 48 hours of receiving the invoice. If the deposit is not received within this time frame, your booking will be forfeited.
The final payment will be invoiced 180 days before the retreat start date, and must be paid within 48 hours of the date specified on the invoice. Failure to complete the final payment within this timeframe will result in the forfeiture of your place and any initial payment.
For bookings confirmed within 180 days of the retreat start date:
Full payment is required within 48 hours of receiving the invoice. If payment is not received within this timeframe, your booking will be forfeited.

Currency

All retreat fees are listed and payable in US Dollars (USD).

IV. Eligibility:

The minimum age to participate in our retreat is 21 years. Participants 18 years and older may attend if accompanied by an adult over the age of 21.

Right of Refusal:

We reserve the right to decline to accept any prospective participant based on suitability, ensuring the retreat remains a harmonious and beneficial experience for all attendees.

For additional details on payments, cancellation, and refund policies, please see our Cancellation Policy or contact us directly at:

Wabi-Sabi FindYourWay JAPAN Retreat

Email: [email protected]

Address: 〒1500043 Shibuya Dogenzaka Tokyu Building 2F−C, 1-10-8 Dogenzaka, Shibuya-ku, Tokyo, Japan

Thank you for choosing Wabi-Sabi FindYourWay JAPAN Retreat. We are dedicated to guiding you on your path of growth, discovery, and transformation.

2. Insurance Requirements:

To protect yourself and ensure a smooth experience, we require all participants to purchase a travel insurance policy after making the initial payment (or full payment if registering within 180 days of the retreat start date).

Your travel insurance should include the following coverage:

Trip Cancellation/Disruption Insurance:

Coverage equal to or greater than the total retreat fee in case of cancellation for any reason, including those outlined in our Cancellation Policy or any changes, postponements, or interruptions as outlined in our policies.

Travel Medical Insurance:

Coverage for any medical expenses incurred during the retreat.

Medical Evacuation Insurance:

Coverage for medical evacuation, ensuring you have support in case of an emergency.

Please note that if you choose not to obtain travel insurance, you assume full responsibility for any potential financial losses related to the retreat cost, travel arrangements, or medical expenses.

This includes, but is not limited to:

Retreat cancellations or interruptions due to personal or family emergencies, illness, injury, or unforeseen events.
Canceled or delayed flights, with the retreat being nonrefundable.
Natural disasters (e.g., earthquakes or typhoons) or other unforeseen events that may disrupt travel or require emergency assistance.
Medical emergencies requiring urgent treatment or evacuation.
Lost or stolen personal items, such as your passport, medications, or other valuables.

By participating without travel insurance, you agree to assume all personal costs associated with medical care, emergency transportation, or any other unforeseen circumstances that may arise. For these reasons, we strongly encourage participants to ensure they have adequate travel insurance coverage.

3. Cancelation By You:

If you choose to cancel your retreat booking, you must inform us by email at [email protected].

Our cancellation policy applies as follows:

More than 60 days before the retreat start date: You are eligible for a full refund, minus a $250 administrative fee. This covers initial preparation costs and provides flexibility for participants.
30-59 days before the retreat start date: A 50% refund will be provided.
Less than 30 days before the retreat start date: Unfortunately, we cannot offer a refund within this period due to the close proximity to the retreat and the expenses already incurred.

Please note that no exceptions will be made to this cancellation policy, including for reasons such as weather, political events, pandemics, illness, personal or family emergencies, or any other circumstances beyond our control. To safeguard against unforeseen circumstances, we require participants to purchase a travel insurance policy that includes trip cancellation/disruption coverage equal to or greater than the total cost of the retreat.

If a flight or other delay prevents you from arriving on the retreat start date, we cannot provide a full or partial refund, nor can we apply a credit toward a future retreat. Should you arrive late, you may join the retreat upon arrival, but any additional costs due to the delay will be your sole responsibility. No refunds will be provided for any unused portion of the retreat if you choose to leave early or are required to leave for any reason.

The retreat price is a package cost, and refunds are not available for services not used. For this reason, and to ensure peace of mind, we strongly recommend that you secure a travel insurance policy that includes trip cancellation/disruption coverage as outlined above.

4. Trip Changes (Modifications, Postponements, and Interruptions) and Trip Cancellations

We reserve the right to make modifications to elements of the retreat, including the itinerary, accommodations, or workshop instructors, as reasonably required at our sole discretion. Many of our retreats involve nature-based activities, such as hikes on sacred mountains like Mount Gassan. In cases where weather or safety concerns make it necessary to cancel or adjust these activities, alternative experiences will be arranged to ensure a meaningful retreat experience.

If a change is made that materially affects the retreat experience, we will make reasonable efforts to notify you prior to the start date, provided there is sufficient time to do so. If you choose to cancel your booking based on these modifications, the terms of the Cancellation by You policy (as outlined above) will apply.

We also reserve the right to postpone or cancel the retreat for reasons beyond our control, including but not limited to insufficient participation or events named in the Risks of Travel section below.

If the retreat is postponed, you may decline to participate in the rescheduled dates. In such cases, we will provide you with a credit equivalent to the amount paid, applicable toward a future Wabi-Sabi FindYourWay JAPAN Retreat within one year. The postponed retreat will be subject to the same terms and conditions as originally agreed upon. Beyond the credit, we are not liable for any other costs, damages, refunds, or compensation for any loss, delay, disappointment, or expense related to the postponement.

If the retreat is interrupted or canceled for reasons beyond our control, including any event named in the Risks of Travel section below, we will make efforts to secure refunds from our suppliers and will refund any recovered amounts to you within 120 days after the retreat’s end date.

5. Third-Party Service Providers

In arranging this retreat, we work with a variety of third-party service providers, including local guides, instructors, and other partners (“Service Providers”). While we select these providers carefully, we are not responsible for their actions, schedules, or any unforeseen changes in their ability to offer services, issue refunds, or fulfill other obligations. Additionally, we cannot guarantee or be held accountable for the financial status or reliability of these Service Providers.

6. Risks of Travel and Release

Participation in our retreats may involve various travel risks, and we are not liable for any acts or omissions of individuals not under our direct control. This includes our hosts, guides, contractors, or partners who assist in facilitating the retreat.

Risks may include, but are not limited to: acts of nature, unsafe conditions, civil disturbances, pandemics, health risks, or other unforeseeable events. Please note that we have no specialized knowledge regarding potential hazards at your destination.

For more information on travel advisories, we recommend checking the government travel website of your country (e.g., https://travel.state.gov for U.S. citizens). For health information, please refer to the Centers for Disease Control website at www.cdc.gov/travel.

By participating, you assume all travel-related risks and agree to release, discharge, and hold us harmless against any claims or liabilities arising from your participation in the retreat.

7. Foreign Entry Rules

You are fully responsible for verifying and securing any necessary travel documentation, including passports, visas, and vaccinations. Please ensure your passport remains valid for at least six months beyond the date of entry. Failure to comply with entry requirements may lead to denied access, and we cannot be held responsible for such instances.

8. Payment Processing

We manage all payments for the retreat, acting as the primary processor. Note that our services consist of coordinating with third-party suppliers. Should a supplier fail to deliver a service, your recourse will be with the supplier, not us. By agreeing to this policy, you also agree not to initiate a chargeback request without prior authorization from us, as we reserve the right to contest any unauthorized refund claims.

9. Accessibility and Special Assistance

We strive to accommodate participants with unique needs. However, you must inform us during the booking process if you require specific accommodations for mobility, dietary restrictions, or other needs. While we make every effort to provide reasonable accommodations, participants are responsible for managing their own dietary or medical conditions. Unfortunately, we cannot offer individualized assistance for daily activities, such as walking or dining.

10. Medical Proxy

In the event you are unable to authorize your own medical care, you authorize our retreat staff and partners to make decisions on your behalf. You accept responsibility for any related medical expenses, including emergency treatment, transportation, and any required medical evacuation. Please ensure you have adequate travel insurance coverage to cover such scenarios.

11. Claims Deadline and Jurisdiction

Any claims related to the retreat must be presented within 30 days following the end of the retreat. Legal proceedings must be initiated within three months of the retreat end date. You agree that any claims or disputes will be handled within the jurisdiction of the Sendai District Court in Japan.

12. Conduct, Drug Use, and Alcohol

Our retreats may involve unique social and cultural environments. We expect participants to act responsibly and respect the customs of the locations we visit. Illegal drug use is strictly prohibited, and responsible alcohol consumption is required. Violations of this policy or disruptive behavior may result in immediate removal from the retreat, with no refund provided.

13. Participant Conduct and Authority

Participants agree to follow the guidance and authority of our retreat hosts, instructors, and guides. Any behavior that endangers, disrupts, or causes distress to others may result in removal from the retreat without a refund. Your cooperation ensures a respectful and safe environment for all.

14. Use of Likeness

By participating in our retreat, you agree that we and our partners may take photos or videos featuring you for promotional purposes. These images may be used to promote the retreat and related services in various media, without prior inspection or approval.

15. Participating in Independent Activities

During your retreat, you may have free time to engage in independent activities, such as hiring a local guide or exploring the area on your own. Wabi-Sabi FindYourWay JAPAN Retreat does not endorse or oversee these independent activities and makes no representations about their safety, quality, or the standards of independent operators. Should you choose to participate in these activities, you do so at your own risk, and we cannot be held responsible for any incidents or injuries that may occur.