Terms & Conditions — Beneath the Canopy Syntropic Food Forest Retreat

Please take a moment to read these Terms & Conditions, which outline the agreement you enter into by booking your spot at our retreat. They cover important details such as payment deadlines, refund policies, and participant responsibilities.

Last Updated: 27/12/2025

1. Booking and Payment:

• A spot at the retreat is secured upon receipt of either the full payment or first payment via Afterpay/payment plan.

• You can pay in full at checkout, via Afterpay (4 interest-free instalments), or request a manual payment plan arranged directly with the organiser.

• Failure to complete payments by the agreed dates may result in the forfeiture of your spot, with no refund of payments already made.

Registration Form:
After booking, you will receive a link to a registration/intake form. Completing this form is required to confirm your spot and provide important information such as dietary restrictions, health conditions, and emergency contacts.

2. Cancellations and Refunds:

Cancellations must be made in writing to Janine at kiaora@samluddenceramics.com.

• Cancellations made before January 13, 2026 will receive a full refund minus a $50 admin fee.

• Cancellations made between January 13 and February 13, 2026 will receive a 50% refund of payments made.

• No refunds will be given for cancellations after February 13, 2026 (one month prior to the event).

Transfers to Future Retreats:
If you cancel within one month of the retreat, no refund will be given. However, you may transfer your booking to another participant of your choosing. In certain circumstances (e.g., illness or family emergency) and at the organiser’s discretion, your payment may be credited towards a future retreat. Please contact us as soon as possible to discuss options.

3. Event Changes:

The organiser reserves the right to make changes to the schedule, content, or facilitators if necessary.

In the unlikely event that the retreat is cancelled by the organiser due to unforeseen circumstances (e.g., extreme weather, natural disasters, illness), participants will be offered a full refund of payments made, or the option to transfer to a future retreat date.

4. Participant Responsibilities:

• Participants are responsible for their own travel arrangements to and from the retreat site.

• Participants agree to respect the land, facilities, staff, and fellow participants, and to conduct themselves in a manner that ensures a safe and welcoming environment for all.

• Participants agree to disclose any relevant health conditions (physical or mental) that may impact their participation in retreat activities.

• Participants also agree to follow health and safety guidelines/briefings provided by the organiser during the retreat, particularly for outdoor activities. We recommend sturdy footwear (such as hiking boots or shoes with good grip) for walks in the forest and on uneven terrain. If you choose not to follow the recommended safety guidelines, you accept responsibility for any resulting injury or discomfort.

5. Liability Waiver:

By registering for the retreat, you acknowledge and accept that participation involves inherent risks, including but not limited to outdoor activities, uneven terrain, and exposure to the elements.

You agree to participate at your own risk and release the organiser, facilitators, and property owners from liability for any personal injury, illness, loss, or damage that may occur during the retreat.

6. Photography and Media:

During the retreat, photos and/or videos may be taken for promotional purposes. By attending, you grant permission for your image to be used unless you advise otherwise in writing before the retreat begins.

7. Code of Conduct:

The retreat is a space for learning, sharing, and community. Harassment, discrimination, or disrespectful behaviour will not be tolerated.

The organiser reserves the right to ask anyone who breaches this code to leave the retreat without refund.

8. Agreement:

By making a booking, you acknowledge that you have read, understood, and agree to these Terms & Conditions.