Terms & Conditions

1. Introduction

1.1 These Terms & Conditions ("Agreement") constitute a legally binding agreement between High-Concept Retreats (also trading as "Concept Retreats" and accessible via conceptretreats.com), Liviu Tipurita Hypnotherapy ("we," "us," "our," or the "retreat organiser"), registered in the United Kingdom (c/o: 2 Harley Street, London, W1G 9PA, UK) and you, the client ("you," "your," or the "Retreater").

1.2 By booking a retreat with us, you acknowledge that you have read, understood, and agree to be bound by these Terms & Conditions in their entirety.

1.3. These Terms & Conditions should be read in conjunction with our other policy documents including our Payment Information, Hypnotherapy Terms & Conditions, Legal Notices, and Privacy Notice (collectively, the "Policy Documents"), which are available in the "Policies" section of our website. These Policy Documents are incorporated by reference into these Terms & Conditions and constitute part of the legally binding agreement between us.

2. Booking & Payment

2.1. When you book your retreat, we request a 50% deposit of the total cost.

2.2. The remaining balance must be paid in full no later than 30 days before the start date of your retreat.

2.3. If you book 30 days or less before your retreat, payment of the full balance will be required at the time of booking.

2.4. All payments must be made in the currency specified in your booking confirmation.

2.5. We reserve the right to cancel your booking if payment is not received by the specified deadlines.

3. Cancellation & Rescheduling Policy

Our policy reflects the work involved in preparing for your attendance at our retreats.

3.1 Refunds

Should you need to cancel your booking for any reason, you must notify us in writing (email). The following terms will apply:

• 100% refund of monies paid if cancelled 30+ days before the start date.

• 50% refund of monies paid if cancelled 15-29 days before the start date.

• 0% refund of monies paid if cancelled less than 15 days before the start date.

3.1.1. Please be aware that no refunds, credits, or transfers will be given for no-shows, late arrival, or early departure from the retreat, unused days, travel delays, adverse weather conditions, earthquakes, or any other natural disasters, industrial actions, or political upheavals.

3.1.2. We strongly recommend that you purchase comprehensive travel insurance that includes cancellation coverage to protect your investment in the retreat.

3.2 Rescheduling

3.2.1. We are happy to accommodate rescheduling requests where possible. Any change to your booking must be agreed upon in writing.

3.2.2. We can agree to change your retreat with no additional fees, if you notify us at least 30 days in advance of the start of your retreat.

3.2.3. An administrative fee will be charged for any change of dates requested with less than 30 days' notice, as follows:

• £500 for dates changed between 15-29 days prior to the start of your retreat.

• £1,000 for dates changed 10-15 days prior to the start of your retreat.

• £1,200 for dates changed 3-10 days before the start of the retreat.

• It is not possible to change the dates of your retreat with less than 72 hours' notice.

3.3 Transfer of Your Balance to a Third Party

3.3.1. If you can no longer attend the retreat but would like to transfer your balance (including the deposit) to a third party to take your place on the retreat for the same dates and at the same price, we will consider such requests on a case-by-case basis.

3.3.2. The proposed substitute participant must complete the same application questionnaire that you completed, and they must be deemed suitable for the group dynamic by our team.

3.3.3. Any such transfer request must be submitted in writing at least 10 days before the start of your retreat.

3.3.4. We reserve the right to decline any proposed substitute participant at our sole discretion.

3.4 Cancellation by Us

3.4.1. In the unlikely event that we need to cancel the retreat due to reasons beyond our control, all payments, including your deposit, will be refunded in full within 14 days of the cancellation notification.

3.4.2. Alternatively, if you prefer, we can reschedule your dates or provide a credit voucher to be used at a time that is convenient for you within 24 months of the original retreat date.

3.4.3. Our liability for cancellation is strictly limited to the refund of monies paid to us for the retreat booking. We shall not be liable for any additional expenses incurred by you, including but not limited to, travel arrangements, visa fees, vaccinations, or any other preparatory costs.

4. Changes to Your Retreat

4.1. The information on our website and about our retreats is correct at the time of publication. However, we reserve the right to make changes to any aspect of your retreat if necessary.

4.2. In the event of staff/business partners' cancellations, illness, adverse weather conditions, mechanical faults, civil unrest, or other situations outside of our control, we may need to alter or change your retreat accommodation or included activities.

4.3. If we make a significant change to your retreat, we will inform you as soon as reasonably possible. A significant change is one that affects a substantial portion of the retreat experience.

4.4. We do not accept liability for any costs incurred as a result of any of the following:

• Cancellations, delays, or changes caused by extreme weather

• War, terrorism, political or civil unrest

• Technical problems causing travel delays

• Industrial action

• Natural disasters

• Loss of or damage to personal property of guests

• Any other events beyond our reasonable control

4.5. We strongly recommend that you obtain comprehensive travel insurance for your trip that includes coverage for cancellation, medical emergencies, and personal belongings.

4.6. Organizer Illness or Incapacity

4.6.1. In the event that key retreat organizers or facilitators become unexpectedly ill, injured, or otherwise incapacitated before or during the retreat:

a) Prior to Retreat Commencement: If illness or incapacity occurs before the retreat begins and significantly affects our ability to deliver the advertised programme:

i) We will notify you as soon as possible via email and/or telephone of the situation and any resulting changes.

ii) We will make reasonable efforts to arrange suitable replacement facilitators of similar qualifications.

iii) If suitable replacements cannot be arranged, we reserve the right to cancel the retreat, in which case we will provide a full refund of all monies paid within 14 days of cancellation, or offer the option to transfer to an alternative retreat date.

iv) If, despite the cancellation of the formal retreat programme, you still wish to visit the venue during the originally scheduled dates, we may be able to accommodate this at a 50% discount from the total retreat price, subject to availability and agreement with the venue. This option would not include facilitated retreat activities but would allow access to the accommodation and facilities as arranged with the venue.

v) Our liability for such cancellation is strictly limited to the refund of monies paid for the retreat booking, consistent with section 3.4.3 of these Terms & Conditions.

b) During the Retreat: If illness or incapacity occurs during the retreat:

i) We will notify all participants immediately and explain the situation and any resulting changes to the programme.

ii) We will make every reasonable effort to arrange suitable replacement facilitators or adjust the programme to ensure minimal disruption to your retreat experience.

iii) If the retreat needs to be significantly curtailed due to this circumstance, we may offer a partial refund or credit for future retreats, calculated on a pro-rata basis for the uncompleted portion of the retreat.

iv) Participants may choose to remain at the venue for the originally scheduled duration even if the formal retreat activities are curtailed, with appropriate adjustments to the pricing reflecting the reduced services.

v) In the event that no suitable adjustments can be made, we reserve the right to terminate the retreat early. In such cases, we will assist with necessary logistical arrangements for your departure and may offer partial refunds or credits as deemed appropriate based on the circumstances.

4.6.2. We maintain contingency plans for replacement facilitators and alternative programming options to minimize any disruption caused by unexpected illness or incapacity of our team.

4.6.3. You acknowledge that retreats involve inherent risk of illness or injury to all participants, including organizers and facilitators, and that while we take all reasonable precautions, such events may occasionally occur and impact the planned programme.

4.6.4. In all cases of significant changes due to organizer illness or incapacity, we commit to:

a) Communicating clearly and promptly via email and/or telephone as soon as we become aware of the situation.

b) Providing you with all available options.

c) Treating each situation with fairness and transparency.

5. Health, Fitness, and Safety

5.1. You are responsible for ensuring that you are in good physical and mental health and capable of safely participating in the retreat activities.

5.2. You must inform us at the time of booking of any pre-existing medical conditions, disabilities, dietary requirements, or special needs that might affect your ability to participate in the retreat.

5.3. We reserve the right to refuse participation in any activity if we believe it would pose a risk to your health and safety or that of other participants.

5.4. Pregnant women should consult with their doctor before booking a retreat and must inform us of their pregnancy at the time of booking.

5.5. If you become ill or injured during the retreat, we will assist in arranging medical attention, but all medical expenses are your responsibility.

5.6. Contagious Illness During the Retreat

5.6.1. If you develop symptoms of a potentially contagious illness (including but not limited to COVID-19, influenza, norovirus, or other communicable diseases) during the retreat:

a) You must inform the retreat organizers immediately.

b) For the safety and wellbeing of all participants, staff, and third-party service providers, we may require you to:

i) Undergo appropriate testing if available;

ii) Isolate in your accommodation until it is deemed safe for you to rejoin group activities;

iii) Wear appropriate protective equipment such as face masks when in shared spaces;

iv) Refrain from participating in certain activities, particularly those involving close contact, food sharing, or activities where transmission risk is elevated.

c) In severe cases or where adequate isolation is not possible at the retreat venue, we reserve the right to require you to leave the retreat if:

i) Your condition poses a significant risk to other participants;

ii) Local health regulations or venue policies mandate such action;

iii) We reasonably determine that continued participation would endanger others.

5.6.2. If you are required to isolate or leave the retreat due to contagious illness:

a) No refunds will be provided for the unused portion of the retreat.

b) Any additional costs incurred (including but not limited to alternative accommodation for isolation, medical care, testing, or altered travel arrangements) will be your responsibility.

c) We will provide reasonable assistance in arranging necessary services, but all costs must be covered by you or your travel insurance.

5.6.3. We strongly recommend that all participants obtain comprehensive travel insurance that includes coverage for illness, medical treatment, and trip interruption before attending the retreat.

5.6.4. We reserve the right to implement additional health and safety measures as necessary in response to public health situations, which all participants must follow.

5.6.5. Non-compliance with health and safety measures implemented to prevent the spread of contagious illness may result in immediate removal from the retreat without refund.

6. Retreat Venues

6.1. We carefully select venues with a verified history of high-quality services and excellent standards of accommodation, catering, and facilities.

6.2. Our venue partners are responsible for providing accommodation, catering, and certain on-site activities (such as sauna, yoga facilities & teaching, swimming pools, massages, organisation of the parties and guided walks).

6.3. While we conduct thorough due diligence when selecting venues, we do not own or directly manage these properties and their facilities.

6.4. All venue-specific rules and regulations must be adhered to during your stay, and any damage to venue property will be your responsibility.

6.5. Special requests regarding accommodation (such as room type, location, or specific requirements) should be made at the time of booking, and while we will make reasonable efforts to fulfil these requests, they cannot be guaranteed unless confirmed in writing by us.

6.6. Dietary Requirements and Food Allergies

6.6.1. You must inform us of any dietary requirements, preferences, food allergies, or food intolerances at the time of booking by clearly noting them in your registration form or questionnaire.

6.6.2. While we make every reasonable effort to accommodate dietary needs that are communicated to us at the time of booking:

a) We cannot guarantee accommodation of dietary requirements that are disclosed less than 14 days before the retreat begins.

b) The ability to cater to specific dietary needs may vary depending on the retreat location, local cuisine, and the capabilities of our food service partners

c) For severe or life-threatening food allergies, you should:

i) Highlight these specifically in your booking form;

ii) Discuss them directly with us before finalizing your booking;

iii) Bring appropriate medication (such as an epinephrine auto-injector) if you have been prescribed one;

iv) Consider bringing supplementary food items if you have highly restrictive dietary needs.

6.6.3. We cannot accept liability for any adverse reactions to food consumed or allergies triggered during the retreat if you have not disclosed your dietary requirements or allergies to us at the time of booking.

6.6.4. In some remote locations or certain countries, specialized dietary options (such as gluten-free, vegan, or allergen-free foods) may be limited. We will advise you prior to confirmation of your booking if we foresee any difficulties in accommodating your stated dietary requirements.

6.6.5. You acknowledge that while all reasonable precautions will be taken, cross-contamination of allergens can occur in kitchens and dining environments, particularly in third-party venues and restaurants that we do not directly control.

7. Partners, Suppliers, & Third-Party Service Providers

7.1. Concept Retreats collaborates with a range of business partners, suppliers, and third-party service providers to create your unique, high-quality retreat experience.

7.2. We prioritise the careful selection of our partners, suppliers, subcontractors, and third-party service providers to ensure they are reliable, trustworthy, and capable of delivering professional, safe, and reliable services.

7.3. Bookings for third-party services, such as accommodation, airport transfers, excursions, sports activities, and restaurant bookings, made on your behalf by Concept Retreats are subject to the terms and conditions set out by the provider of the service.

7.4. While we make every effort to assess the quality and security of the services provided by these external parties at the time of recommendation or booking, we acknowledge that we cannot guarantee their performance. It is important to understand that Concept Retreats does not directly control, manage, or operate these services. Therefore, we assume no liability for any issues that may arise from the use of services they offer.

7.5. We strongly advise you to familiarise yourself with the policies and terms & conditions of each service provider before using their services. When using or participating in third-party services, you must comply with their rules, regulations, and advice, as well as with all applicable laws.

8. Activities and Risk Acknowledgement

8.1. Some activities listed on our website which may be part of your retreat package or offered as additional services include, but are not limited to, extreme and adventure sports such as mountain biking, caving, rock climbing, free climbing, mountaineering, horse riding, canyoning, gorge walking, off-road biking, surfing, water-skiing, kitesurfing, cliff jumping, coasteering, scuba diving, jet skiing, sailing, sky diving, wing suiting, bungee jumping, hang gliding, paragliding, and similar activities.

8.2. You acknowledge that these activities involve inherent risks and may be physically and mentally challenging.

8.3. It remains your responsibility to assess your own physical and mental capabilities and to consult with appropriate medical professionals to ensure your safety and suitability for any such activities, or any other activities offered by our retreats.

8.4. By booking a retreat that includes such activities or by choosing to participate in them as optional extras, you voluntarily assume all risks associated with these activities.

8.5. Concept Retreats does not warrant the standard or performance of any third-party services and shall not be liable for any direct, indirect, incidental, consequential, or punitive damages arising out of or related to the use of any third-party services during the retreat.

9. Disclaimer: Third-Party Services

9.1. This disclaimer outlines important information regarding your use of third-party services and sets forth the terms and conditions governing your interactions with third-party service providers that were booked by Concept Retreats.

9.2. Independent Services: The third-party services offered during the retreat are provided by independent partners, suppliers, subcontractors, and service providers. These services may include transportation, accommodation, catering, activities, tours, guides, excursions, wellness practices, fitness activities, extreme and adventure sports, animal services, or any other services not directly provided by Concept Retreats. We do not directly control, manage, or operate these services.

9.3. Independent Contractors & Business Partners: All third-party service providers are considered independent contractors and separate entities from Concept Retreats. They operate under their own terms, rules, conditions, and obligations. We assume no responsibility or liability for the actions, omissions, or negligence of these third-party service providers.

9.4. No Endorsement: The inclusion of third-party services in the retreat programme does not imply any guarantee of the quality, safety, or suitability of those services. We merely facilitate the availability of these services for your convenience. It is your responsibility to assess the suitability, quality, and safety of any third-party services that you engage with during the retreat.

9.5. Liability Limitation: In no event shall Concept Retreats be liable for any direct, indirect, incidental, consequential, or punitive damages arising out of or related to the use of any third-party services during the retreat. This includes but is not limited to personal injury, property damage, loss of data, or any other losses or liabilities that may occur. You agree to indemnify and hold us harmless from any such claims.

9.6. Assumption of Risks: You acknowledge and accept that any activities, services, or products provided by third-party service providers may involve inherent risks, including but not limited to physical injury, illness, property damage, financial loss, or any other negative outcomes. By participating in any third-party services, you voluntarily assume all such risks and agree that Concept Retreats shall not be held responsible for any resulting consequences.

9.7. Personal Responsibility: You are solely responsible for your own well-being, including the decisions you make regarding engaging with third-party services. It is your responsibility to assess your own physical and mental capabilities and to consult with appropriate professionals to ensure your safety and suitability for any third-party services.

9.8. Contracts and Agreements: Even when facilitated by Concept Retreats, any contracts or agreements entered between you and third-party service providers are strictly between the parties involved. We shall not be responsible for any disputes, breaches, or failures to perform on the part of the third-party service providers.

9.9. Release of Claims: To the maximum extent permitted by law, you hereby release Concept Retreats, its affiliates, officers, employees, and agents from any and all claims, demands, actions, liabilities, or expenses arising out of or related to your use of third-party services during the retreat.

9.10. Compliance with Third-Party Service Providers' Policies: You are required to familiarise yourself with the policies and terms & conditions of each service provider before using their services. While participating in third-party services, you must comply with all applicable laws, regulations, and policies of the service providers. Any violations or misconduct may result in the cancellation of services and could be subject to legal action by the service provider.

10. Weather Conditions

10.1. Weather conditions may affect your retreat, itinerary, and stay at the retreat venue. Some activities booked for your retreat may be impacted due to weather conditions.

10.2. If we or our partners, suppliers, or third-party service providers determine that weather conditions are not appropriate for certain activities, we may reschedule those activities.

10.3. If rescheduling is not possible, we will cancel the affected activities and arrange alternative options where feasible.

10.4. No refunds will be provided for activities cancelled due to adverse weather conditions, but we will make reasonable efforts to provide suitable alternatives.

11. Data Protection and Privacy

11.1. We collect and process your personal information in accordance with our Privacy Policy, which is available on our website.

11.2. By booking a retreat with us, you consent to our collection, use, and sharing of your personal information as described in our Privacy Policy.

11.3. We will use your personal information to process your booking, provide the retreat services, communicate with you about your booking, and comply with legal requirements.

11.4. We may share your personal information with third-party service providers as necessary to provide the retreat services.

11.5. We will not sell your personal information or use it in any way other than for the purposes of retreats and affiliated services.

11.6. When you complete our application questionnaires hosted on Google Forms, please be aware that this information is subject to Google's privacy policies and security measures. While we take all reasonable precautions to protect your data, we cannot be responsible for Google's data handling practices. We recommend reviewing Google's privacy policy before submitting sensitive information.

11.7. You have the right to access, correct, and delete your personal information as described in our Privacy Policy.

12. Photography, Privacy, and Electronic Devices

12.1. We may take photographs or videos during the retreat for promotional purposes. By participating in the retreat, you grant us permission to use images or videos in which you appear for marketing and promotional purposes, including on our website, social media, and printed materials.

12.2. We understand, respect and protect your right to privacy during the retreat. If you do not wish to be photographed or filmed, please inform us in writing before the start of the retreat.

12.3. To ensure a truly comfortable, safe, and immersive experience, the use of mobile phones, laptops, and all other electronic devices during retreat sessions, workshops, and parties is strictly prohibited for everyone, including the organizers, unless mutually agreed upon by all participants and limited to specific time intervals.

12.4. Exceptions to the electronic device policy may be made for technical purposes that directly enhance the activities, such as using a mobile phone for a DJ session at a party or other scenarios that serve the spirit and flow of the event.

12.5. This electronic device policy honours participants' privacy and encourages everyone to focus on the present moment, building meaningful connections with those around them. This allows everyone to receive the full attention they deserve and to express themselves fully and authentically without concerns about their image being shared on social media or elsewhere.

12.6. All materials, content, and information provided during the retreat, including but not limited to handouts, workbooks, presentations, and recordings, are the intellectual property of Concept Retreats/Liviu Tipurita Hypnotherapy or its licensors and are protected by copyright and other intellectual property laws.

12.7. You may not reproduce, distribute, modify, create derivative works of, publicly display, publicly perform, republish, download, store, or transmit any of the material from our retreats without our prior written consent.

13. Code of Conduct

13.1. We expect all retreat participants to conduct themselves in a respectful and considerate manner towards other participants, retreat staff, and service providers.

13.2. Disruptive behaviour, harassment, discrimination, or any conduct that negatively impacts the retreat experience for others will not be tolerated.

13.3. We reserve the right to remove any participant from the retreat, without refund, if their behaviour is deemed inappropriate, disruptive, or offensive.

13.4. Smoking is prohibited in all indoor areas and may be restricted in outdoor areas depending on the venue's policies.

13.5. Illegal drugs are strictly prohibited at all retreat venues and activities.

14. Complaints Procedure and Communication

14.1. In the unlikely event that a difficulty arises during your retreat, you should immediately inform your retreat coordinator who will endeavour to resolve the issue as soon as possible.

14.2. For complaints about third-party services, we encourage you to address your concerns directly with the respective service provider(s) immediately, before raising the issue with us.

14.3. You should retain any evidence related to your complaint, such as photographs, receipts, or correspondence.

14.4. If an issue cannot be resolved during the retreat, you must submit your complaint in writing (email) to Concept Retreats within 14 days of the end of your retreat.

14.5. No liability can be accepted for any complaint where you have not followed this complaints procedure.

14.6. We will acknowledge your complaint within 7 days and aim to provide a full response within 28 days.

14.7. Preferred Method of Communication

Our preferred method of communication is by email at contact@conceptretreats.com.

You can also reach us by telephone and WhatsApp at: +44 (0) 7707 289 228

Please note that due to the nature of our work, we travel extensively, and it may take up to 48 - 72 hours to reply to your message. We appreciate your patience and understanding.

15. Force Majeure

15.1. We shall not be liable for any failure or delay in performing our obligations under this Agreement to the extent that such failure or delay is caused by events beyond our reasonable control (a "Force Majeure Event").

15.2. 15.2. Force Majeure Events include, but are not limited to, acts of God, natural disasters, flood, fire, earthquake, extreme weather conditions, epidemics, pandemics, quarantines, civil commotion, riots, terrorist attacks, war, national or regional emergency, strikes or other labour disputes, governmental actions, changes in laws or regulations, interruption or failure of electricity or telecommunications services, serious illness, injury or incapacity of key retreat personnel where no reasonable substitution can be arranged, or failures of suppliers or subcontractors due to any of the aforementioned causes.

15.3. If a Force Majeure Event occurs, we will notify you as soon as reasonably possible and discuss alternative arrangements, which may include rescheduling or cancellation with a credit voucher for future use.

16. Governing Law and Jurisdiction

16.1. This Agreement shall be governed by and construed in accordance with the laws of England and Wales.

16.2. Any dispute arising out of or in connection with this Agreement, including any question regarding its existence, validity, or termination, shall be subject to the exclusive jurisdiction of the courts of England and Wales.

16.3. If any provision of this Agreement is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

17. Amendments to Terms & Conditions

17.1. We reserve the right to update or modify these Terms & Conditions at any time without prior notice.

17.2. The most current version of the Terms & Conditions will be available on our website and will apply to all new bookings made after their publication.

17.3. For existing bookings, the Terms & Conditions in effect at the time of booking will apply unless changes are required by law or governmental authority.

18. Entire Agreement

18.1. These Terms & Conditions, together with your booking confirmation and any other written agreement between us, constitute the entire agreement between you and Concept Retreats regarding your retreat booking.

18.2. No amendment to these Terms & Conditions shall be valid unless agreed upon in writing by both parties.

18.3. If any provision of these Terms & Conditions is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

By making a booking with Concept Retreats, you confirm that you have read, understood, and agree to these Terms & Conditions in their entirety.

Last updated: 14.04.2025