T&C

Terms and Conditions for Retreaters

1. COMPANY DETAILS:

Rosanna Core Fitness, registered office is at 37 Chandlers Drive, Erith, DA8 1LL, Kent, U.K.

2. PAYMENTS: HOW TO PAY

If a deposit is stipulated, it will be of an amount that varies according to Event price and will be stated in the Event particulars given for each individual Event. All deposit payments are to be made via bank transfer and notified via email to rosannacorefitness@gmail.com on a first-come first-served basis.

Your final balance will be due 60 days before the starting date of your retreat . 

Bookings made within 60 days before departure date will only be accepted with full payment. Final payment confirms your booking and failure to pay the balance on the due date may result in cancellation of your booking. Deposits are non-refundable, irrespective of circumstances. 

A final payment reminder will be sent out via email with all Bank Transfer details.

3. DOCUMENTATION

Participants require a valid passport for visiting the countries on their chosen retreat. Your passport must be valid for six months AFTER the end date of your retreat. If visas are required it is the participant’s responsibility to obtain these visas or permissions. The cost of obtaining any visa is also the participant’s responsibility. 

In addition to your passport, all Participants must have the following original documents in their possession during the entire event: 

Personal travel and medical Insurance, with 24 hour emergency telephone helpline, such policy must provide adequate cover for treatment and repatriation in the event of any accident. All Participants must carry a ‘Global Health Insurance Card’ (GHIC). How to apply for GHIC : https://www.nhs.uk/using-the-nhs/healthcare-abroad/apply-for-a-free-uk-global-health-insurance-card-ghic/

For more info visit:  https://www.gov.uk/global-health-insurance-card 

Participants have to carry this Insurance documentation with them at all times.

Participants who wish to rent a vehicle during the retreat must carry their Vehicle Registration documentation or whatever other legal title or registration documents required for non-UK vehicles. UK or other local country Driving Licence. 

The Event Organiser is not responsible for the Participants loss of any documents as security of personal documentation is the sole responsibility of the Participant. All additional direct and indirect costs incurred by the Participant to replace documents or because they are unable to produce these documents on request by a legal authority or are detained by a legal authority, are therefore carried by the Participant and refunds will not be made for any part of the event missed nor any other costs incurred by the Participant in these circumstances. 

Check Italy entry requirements here: https://www.gov.uk/foreign-travel-advice/italy/entry-requirements

4. BOOKINGS

All bookings are made on a first-come first-served basis. The Participant is the name listed on the booking form (“Participant/s”). All Participants are required to agree to all Terms & Conditions when they sign the Booking Form; receipt of these forms together with Participant’s payment confirms their booking. A booking is deemed made and valid, only on timely receipt of required forms and payment of the required deposit to secure a place; it is not deemed valid on any other form of request verbal or written. The Event Organiser reserves the right to decline any booking at their discretion. Variation of the terms of this contract are only valid if received in writing and signed by both the Participant(s) and an authorised representative of the Event Organiser. The contract and all matters arising from it are subject to English Law and to the exclusive jurisdiction of the English Courts. In the event that any of the provisions of this contract shall be determined by any Court to be invalid, unlawful or unenforceable to any extent then such provision shall be to that extent severed from the remaining provisions of the contract, and the remaining provisions of the contract shall continue to be valid and enforceable.

5. TRANSFER OF BOOKING

If a participant, for any reason, is unable to travel he/she may request to transfer their booking to a third party. A transfer request may be made by email to rosannacorefitness@gmail.com no later than two (2) weeks prior to the start date of the Retreat. This email to the Event Organiser must give the reasons for the request and include the full details, including email address, of the Third Party that the booking will transfer to. In the event of a transfer occurring, all financial arrangements between the original Participant and the person to whom they transfer the booking (Third Party), shall remain the responsibility of the original Participant and not the Event Organiser. The final payment deadline remains in force and failure to pay the balance on the due date may result in cancellation of the original booking with subsequent loss of monies already paid by the original Participant. The remaining balance of any monies outstanding for the Retreat remains the responsibility of the original Participant and does not transfer to the Third Party. Should this transfer request be granted, the original deposit is forfeit as deposits are non-transferable and non-refundable. The changes requested are subject to an administration fee of £100 plus any direct costs incurred by the Event Organiser. Any outstanding payments together with this administration fee and any direct costs incurred by the Event Organiser are payable by the original Participant and do not transfer to the Third Party. Upon granting of the transfer, the Third Party is required to complete a new booking form and agree the Terms and Conditions of the Event and they then become responsible for all relevant documentation relating to the Event

6. PARTICIPANT CANCELLATION OR CURTAILMENT

If a Participant wishes to cancel, at least twelve weeks written notice to the Event Organiser must be given prior to the stated start date of the Retreat requesting cancellation and giving the reasons for the request. 

Regardless of reason, if a Participant cancels the following refund policy will apply: 

•  60 days or more before start of retreat : refund of payments made minus your deposit

• 60-30 days prior the start of retreat : 50% refund of payments made minus your deposit

• 30-0 days prior the start of retreat: No refund

Any deposit paid is non-refundable and non-transferable.

If for any reason a Participant decides to curtail their attendance to the Retreat during its duration, all additional direct and indirect costs incurred by the Participant are therefore borne by the Participant. Neither the Participant nor any other third party involved with the Participant will be due any refunds or compensation for any part of the retreat missed due to curtailment of their participation in the event. Requests for refunds of your Retreat payments should be referred to your Travel Insurance provider.

7. EVENT OPERATOR CANCELLATION

The Event Organiser reserves the right to cancel an Event if there are ten or less Participants booked 60 days prior to the start date of an Event. Should such a cancellation occur the Participants shall be offered an alternative event or a refund of all monies paid including the deposit. Notification will be made to Participants immediately cancellation is decided in the first instance via telephone followed by email confirmation of the cancellation.

 If the event is cancelled, the Event Organiser will not be liable for additional costs or losses incurred by Participant(s) due to the cancellation of the event. This includes but is not limited to, the cost of prepaid airline tickets, entry reservations to sightseeing tickets or car rental costs. Requests for refunds of your Retreat payments should be referred to your Travel Insurance provider. The Event Organiser reserves the right to cancel or curtail the event at any time prior to the start date or at any time during the event itself due to COVID or any changes in COVID regulations in the UK or COVID regulations in the visited country(ies). Should such a cancellation or curtailment occur (related to COVID) no refund will be given. Requests for refunds of your Retreat payments should be referred to your Travel Insurance provider.

In the case of a cancellation on my part, Rosanna Core Fitness will provide a full refund of any payments you have made to Rosanna Core Fitness in respect of the retreat event including the deposit but excluding other expenses such as airline tickets, parking and other possible expenses that you may have incurred

8. EVENT ORGANISER RESPONSIBILITY

The Event Organiser is responsible for ensuring that any part of the event, where it is within their control, is supplied as described in the promotional materials and that the local suppliers of services are efficient and reputable. During the event some amenities, e.g. sauna, bio spa, swimming pools etc., require regular servicing and cleaning and may therefore be inaccessible at times. The Event Organiser cannot be held responsible for some amenities being affected by weather conditions, mechanical breakdowns or other circumstances beyond the Event Organiser control. The Event Organiser cannot be held responsible for death, personal injury or illness caused by activities engaged in which are outside the retreat itinerary. The Event Organiser also cannot be held responsible for death, personal injury or illness however caused unless shown to be negligent where such finding of negligence has been made subject to English Law and to the exclusive jurisdiction of the English Courts.

9.EVENT PRICING CONDITIONS

The Retreat Price includes all fees and services as listed in the relevant event documentation as supplied to the Participant. Anything not listed as included is excluded and therefore at the Participants own cost. Please read your Event documentation to ascertain the pricing structure that applies to your event. The remainder of the Event Pricing Conditions below only apply when the Event Organiser has included Participants travel arrangements as part of an entire Events’ booking and operation. If these conditions are to be applied to an Event the Operator will include this information in the relevant Event publicity material and all relevant Event documentation that is supplied to Participants. If an Event is being operated on the condition that Participants make their OWN travel arrangements to and from the stated start and finish of the Event, then the following details of the Event Pricing Conditions below do not apply. Participants who book on a Single use of accommodation basis are provided with a room for sole occupancy (if applicable to the specific retreat). Participants will share with one other Participant who has booked on the trip. Participants who book on a Retreater and Non-pilates partner Shared Room basis are provided with one room on a double occupancy basis. 

Shared accommodation will normally be allocated to Participants of the same sex unless a Participant informs the Event Organiser in writing that they wish to share with a travelling companion of the opposite sex contingent on the condition that this arrangement is allowed by the rules of the service provider being used and the laws of the country being visited. If a Participant has booked on a Solo Retreater Shared Room basis but there are no other Participants to share with, the difference between a Solo Retreater Shared Room price and a Solo Retreater Single Room price will be payable by the Participant. As Event Organiser I am unable to guarantee against suppliers being constrained by unforeseen contingencies that affect the provision of supply of requested rooms and travel arrangements. Alternatively under the Terms and Conditions titled “Participant Cancellation or Curtailment” the Participant may choose to cancel their attendance at the Retreat and requests for refunds of their Retreat payments should be referred to their Travel Insurance provider.

Important note: prices are correct at the time of printing/publication, however circumstances beyond our control, e.g., government action, taxes and currency fluctuations, increased supplier fees etc., may cause an increase. If such cases arise, as the Event Organiser I will absorb amounts equivalent to 2% of the Retreat cost although we reserve the right to pass on surcharges larger than this providing they occur more than 6 weeks before departure. In the event of such an alteration to an Event price the Event Organiser will inform the affected Participants by email stating the amount of the increase and the currency it will be levied in.

10.EVENT CHANGES

As event arrangements are made many months in advance, it is possible that some changes to an itinerary might be made necessary by circumstances outside the control of the Event Organiser. If significant changes ARE made after the Participant has fully paid for their booking, these being exclusively: changes to date or point of departure; ultimate destination; or a major change to the event itinerary that reduces the quality of the event, the Event Organiser will notify the Participant by email, whereby participants will be free to choose to continue with the event with the revised itinerary OR accept the offer of an alternative event of equivalent value. “Equivalent Value” refers to the length and type of Retreat, not to the monetary value / amount paid for the event as costs differ according to the country visited. Alternatively, the Participant may cancel the booking, and make a claim against their Travel Insurance provider for this cancellation. In the event of a significant change that results in a Participant’s cancellation, the Event Organiser will offer compensation for the time periods and amounts as stated: Compensation per person: MORE than eight weeks prior to the start date of the Event = £Nil compensation; Compensation per person: LESS than eight weeks prior to the start date of the Event = £25 compensation. This request for compensation where due, must be made to the Event Organiser in writing no later than the start date of the cancelled event that the Participant had booked on. The Event Organiser will not be liable for additional costs or losses incurred by participants due to the cancellation of the Event. Participants should refer to their Travel Insurance provider. In the case of a Participants’ cancellation of their booking in these circumstances, recovery of any payments they have made towards the altered Event should be referred to their Travel Insurance provider.

11.DELAYS

The Event Organiser cannot be held responsible for unforeseen delays to a Participants’ journey during their travel to partake in their booked Retreat. In the event of a delay Participants will be responsible for providing all their own additional meals, travel and accommodation. Where Participant’s flights or other travel have been delayed at the start of an Event by circumstances not attributable to the Event Organiser, any financial or other consequences of not arriving the specified time or date for the start of the Event are borne by the Participant. The Event Organiser will not provide a refund for any part of the event missed. In the case of a Participant's disruption to travel to their booked Event, recovery of any consequential payments they have outlaid should be referred to their Travel Insurance provider.

12.AMENDMENTS TO AN EVENT

Unless advertised as a one-to-one event, the Event Organiser and their associated companies provide retreat on the basis that retreat are operated for the benefit of a group of participants therefore no amendments or variations to an Event will be granted to a single participant that would adversely affect the other event participants. Should the circumstance arise that a Participant chooses to request a variation or amendment to an Event, this request must be made in writing to the Event Organiser and the Participant must accept as final any decision made by the Event Organiser regarding this request and no further correspondence will be entered into regarding this decision. The Event Organiser reserves the right to amend or vary a Retreat if a situation arises outside the control of the Event Organiser or Suppliers as stated in the following sections: As Event Organiser we are unable to guarantee against suppliers being constrained by unforeseen contingencies that affect the provision of supply of requested rooms and travel arrangements: for full details read Section 9.EVENT PRICING CONDITIONS. As retreat arrangements are made many months in advance, it is possible that some changes to an itinerary might be made necessary by circumstances outside the control of the Event Organiser: for full details read Section 10.EVENT CHANGES. 

13.FORCE MAJEURE

Force Majeure means unusual and unforeseeable circumstances which are beyond normal control, the consequences of which could not have been avoided even if all due care had been exercised. Such circumstances or events include (but are not limited to) war, or threat of war, riot, civil strife, industrial dispute, unavoidable technical problems with transport, closure or congestion of airports, terrorist activity, natural or nuclear disaster, an outbreak of a pandemic disease over a whole country or the world, volcanic activity, fire and adverse weather conditions. In the event of any of the above, refunds or compensation cannot be made and Participants will be responsible for providing all their own additional meals, travel and accommodation. In the case of a Participant’s disruption to travel to their booked Event in the event of Force Majeure, recovery of any consequential payments they have outlaid should be referred to their Travel Insurance provider.

14.PHOTOGRAPHY AND FILMING

The Event Organiser reserves the right to undertake or have an associate company undertake on their behalf photography and filming of a Retreat and all Participants, and may use such material for any marketing purposes including but not limited to advertising of any kind, magazine articles, company brochures and TV or film production without obtaining further consent from a Participant. Any Participant sharing or sending photographs or video content to the Event Organiser or any other third party is granting permission for such material to be used for any marketing purposes including but not limited to advertising of any kind, magazine articles, company brochures and TV or film production without obtaining further consent from a Participant. Any Participant may opt out of this provision by writing to the Event Organiser via emailing rosannacorefitness@gmail.com at the time of booking the Retreat, clearly stating the Participants full name and all the relevant Retreat details. In the circumstance of a Participant opting out of such material being collected by the Event Organiser or their associate company then the Event Organiser is not responsible for any other Participant or other third party taking such photos or film footage of a Participant nor for that other Participant or other third party sending or sharing such material with any other third party.

15.COMPLAINTS

If a situation arises whereby a Participant feels that the Event Organiser has not met their obligations, the relevant issue should be approached in the following manner: Raise the issue with the appropriate Event Organiser. If the issue is not addressed to the satisfaction of the Participant, the Participant is required to write to the Company, such letter giving the Participants full name and the name of the Retreat involving the issue, and describing the issue and why they feel that the Event Organiser or representative has not achieved a resolution satisfactory to the Participant. Send all written communication for COMPLAINT, to : rosannacorefitness@gmail.com with COMPLAINT as the subject heading, and the body text giving the Participants full name and the name of the Retreat, then describing the issue and why the Participant feels that the issue is of such matter. If an issue arises that is of such urgency that it needs immediate attention from the Event Organiser, only then it will be considered appropriate to PHONE directly to the Director. The phone number for such communication is: +44 07985086788 between 12:00 and 17:00 Monday to Friday. It is not acceptable in any instance for a Participant to address their complaint via any form of public media as any such issue should first be brought to the attention of the Event Organiser and /or representative and time given to allow said representative to address the issue raised. Should a Participant fail to follow the steps outlined above to resolve any such issue but instead make any attempt to seek redress of said issue via public media their actions may constitute a breach of the slander or libel laws of the UK as the Terms and Conditions of this contract and all matters arising from it are subject to English Law and to the exclusive jurisdiction of the English Courts. The Companies bound by this agreement may seek full redress under this jurisdiction for any harm or damage or loss that those Companies suffer as a result of a Participant undertaking such action via public media. Should the Event Organiser seek such redress against a Participant and the Participant cannot continue with the Event, all additional direct and indirect costs incurred are therefore borne by the Participant and refunds or compensation will not be made for curtailment of their participation in the event nor any other costs incurred by the Participant nor any other third party acting on their behalf in these circumstances.

16.DISCLAIMER

Variation of the terms of this contract are only valid if received in writing and signed by both the Participant(s) and an authorised representative of the Event Organiser. The contract and all matters arising from it are subject to English Law and to the exclusive jurisdiction of the English Courts. In the event that any of the provisions of this contract shall be determined by any Court to be invalid, unlawful or unenforceable to any extent then such provision shall be to that extent severed from the remaining provisions of the contract, and the remaining provisions of the contract shall continue to be valid and enforceable.