Retreat booking terms and conditions
Booking conditions
In making a retreat booking with RUN-ZEN, you accept these Terms and Conditions. Your booking becomes definite once you make a payment and we send you a confirmation email.
Applications without payment of at least a deposit will not be accepted. Retreat fees must be paid in full within 60 days of the start of the retreat and a reminder will be sent to you in advance of this date. If your balance payment is not received by the due date, your deposit may be forfeited and your booking cancelled. If you place a booking within 60 days of the start of the retreat, full payment is required. After booking your retreat with a payment, you will receive a booking confirmation email.
All retreat prices are quoted and payable in GBP. RUN-ZEN is not responsible for any fees incurred due to currency exchange or fees charged by your credit card/bank for processing funds in another currency.
RUN-ZEN retreats are not open to anyone under the age of 18 years.
Cancellation by you
If you cancel at least four weeks before the start of your retreat we shall refund the fees paid by you less an administration charge of 5% of the fee you have paid.
If you cancel within four weeks of the start of your retreat your full retreat fee will be forfeited, unless we take a replacement booking in which case we shall refund your fee after deducting the 5% administration charge.
For cancellations more than four weeks before the start of your retreat we usually make your refund within five working days of your cancellation. Processing of refunds for cancellations within four weeks of the start of your retreat will be deferred while we determine whether we can replace your booking, and so may not be paid until ten working days after the start date of the retreat.
You also have an option to transfer your payment to a different retreat date taking place within the next 12 months.
If there are exceptional compassionate grounds for a late cancellation, let us know as soon as possible by emailing runzen.contact@gmail.com enclosing independent evidence such as an appropriate medical certificate. In such cases we may consider refunding part of your retreat fee. Please note though that this is entirely at our discretion.
If you fail to attend without giving any notice the full retreat fee will be forfeited.
If you wish more protection against loss of fees due to inability to attend then travel insurance may be available to cover this risk.
Cancellation by us
In the event that we have to cancel your booking for any reason, we will notify you of this as soon as possible. You can choose for us to transfer your payment to the same retreat in the future or refund any fees paid by you.
If you choose to be refunded, we will endeavour to make this refund as soon as possible and in any event within 30 days from the last day of the cancelled retreat. In this event our liability to you is limited to refund of fees already paid by you and does not include reimbursement for any consequential losses which may be incurred by you such as non-refundable travel tickets. If this is a concern for you then you may wish to take out appropriate holiday insurance which includes cover for cancellation.
Travel and health insurance
We highly recommend that you consider both travel and medical insurance to cover personal injury and emergency medical expenses including, but not limited to, helicopter evacuation, air ambulance and repatriation. It is strongly recommended the coverage be extended to include cancellation, curtailment, and all other expenses that might arise as a result of loss, damage, injury, delay or inconvenience that may occur during travel.
Your personal safety, health and fitness
Retreat participants are ultimately responsible for their own safety and expected to act responsibly and adhere to all behaviour guidelines and instructions directed by the retreat teachers.
RUN-ZEN reserves the right to prohibit any participant from continuing on a retreat or participating in any runs or activities, with no right of refund if, in our opinion, that participant’s actions pose a threat to their own safety or that of others, or seriously jeopardizes the enjoyment of the other participants. The decision of the RUN-ZEN teachers will at all times be final on all matters likely to affect the safety and well-being of the trip.
In choosing to participate in the retreat, you should be aware of and willing to accept the inherent risks of injury associated with practising yoga and tai chi, as well as the risks of trail running such as slips and falls on rough, uneven and loose trail surfaces, and risks of overheating. Some runs may also briefly follow trails on cliff edges where caution will be required.
Our retreat programmes and schedules are designed to be manageable for people who are healthy and have a fair level of fitness. The retreat booking form asks you to share with us your own view of your fitness. We also ask you to share details of any physical or mental health conditions we should be aware of.
You should notify us (at runzen.contact@gmail.com) of any changes to your health or fitness that occur after you have placed your booking and before you travel.
Photography and video
During the retreat we anticipate taking photographs and video of the various activities. These images are intended for promotional use for RUN-ZEN or BodhiYoga on social media and on our websites etc. We will assume that you are happy for your image to be used, royalty-free, in any such materials unless you request otherwise.
Claims and complaints
If you have a complaint while participating in the retreat, please raise this with one of the teachers so that we may have the opportunity to address your concerns. If you do not indicate dissatisfaction during the retreat your ability to claim compensation from us will be extinguished or at least reduced. If satisfaction is still not reached through these means on retreat then any further complaint must be put in writing us within 7 days of the end of the retreat.
17th July 2023