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Cancellation & Refund Policy

We understand that circumstances can change. At the same time, organising a retreat involves significant advance commitments, including accommodation, venue hire, catering, facilitators and other suppliers.

Our cancellation policy is designed to make our refund arrangements clear from the outset.

 1.⁠ ⁠How to Cancel

All cancellations must be submitted in writing by email to helloopenskiescolletive@gmail.com.

Your cancellation date will be the date we receive your email. Please keep a copy of your cancellation request for your records.

 2.⁠ ⁠Cancellations Before 1 June 2027

If you cancel your booking before 1 June 2027, your 35% deposit will be retained and will not be refunded.

Any additional payments you have made will be refunded, less any applicable non-refundable transaction fees actually charged to us by our payment provider, where permitted by law.

Your refund will be calculated based on the payments you have made, the deposit retained and any eligible transaction fees. The same fee will not be deducted twice.

Example: If your retreat costs £1,000 and you have paid the full amount, the 35% deposit (£350) will be retained. The remaining £650 will be refunded, less any applicable non-refundable transaction fees that may lawfully be deducted.

 3.⁠ ⁠Cancellations On or After 1 June 2027

If you cancel your booking on or after 1 June 2027, all payments made towards your retreat are non-refundable under our standard cancellation policy.

This applies whether you paid in full or selected a payment plan.

We make substantial financial commitments in advance to secure accommodation, facilities, catering and other services, which is why our cancellation terms change from this date.

Any cancellation charges and outstanding payment obligations remain subject to applicable law.

 4.⁠ ⁠Payment Plan Cancellations

If you booked using a payment plan, you agreed to pay the full retreat price by 1 June 2027.

If you cancel before 1 June 2027, your 35% deposit will be retained and any eligible refund of additional payments will be calculated under Section 2.

If you cancel on or after 1 June 2027, all payments already made are non-refundable under our standard policy.

Cancelling does not automatically mean that any remaining instalments are cancelled or that the full remaining balance is automatically payable. Any further amount due will be assessed in accordance with the booking agreement, the applicable cancellation terms and applicable law.

 5.⁠ ⁠Missed Payments and Non-Payment

If you miss an instalment or fail to pay your balance by 1 June 2027, please contact us as soon as possible.

We will contact you to discuss the outstanding payment. If the balance remains unpaid, we may cancel your booking in accordance with our Booking Policy.

Any refund or outstanding payment obligation arising from a cancellation for non-payment will be assessed under this policy and applicable law.

 6.⁠ ⁠Transferring Your Place

If you can no longer attend, you may request to transfer your place to another person, subject to our prior written approval.

Please contact us as early as possible. A transfer is only confirmed once we have approved it in writing.

Any reasonable additional costs will be communicated in advance. Until the transfer is confirmed, the original booking remains in place.

 7.⁠ ⁠No-Shows and Early Departures

If you do not attend the retreat, arrive late or choose to leave early, you will not ordinarily be entitled to a refund for the unused portion of your booking.

Any applicable statutory rights remain unaffected.

 8.⁠ ⁠Cancellation or Changes by Open Skies Collective

If we cancel the retreat, you will receive a full refund of all payments made where required under our policy and applicable law.

If we need to postpone the retreat or make a significant change to its arrangements, we will inform you as soon as possible and explain the options available to you, including any refund or other rights that apply.

 9.⁠ ⁠Illness, Emergencies and Unexpected Circumstances

We understand that illness, emergencies and unexpected events can affect travel plans. However, these circumstances do not automatically entitle you to a refund under our standard cancellation policy.

We strongly recommend that all participants arrange suitable travel insurance to cover unforeseen circumstances that may prevent them from attending.

Any rights to a refund or cancellation under applicable law will continue to apply.

10.⁠ ⁠Transaction Fees and Refund Processing

Payments are processed through Squarespace and its payment-processing partners. Processing fees may be charged to us for each transaction, and some of these fees may not be returned when a payment is refunded.

Where a processing fee is genuinely incurred, non-refundable and lawfully deductible, it may be taken into account when calculating your refund. We will not automatically charge a 4% cancellation or refund fee.

Any refund due will be processed within the timeframe required by applicable law and, where practicable, returned using the original payment method.

11.⁠ ⁠Questions About Cancellations

If you have any questions about your booking, cancellation or refund, please contact us at:

helloopenskiescolletive@gmail.com

By booking your place, you confirm that you have read and agreed to this Cancellation & Refund Policy and our Booking & Payment Policy.

These policies do not exclude any consumer or package-travel rights that cannot legally be excluded.

Booking & Payment Policy

Thank you for your interest in joining an Open Skies Collective retreat. Please read our booking and payment terms carefully before securing your place.

1.⁠ ⁠Securing Your Place

A 35% non-refundable deposit of the total retreat price is required to secure your booking.

Your place is confirmed once your deposit has been received and your booking confirmation has been issued.

The deposit forms part of the total retreat price and is not an additional charge.

2.⁠ ⁠Payment Options

We offer two payment options:

Option 1: Pay in Full

You may pay the full retreat price at the time of booking. If you subsequently cancel before 1 June 2027, the 35% deposit will be retained, along with any applicable non-refundable transaction fees, and the remaining eligible amount will be refunded in accordance with our Cancellation Policy.

Option 2: Payment Plan

You may choose to pay your retreat price in instalments, where this option is offered.

By selecting a payment plan, you commit to paying the full retreat price according to your agreed payment schedule. Your outstanding balance must be paid in full by 1 June 2027.

Choosing a payment plan does not change the cancellation terms or the total price of your retreat.

If you cancel your booking, the refund and any remaining payment obligations will be handled in accordance with our Cancellation Policy.

3.⁠ ⁠Final Payment Deadline

All outstanding balances must be paid by 1 June 2027.

It is your responsibility to ensure that payments are made on time.

If you miss an instalment or fail to pay your outstanding balance by the deadline, we will contact you to arrange payment. If payment remains outstanding, we reserve the right to cancel your booking, subject to our Cancellation Policy and applicable law.

Any cancellation charges or outstanding amounts will be assessed in accordance with the applicable terms.

4.⁠ ⁠Changes to Your Booking

If you need to change your booking details or believe you may be unable to attend, please contact us as soon as possible at helloopenskiescolletive@gmail.com.

Changes are subject to availability and our written approval.

5.⁠ ⁠Transfers of Bookings

If you are unable to attend, you may request to transfer your place to another person, subject to prior written approval from Open Skies Collective.

Any transfer must be confirmed by us in writing before it takes effect. Additional reasonable costs may apply where applicable and will be communicated in advance.

Until the transfer has been confirmed, the original booking remains in place.

6.⁠ ⁠Cancellation by Open Skies Collective

If we need to cancel the retreat, we will contact all booked participants as soon as possible. Refunds and any other applicable remedies will be handled in accordance with our Cancellation Policy and applicable law.

7.⁠ ⁠Acceptance of Terms

By completing your booking and making payment, you confirm that you have read and agreed to this Booking & Payment Policy and our separate Cancellation & Refund Policy.

For booking and payment enquiries, please email:

helloopenskiescolletive@gmail.com

We want Open Skies Collective to be a safe, welcoming and respectful environment for everyone attending. By booking a place, participants agree to the following:

Dietary Requirements & Allergies: Participants must inform us of any dietary requirements, food allergies or intolerances as early as possible and within any deadlines communicated before the retreat. While we will make reasonable efforts to accommodate disclosed requirements, we cannot guarantee an entirely allergen-free environment.

Accessibility & Support Needs: Participants are encouraged to inform us of any accessibility requirements, disabilities or additional support needs before booking or as early as possible. This allows us to discuss whether appropriate arrangements can be made and ensure the retreat is suitable for their needs.

Personal Medication & Health: Participants are responsible for bringing any personal medication they may require during the retreat and for managing their own health needs. Participants should inform us of any relevant health or safety considerations that may affect their participation in activities.

Respectful Behaviour: All participants are expected to treat fellow guests, facilitators, organisers and venue staff with consideration and respect. Harassment, discrimination, intimidation, threatening behaviour or conduct that compromises the wellbeing of others will not be tolerated.

Health & Safety: Participants must follow reasonable health and safety instructions provided by the organisers, facilitators and venue staff, and take reasonable care of themselves and others throughout the retreat.

Alcohol & Substance Use: Participants are expected to behave responsibly. Excessive alcohol consumption or the use of substances that compromises personal safety, the safety of others or the respectful atmosphere of the retreat may result in restrictions on participation in activities or, in serious circumstances, removal from the retreat.

Behaviour, Removal & Right to Refuse Participation

Open Skies Collective reserves the right to refuse a booking or, where reasonably necessary, ask a participant to leave the retreat if their behaviour or actions:

Pose a serious risk to their own safety or the safety of others.

Seriously disrupt the retreat or prevent other participants from enjoying the experience.

Involve harassment, discrimination, intimidation, threatening behaviour or violence.

Involve a serious or repeated failure to follow reasonable health and safety instructions or the participant responsibilities outlined in this policy.

Where circumstances allow, we will aim to address concerns directly with the participant and give them a reasonable opportunity to resolve the issue before taking further action. However, where there is an immediate or serious risk to safety or wellbeing, we reserve the right to take immediate action.

Any decision to refuse participation or require someone to leave will be made reasonably, proportionately and with consideration of the circumstances.

Where a participant is required to leave the retreat due to serious misconduct or a serious breach of these terms, they will not ordinarily be entitled to a refund for the unused portion of their booking. Any outstanding payment obligations or refund entitlements will be assessed in accordance with the booking agreement and applicable law.

Nothing in this policy limits any statutory rights or obligations, including our responsibilities under applicable consumer and equality legislation.