Erika Lynn Roberts Fitness Retreats Terms & Conditions
These Booking Conditions apply to any travel product and/or service you have booked with or purchased from Erika Lynn Roberts, LLC (“ELR”), and govern the contractual relationship between you (“Customer”) and ELR. By making a booking and paying your deposit you accept the following booking terms and conditions. Please note that all retreats are subject to availability and all prices are subject to change without notice until paid in full.
Health, Fitness, & Medical
All Customers are obligated to read and fill out the Medical / Fitness Form honestly, accurately, and completely. All Customers should consult their physician regarding their fitness for travel and adventure travel in particular. ELR encourages all Customers to seek their physician’s advice regarding necessary or advisable vaccinations, medical precautions, or other medical concerns regarding the entirety of the Customers travel with ELR.
Payment & Deposits
All deposits are non-refundable. By putting down a deposit, Customer is agreeing to the Terms & Conditions and is making a commitment to pay the balance in full by the specified date, 60 days prior to the start date of the retreat unless advised otherwise by the Ketanga retreat website or a Ketanga representative. Any trip purchased within 60 days of departure must be paid in full at the time of booking. Failure to pay balance by the specified date will result in forfeiture of deposit and cancellation of trip as well as cancellation fees as outlined below.
Refunds and Cancelations
Canceled bookings may incur charges. These charges can be up to 100% of the cost of the booking. Fees and extra charges may apply where a booking is changed and when tickets or documents are re-issued. Where we incur any liability for a cancelation fee or charge for any booking that you cancel, you agree to indemnify us for the amount of that fee or charge.
Cancelations by you, the Customer:
In the case that a Customer must cancel a fitness retreat, the following cancelation fees will be incurred unless otherwise specified for a particular retreat:
61 days or more before departure – loss of deposit
30 to 60 days before departure – loss of deposit and 50% of trip balance
Within 30 days of departure – loss of 100% of trip payment
Cancelations by ELR:
In the case that ELR must cancel a trip for any reason, ELR will attempt to postpone the trip or cancel completely. In the case of postponement, guests will have the first choice to maintain their booking. In the chance of cancelation, all fees paid to ELR will be reimbursed and the original non-refundable deposit may be given as a credit towards a future retreat. Ketanga is not responsible for airfare cancellation fees.
Credit card transaction fees:
A 3% credit card fee will be excluded from any credit card refunds granted to customers for any reason. Guests are welcome to submit payment by Venmo or check instead of credit card.
Retreat postponement:
Unless otherwise specified by an ELR representative, if a retreat is postponed, guests will have the option to either transfer to the new dates or to receive a refund. For any guest who chooses to join the new postponed dates of the retreat, the standard cancelation policy will be put into effect for the new trip dates.
Bookings sold on a share basis
Bookings may be accepted where requested on a share room basis on the condition that the person/s requesting the share reservation agree that although every effort will be made to comply with specific requests, this is not always possible and we accept no responsibility for any incompatibility between persons sharing twin/triple rooms. No guarantee is given that a share room will be found. If a share room is not available at the time of final payment, either a single room or triple room alternative or the cancellation conditions set out above will apply at your option.
Single rooms
If by choice or circumstance a single room is required, then a single room surcharge will apply. Requested and booked single rooms at the increased cost are confirmed in good faith on the basis of the information available at the time.
Fluid Pricing
ELR operates on the basis of fluid pricing. This is the practice within the travel industry where pricing changes due to various factors including, but not limited to, changing airfares, market conditions and spot specials. We therefore reserve the right to change our prices without notice. This can mean that different passengers on the same tour may have been charged different prices. ELR will not enter into any correspondence regarding any such variation in pricing. Our current pricing can be found on our website.
Airline Schedule Changes
ELR is not responsible for any schedule changes imposed by airlines. While we will do our best to reschedule your touring and accommodation, ELR is not responsible for any additional costs nor services missed as a result of an airline-imposed schedule change.
Travel & Accommodation
Hotels, shuttle services or other constituent elements of a fitness retreat will be arranged by ELR with suppliers local to the regions in which the retreat operates, who may themselves engage the services of other local operators and/or sub-contractors. ELR will at all times endeavor to appoint reputable and competent local suppliers. The terms and conditions of the suppliers will be applicable and are expressly incorporated into these Terms, and the Customer assents to those terms and conditions and the limitations and obligations contained therein. These may limit or exclude liability of the supplier. The liability of ELR will not exceed that of any supplier. All suppliers will be selected and assessed by ELR in reference to local laws and regulations in the relevant country of operation. Neither ELR nor any carrier is liable for the acts or omissions of any independent contractors.
Changes in Price and Minimum Numbers
Please note that all tours are subject to availability and all prices are subject to change without notice. We reserve the right to change the tour components, or any other aspect of the tour at our discretion. All tours are based on a minimum number of participants. If this minimum number is not reached within 30 days of departure, we reserve the right to cancel, reschedule, or re-price this tour as appropriate. If we reschedule the tour and you decide not to proceed, or, if we cancel the retreat, your deposit is refundable in full. In all other circumstances your deposit is non-refundable.
Travel Documents & Taxes
It is your responsibility to ensure that all passports, visas, travel permits, health certificates, and other documentation required for the tour are obtained and are in order. You are responsible for any additional costs incurred as a result of any failure to comply with these requirements.
Travel Insurance
Travel insurance is not included in any of the fitness retreat prices, but when traveling with ELR, it is highly encouraged that you have comprehensive travel insurance to cover you for the full duration of your journey for costs associated with illness, injury, death, loss of or damage to baggage and personal items, cancellation, loss of deposit, medical and hospitalization expenses, repatriation and curtailment expenses due to illness, the need to return home unexpectedly, evacuation expenses and accidental death or disability. ELR does not consider travel insurance offered by credit card companies as providing adequate coverage.
Liability
ELR is not responsible for any damages, expenses, losses, or claims which are attributable to the fault of any Customer, the unforeseeable or unavoidable act or omission of a third party unconnected with the provision of any services that form any part of the Product(s), or a force majeure event.
Images and Marketing
The Customer agrees that while participating in any ELR Fitness Retreat or related event or activity, images, photos or videos may be taken by other Customers and/or ELR representatives or Coaches that may contain or feature the Customer in part or in whole. The Customer acknowledges that they consent to any such pictures being taken and agree that Customer hereby grants a perpetual, royalty-free, worldwide, irrevocable license to ELR, its affiliates and assigns, to reproduce for any purpose whatsoever (including marketing and promotions), in any medium whatsoever, whether currently known or hereinafter devised, without any further obligation to the Customer or compensation payable to such Customer.
Refusal of Service
ELR retains the right to refuse service to any Customer at any time, for any lawful reason whatsoever, in its sole discretion.
Coach Conditions
ELR reserves the right to replace a Coach with another of similar experience and skills, in its reasonable discretion, in the case that the said Coach is unable to host the trip.
Amendments
ELR reserves the right to update and/or alter these Terms at any time and shall post the amended Terms of the ELR website.
Consent to Conditions
By making any booking, you agree to comply with these Terms & Conditions and warrant that you have obtained agreement to these Terms & Conditions from all other Customers for whom the booking is made. You are responsible for the total price of all bookings that you make.
INDEMNIFICATION
You agree to indemnify, defend and hold ELR and our partners, attorneys, staff and affiliates harmless from any liability, loss, claim and expense including reasonable attorneys’ fees, related to your violation of these Terms and Conditions or use of this Site.
To the fullest extent allowed by law, you agree that you will not institute any lawsuit or other legal action against ELR, its officers, directors, delegates, employees, staff, instructors, agents, representatives, servants, or assigns and all organizations and individuals assisting in promoting, conducting or otherwise affiliated with the activity as a result of your participation in or injury from any ELR-related, ELR-organized, ELR-advertised, ELR-sponsored or ELR-subsidized activity.
COVID Q&A
What happens if there is a travel ban or required quarantine for my retreat destination?
In the case that a retreat can't move forward as planned because of travel restrictions in the retreat destination or returning to the US from that destination, the retreat will be postponed. You will have the opportunity to either join the new dates or receive a refund.
Please note: If you’re traveling internationally, you can find the latest country-specific information through the U.S. Department of State website. If you’re traveling to or within the U.S., please visit the CDC State and Territorial Health website for up-to-date restrictions. You are responsible for knowing the restrictions at the time you register based on your home location. No refunds will be made for travel restrictions already in place at the time of registration.
How are you making sure guests are as safe as possible on a retreat?
We are doing our very best to ensure the highest standards of sanitation and safety on our retreats. Many international destinations will be requiring travelers to take a COVID test prior to departure and to show a negative result. The test must be taken within a specified time frame (depending on the country), and we highly encourage guests to quarantine between their test and their departure. The hotel partners we are working with are all adhering to - and often going above and beyond - their local government's requirements for health and safety of guests. Additionally, upon joining the retreat, your workouts, activities and meals will be outdoors and in spacious areas (with limited, if any, equipment sharing) to the best of our ability and hand sanitizer will be available at all workouts.
Will my retreat itinerary be affected?
We will do our very best to keep the itineraries as close to the original as possible, and we will only make adjustments to scheduling or activities to help ensure your safety!
What happens if I get COVID-19 and can't attend?
We always strongly suggest purchasing travel insurance which can often save you money and stress in case of a covered reason for trip cancelation. Be sure to always review what is and isn't covered so you can find the policy that works for you.
