Retreat Terms and Conditions

We are delighted that you have made this significant decision for your business, your life and legacy to join us at the Elanoura Japan Retreat 2026. To ensure that expectations are set for both parties, we require all participants to read and agree to the Retreat Terms and Conditions.

1. Booking
The Participant’s 9-day, 8-night booking includes the following:

  • 8 nights’ accommodation in a double or single room at Hotel Shiba Tokyo, Hotel Indigo Hakone, and Hotel Higashiyama Kyoto
  • Daily breakfast, plus lunch and/or dinner depending on the day’s activities
  • Domestic ground transportation (high-speed rail and private chartered coaches) in and around Tokyo, Hakone, and Kyoto
  • Shibuya Guided Tour (Tokyo)
  • Tea Ceremony (Tokyo)
  • Guided Shinjuku Night Tour (Tokyo)
  • Private in-room onsen bath (Hakone)
  • Singing Bowls Sound Bath activity (Hakone)
  • Zen Meditation experience (Hakone)
  • Calligraphy class (Hakone)
  • Guided Nature Hike with Mt. Fuji Views (Hakone)
  • Incense-Making Workshop (Kyoto)
  • Kimono Photo Shoot (Kyoto)
  • Two expert-led strategy workshops
  • In-person nonprofit volunteer activity
  • Donation to the nonprofit partner
  • Six post-retreat expert-led group coaching sessions

The Participant’s booking does not include:

  • International airfare in and out of Japan
  • Airport transfers
  • Alcoholic beverages

2. Payment

A. The total investment for the retreat includes the activities listed on our itinerary as part of the retreat, accommodations, some meals, and activities listed.

B. Non-Refundable Installments: All fees are nonrefundable, but transferable upon approval by the Organization. In the event of Participant cancellation, no refunds will be issued for installments paid. The entire Retreat/Event fee must be paid in full before the departure date. We highly recommend that all participants to purchase travel insurance to protect against unexpected circumstances, including medical emergencies and travel disruptions.

C. Payment Details: The booking is not considered definite until the Organizer has received the full fee of $8600 USD (unless a discount has been applied). Installments are automatically processed every 30 days by a third party (SureCart). The Organizer does not share or hold a participant’s credit card information on file.

  • Sign-ups by April 30th, 2026 are charged either in three or five non-refundable installments every 30 days.
  • Sign-ups between May 1, 2026, and July 3, 2026 are charged three non-refundable installments every 30 days.
  • Sign-ups after July 3, 2026 and until September 4, 2026, must be paid in full. It is a non-refundable full payment.
  • Any discounts offered are applied to the first payment only. 
  • Replacement Policy: If an Organizer-approved replacement is found to attend, the original Participant may receive a refund of monies paid, minus a $300 processing fee. A replacement refund is not guaranteed.

D. Retreat/Event Cancellation: If for any reason the Organizer must cancel or reschedule a Retreat/Event due to illness, weather, or any other reason, the Organizer will provide all participants with as much notice as possible, as well as the rescheduled date, if known.

4. Travel

All travel arrangements to and from Japan are the responsibility of the Participant and at their own expense. The Organizer will not be held liable for any consequences arising from delays or cancellations by any of the companies with which the Participant has made arrangements nor for any irregularities in the documentation required for travel and entry into Japan.

5. Travel Insurance

Travel insurance is highly recommended for international travel and must cover the activities of this retreat, as well as unexpected cancellations, sickness, losses, and usual risks. Participants are advised to provide the Organizer with a copy or information about their policy in case of emergencies or circumstances abroad.

6. Health and Medical Attention

  • It is the Participant’s responsibility to prioritize her mental and physical well-being throughout the retreat.
  • The Organizer holds no responsibility for any injuries sustained by the Participant during the retreat.
  • In the event of a medical emergency during the Retreat/Event, Participants consent to receive necessary medical care as determined by medical professionals during the emergency.
  • Participants absolve the organizing entity of any liability related to medical treatment received during the Retreat/Event.
  • Participants are required to have travel insurance that covers medical emergencies. Failure to have adequate travel insurance will make participants fully responsible for any medical personal charges incurred.
  • The Organization bears no liability in such cases.

7. Food

If the Retreat/Event includes meals, Participants may choose to eat the provided meals or bring their own food. We will take your nutritional information provided at the time of onboarding to make all possible arrangements, but we cannot guarantee absolute accuracy due to unforeseen circumstances. Any additional food or beverage expenses are the sole responsibility of the Participant. Participants are ultimately responsible for their food choices and any resulting health issues. While we strive to accommodate our guests as much as possible for their safety and enjoyment, we cannot be held liable if a guest decides to eat outside the provided menu or if there are mistakes made by third-party vendors. However, we will always consider guiding our guests in making informed choices.

8. Risk Acknowledgement and Acceptance

Participants acknowledge the inherent risks associated with the Retreat/Event and voluntarily assume these risks. Participants release the organizing entity from any liability for resulting injuries or damages.

9. Confidentiality

Participant privacy is respected, and any confidential information shared during Retreat/Event sessions will not be disclosed without prior written consent, except in certain circumstances. Participants agree not to share any footage or confidential information obtained during the Retreat/Event without permission.

10. No Liability for Possessions
The Organizer is not responsible for any loss or damage of the Participant’s personal belongings. It is the Participant’s responsibility to ensure that her possessions are kept safe at all times.

11. Extras
The Participant shall pay the hotel included within this booking for any food and beverages or other goods and/or services not provided for in the booking.

12. Itinerary Amendments and Replacements
While not intended, in exceptional circumstances, changes may have to be made which the Organizer reserves the right to do at any time as necessary. If a significant change becomes necessary, the Participant will be informed as soon as reasonably possible, and the Organizer will do their best to ensure expectations, needs and desires are met.

13. Copyright of Materials
The Participant understands the workshop materials and resources provided in the retreat have been created and copyrighted by the Organizer and their Session Leaders. The Participant agrees not to use them professionally or to re-purpose them for selling or publishing.

14. Privacy Policy
The Organizer does not share customer details with any third parties, except the ID and address as required for check in at hotels booked, and SureCart for payment plan processing. Any personal information provided will be used for the services included in the booking and for administrative purposes only.

15. Disputes

All disagreements and arguments concerning the Retreat Agreement or its realization must be addressed by way of negotiation, directly between the Participant and the Organizer.

16. Third-party – (non-profit collaborations/projects) non-disclosure agreement.

As part of our commitment to social impact, we collaborate with non-profit organizations dedicated to empowering women and girls. Our in-person volunteer activity will include participants in a variety of vulnerable situations. While photography is allowed and sharing the activity on social media is encouraged to bring awareness to the organizations we support, we kindly request discretion when sharing information that respects the privacy of the individuals involved. Together, we strive to make a positive impact while safeguarding the integrity of our partnerships.