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 the final payment deadline. If 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
Other unexpected life events
Please note that we are unable to 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
We understand that life happens and plans sometimes change. Our cancellation policy is designed to balance flexibility with the financial commitments required to host this retreat.
If you cancel before the final payment deadline:
Your payment, minus the $1,000 non-refundable deposit, will be refunded only if we are able to fill your spot. If you find someone to take your place and they register and pay in full, you will receive a full refund—including your deposit.If you cancel after the final payment deadline:
We are unable to offer refunds, but you are welcome to transfer your registration to another guest. Please notify us as soon as possible if you plan to do so.No partial refunds will be issued for late arrivals, early departures, missed classes or excursions, or unused meals or services.
We strongly recommend travel insurance, as we are unable to offer refunds for personal emergencies, travel delays, or illness.
4. If WE Need to Cancel or Reschedule
While extremely rare, we reserve the right to cancel or reschedule the retreat due to low enrollment, natural disasters, travel restrictions, or other unforeseen events beyond our control (force majeure, including but not limited to pandemics, political unrest, or extreme weather—like what happened in 2020!)
If the retreat is canceled due to low enrollment, you will receive a full refund of all payments made.
If the retreat is rescheduled due to circumstances beyond our control, we will offer new dates. If you are unable to attend, we encourage you to work with your travel insurance provider regarding reimbursement of non-refundable expenses. If we don’t offer new dates, you will receive a full refund of all payments made.
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. Roommate requests will be honored when possible but are not guaranteed.
Single occupancy rooms are not currently available due to limited room capacity. However, if additional rooms become available closer to the retreat, we may be able to offer single accommodations at an additional cost.
If you're interested in a single room or would like help finding a roommate, please email us to join the singles waitlist—we’ll keep you informed of any openings.
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, just let us know at the start of the retreat—we fully respect your privacy.
11. Liability & Assumption of Risk
You acknowledge that travel and participation in physical activities, including yoga, involve inherent risks. By joining this retreat, you voluntarily assume full responsibility for your health, safety, and well-being, and agree not to hold Ai Kubo, PhD, LLC, its team, or any retreat partners liable for any injury, illness, loss, or damage that may occur during or as a result of the retreat.
All yoga classes are optional and designed to accommodate a range of experience levels. Modifications and variations will be offered to support different abilities and needs. We encourage you to listen to your body and participate at the level that feels right for you.
12. Waitlist Policy
Once the retreat reaches capacity, we will begin a waitlist for interested participants. If a registered guest cancels, we will offer the open spot to the next person on the waitlist in the order they signed up. If you’re offered a spot, you’ll have a limited window (typically 48 hours) to confirm and pay before we move to the next person.
If you're interested in joining the waitlist, please email us directly. No deposit is required to be placed on the waitlist.
13. Communication
We’ll be in touch via email in the months leading up to the retreat with everything you need to feel prepared—this includes a detailed itinerary, travel tips, a packing list, and other helpful information.
Once we’re on the island, we’ll use WhatsApp to communicate important updates such as group meeting times and activity locations, especially when we are on outdoor excursions. Please ensure that your phone will have reliable reception and data coverage outside the hotel so you don’t miss key information. We recommend setting up an international plan in advance or using a local eSIM if needed.
✅ 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.