Retreat Terms & Agreement

Ai Kubo, PhD, LLC Yoga Retreats

We’re so glad you’re joining us! To ensure a smooth, transparent, and safe experience for everyone, please carefully review the terms below before registering. By submitting your deposit or full payment, you acknowledge and agree to these terms.

1. Registration & Payment

To secure your spot, you must:

  • Submit a $1,000 non-refundable deposit, or pay in full (if registration is past the full payment deadline)

  • Complete the online registration form.

  • Pay your remaining balance by the Final Payment Deadline listed on the retreat page.

If you qualify for the Early Bird Discount, make sure to pay your deposit by the Early Bird Deadline listed on the retreat page.

Final payment reminders will be sent out before your card is charged. If your payment fails and we are unable to reach you within two weeks, we may need to release your spot.

2. Travel & Health Insurance

Travel insurance is strongly recommended and is your responsibility to purchase. We highly encourage coverage that includes:

  • Trip cancellation or delay

  • Medical emergencies abroad

  • Baggage loss or theft

  • Any other life-related events

We do not offer refunds for missed flights, illness, injuries, travel delays, or personal emergencies—so please make sure you’re protected. If possible, choose a Cancel for Any Reason (CFAR) policy for maximum flexibility.

3. Cancellations & Refunds

Life happens, and we understand plans can change. If you need to cancel:

  • Before the final payment deadline:
    We will refund your payment (minus the $1,000 deposit) only if your spot is filled by another guest that we identify.
    If you bring a replacement and they register in full, you will receive a full refund—including your deposit.

  • After the final payment deadline:
    We’re unable to offer refunds but you can transfer your registration to someone.

  • No partial refunds will be issued for late arrivals, early departures, missed classes or excursions, or unused meals or services.

4. If We Need to Cancel or Reschedule

While rare, we reserve the right to cancel or reschedule the retreat due to low enrollment, natural disaster, travel restrictions, or other unforeseen events beyond our control (force majeure). If this happens:

  • You’ll receive a full refund if the retreat is canceled due to low enrollment.

  • If the retreat is rescheduled due to circumstances beyond our control, we’ll offer you a new date. If you can’t attend the rescheduled retreat, your travel insurance should reimburse you.

We are not responsible for any non-refundable costs like flights or travel expenses, which is why insurance is essential.

5. Travel Documents & Logistics

Please make sure your passport is valid for at least 6 months after the retreat ends. You’re responsible for any necessary visas, immunizations, or travel authorizations required for entry depending on the country we visit.

We are not responsible for travel disruptions, denied boarding, or failure to enter the country due to incorrect documentation.

6. Roommates & Accommodations

If you’re traveling solo and book a shared room, we’ll do our best to pair you with another participant. If we can’t match you, you may need to upgrade to a single room.

Roommate requests will be honored when possible, but are not guaranteed.

7. Optional Activities

Your retreat includes all scheduled yoga sessions, group meals, and listed excursions. Any optional activities (e.g., spa treatments, classes, or local tours) are at your own discretion and not the responsibility of Ai Kubo, PhD, LLC.

8. Health & Wellness

By registering, you confirm that you’re in good health and physically able to participate in the retreat. If you have any medical conditions, injuries, or concerns, please consult your physician beforehand and let us know of any accommodations you may need.

Yoga classes are suitable for a range of experience levels, and modifications will be offered—but it’s your responsibility to listen to your body and rest as needed.

9. Conduct & Community

We aim to create a welcoming, inclusive, and respectful space for everyone. We reserve the right to ask any participant to leave the retreat if their behavior is disruptive or harmful to others. No refunds will be issued in such cases.

10. Photography & Media

Photos and videos may be taken during the retreat for promotional purposes. By attending, you grant Ai Kubo, PhD, LLC permission to use your image. If you'd prefer not to be photographed, please let us know at the beginning of the retreat.

11. Liability & Assumption of Risk

You understand that travel and participation in physical activity involve inherent risks. By joining the retreat, you assume full responsibility for your well-being and agree not to hold Ai Kubo, PhD, LLC, its team, or any retreat partners liable for injury, illness, loss, or damage.

✅ Agreement

By submitting your registration and deposit, you acknowledge that you have read and agree to the terms of this Retreat Agreement.

If you have any questions before registering, please don’t hesitate to reach out. We want you to feel 100% informed and supported.