Terms and Conditions

The How to Hold a Cockroach Retreat

Ayampe, Ecuador | September 6–13

We are so excited to welcome you to the HTHAC Retreat in Ayampe, Ecuador. We know terms and conditions are not the most exciting part of booking a retreat, but they are important. Please take a few minutes to review them carefully so that expectations are clear and everyone can feel confident, prepared, and supported before the retreat begins.

By registering for the HTHAC Retreat, you acknowledge that you have read, understood, and agree to the following Terms and Conditions.

1. Payment Policy

Payment is due in full at the time of registration unless otherwise agreed in writing.

Your registration is not confirmed until payment has been received. Because retreat space is limited and planning commitments are made in advance, failure to complete payment may result in your spot being released to another participant.

By registering for the retreat, you agree to pay the full retreat fee and acknowledge that any cancellation will be subject to the cancellation policy below.

2. Cancellation by the Participant

We understand that unforeseen circumstances may arise. However, because retreat planning requires advance commitments, our cancellation policy is as follows:

Cancellations made 45 or more days before the retreat start date:

You will receive a refund of payments made, minus a $500 non-refundable cancellation and administrative fee.

Cancellations made less than 45 days before the retreat start date:

No refunds will be provided.

The $500 cancellation and administrative fee helps cover administrative time, planning costs, vendor coordination, and other expenses incurred in connection with your registration and retreat preparations.

All cancellation requests must be submitted in writing.

3. Transferable Spots

If you are unable to attend, your spot may be transferred to another person with our prior written approval. You are responsible for finding a suitable replacement participant unless we agree otherwise.

Any approved replacement participant must complete all required registration forms, waivers, and payment obligations before the transfer is finalized. We reserve the right to deny a transfer request if the proposed replacement participant is not a good fit for the retreat, does not complete the required documentation, or fails to satisfy payment requirements.

4. Cancellation or Changes by the Organizer

In the unlikely event that we need to cancel the retreat for reasons within our reasonable control, participants will receive a full refund of payments made.

We are not responsible for additional costs incurred by participants, including but not limited to airfare, transportation, ground transfers, lodging before or after the retreat, passport or visa fees, travel insurance, missed work, medical expenses, or other personal expenses.

We reserve the right to make reasonable changes to the retreat itinerary, schedule, facilitators, activities, accommodations, meals, transportation recommendations, vendors, or other retreat details when necessary. Such changes may occur due to weather, vendor availability, safety concerns, group needs, local conditions, or circumstances beyond our control. Any such changes will not entitle participants to a refund unless we cancel the retreat entirely as described above.

5. Force Majeure

We are not liable for cancellations, delays, interruptions, modifications, or changes caused by circumstances beyond our reasonable control, including but not limited to natural disasters, severe weather, pandemics, epidemics, illness outbreaks, government restrictions, travel bans, border closures, political unrest, civil disturbances, strikes, transportation disruptions, acts of war, terrorism, venue closures, supplier failures, or other events outside our control.

If a force majeure event prevents the retreat from proceeding as planned, we may, in our discretion, reschedule the retreat, modify the retreat, or offer a credit toward a future retreat. Refunds will not be provided for cancellations, delays, interruptions, or changes caused by force majeure events.

6. Travel Requirements and Participant Responsibility

Participants are solely responsible for obtaining and maintaining all required travel documents, including a valid passport, visas if applicable, vaccination records if required, and any other documentation needed to enter Ecuador and participate in the retreat.

Participants are responsible for understanding and complying with all applicable airline, immigration, customs, health, and entry requirements. We are not responsible if you are denied boarding, delayed, refused entry, or otherwise unable to attend due to incomplete, expired, or invalid travel documents or failure to comply with travel requirements.

Participants are also responsible for arranging their own travel to and from Ayampe, Ecuador, including airfare, airport transfers, taxis, shuttles, rental cars, buses, or other ground transportation.

7. Transportation

Transportation is not included in the retreat fee unless expressly stated otherwise in writing.

This means participants are responsible for arranging and paying for their own transportation, including but not limited to:

• Flights,

• Airport transfers,

• Ground transportation to and from the retreat location,

• Transportation before or after the retreat,

• Transportation related to late arrivals or early departures, and

• Transportation changes caused by delays, missed connections, cancellations, illness, weather, or personal circumstances.

We may provide general travel suggestions, recommendations, or referrals for transportation providers as a courtesy. However, any transportation arrangements you make are solely between you and the applicable transportation provider. We are not responsible for the acts, omissions, delays, cancellations, accidents, injuries, losses, or other issues involving airlines, drivers, shuttle companies, taxis, buses, rental car companies, or other transportation providers.

8. Travel Insurance

We require all participants purchase comprehensive travel insurance promptly after booking.

• Your travel insurance should cover, at minimum:

  • Trip cancellation or interruption;

  • Illness, injury, or emergencies;

  • Travel delays or missed connections;

  • Emergency medical treatment;

  • Emergency medical evacuation;

  • Lost, stolen, or delayed baggage;

  • Transportation delays or cancellations; and

  • Unexpected personal or family emergencies.

Travel insurance is not included in the retreat fee and must be arranged independently. We are not responsible for losses or expenses that could have been covered by travel insurance.

9. No-Show and Early Departure Policy

No refunds or credits will be issued for participants who do not attend the retreat, arrive late, miss activities, or leave early for any reason.

This includes, but is not limited to, missed travel connections, transportation delays, illness, personal emergencies, work obligations, change of plans, or dissatisfaction with any portion of the retreat experience.

10. Health, Wellness, and Medical Disclosure

Participants are required to disclose any relevant medical conditions, allergies, injuries, dietary restrictions, mental health considerations, accessibility needs, or other special requirements before the retreat begins.

This information will be kept confidential and used solely to help us support your safety and comfort during the retreat. However, we cannot guarantee that all dietary, medical, accessibility, or personal needs can be accommodated.

By attending the retreat, you confirm that you are physically, mentally, and emotionally able to participate in retreat activities. You are responsible for listening to your body, honoring your limits, and seeking medical advice before participating if you have any concerns.

11. Assumption of Risk and Liability Waiver

By attending the HTHAC Retreat, you acknowledge and agree that you are voluntarily participating in retreat activities, which may include yoga, meditation, workshops, group activities, beach activities, creative exercises, excursions, local experiences, outdoor activities, and other retreat-related activities.

You understand that international travel and retreat participation involve inherent risks, including but not limited to injury, illness, emotional discomfort, accidents, weather-related risks, ocean or beach-related risks, transportation risks, theft, loss of personal property, delays, and conditions that may be different from those in your home country.

You agree to assume full responsibility for your own physical, mental, and emotional well-being during the retreat.

To the fullest extent permitted by law, you release and hold harmless the retreat organizers, facilitators, instructors, hosts, assistants, vendors, venue, transportation providers, and partners from any and all claims, liabilities, damages, losses, costs, or expenses arising out of or related to your participation in the retreat, except to the extent caused by gross negligence or willful misconduct.

You may be required to sign a separate liability waiver before attending the retreat. Failure to sign required waivers may result in cancellation of your participation without refund.

12. Code of Conduct

To create a safe, respectful, and welcoming environment for all participants, attendees agree to:

• Treat other participants, facilitators, staff, locals, vendors, and community members with respect and kindness;

• Follow reasonable guidance from retreat leaders and facilitators;

• Respect the retreat schedule, group agreements, and shared spaces;

• Refrain from disruptive, threatening, discriminatory, harassing, or unsafe behavior;

• Avoid behavior that negatively impacts the experience, safety, or well-being of others; and

• Take responsibility for personal belongings, choices, and conduct.

We reserve the right to remove any participant from the retreat, without refund, if their behavior is unsafe, disruptive, disrespectful, or inconsistent with the spirit of the retreat.

13. Alcohol, Substances, and Personal Conduct

Participants are expected to use good judgment and act responsibly at all times. Excessive alcohol use, illegal drug use, or behavior that creates a safety concern for yourself or others may result in removal from the retreat without refund.

Participants are responsible for complying with all local laws while in Ecuador.

14. Photography and Media Release

Photos and videos may be taken during the retreat to capture memories and promote future retreats.

By attending the retreat, you grant us permission to use photographs, videos, testimonials, and other media that may include your image, likeness, voice, or written feedback for marketing, promotional, social media, website, and related business purposes.

If you prefer not to be photographed or recorded, please inform us in writing before the retreat begins. We will make reasonable efforts to honor your preference, but you understand that incidental inclusion in group settings may occur.

15. Personal Belongings

Participants are responsible for their own belongings at all times. We are not responsible for lost, stolen, damaged, or misplaced personal items, including passports, electronics, jewelry, luggage, clothing, cash, credit cards, or other valuables.

16. Accommodations and Room Assignments

Room assignments and accommodation details will be determined based on availability, booking type, retreat logistics, and participant needs. While we will make reasonable efforts to honor preferences, specific rooms, beds, roommates, or accommodation features are not guaranteed unless expressly confirmed in writing.

Participants are expected to respect shared spaces, quiet hours, venue rules, and the comfort of other guests.

17. Included and Not Included

The retreat fee includes only those items expressly listed in the retreat description, registration page, invoice, or other written retreat materials.

Unless expressly stated otherwise in writing, the retreat fee does not include:

• Airfare;

• Airport transfers;

• Ground transportation;

• Passports;

• Visas;

• Travel insurance;

• Extra activities or excursions;

• Additional meals, snacks, or beverages not expressly included;

• Alcohol;

• Personal purchases;

• Tips and gratuities;

• Medical expenses;

• Costs associated with delays, cancellations, missed connections, or changes in travel plans;

• Lodging before or after the retreat dates; or

• Any other item not expressly listed as included.

18. Third-Party Vendors and Activities

The retreat may include or involve services provided by third-party vendors, including but not limited to accommodations, transportation providers, excursion operators, restaurants, instructors, guides, wellness practitioners, and local service providers.

We are not responsible for the acts, omissions, delays, cancellations, negligence, or failures of any third-party vendor. Participation in third-party activities may require additional waivers or agreements.

19. Governing Law and Dispute Resolution

These Terms and Conditions are governed by the laws of the State of Colorado, without regard to conflict of law principles.

Any dispute arising out of or relating to these Terms and Conditions, your registration, payment, participation in the retreat, or any related matter shall be resolved exclusively in the state or federal courts located in Denver, Colorado, unless otherwise required by applicable law.

20. Acknowledgment

By registering for the HTHAC Retreat in Ayampe, Ecuador, taking place September 6–13, 2026 you confirm that you have read, understood, and agreed to these Terms and Conditions.

You also acknowledge that you are voluntarily participating in the retreat, that you understand the cancellation and refund policies, and that you are responsible for your own travel arrangements, transportation, insurance, health, safety, and personal belongings.