Retreat Terms & Conditions
Please take the time to read and understand the Terms & Conditions below before booking a retreat with Flying Heart Retreats. By completing your booking with a deposit, you confirm that you have read, understood, and agreed to everything outlined in this document.
1. Your Booking Is a Binding Agreement
When you (referred to as "traveler" or "guest") book a retreat with Flying Heart Retreats (referred to as "we," "us," or "Flying Heart"), you are entering into a legally binding agreement. Your booking, together with (a) these Terms & Conditions and (b) the retreat-specific details listed on our website, constitutes the full agreement between you and Flying Heart Retreats. If you are booking on behalf of a group, all individuals in that booking are considered to have read and agreed to these Terms & Conditions.
2. Deposits
A non-refundable deposit is required to secure your spot on any Flying Heart retreat. Deposit amounts typically range from $800 to $1,200 USD and will vary depending on the retreat and venue. The specific deposit amount for each retreat will be clearly listed on the individual retreat page. If your booking is made within 65 days of the retreat start date, full payment may be required at the time of booking, unless otherwise communicated on the specific retreat page.
3. Final Payment
Your remaining balance is due 65 days prior to the retreat start date, though this may vary depending on the specific retreat. Payment deadlines will always be clearly communicated in your confirmation and on the retreat page. If final payment is not received by the due date, Flying Heart Retreats reserves the right to release your spot and treat your booking as cancelled.
4. Passports, Visas & Travel Documents
For international retreats, you are responsible for ensuring you hold a valid passport and all required travel documents, including visas, entry permits, and health certificates, for every country you will visit. Many countries require your passport to be valid for at least six months beyond your travel dates — please research the entry requirements for your specific destination well in advance. Flying Heart Retreats is not responsible for denied entry or any consequences arising from incomplete or invalid travel documentation.
5. Your Personal Details
To finalize your booking, we may request the following information no later than the date your final payment is due:
6. Roommate Requests
We can't guarantee a roommate match, but we're happy to try. Just let us know when booking and we'll do our best to pair you with a compatible fellow traveler. Please note that if a match isn't found, your room will default to single occupancy and pricing will reflect that — so we ask that you only request this option once you're fully committed to attending, regardless of the category of room you end up having (double or single).
7. What's Included
The price of your retreat includes all items listed under "What's Included" on the individual retreat page, which may consist of:
8. What's Not Included
Unless otherwise noted, the following are not included in the retreat price:
9. Optional Activities
Any optional activities or excursions not listed as included in your retreat are independent of your booking and not part of this agreement. Flying Heart Retreats is not liable for any optional activities arranged with or through third-party providers, regardless of whether assistance was offered by a retreat leader or local representative.
10. Cancellation by Guest
Due to the financial commitments Flying Heart Retreats holds with venues, providers, and retreat partners, all payments — including deposits — are non-refundable. In some circumstances, partial amounts may be transferable to a future retreat, but this is not guaranteed and is reviewed case by case based on timing and situation. If you cancel your booking less than 65 days prior to the retreat start date, or if you fail to arrive or depart early for any reason, no refund will be issued. We strongly recommend purchasing travel insurance to protect your investment.
11. Cancellation by Flying Heart Retreats
Flying Heart Retreats reserves the right to cancel any retreat up to 65 days before the start date, in which case a full refund of all monies paid will be issued. In the event of cancellation due to circumstances beyond our control — including natural disasters, political instability, or other force majeure events — a refund will be issued for amounts paid, less any non recoverable costs already incurred. Travel insurance is strongly recommended to cover such scenarios.
12. Right to Decline or Remove Participants
Flying Heart Retreats reserves the right to decline any booking if we believe a guest may pose a risk or be disruptive to the group experience. If a booking is declined prior to the retreat start date, a full refund will be issued. Our retreat leaders also hold the authority to ask a guest to leave a retreat in progress if their behavior is deemed harmful or significantly disruptive to others. In such cases, no refund will be issued for any portion of the retreat.
13. Itinerary Changes
All retreat itineraries reflect our intended plan and are subject to change. Circumstances beyond our control — including weather, logistics, or local conditions — may require adjustments to the schedule, accommodations, activities, or yoga programming. Flying Heart Retreats is not liable for itinerary changes and does not guarantee adherence to any published schedule. Yoga instruction will be provided at the discretion of the lead teacher in their individual style.
14. Travel Insurance
We strongly recommend that all guests purchase comprehensive travel insurance prior to departure. Travel insurance can provide coverage for trip cancellation, medical emergencies, lost or damaged belongings, delays, and more. Flying Heart Retreats is not liable for any costs or losses incurred due to unforeseen travel disruptions, health incidents, or cancellations. Each guest assumes full financial responsibility for their own travel-related losses. Please consult your insurance provider for details on coverage.
15. Photos & Content
By participating in a Flying Heart retreat, you grant Flying Heart Retreats the irrevocable, royalty-free right to use any photos or video footage captured during the retreat that include your likeness for marketing and promotional purposes, including on our website and social media platforms. Similarly, any photos or footage you capture and share publicly on social media may be re-shared by Flying Heart Retreats with credit given where possible. If you notice we have failed to credit you, please notify us and we will address it promptly.
16. Vaccinations & Travel Advisories
Each guest assumes full responsibility for researching and obtaining any vaccinations or health requirements for their destination, as well as staying informed of any applicable travel advisories or warnings. We encourage all guests to consult a travel medicine physician prior to departure. Entry requirements can change quickly — it is your responsibility to remain current on all health and safety protocols up to and during your travel.
17. Health & Fitness Acknowledgment
By booking with Flying Heart Retreats, you confirm that you are in good general health and capable of participating in the activities included in your chosen retreat. You confirm that you are able to care for yourself throughout the trip and that no known medical condition, physical limitation, or disability would create an unreasonable risk to yourself or others. If you have any health concerns, we encourage you to consult your physician before booking.
18. Third-Party Providers
Flying Heart Retreats coordinates with a network of independent third party providers — including accommodations, transportation, food services, tour operators, and local guides — to deliver each retreat experience. These providers are independent contractors and are not employees or affiliates of Flying Heart Retreats. While we carefully select our partners, Flying Heart Retreats is not liable for the acts or omissions of any third-party provider, including any injury, loss, damage, or inconvenience that may result.
19. Assumption of Risk
Travel inherently involves risk. By booking with Flying Heart Retreats, you acknowledge and accept the risks associated with international travel, yoga practice, and physical activities, including but not limited to delays, illness, injury, or unforeseen events. Some destinations are remote, and access to medical care may be limited. You are encouraged to familiarize yourself thoroughly with your destination before departure and to make informed decisions about your participation.
20. Limitation of Liability
Flying Heart Retreats and its representatives shall not be held liable for any direct, indirect, incidental, or consequential damages, losses, or expenses arising from your participation in a retreat, including claims related to personal injury, illness, property loss, or travel disruption. You expressly release Flying Heart Retreats from all such claims and acknowledge that you assume full responsibility for any and all risks associated with your travel and participation.
21. Privacy
Any personal information collected by Flying Heart Retreats will be used solely in connection with the operation of your retreat or to share relevant updates and offerings. Your information may be shared with our trusted service providers as needed to deliver your retreat experience. We do not sell or share your personal information with third parties for marketing purposes.
22. Dispute Resolution
Any dispute arising from your booking or participation in a Flying Heart retreat shall be resolved through confidential and binding arbitration, mutually agreed upon by both parties. Each party shall bear their own legal fees and costs. By booking with Flying Heart Retreats, you waive your right to a trial by jury.
23. Governing Law
These Terms & Conditions shall be governed by and construed in accordance with applicable law. Any legal proceedings shall be subject to the jurisdiction agreed upon at the time of dispute.
24. Updates to These Terms
Flying Heart Retreats reserves the right to update these Terms & Conditions at any time. The most current version will always be available on our website and will supersede all prior versions.
— Acknowledgment —
By completing your booking with Flying Heart Retreats, you confirm that you have read, understood, and agreed to all Terms & Conditions outlined above.
When you (referred to as "traveler" or "guest") book a retreat with Flying Heart Retreats (referred to as "we," "us," or "Flying Heart"), you are entering into a legally binding agreement. Your booking, together with (a) these Terms & Conditions and (b) the retreat-specific details listed on our website, constitutes the full agreement between you and Flying Heart Retreats. If you are booking on behalf of a group, all individuals in that booking are considered to have read and agreed to these Terms & Conditions.
2. Deposits
A non-refundable deposit is required to secure your spot on any Flying Heart retreat. Deposit amounts typically range from $800 to $1,200 USD and will vary depending on the retreat and venue. The specific deposit amount for each retreat will be clearly listed on the individual retreat page. If your booking is made within 65 days of the retreat start date, full payment may be required at the time of booking, unless otherwise communicated on the specific retreat page.
3. Final Payment
Your remaining balance is due 65 days prior to the retreat start date, though this may vary depending on the specific retreat. Payment deadlines will always be clearly communicated in your confirmation and on the retreat page. If final payment is not received by the due date, Flying Heart Retreats reserves the right to release your spot and treat your booking as cancelled.
4. Passports, Visas & Travel Documents
For international retreats, you are responsible for ensuring you hold a valid passport and all required travel documents, including visas, entry permits, and health certificates, for every country you will visit. Many countries require your passport to be valid for at least six months beyond your travel dates — please research the entry requirements for your specific destination well in advance. Flying Heart Retreats is not responsible for denied entry or any consequences arising from incomplete or invalid travel documentation.
5. Your Personal Details
To finalize your booking, we may request the following information no later than the date your final payment is due:
- Full legal name (as it appears on your passport)
- Passport number and expiration date
- Color copy of passport photo page
- Date of birth
- Dietary needs or restrictions
- Any medical conditions, injuries, or physical limitations relevant to participation
- We will usually send a secure, online form to obtain information key in making sure your experience is as smooth as possible.
6. Roommate Requests
We can't guarantee a roommate match, but we're happy to try. Just let us know when booking and we'll do our best to pair you with a compatible fellow traveler. Please note that if a match isn't found, your room will default to single occupancy and pricing will reflect that — so we ask that you only request this option once you're fully committed to attending, regardless of the category of room you end up having (double or single).
7. What's Included
The price of your retreat includes all items listed under "What's Included" on the individual retreat page, which may consist of:
- Accommodations as described
- Meals as described
- Ground transfers to and from the retreat location (as noted-this is not included in some retreats)
- Yoga instruction and programming
- Any additional inclusions listed on the retreat page
8. What's Not Included
Unless otherwise noted, the following are not included in the retreat price:
- International or domestic airfare
- Ground transfers to and from the retreat location - unless specifically noted as included on unique retreat page.
- Excess baggage fees
- Passport, visa, or travel document fees
- Travel insurance (strongly recommended — see Section 14)
- Alcoholic beverages
- Optional excursions or activities
- Gratuities
- Personal expenses
- Any items listed under "What's Not Included" on the retreat page
9. Optional Activities
Any optional activities or excursions not listed as included in your retreat are independent of your booking and not part of this agreement. Flying Heart Retreats is not liable for any optional activities arranged with or through third-party providers, regardless of whether assistance was offered by a retreat leader or local representative.
10. Cancellation by Guest
Due to the financial commitments Flying Heart Retreats holds with venues, providers, and retreat partners, all payments — including deposits — are non-refundable. In some circumstances, partial amounts may be transferable to a future retreat, but this is not guaranteed and is reviewed case by case based on timing and situation. If you cancel your booking less than 65 days prior to the retreat start date, or if you fail to arrive or depart early for any reason, no refund will be issued. We strongly recommend purchasing travel insurance to protect your investment.
11. Cancellation by Flying Heart Retreats
Flying Heart Retreats reserves the right to cancel any retreat up to 65 days before the start date, in which case a full refund of all monies paid will be issued. In the event of cancellation due to circumstances beyond our control — including natural disasters, political instability, or other force majeure events — a refund will be issued for amounts paid, less any non recoverable costs already incurred. Travel insurance is strongly recommended to cover such scenarios.
12. Right to Decline or Remove Participants
Flying Heart Retreats reserves the right to decline any booking if we believe a guest may pose a risk or be disruptive to the group experience. If a booking is declined prior to the retreat start date, a full refund will be issued. Our retreat leaders also hold the authority to ask a guest to leave a retreat in progress if their behavior is deemed harmful or significantly disruptive to others. In such cases, no refund will be issued for any portion of the retreat.
13. Itinerary Changes
All retreat itineraries reflect our intended plan and are subject to change. Circumstances beyond our control — including weather, logistics, or local conditions — may require adjustments to the schedule, accommodations, activities, or yoga programming. Flying Heart Retreats is not liable for itinerary changes and does not guarantee adherence to any published schedule. Yoga instruction will be provided at the discretion of the lead teacher in their individual style.
14. Travel Insurance
We strongly recommend that all guests purchase comprehensive travel insurance prior to departure. Travel insurance can provide coverage for trip cancellation, medical emergencies, lost or damaged belongings, delays, and more. Flying Heart Retreats is not liable for any costs or losses incurred due to unforeseen travel disruptions, health incidents, or cancellations. Each guest assumes full financial responsibility for their own travel-related losses. Please consult your insurance provider for details on coverage.
15. Photos & Content
By participating in a Flying Heart retreat, you grant Flying Heart Retreats the irrevocable, royalty-free right to use any photos or video footage captured during the retreat that include your likeness for marketing and promotional purposes, including on our website and social media platforms. Similarly, any photos or footage you capture and share publicly on social media may be re-shared by Flying Heart Retreats with credit given where possible. If you notice we have failed to credit you, please notify us and we will address it promptly.
16. Vaccinations & Travel Advisories
Each guest assumes full responsibility for researching and obtaining any vaccinations or health requirements for their destination, as well as staying informed of any applicable travel advisories or warnings. We encourage all guests to consult a travel medicine physician prior to departure. Entry requirements can change quickly — it is your responsibility to remain current on all health and safety protocols up to and during your travel.
17. Health & Fitness Acknowledgment
By booking with Flying Heart Retreats, you confirm that you are in good general health and capable of participating in the activities included in your chosen retreat. You confirm that you are able to care for yourself throughout the trip and that no known medical condition, physical limitation, or disability would create an unreasonable risk to yourself or others. If you have any health concerns, we encourage you to consult your physician before booking.
18. Third-Party Providers
Flying Heart Retreats coordinates with a network of independent third party providers — including accommodations, transportation, food services, tour operators, and local guides — to deliver each retreat experience. These providers are independent contractors and are not employees or affiliates of Flying Heart Retreats. While we carefully select our partners, Flying Heart Retreats is not liable for the acts or omissions of any third-party provider, including any injury, loss, damage, or inconvenience that may result.
19. Assumption of Risk
Travel inherently involves risk. By booking with Flying Heart Retreats, you acknowledge and accept the risks associated with international travel, yoga practice, and physical activities, including but not limited to delays, illness, injury, or unforeseen events. Some destinations are remote, and access to medical care may be limited. You are encouraged to familiarize yourself thoroughly with your destination before departure and to make informed decisions about your participation.
20. Limitation of Liability
Flying Heart Retreats and its representatives shall not be held liable for any direct, indirect, incidental, or consequential damages, losses, or expenses arising from your participation in a retreat, including claims related to personal injury, illness, property loss, or travel disruption. You expressly release Flying Heart Retreats from all such claims and acknowledge that you assume full responsibility for any and all risks associated with your travel and participation.
21. Privacy
Any personal information collected by Flying Heart Retreats will be used solely in connection with the operation of your retreat or to share relevant updates and offerings. Your information may be shared with our trusted service providers as needed to deliver your retreat experience. We do not sell or share your personal information with third parties for marketing purposes.
22. Dispute Resolution
Any dispute arising from your booking or participation in a Flying Heart retreat shall be resolved through confidential and binding arbitration, mutually agreed upon by both parties. Each party shall bear their own legal fees and costs. By booking with Flying Heart Retreats, you waive your right to a trial by jury.
23. Governing Law
These Terms & Conditions shall be governed by and construed in accordance with applicable law. Any legal proceedings shall be subject to the jurisdiction agreed upon at the time of dispute.
24. Updates to These Terms
Flying Heart Retreats reserves the right to update these Terms & Conditions at any time. The most current version will always be available on our website and will supersede all prior versions.
— Acknowledgment —
By completing your booking with Flying Heart Retreats, you confirm that you have read, understood, and agreed to all Terms & Conditions outlined above.
