RETREAT PARTICIPANT AGREEMENT
Are you excited for our Intentional Vitality Retreat?
Before you sign up with us, please read and understand this Retreat Agreement (the “Agreement”). The purpose of this Agreement is to communicate our mutual expectations for the retreat (the “Retreat”). Please raise any questions you have before signing to make sure we are on the same page moving forward.
Retreat Details:
- Name - Grounded and Glowing: Ancient Wisdom for Modern Women
- Dates - July 18-20, 2026 with optional VIP Day July 21
- Location - Luray, VA, USA
- Additional Fees Include
- Travel Logistics - Intentional Vitality Retreats will book your accommodations and arrange shared car transportation. Airfare to the retreat may be booked privately or via Intentional Vitality Retreats.
- Cancellation Timeline
- 50% until April 18, 2026
- 25% until May 29, 2026
- No cancellations starting May 30, 2026
In exchange for being allowed to participate in the Retreat, you agree to be bound to the following terms.
- Parties. This Agreement is made between Zen and Vitality with Zoa LLC, DBA Intentional Vitality Retreats, a Limited Liability Company operating in the State of Maryland (“Zen and Vitality", “we,” “us,” and “our”) and you, the undersigned (electronically or by hand) or person who has clicked “I Agree” (or something similar) to this Agreement (“you” and “your”).
- What to Expect During the Retreat. Zen and Vitality will provide you with a Nurturing and Explorative Retreat. Our Retreat will include:Yoga, Pilates, Fascial Release and Meditation, Hiking and Walking, Group education sessions, Emotion Code Sessions, Shared Meals, 1-on-1 sessions with Zoa, Unique special guests and activities
- What We Expect of You. Here is what we expect of you as a participant in the Retreat to ensure the best possible experience for everyone:
- Respect. You agree to always be mindful and respectful of other participants, instructors and facilitators during the Retreat.
- Time Integrity. As a courtesy to your fellow attendees and hosts, we ask that you please show up on time for the activities.
- Ownership. During the Retreat, you are responsible for your actions and your physical, mental and emotional well-being. Zoa is available to assist you if needed.
- Disclosure. We expect you to disclose any relevant physical, medical or mental health issues.
- Attire. Be sure to bring appropriate clothing for the weather, location, and planned activities.
- Fragrance. Please avoid wearing fragrances or scented lotions during the Retreat to ensure a comfortable environment for all participants.
- Courage. Join us with an open mind and the courage to try new things!
- Dietary Restrictions. To help us ensure you have a comfortable and nourishing experience, please share any food allergies or specific dietary restrictions on the Retreat Preparation Form and the Private Chef Request Form so we can plan your meals with care. We will do our best to accommodate you, but we cannot guarantee all requests.
- Termination: Either party may terminate this Agreement by providing written notice in accordance with the cancellation policy. Alternatively, this Agreement may be terminated by mutual written agreement of both parties.
- If you violate any of the expectations outlined in this agreement, Zen and Vitality may terminate this Agreement effective immediately, and you will not be entitled to any refund or a continued working relationship with Zen and Vitality.
- Payment. You agree to pay the price of the Retreat as listed below:
- Standard Registration is $1,397 when paid in full or 3 monthly payments of $477
- VIP Registration is $1,997 when paid in full or 3 monthly payments of $687
- Mother/Daughter Registration is $1,777 when paid in full or 3 monthly payments of $777
- Refunds and Cancellation. Our refund policy is as follows:
- Cancellation by you. If you can no longer attend the retreat, you must give 50 days notice. Written notice of such cancellation must be sent to and received and acknowledged by the Organizer via email. We will have a 3% administration fee on all refunds processed, and our policy is as follows:
- More than 90 days notice - 50% of the amount paid will be refunded.
- Between 90 days and 50 days notice - 25% of the amount paid will be refunded.
- Anyone giving less than 50 days notice will be ineligible for a refund.
- Transferring. If you can no longer attend the retreat, you may apply to transfer your spot to another person (who is not currently registered). This decision is made on a case-by-case basis at our sole discretion. We will charge a 10% administration fee on all transfers.
- Cancellation by us. In the event that Zen and Vitality is unable to conduct the Retreat as originally scheduled, Zen and Vitality will make reasonable efforts to reschedule the Retreat to a mutually agreeable date. If the Retreat is rescheduled, you will not be charged any additional fees. If you cannot attend the rescheduled Retreat, you will be entitled to a refund of all amounts paid, excluding the initial deposit. The deposit may, at your option, be applied towards one of our next two (2) group retreats, considered a deposit for a private retreat, or conversion to Functional Wellness Services from Zen and Vitality, subject to availability. Zen and Vitality shall not be responsible for any costs or losses incurred by you as a result of the cancellation or rescheduling of the Retreat, including but not limited to travel, accommodation, or other third-party expenses.
- No Guarantees. While Zen and Vitality will try to ensure you have the most wonderful experience on the Retreat, we make no guarantees that you will get any specific results from your participation.
- Ownership of Materials. All the content that we have provided to you — including but not limited to videos, documents, and your personalized Wellbeing Lifestyle Guidebook — constitutes the proprietary intellectual property of Zen and Vitality. This material is provided solely for your personal transformation and may not be resold, redistributed, or used as a basis for creating derivative works, similar programs, or competing commercial offerings.
- Expectations and Behavior. Being on a retreat means that we are going to be sharing space and energy with others around us in a safe space. As such, we want to be super clear that we do not accept any rude, racist, sexist, or discriminatory behavior of any kind towards any person. If you display any behaviors that are found to be unacceptable, you will be asked to leave the Retreat immediately, not welcome to participate in any Activities moving forward, and you will not be refunded for any amounts you have invested in the Retreat. We will not have an issue so long as you do not display any harmful or offensive behavior. Further, we operate in a safe place, and as such, any form of harassment, be it verbal or physical, is strictly prohibited. If you harass anyone - Retreat staff or fellow participants, you will be forced to leave the Retreat immediately.
- Mandatory Insurance.
- For international retreats (outside of the USA), you must obtain travel insurance that covers your participation in the activities on the Retreat. We also highly recommend that your insurance covers trip interruption, cancellation charges, medical expenses and loss of items. The organizer is not responsible or liable for any loss, damage, expense, cost, or other travel-related issue. You will not be permitted to travel on the Retreat without providing proof of travel insurance or a signed decline.
- For domestic (USA) retreats, you are responsible for your own well-being and any costs associated with medical care or travel disruptions. We recommend maintaining personal health insurance and a trip protection policy to cover your retreat investment, non-refundable travel expenses, and potential out-of-network medical needs. Zen and Vitality is not liable for any loss, damage, injury, or expense related to your travel or participation. By attending, you acknowledge that all financial risks associated with illness or trip interruption are yours alone
- Travel Preparations. While Zen and Vitality will arrange your travel and retreat accommodation, you are responsible for maintaining up-to-date and valid travel documentation, including passports, any required or applicable visas, immunizations, and other documentation for the locations you will visit. Zen and Vitality is not liable or responsible for any participant being denied entry to or exit from any location or country.
- Travel & Logistics: Intentional Vitality Retreats will book your accommodations and arrange shared car or other ground transportation. Airfare to the retreat may be booked privately or via Intentional Vitality Retreats.
- Itinerary Flexibility: Intentional Vitality Retreats reserves the right to adjust accommodations, excursions, or the retreat location due to circumstances beyond our control. We will ensure that any alternatives provide a comparable experience.
- Communication & Non-Disparagement. Open and honest communication is vital to our relationship and the success of the retreat experience. Please communicate directly with Zen and Vitality regarding any issues or concerns as they arise so they may be addressed mindfully. By participating, you agree that you will not at any time make, publish (including on Social Media), or communicate to any person or entity or in any public forum any defamatory or disparaging remarks, comments, or statements concerning Zen and Vitality, its instructors, staff, or other retreat participants and associated third parties.
- Assumption of Risks. You agree and understand that your participation in the Retreat may involve risks. These risks may lead to tangible or intangible harm. You agree that the Organizer is not liable, to the fullest extent permissible by law, for any harm that may come to you due to your participation in the Retreat.
- Media Release. We think you’re incredible and would love to share your journey! By participating in the retreat, you grant Zen and Vitality the right to use your image, likeness, and any video or audio recordings captured during the event.
- Testimonials & Feedback: If you share a "win," a kind word, or a testimonial with us (whether in person, via email, or on our platforms), you agree that we can share that magic with our community to help inspire others.
- Social Media Love: We love seeing the retreat through your lens! If you post content from the retreat to your public social media and tag us or use our hashtags, you grant us permission to "re-post" or share that content on our own channels.
- Purpose: We use this for our marketing, social media, and online streaming to help share the transformation and vitality that happens here. You release Zen and Vitality from any claims or compensation relating to the use of this content.
- Your Privacy: We value your comfort—if there is ever a specific image or post you’d prefer we not use, just let us know, and we will do our best to honor your request in our future rotations.
- Retreat Waiver. Before you can participate in the Retreat, you must sign our Retreat Waiver and Release of Liability. Please read it and make sure you understand it. You need to sign the Retreat Waiver and Release of Liability as well as this Agreement so that we can be absolutely sure you understand and agree to it.
- General Indemnity. You hereby fully indemnify Zen and Vitality with Zoa LLC and any of its members, directors, officers, employees, contractors, volunteers, agents, executors, administrators, successors, family members and assigns (the “Indemnified Parties”) and save harmless the Indemnified Parties from any losses, claims, damages, actions, causes of action, costs and expenses that an Indemnified Party may sustain, incur or suffer at any time, either during or after the Term, which are based upon, arise out of or occur, directly or indirectly, by reason of any act or omission by you in participating in the Retreat.
- Standard Legal Things. Choice of Laws and Venue. This Agreement will be governed exclusively by the laws of the State of Maryland. The parties agree to irrevocably submit all claims to the exclusive jurisdiction of the courts of the State of Maryland. Severability. If any provisions or terms of this Agreement are invalid or unenforceable, the other provisions and terms in the Agreement will remain in full force and effect. Entire Agreement. This Agreement constitutes the entire Agreement between the parties and replaces any prior agreements. Waiver of Breach. The waiver by me of any breach by you of any provision of this Agreement will not be taken to be a waiver of any further breaches by you. Counterparts. This agreement may be signed in any number of counterparts, each of which is an original and all of which, taken together, constitute one single document. Online Agreement. We agree that this Agreement may be signed electronically or agreed to by having you click “I Agree” (or something similar), the effect of which will be the same as if we signed the Agreement by hand.
- Arbitration. Any controversy or claim arising out of or relating to this Agreement or the breach of this agreement shall be settled exclusively by arbitration. You also agree that should arbitration take place, it will be exclusive to the courts of the State of Maryland or such other arbitrator mutually agreed upon by the parties. The arbitrator’s decision shall be final, binding on both parties and enforceable in any court of competent jurisdiction. The losing party shall bear the costs of the arbitration. The arbitration award shall be final and binding upon the parties, and the parties hereby waive any rights to appeal or challenge the award to the extent permitted by applicable law. This arbitration clause shall survive the termination or expiration of this contract.
Thank you for taking the time to read this.
AGREED and ACCEPTED
