1. Acceptance of Terms

By submitting payment, signing this agreement, and/or participating in the retreat, you acknowledge that you have read, understood, and accept all terms below. It is your responsibility to review all information on the website, in emails, and in written materials. If anything is unclear, please ask for clarification prior to registration.

 

2. Professional Eligibility Requirements

This retreat is primarily intended for licensed mental health professionals. Other adjacent professionals such as certified coaches, and licensed healthcare professionals such as psychiatrists, psychiatric NPs, OTs, PTs, massage therapists, and nutritionists are invited to attend. By enrolling, you agree to practice within your legal, personal, and ethical scope of practice at all times and to responsibly evaluate whether the content provided is appropriate for your professional role and licensure. The Host is not responsible for verifying your credentials or scope and will be held harmless for any liability arising from your application of retreat material.

 

3. Pricing & Packages

Pricing (per person excluding discounts, credits, or additional funding):

• $3,245: Twin bed in shared room

• $3,545: King or queen bed in shared room

• $3,945: King or queen bed in private room

• $4,345: Queen bed in private bungalow

 

Payment Options:

To secure your spot, a non-refundable $495 deposit is due. Afterward, the following options are available:

• Pay in Full: The remaining payment is due 7 days after the deposit. 

• Payment Plan: $495 deposit + 5 monthly payments as provided below. Please note there is a 7-8% increase in price for the payment plans, rounded for ease of comprehension. 

  • Twin shared: 5 monthly payments of $600

  • Queen shared: 5 monthly payments of $665

  • King/Queen private: 5 monthly payments of $755

  • Private Bungalow: 5 monthly payments of $850

 

Complete payment must be made by December 31st, 2025. Missed payments must be resolved within 7 days of the initial required payment date. If payment is not received or no alternative payment arrangements have been made, your reservation may be canceled without refund subject to further terms and conditions contained within this contract.

 

4. What’s Included

• 7 days / 6 nights lodging at Rancho Margot

• All meals at the retreat site (vegetarian, vegan, gluten-free options with advance notice)

• Up to 2 daily yoga classes 

• 2-hour farm tour

• Use of natural spring-fed pools

• Hiking trails and library access

• A $100 voucher to use toward excursions

• Gift from HFPI

• 10+ hour certificate in Holistic Lifestyle Medicine for Mental Health. 10 APA CE Hours. Continuing Education credit is contingent upon licensing board or professional committee terms and policies and cannot be guaranteed.

• Transportation within the retreat to activities

 

5. What’s Not Included

• Travel arrangement to/from Costa Rica

• Required traveler’s insurance covering loss or damage to personal belongings, interruptions in transportation, and healthcare coverage. Travelers insurance must cover trip cancellation at $2,500 or more, emergency medical coverage at $150,000 or more, repatriation at $500,000 or more, baggage coverage at $2,000 or more, and trip delay at $250 per day or more. You may choose any policy. World Nomad’s Explorer Plan meets this criteria. 

• Meals outside the retreat center or outside the scope of the resort’s offerings.

• Additional excursions or activities not included in your package

 

6. Cancellation & Refund Policy

Due to the administrative costs, planning, and reservations required to organize this retreat, the following cancellation and refund policy applies.

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Deposits are non-refundable in all cases. If you cancel after submitting your deposit but before making any additional payments, you will forfeit your retreat spot but owe no additional fees.

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If you have submitted additional payments beyond the deposit, the following applies. Cancellations received in writing to emma@holisticandfunctionalpsychology.com:

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• 120+ days before retreat start date: You will still owe 25% of the retreat payment. 75% of your total retreat payment (excluding the deposit) will be refunded, less a $50 administrative fee.

• 90–119 days before retreat start date: You will still owe 50% of the retreat payment.  50% of your total retreat payment (excluding the deposit) will be refunded, less a $50 administrative fee.

• 60–89 days before retreat start date: You will still owe 75% of the retreat payment.  25% of your total retreat payment (excluding the deposit) will be refunded, less a $50 administrative fee.

• 59 days or less before retreat start date: No refund will be given, and the full balance remains due.

 

No refunds or credits will be issued for late arrivals, early departures, travel delays, personal emergencies, weather events, or other unforeseen circumstances.

 

Registrations are non-transferable unless explicitly approved in writing.

 

7. Remaining Payment and Room Choice

Room preferences are honored in the order full payment or payment plans are set up, not by deposit date alone.

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When you submit your deposit, you’ll be asked to indicate your preferred room(s). We will do our best to accommodate your top choice. However, due to limited availability, rooms are not held or guaranteed until your payment plan is arranged or your balance is paid in full.

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We recommend setting up your plan as soon as you are able, and within 7 days of your deposit to secure your preferred lodging.

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To secure your retreat spot, please initiate one of the following within 7 days of your deposit:

1. Pay your remaining balance in full, or

2. Set up a payment plan 

 

Both options can be completed with our secure payment link. If we don’t hear from you within 7 days, your spot may be released to someone on the waitlist.

 

8. Late Arrival or No-Show Policy

If you fail to arrive on time, or miss the retreat entirely, no refund or credit will be issued. It is your responsibility to arrange a timely arrival, even if your lateness is due to a missed or delayed flight, illness, or other circumstance outside your control.

 

9. Transfer & Substitution Policy

Retreat registrations are non-transferable to future retreats. You may not assign or sell your spot to another person without prior written approval from The Host. Said approval is not guaranteed. 

 

10. Retreat Cancellation by Host

The Host reserves the right to make reasonable changes to the schedule, location, inclusions, or activities due to unforeseen circumstances. If the retreat is canceled entirely:

• You will receive a full refund or be offered a transfer to a future retreat.

• The Host is not responsible for additional expenses incurred due to the cancellation of the retreat (e.g., airfare, travel insurance, lost wages).

 

11. Room Assignments

• Shared rooms are per person; roommates are assigned based on your experienced gender and availability.

• A roommate cannot be guaranteed. If no suitable roommate is available, you agree to pay for a private upgrade. Any necessary upgrade payment is due within 14 days of correspondence and can be paid by credit or with debit card. 

• If attending with a friend or partner, notify us immediately to request shared lodging. While efforts will be made to pair you with your travel companion, shared lodging cannot be guaranteed.

 

12. Travel Requirements

• You must hold a valid passport with 6+ months remaining prior to the expiration month listed on the passport. If you do not secure a passport, you may not be able to fly. You are not entitled to any refunds in this case.

• You may require a travel visa based on your nationality and origin of your passport. It is your responsibility to confirm possession of all necessary travel visas and documents.

• You are responsible for arranging your own airfare and any necessary travel documentation.

 

13. Health, Insurance, & Emergency Care

• Travel insurance with health coverage and repatriation of remains is required and must be obtained at least 7 days before departure. Emergency medical coverage must be covered at $150,000 and repatriation at $500,000.

• Send proof of insurance to emma@holisticandfunctionalpsychology.com.

• You must complete the provided Pre-Retreat health screener within 14 days of registration.

• You are responsible for the cost of emergency services, transportation, or treatment, if needed.

• The Host and staff are not medically trained and are not responsible for diagnosing or treating medical conditions.

• You acknowledge the inherent risk of exposure to COVID-19 and other communicable diseases. You voluntarily assume this risk and agree to follow safety protocols as instructed by The Host and/or retreat center.

• Communicate with your healthcare provider as to your intended travel to receive guidance as to any suggested vaccinations or treatment prior to travel.

14. Pre-Retreat Requirements

Participants will be required to complete a health disclosure form, waiver, the terms and conditions for programs agreement, and intake questionnaire prior to the retreat. Failure to complete required documentation by the deadlines set by the Host may result in loss of participation without refund. Other pre-retreat requirements may be added at The Host’s discretion. 

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Participants are also required to adhere to any recommended packing lists to ensure their ability to participate in activities. 

 

15. Participant Conduct

Quiet Hours & Group Etiquette

• The Host and venue may establish quiet hours to support a restful, peaceful atmosphere.

• Participants agree to foster a respectful and inclusive community environment. Disrespectful, discriminatory, or aggressive behavior (towards The Host, their staff, the retreat staff, Costa Rican locals, or other participants) may result in immediate dismissal without refund.

 

Substance Use

• To ensure a safe, supportive, and inclusive environment for all participants, this retreat is a substance-reduced event. Sobriety is required throughout the duration of the retreat, including all scheduled activities, group events, and learning sessions.

• The excessive use of alcohol, or the possession or use of recreational drugs, or any other intoxicating substances is strictly prohibited on retreat premises. This includes any location affiliated with retreat activities.

• Prescription medications that are legally prescribed and used as directed are permitted. Participants are responsible for managing their own medications safely and discreetly.

• Violation of this policy may result in immediate dismissal from the retreat at the discretion of the retreat facilitators, without refund.

 

16. Grievance Procedure

Participants with concerns or grievances regarding retreat logistics or conduct may submit a written complaint to the Host within 14 days of the retreat’s end. Complaints will be reviewed and responded to within 30 days of receipt. Grievances about the CE content itself must be filed in accordance with the Terms and Conditions for Programs agreement.

 

17. Continuing Education

• Training is APA co-sponsored by the Spiritual Competency Academy for 10 APA credit hours. The training must be attended in full to get the APA credit hours.  

• Training will be taught in accordance with NBCC CE standards.

• To receive CE credit, you must attend each session in its entirety and complete all post-training evaluations.

• If you skip a session, arrive more than 5 minutes late, or leave more than 5 minutes early, you will not receive credit for that session, but you may receive credit for other sessions (for NBCC credit seekers).

• You are responsible for confirming CE acceptance with your licensing board.

• You are responsible for ensuring any new tools or methods used post-retreat are within your scope of practice.

 

18. Intellectual Property

18.1. Ownership of Materials

All retreat materials—whether presented in written, digital, audio, or visual form—are owned by the Host. This includes, but is not limited to:

• The retreat schedule and structure

• Instructional content and curriculum

• Handouts, worksheets, and presentation slides

• Content areas and thematic frameworks

• Excursions and guided activities

• Continuing Education (CE) content and related documentation

• Audio or video recordings of sessions
   

18.2. Restrictions on Use

Participants may not:

• Copy, reproduce, or record any portion of the retreat content without express, prior written permission from the Host

• Distribute retreat materials to others in any form (digital or physical)

• Use any of the content for commercial purposes, including teaching, training, or facilitating similar retreats or events

• Publish or post retreat materials, summaries, or recordings online or through social media without permission
   

18.3. Personal Use Exception

Participants are permitted to use the provided materials for their own personal reflection and learning only. This does not extend to sharing with others or using materials in professional or educational settings without prior approval.

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18.4. Intellectual Property Rights

Participation in the retreat does not grant attendees any ownership or license rights to the retreat’s intellectual property. All rights are reserved by the Host unless otherwise explicitly granted in writing.

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18.5. Consequences of Violation

Any violation of this policy may result in removal from the retreat without refund, and may also result in legal action if unauthorized use or distribution of materials occurs.

 

19. Assumption of Risk

By registering for and participating in this retreat, you acknowledge and agree to the following terms and conditions related to personal responsibility, physical and emotional risk, and communication:

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19.1. General Assumption of Risk

Participation in the retreat is voluntary, and attendees acknowledge that any activity—whether physical, emotional, or otherwise—carries inherent risks. By choosing to attend, you accept full responsibility for your participation and any consequences that may result.

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19.2. Physical Activities

Certain retreat offerings may include physically demanding activities such as yoga, hiking, swimming, and other forms of movement. By participating in these activities, you:

• Acknowledge the potential for injury, illness, or even death.

• Accept all associated risks and release the Host and facilitators from liability for any physical harm that may occur.

• Certify that you are physically and medically capable of safely engaging in these activities.

• Agree to consult a healthcare professional before participating if you have any health concerns.
   

19.3. Emotional Risk

Retreat programming may include content or experiences that touch on sensitive or emotionally charged topics. By attending, you:

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• Understand that emotional responses are a natural part of inner work and group experiences.

• Accept the emotional risk involved and agree to care for your own mental and emotional well-being.

• Hold the Host and facilitators harmless for any emotional distress experienced during or after the retreat.
   

19.4. Activity Participation

All retreat activities are optional. You are encouraged to honor your own boundaries and participate at your own comfort level. However:

• No refunds or partial credits will be issued for any activities, sessions, or portions of the retreat that you choose not to attend.

• The retreat schedule is subject to change without notice, and such changes do not constitute grounds for refunds.

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19.5. Digital Communication and Privacy

By enrolling in the retreat, you consent to receive email and/or other digital communications from the Host regarding:

• Logistical updates before and during the retreat

• Retreat resources and materials

• Post-retreat follow-up and community connection
   

Your personal contact information will be kept confidential and will not be sold or shared with third parties. Communications are limited to retreat-related purposes.

 

20. Force Majeure

The Host shall not be held liable for any failure to perform, delay in performance, or modification of retreat services or obligations due to circumstances beyond its reasonable control (“Force Majeure Events”). Force Majeure Events include, but are not limited to:

• Acts of God (e.g., flood, fire, earthquake, hurricane, tornado, or other natural disasters)

• Epidemics, pandemics, or public health emergencies

• Governmental actions, orders, travel bans, regulations, or restrictions

• War, terrorism, civil unrest, or acts of violence

• Labor disputes, strikes, or shortages

• Power outages or failure of utilities or telecommunications

• Transportation disruptions or facility closures
   

In the event that a Force Majeure Event prevents the Host from fulfilling its obligations, including hosting the retreat as scheduled:

1. Suspension or Cancellation of Services
   The Host reserves the right to cancel, reschedule, or alter the retreat, in whole or in part, without liability.

2. Refunds and Credits
   Refunds or credits due to a Force Majeure Event will be considered on a case-by-case basis at the sole discretion of the Host. Factors considered may include timing of the event, non-recoverable costs, and the ability to reschedule.

3. Mitigation
   The Host will make reasonable efforts to mitigate the impact of the Force Majeure Event, such as offering alternate dates, virtual options, or credits toward future retreats.

4. No Liability for Expenses
   The Host is not responsible for any additional expenses incurred by participants, including but not limited to travel, lodging, or personal costs related to the cancellation or modification of the retreat due to Force Majeure.
    

By registering for the retreat, participants acknowledge and accept this Force Majeure clause and agree to hold the Host harmless from any claims arising out of a Force Majeure Event.

 

21. Waiver & Release of Liability

By participating in this retreat, you acknowledge and agree to the following:

You hereby voluntarily waive, release, and discharge the Host, including its owners, employees, agents, contractors, volunteers, affiliates, and venue staff (collectively, the “Released Parties”) from any and all claims, liabilities, demands, actions, or causes of action whatsoever—whether in law or in equity—arising out of or related to any personal injury, illness, death, property damage, loss, or other harm that may occur as a result of your participation in any aspect of the retreat.

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This waiver and release includes, but is not limited to, claims based on:

• Negligence (whether passive or active)

• Acts or omissions by any of the Released Parties

• Participation in any physical, emotional, or recreational activities during the retreat

• Use of facilities, equipment, or transportation provided as part of the retreat

• Environmental or natural hazards associated with the retreat setting
   

You understand and agree that:

• You are participating in the retreat voluntarily and assume full responsibility for any and all risks, known or unknown.

• You are solely responsible for your own safety, health, and well-being during the retreat.

• This release is intended to be as broad and inclusive as permitted by the laws of the applicable jurisdiction.
   

If any portion of this waiver is held to be invalid, the remainder shall continue in full legal force and effect.

 

22. Indemnification

By registering for and participating in this retreat, you agree to indemnify, defend, and hold harmless the Host, including its owners, employees, agents, contractors, affiliates, volunteers, and venue partners (collectively, the “Indemnified Parties”) from and against any and all claims, demands, causes of action, liabilities, damages, losses, costs, or expenses—including reasonable attorneys’ fees and legal costs—that arise out of or relate to:

• Your conduct or actions during the retreat

• Your violation of any retreat policies, rules, or applicable laws

• Your use or misuse of retreat facilities, services, or materials

• Any claims brought by third parties as a result of your participation or behavior

• Injury, damage, or loss you cause to other participants, property, or staff
   

This indemnification obligation applies regardless of whether such claims arise from negligence (active or passive) on the part of any of the Indemnified Parties, to the fullest extent permitted by law.

You agree to cooperate fully in the defense of any claim and not to settle any matter without the prior written consent of the Host.

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This indemnity provision shall survive the conclusion of the retreat and remain in full force and effect thereafter.

 

23. Media Release

By participating in this retreat, you hereby grant full permission to the Host, including its employees, contractors, affiliates, and representatives (collectively, “the Host”), to capture, record, and use your image, likeness, voice, name, written or spoken testimonials, stories, photographs, and video or audio recordings taken during the retreat (collectively, “Media Materials”) for any lawful promotional, marketing, educational, or commercial purposes, in any and all media formats now known or hereafter developed.

You understand and agree that:

• No compensation will be provided for the use of such Media Materials.

• You waive any rights to inspect, approve, or request modification of the final product or the context in which it appears.

• You relinquish any and all rights, claims, or causes of action—including claims for invasion of privacy, right of publicity, defamation, or copyright violation—that may arise from the use, distribution, or publication of such Media Materials.

• This release is irrevocable, worldwide, and perpetual.
   

If you wish to withhold consent for certain uses (e.g., being featured on social media), you must submit a written request prior to the start of the retreat. While the Host will make reasonable efforts to honor such requests, complete exclusion from all media cannot be guaranteed in group settings.

 

24. Meal and Lodging Satisfaction

It is our sincere hope that you will be satisfied with your meals, lodging, and other retreat experiences. The retreat center has informed us that vegan, vegetarian, and gluten-free meals are available, with advance notice. The Host makes no guarantees about the types or quality of food available or about the quality of the rooms. Changes to your room may subject you to additional fees and may not be available. The purchase of external food from grocery stores and/or restaurants is contingent upon availability and transportation, and it is your financial responsibility.

 

25. Damage or Theft to Retreat Property & Personal Property

If a participant damages the retreat property, including but not limited to the room, objects in the room, or the grounds, or steals from the property, the participant is liable to pay for damage repair or the theft to the retreat center. If something is stolen from a participant, including in their room, on the grounds, or on an excursion, the participant will not hold The Host or the retreat center liable for the theft. Participants are responsible for safekeeping of their belongings. If an issue arises, the participant can file a claim with their travel insurance policy, which is required to participate in the trip. 

 

26. Post-Retreat Follow-Up or Access

CE certificates and post-retreat materials (if any) will be sent via email within 30 days of retreat completion. You are responsible for downloading and saving these materials upon receipt. If we need to resend or re-generate these forms for you, for example, if you lose them or make a typo in your personal details, this may incur up to a $25 administrative fee per certificate.

 

27. Compliance with Rules and Instructions

By registering for and participating in this retreat, the participant agrees to comply fully with all rules, policies, guidelines, and instructions issued by the Host and its representatives. This includes:

• All policies outlined in this agreement

• Any additional rules or updates provided before or during the retreat

• Verbal or written instructions issued by facilitators, staff, or venue personnel
   

The Host reserves the right to create or modify rules at any time during the retreat in response to logistical, safety, or group-related needs. Participants are expected to comply with these rules as they are communicated.

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In addition, participants agree to comply with all applicable laws and regulations of both the United States of America and the Republic of Costa Rica, including those related to conduct, travel, public health, and safety.

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Failure to comply with retreat policies, instructions, or applicable laws may result in immediate dismissal from the retreat without refund, at the discretion of the Host.

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By attending, the participant acknowledges and accepts this responsibility as a condition of participation.

 

28. Confidentiality

To foster a safe, respectful, and supportive environment for all participants, you agree to maintain the confidentiality of any personal information, stories, experiences, or identifying details shared by others during the retreat.

This includes, but is not limited to:

• Verbal sharing during group sessions, workshops, or informal conversations

• Written reflections or materials shared with the group

• Observations about another participant’s behavior, emotional process, or background history

• Photographs, recordings, or any digital content involving other participants (unless explicit consent is given)
   

You agree not to disclose, discuss, or share these details outside the retreat setting, whether in personal conversations, social media, publications, or professional settings, unless you have received clear and informed consent from the individual(s) involved.

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This confidentiality commitment applies both during and after the retreat and is essential to maintaining the integrity and safety of the group container.

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Any breach of this policy may result in removal from the retreat and/or exclusion from future events.

 

29. Disability Accommodation Policy

The Host is committed to creating inclusive, accessible continuing education experiences. In accordance with NBCC standards, we will make good faith efforts to provide reasonable accommodations for qualified participants with disabilities.

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However, due to the off-grid location, shared lodging, uneven terrain, and international logistics, some reasonable accommodations may not be feasible.

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Accommodation Requests
To request accommodations, notify The Host in writing within 14 days of registration. Include:

• The nature of your request

• Relevant medical or accessibility needs

• Specific accommodations requested
   

Requests can be submitted via email or the post-registration form. Requests made after 14 days of registration may not be honored.

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Limitations
While we will consider all requests, we cannot guarantee fulfillment. Please note:

• The retreat site may include stairs and unpaved paths that may not be wheelchair accessible.

• We cannot provide or fund personal aides, ASL interpreters, or medical staff.

• Some activities require mobility; alternative options may not be available.

 

Participants are responsible for assessing whether the retreat environment suits their needs. Those with mobility concerns are welcome to attend and opt out of excursions as needed. We are happy to help you evaluate whether the retreat is a good fit.

 

Documentation
All requests and our responses will be documented per NBCC guidelines. If a request cannot be met, we will explain this in writing.

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30. Damage Clause

Participants are expected to treat the retreat center, facilities, and all provided property with respect and care. Any damage caused by a participant to the retreat center premises, furnishings, equipment, or any property belonging to the retreat host (including but not limited to teaching materials, supplies, or personal property) will be the financial responsibility of the participant.

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By signing this agreement, the participant agrees to reimburse the Host for the full cost of repair or replacement of any damaged property, as reasonably determined by the Host and/or retreat center. The Host reserves the right to charge the participant’s card on file or to issue an invoice for the amount due, payable within 7 days of notice.

 

31. Governing Law and Choice of Venue

Any disputes, claims, or legal actions arising out of or relating to this retreat, its services, or this agreement shall be governed by the laws of the State of Missouri. The parties agree that the exclusive venue for any such disputes shall be the Circuit Court of St. Louis County, Missouri, or the Eastern District of Missouri’s Federal Court and hereby consent to the personal jurisdiction of that court. 

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To the fullest extent permitted by law, the parties hereby waive their right to a trial by jury in any legal proceeding arising out of or relating to this agreement or the retreat. This waiver applies to all claims, disputes, or controversies, whether arising in contract, tort, or otherwise.

 

32. Acknowledgment

By signing below or submitting payment online, you hereby confirm and agree to the following:

1. You have carefully read, understood, and agreed to all terms, conditions, policies, and agreements associated with the retreat, including but not limited to registration, payment, cancellation, liability waivers, confidentiality, and code of conduct provisions.

2. You affirm that you are at least 18 years of age or older and have the legal capacity to enter into this agreement.

3. You acknowledge and accept that your participation in the retreat is entirely voluntary and undertaken at your own risk, including any physical, emotional, or other risks associated with retreat activities.

4. You certify that you are medically and physically capable of safely participating in all retreat activities or that you have consulted with a healthcare professional regarding any concerns.

5. You understand that by submitting payment or signing, you are entering into a legally binding contract with the Host and agree to abide by all retreat terms throughout your participation.

 

33. Termination and Severability

This agreement shall remain in full force and effect until the completion of the retreat and all related obligations have been fulfilled.

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Notwithstanding the foregoing, any provision of this agreement that by its nature is intended to survive termination: including, but not limited to, confidentiality, indemnity, waiver, release, and intellectual property provisions, shall continue in full force and effect beyond the termination or completion of the retreat.

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If any provision of this agreement is found to be invalid, illegal, or unenforceable by a court of competent jurisdiction, such provision shall be severed from the agreement and the remainder of the agreement shall continue in full force and effect to the maximum extent permitted by law.

 

34. Right to Amend

The Host reserves the right to amend this agreement at any time prior to the retreat, including for legal compliance, clarity, or logistical updates. Any changes will be communicated in writing to all registered participants. If a participant does not agree with a material change, they may notify the Host in writing within 7 days of notice and may withdraw from the retreat. In such cases, standard cancellation and refund policies apply unless otherwise stated.

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