Active Odyssey - Terms and conditions

1. Booking

To secure your spot on a multi day retreat a none refundable deposit is required at the time of registration to secure a place. A confirmation email from Active Odyssey will confirm your place. You will be offered a choice of payment options upon checkout. 

After a reservation has been made no flights or travel should be booked until the retreat has been confirmed. Once a retreat is confirmed it will be visible on the specific event page and you will also be notified directly by Active Odyssey. 

2. Payment Terms

A none refundable deposit is required to secure a space on an Active odyssey retreat. 

The due date for your remaining balance or final instalment will be visible upon checkout. We accept payment via Debit/credit cards, Apple pay, Google Pay and Paypal. 

Should a guest not pay in full by the deadline, then active odyssey reserves the right to cancel the reservation without compensation, in this case no refund will be due.

3. Cancellation and refund policy

If the client wishes to cancel the reservation/ contract they must advise Active Odyssey in writing/via confirmed email as soon as reasonably possible. Any cancellation of the contract will be subject to the following cancellation charges. for the avoidance of doubt the cancellation charges are based on the number of days before the arrival date of your booked retreat.

The following cancellation policy applies:

> Less that 6 weeks - 100% of the cost of the retreat will be retained by Active Odyssey

> Less that 8 weeks - 50% of the total cost of the retreat will be retained by Active Odyssey

> Less than 12 weeks - 25% of the total cost of the retreat will be retained by Active Odyssey

> More than 16 weeks - Deposit payment will be retained by Active Odyssey

Please note, no refunds can be issued for no shows or early departures. We strongly recommend you take out travel insurance in case of cancellation on your part 

3. Participant responsibility

4. Medical and Health

All clients using Active Odyssey services should be aware that when participating in any exercise or exercise program, including outdoor activities and any other sports as within an Active Odyssey experience, that there is the possibility of physical injury, accident that could result in injury or even death. In making a reservation/booking with Active odyssey you agree to assume such risk and agree to release & discharge Active Odyssey from any and all claims for liability, injury, loss, death and damage arising from your participation in our services.

If you have any medical conditions/s that may make you unsuitable to participate and or may impact your participation in Active Odyssey activities and services, you are required to notify us of them in full prior to making your booking.

If Active Odyssey or any member of the Active odyssey team believe that your health or safety is at risk or if you have failed to disclose to Active Odyssey in writing of any illness, injury or previous medical conditions/reason that could impact your ability to participate, this could result in Active Odysseys refusal to allow you to participate in part or all of the services. In such a situation your contract may be terminated by Active Odyssey at the sole discretion of Active Odyssey without refund or compensation.

The client must confirm that he/she is in goof physical and mental health and not aware of any reason why they may not be able to participate.

It is always advisable to consult with a doctor prior to beginning any type of exercise program or regime.

We strongly recommend when choosing a comprehensive travel insurance that the cover includes personal accident, cancellation insurance plus full Covid cover.

5. Itinerary changes variations or amendments

The retreat schedule and activities are subject to change due to weather, local conditions, or unforseen circumstances. We will make every effort to provide similar activities or replacements where changes are necessary.

6. Transport

All travel and transport is specific to each Active Odyssey retreat. Certain Active Odyssey retreats will provide airport transfers and transfers to and from activities, in those instances dates and times will be provided to each client prior to their booked event.

If a guest has requested an Active Odyssey Airport transfer service for arrival and departure, any requests to amend or cancel these transfers within a 48 hour notice period may incur a charge. Active Odyssey requires writing via email notifying of any amendment or cancellation request of the guest will be liable for the full cost of the requested transfer service.

7. Accommodations 

    Accommodation option and room assignments are subject to availability and are allocated on a first come first serve basis. If you wish to request a specific room type or share accommodations with a specific participant, please notify us during the registration process.

8. Meals 

Active Odyssey will do our best to accommodate all dietary restrictions or preferences. Please inform us of any dietary requirements in advance. Participants are responsible for any meals, snacks and drinks not included in the programmed retreat meals.

9. Personal belongings

Active Odyssey are not responsible for any loss, theft, or damage to personal belongings during the retreat. Participants are advised to keep their valuables secure at all times.

10.Photography and media 

Photographs and videos may be taken during the retreat for promotional purposes. Participants who do not wish to be included in such materials must inform the retreat organisers in writing. Active Odyssey reserve the right to use all photos, videos and materials collected during the retreat for copyright on websites, online, social media and any other marketing material.

11. Privacy and data collection

Information collected during the registration process will be used for retreat related communication and planning only. We respect your privacy and will not share your personal information without your consent.

12. Force Majeure 

Active Odyssey are not liable for delays, changes or cancellations caused by events beyond our control, including natural disasters, pandemic, political unrest, or other force majeure events.

13. Dispute resolution

Any disputes arising in connection with the retreat will be resolved through negotiation and, if necessary legal action. By registering for an Active Odyssey retreat, you acknowledge that you have read and agree to these terms and conditions. If you have any questions or require clarification on any aspect of these terms, please contact us an before proceeding with your registration.

14. Liability 

All guests must refrain from any illegal act or any conduct unbecoming a retreat guest, conduct or language which may give offense to a team member or guest or any act which may cause damage to property. If Active Odyssey or any of its staff, consultants or agents become aware of any such act/ conduct then Active Odyssey reserves the right to ask a client to leave the premises, property or facility, this will be without refund or compensation to the guest. In these circumstances, Active Odyssey will have no further responsibility to the guest.

15. Special offers/ money off offers

Only one single voucher or one single promotion /discount / offer may be redeemed against one full price booking, it is absolutely not possible to combine offers / vouchers, there is an absolute maximum value of £100.00. that may only be claimed against one full price booking & then only when booking directly with Active Odyssey.

16. Confirmed retreat 

An unconfirmed retreat means that Active odyssey hasn't confirmed whether that retreat will go ahead. a retreat will only be confirmed once a certain number of participants has been reached. once that number is hit the retreat will be confirmed. You will be notified and it will be made visible on the website.

Please DO NOT book any travel or transports until your booked retreat has been confirmed. If you book any travel when a retreat hasn't been confirmed you will be liable to pay any charges incurred if the retreat is cancelled. Active odyssey can not be liable for any charges incurred for a cancelled retreat should you book any travel or services prior to being notified whether it will go ahead.