All participants must make themselves aware of the terms & conditions & accept the risks associated with the weeks activities, each guest must be responsible for taking out the appropriate personal accident, holiday & cancellation insurance for the full duration of the retreat, this is a condition of booking one of our retreats.

The Ultimate Fitness Retreats Company, known & referred to hereafter as Ultimate Fitness Retreats accepts bookings subject to the following conditions as laid out below.

Interpretation & Definition

In the agreement unless otherwise specified the following expressions refer to the following meanings.

Booking – The booking made by the client with Ultimate Fitness Retreats & as set out on the Ultimate Fitness Retreats booking form.

Booking Form – The booking form produced by Ultimate Fitness Retreats to be completed by the client when & upon making a booking with Ultimate Fitness Retreats.

Contract – The contract between the client & Ultimate Fitness Retreats under which the services are provided by Ultimate Fitness Retreats to the client.

Client – The person, business or company who makes the booking with Ultimate Fitness Retreats. All individuals to whom the services are provided by Ultimate Fitness Retreats must be of a minimum age of 18 years. Under special circumstances Ultimate Fitness Retreats may consider offering a retreat place to a person between the ages of 16 & 18, however this would only be the case with a written acceptance by Ultimate Fitness Retreats & with special terms & conditions attached, the guest must agree to comply with any & all special conditions.

Payment – The total fee will be due for payment 8 weeks in advance of the retreat / course commencement date.

Fee – The amount payable to Ultimate Fitness Retreats under the contract.

Deposit – A deposit payment of 25% of the total cost per person will be required to reserve each place at the retreat.

Force Majeure – Any act, event, omission or accident beyond Ultimate Fitness Retreats reasonable control including but in no way limited to Act of God, war, riot, civil commotion, malicious damage, compliance with any law or government order, rule, regulation or direction, accident, breakdown of plant or machinery, fire, flood, storm, adverse weather, default of suppliers or subcontractors, strikes, lock-outs, or other industrial disputes, failure of a utility service or transport network.

Major Change – A change in the date, location or over 80% of the content of the service.

Recordings – Photographs, videos, or any other audio visual recordings taken of the clients during the provision of the services.

Wording – wording importing the singular meaning shall include the plural meaning & vice versa. All wording within the booking conditions is generalized & any reference to any gender includes the other genders.

Acceptance

A contract for the services is made between Ultimate Fitness Retreats & the client on the issue of a written confirmation of booking by Ultimate Fitness Retreats.

The contract is subject to these booking conditions which the client has been deemed to have read & fully understood. These booking conditions can only be varied by written agreement between Ultimate Fitness Retreats & the client.

Services

The activities & services provided by Ultimate Fitness Retreats to the client under the terms of the contract & service shall be construed accordingly.

Booking

To place a booking with Ultimate Fitness Retreats, Ultimate Fitness Retreats require a completed booking form together with the payment of a deposit fee in the sum of 25% of the total price. Bookings should be made via the website www.ultimatefitnessretreat.co.uk If a booking is made by telephone, e-mail or in person, the client shall be deemed to have read & fully understood these conditions & signed the declaration on the booking form. All bookings are provisional & are only confirmed when the deposit payment has cleared Ultimate Fitness Retreats‘s bank account.

Ultimate Fitness Retreats reserves the right to decline any booking at their discretion.

Fee & Payment Terms

The fee payable at the time of booking shall include the planning, organizing & delivery of the proposed services.

Upon the successful payment of the retreat fee by the client a contract is formed for the agreed program to be delivered, If the client wishes to alter any aspect of the program additional reasonable costs may be levied by Ultimate Fitness Retreats at their discretion.

The full retreat fee is payable eight weeks before the commencement of the course unless agreed otherwise on confirmation of booking. In the event that the balance is not paid Ultimate Fitness Retreats will have the discretion to treat the booking as cancelled by the client & to re-sell the course place, the fee paid by the client will be retained by Ultimate Fitness Retreats.

In the event that the balance is not paid on time Ultimate Fitness Retreats will have the discretion to treat the booking as cancelled by the client and to re-sell the course place, the fee paid by the client will be retained by Ultimate Fitness Retreats.

ULTIMATE FITNESS RETREAT will charge a late payment fee to those guests who do not pay within the time frame specified in the payment terms & conditions, the late payment fee will be £50.00 per person.

Responsibilities Of The Client

The fee paid for the retreat does not include travel to & from the site / location at which the proposed services shall be provided & this shall be the sole responsibility of the client unless otherwise agreed in writing with Ultimate Fitness Retreats.

The client is responsible for their own personal medical requirements, clothing & footwear for the duration of the services unless otherwise agreed in writing with Ultimate Fitness Retreats.

It is the clients responsibility to inform Ultimate Fitness Retreats in writing of any health issues that may make them unsuitable to participate in the services agreed, failure to disclose any such information may result in Ultimate Fitness Retreats terminating the contract & withdrawing the client from the services without refund, notwithstanding condition cancelation by Ultimate Fitness Retreats

It is the sole responsibility of the client to ensure that the balance for the cost of their retreat place is paid in full & on time as per the terms set out by Ultimate Fitness Retreats.

It is the clients responsibility to ensure that they have purchased sufficient & appropriate travel & medical insurance for the full duration of their retreat.

The full retreat fee is payable 8 weeks before the commencement of the course unless agreed otherwise on confirmation of booking. It is the sole responsibility of the client to ensure that their payment is made on time & by the due date, as per the terms & conditions, Ultimate Fitness Retreats do not chase guest payments or send reminders.

Variations & Amendments

Ultimate Fitness Retreats reserves the right to change any price or other particulars of the services before the contract becomes binding.

If there is a major change Ultimate Fitness Retreats shall notify the client forthwith, Ultimate Fitness Retreats shall seek to offer the client 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 Ultimate Fitness Retreats is not obliged to inform the client in advance or obliged to pay any compensation.

Cancellation By The Client

If the client wishes to cancel the contract they must advise Ultimate Fitness Retreats in writing as soon as reasonably possible. Emails can be sent to info@ultimatefitnessretreats.co.uk 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 the services.

Date of cancellation – Cancellation charge

Less than 8 weeks from date of booked retreat – 100% of the fee
Less than 12 weeks from the date of booked retreat – 75% of the fee
Less than 20 weeks from the date of the booked retreat – 50% of the fee
More than 20 weeks from the date of the booked retreat – 25% of the fee

Cancellation by Ultimate Fitness Retreats

Ultimate Fitness Retreats will always endeavour to fulfil confirmed bookings, however, Ultimate Fitness Retreats do reserve the right to cancel. If Ultimate Fitness Retreats cancels a booking prior to the commencement of the services the client will be offered an alternative date, or a refund.

Assignment

The contract may be assigned by the client to a third party subject at all times to conditions.

The client is unable to assign or transfer the contract to a third party without the prior written consent of Ultimate Fitness Retreats, if the client wishes to assign their contract, he or she must give notice in writing providing the full name, address & contact details of the third party. Ultimate Fitness Retreats shall then advise in writing as to if it consents to the assignment as soon as is reasonably possible. Ultimate Fitness Retreats reserve the right to refuse an assignment to a third party at any time & without reason, If subsequently a client has to cancel due to Ultimate Fitness Retreats refusing the assignment to a third party then the cancellation charges under cancellation by the client shall apply.

Ultimate Fitness Retreats may assign or sub contract to any third party the performance of any of it’s obligations under the contract without consent of the client.

Services

Ultimate Fitness Retreats reserves the right to alter the content of the services at any time without notice to the client due to certain factors, including, but not limited to the weather, staff, & any physical fitness of the clients.

Any information on / about our services published by Ultimate Fitness Retreats for it’s literature & web site is designed for illustrative purposes only.

If the client elects not to participate in any of the services being provided, Ultimate Fitness Retreats has no obligation to provide an alternative activity or service & the client will not be entitled to a refund.

If Ultimate Fitness Retreats believes that a clients health & safety is at risk, or a client has failed to disclose any relevant health information in accordance with our terms & conditions, Ultimate Fitness Retreats may at its absolute discretion make decisions affecting the clients & where necessary may terminate the contract immediately.

The client must refrain from any illegal act or any conduct which may give offence or cause danger or damage to any person or property. If Ultimate Fitness Retreats or any of its staff, consultants or agents become aware of any such action then Ultimate Fitness Retreats or any of its suppliers may at their absolute discretion have the client immediately removed from any property or facility without refund. Ultimate Fitness Retreats will have no liability to the client under such circumstances.

EXTRA COSTS incurred by guests while at the retreat

All private 1-2-1 appointments with any of the retreat team health & wellbeing members, massage, additional meals, snacks, Ultimate Fitness Retreats Clothing 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 & 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 21% of the total unpaid bill will be added to the charge.

Definition Of All Inclusive

The definition of all inclusive will be 3 x meals per day which will be provided as breakfast, lunch & dinner & on full retreat days only, on arrival day only welcome dinner will be provided & on departure day only breakfast will be provided as part of the retreat cost. This applies ONLY to the retreats official arrival & departure days as specified in the published retreat dates for the appropriate year. The final night of the retreat there is no dinner meal included in the costs. All soft drinks and bottled water are included in the cost. At evening dinner wine and beer will be available and will be included in the costs. Any other alcoholic drinks will not be available or included in the cost.

Complaints

If there is a problem during the services, the client must report it in the first instance to the course manager / retreat director, if it is still unresolved then the issue should be reported immediately to the Director of Ultimate Fitness Retreats so that all efforts may be made to resolve the problem promptly & effectively. In the unlikely event that the problem can not be resolved & the client wishes to make a complaint then the client must notify Ultimate Fitness Retreats in writing within 7 days of the end of the services. Failure to provide notice of the complaint in accordance with the above will preclude the client from being entitled to take any further action against Ultimate Fitness Retreats.

Venue

Accommodation

Ultimate Fitness Retreats venue has accommodation based in private suites, for retreat durations of 7 nights or less there will be no maid service offered, we operate a privacy policy for our guests & the villa staff respect this, if a guest requires supplies ( fresh towels etc ) or a technician in their suite the venue staff will only enter when either the guest is in attendance or with the permission of the guest, the exception is an emergency situation.

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, & additional nights will not include any of the services provided during the retreat, this includes membership to the Spa & gym, the venue may allow continued access after the retreat has finished but they will make a small charge for this, which should be paid directly to the venue. Each additional night will be charged at the appropriate rate & must be paid directly to Ultimate Fitness Retreats.

The retreat will be deemed to finish at 10.00 am exactly on the retreats official day of departure as specified by Ultimate Fitness Retreats.

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, this is also the time however wherever possible if a guest has a later departure time they will endeavor to allow the guest to remain in their suite until their time of departure but it is not guaranteed & is at the discretion of the venue management.

Liability

None of the exclusions & limitations in these conditions are intended to limit any rights the client may have under statute or common law which may not be excluded, nor in any way to exclude or limit liability to the client for personal injury or death resulting from Ultimate Fitness Retreats negligence or that of its employees or agents, or for any liability incurred as a result of fraud or fraudulent misrepresentation by Ultimate Fitness Retreats.

The client understands that attending any activity or service provided by Ultimate Fitness Retreats 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 Ultimate Fitness Retreats the client agrees to assume these risks & agrees to release & discharge Ultimate Fitness Retreats & its Directors, employees,& agents from any & all claims for liability.

Neither Ultimate Fitness Retreats 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 client during the services.

***It is the sole responsibility of the client to purchase full & adequate medical, personal injury & holiday insurance for the full duration of their stay with Ultimate Fitness Retreats.

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 Ultimate Fitness Retreatsor any of its staff, consultants or agents become aware of any such act / conduct then Ultimate Fitness Retreats & its agents may, at their absolute discretion, ask the client to leave the premises, property or facility, this will be without refund to the guest, in these circumstances Ultimate Fitness Retreats will have no further responsibility or liability to the guest.

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