These Terms and Conditions (the “Terms”) apply to any retreats, or services you have booked with or purchased from Opare Institute and govern the contractual relationship between you and, Opare Institute with respect to any such products and/or services. Please read these Terms carefully as by booking any Retreat with Opare Institute, you acknowledge that you: i) have read and understand these Terms, and ii) indicate your express acceptance of and agree to be bound by these Terms. If you have confirmed a booking on any Retreat with more than one Buyer named and booked on such booking, you shall be deemed to have accepted these Terms on behalf of all Buyers named in the booking and traveling on or otherwise participating in any Retreat. The Buyer who confirmed the booking is deemed to be the designated contact person for all other Buyers named in such booking. These Terms constitute the entire agreement between the Buyer and Opare Institute with respect to the subject matter thereof and supersedes all prior agreements, representations and understandings of the parties, written or oral.
1.The Booking Contract
All participants must make themselves aware of the terms and conditions and accept the risks associated with the retreat activities. Each guest must be responsible for taking out the appropriate personal accident, holiday and cancellation insurance for the full duration of the retreat.
Opare Institute, known and referred to hereafter as OI accepts bookings subject to the following conditions as laid out below.
The contract is subject to these booking conditions which the participant has been deemed to have read and fully understood. These booking conditions can only be varied by written agreement between OI and the participant.
To place a booking with OI, OI requires a non refundable deposit fee per participant. The participant shall be deemed to have read and fully understood these terms and conditions. All bookings are provisional and are only confirmed when the deposit payment has cleared OI’s bank account.
OI reserves the right to decline any booking at their discretion.
FEE AND PAYMENT TERMS
The fee payable at the time of booking shall be a non refundable deposit per participant.
Payment plans are made available based on when the participant has registered. Any payment plan agreed upon by OI will insure that the balance of retreat fee is due as follows:
½ of balance due to be paid on or before 3 months prior to the retreat date.
Remainder of balance due to be paid on or before 1 month prior to the retreat date.
In the event that the balance due is not paid within 5 days or due date OI will have the discretion to treat the booking as cancelled by the participant, the fee paid by the participant will be retained by OI.
OI will charge a late payment fee to those guests who do not pay in full within the time frame specified in the payment terms and conditions, the late payment fee will be charged at $50.00 per participant.
RESPONSIBILITIES OF THE PARTICIPANT
The fee does not include travel to and from Arusha Tanzania and this shall be the sole responsibility of the participant unless otherwise agreed in writing with OI.
OI will provide airport transfers to and from Kilimanjaro Airport on the start and ending day of the retreat. It is the responsibility of the participant to provide to OI the arrival and departure schedules at least 14 days before the retreat date.
The participant is responsible for their own personal medical requirements, clothing and footwear for the duration of the services unless otherwise agreed in writing with OI.
It is the participants responsibility to inform OI in writing of any past, present or potential health issues that may make them unsuitable to participate in the services agreed, failure to disclose any such information may result in OI terminating the contract and withdrawing the participant from the services without refund, notwithstanding conditions of cancelation by OI. If a letter of suitability is required from a guests medical professional then this must be sent to OI a minimum of 7 days prior to a retreats start date.
It is the sole responsibility of the participant to ensure that the balance for the cost of their retreat place is paid in full and on time as per the terms set out by OI.
It is the participants responsibility to ensure that they have purchased sufficient and appropriate travel and medical insurance for the full duration of their retreat.
It is the sole responsibility of the participant to ensure that their payment is made on time and by the due date, as per the terms and conditions.
VARIATIONS AND AMENDMENTS
If there is a major change OI shall notify the participant forthwith, OI shall seek to offer the participant arrangements as close to the original as it is reasonably possible in the circumstances. If there is any other change other than a major change OI is not obliged to inform the participant in advance or obliged to pay any compensation.
CANCELLATION BY THE PARTICIPANT
If the participant wishes to cancel the contract they must advise OI in writing as soon as reasonably possible. Registration fees are NOT refundable.
Participants may TRANSFER their Retreat booking to another person. If the participant wishes to transfer their booking, he or she must give notice in writing providing the full name, address and contact details of the third party as soon as reasonably possible.
CANCELLATION BY OI
OI will always endeavor to fulfill confirmed bookings, however, OI does reserve the right to cancel. If OI cancels a booking prior to the commencement of the services the participant will be offered an alternative date, or a full refund of all monies paid by the guest up to that point for the specified reservation.
OI reserves the right to alter the content of the services at any time without notice to the participant due to certain factors, including, but not limited to the weather, staff, and any physical fitness of the participants.
Any information on / about our services published by OI for it’s literature and web site is designed for illustrative purposes only.
If the participant elects not to participate in any of the services being provided, OI has no obligation to provide an alternative activity or service and the participant will not be entitled to a refund.
If OI believes that a participants health and safety is at risk, or a participant has failed to disclose any relevant health information in accordance with our terms and conditions, OI may at its absolute discretion make decisions affecting the participant and where necessary may terminate the contract immediately.
The participant must refrain from any illegal act or any conduct physical or verbal which may give offence or cause danger or damage to any person or property. If OI or any of its team, venue staff, consultants or agents become aware of any such action then OI or any of its team, venue staff consultants or agents may at their absolute discretion have the participant immediately removed from any property or facility without refund or compensation. OI will have no liability whatsoever to the participant under such circumstances.
EXTRA COSTS incurred by guests while at the retreat
All spa and holistic therapies, private appointments with any of the retreat team, additional meals, snacks etc will be charged as extras to the cost of the retreat.
Failure of a guest to settle their account (extras) in full prior to departure and as set out by the retreat director will result in the guests credit card being charged for the appropriate amount, in addition an administration fee equal to 25% of the total unpaid bill will be added to the charge.
If a guest has a query / feels that there is a discrepancy with any additional charges then they must make this known to the retreat director by 6.00pm / 18.00 at the latest on the last full day of the retreat either in person or via email. The last full day will be deemed to be the last full retreat day prior to the retreats official departure day.
DEFINITION OF FULL BOARD
The definition of full board will be 3 x meals per day which will be provided as breakfast, lunch and dinner and on full retreat days only, on arrival day only welcome dinner will be provided and on departure day only breakfast and lunch will be provided as part of the retreat cost. This applies ONLY to the retreats official arrival and departure days as specified in the published retreat dates for the appropriate year.
If there is a problem during the retreat / services, the participant must report it in the first instance to the retreat manager / director, if it is still unresolved then the issue should be reported immediately to the Director of OI so that all efforts may be made to resolve the problem promptly and effectively. In the unlikely event that the problem can not be resolved and the participant wishes to make a complaint then the participant must notify OI in writing within 7 days of the end of the services / retreat. Failure to provide notice of the complaint in accordance with the above will preclude the participant from being entitled to take any further action against OI.
If a guest requests additional night/s at the venue, it must be understood that they will be provided strictly on an accommodation only basis, and additional nights will not include any of the services provided during the retreat. Each additional night will be charged at the appropriate rate and must be paid to the main reception at the venue.
The retreat will be deemed to finish at 3:00 pm on the retreats official day of departure as specified by OI.
The venue has a check out policy which requires guests to vacate their suites on the agreed day of departure by no later than 10.00 am, however the You may retain your room until the end of all retreat activities.
None of the exclusions and limitations in these conditions are intended to limit any rights the participant may have under statute or common law which may not be excluded, nor in any way to exclude or limit liability to the participant for personal injury or death resulting from OI negligence or that of its employees or agents, or for any liability incurred as a result of fraud or fraudulent misrepresentation by OI.
The participant understands that attending any activity or service provided by OI involves some level of risk. These risks include but are not limited to physical injury or even death. By attending any activity or service provided by OI the participant agrees to assume these risks and agrees to release and discharge OI and its Directors, employees and agents from any and all claims for liability.
Neither OI nor any of its Directors, employees or agents will be liable for any loss or damage to any personal property or vehicle belonging to the participant during the services.
It is the sole responsibility of the participant to purchase full and adequate medical, personal injury and holiday insurance for the full duration of their stay with OI.
All guests must refrain from any illegal act or any conduct unbecoming a retreat guest, conduct or language which may give offence to a team member or guest or any act which may cause damage to property. If OI or any of its staff, consultants or agents become aware of any such act / conduct then OI and its agents may, at their absolute discretion, ask the participant to leave the premises, property or facility, this will be without refund or compensation to the guest, in these circumstances OI will have no further responsibility or liability to the guest.
OI reserve the right to take any photos / recordings of the participant during the services, and the participant accepts that all rights whatsoever arising in the recordings shall be solely owned by OI.
The participant accepts and agrees that any photos / recordings may be used by OI at its absolute discretion in any manner, including but not limited to its web site, promotional material and advertisements. OI will not share sensitive health or personal information.
OI reserves all copyright which may subsist in the products of, or in connection with, the provision of all activities, services or facilities. OI reserves the right to take such actions as it deems appropriate or necessary to restrain or prevent infringement of such copyright.
LAW AND JURISDICTION
These terms and conditions shall be governed and construed in accordance with US law, and the parties shall submit to the non exclusive jurisdiction of the State of Georgia, USA Courts.
OI is committed to protecting and respecting your privacy. We will not share sensitive personal information or use in publicity.
USE OF DATA
Any personal data that you submit will be retained by OI for as long as you use the services and systems provided on the web site. Financial data you submit will not be stored or recorded.
Unless we are obliged or permitted by law to do so, and subject to clause, third party web sites and services your data will not be disclosed to third parties.
All personal data is stored securely in accordance with the principles of the Data Protection Act 1998.
Any or all of the above data may be required by us from time to time in order to provide you with the best possible service and experience whilst using our web site, specifically data may be used by us for the following;
- Internal record keeping.
- To help to improve our products and services.
- To transmit via e-mail details of our products and services which may be of interest to you.
- Contact for market research purposes, which can include e-mail, telephone, postal mail.
CHANGES TO THIS POLICY