SERVICE TERMS & CONDITIONS

This Service Agreement, effective as of the date of signing (the “Effective Date”), is made by and between Solstice Travel, LLC (the “Advisor,” "Solstice Travel," “we,” “us,” and “our”) and the individual or entity utilizing our retreat planning services (the “Client,” “you,” and “your”) (collectively, the “Parties,” “we all”).

CONTRACT. These Terms and Conditions outline the agreement for Solstice Travel's retreat planning services, encompassing all provided information, correspondence, and the terms and conditions of our suppliers. By engaging Solstice Travel for retreat planning, you acknowledge that you have read and understood these Terms and Conditions and agree to be bound by them. Please be aware that these terms and conditions contain waivers of liability as well as waivers of class action and venue selection and notice clauses. Your request for our services signifies your acceptance of all Terms and Conditions laid out below and your agreement with the terms of this Contract.

CHANGES TO THESE TERMS AND CONDITIONS. Advisor reserves the right, in our sole discretion, to modify these Terms and Conditions at any time. We will notify you of any changes via the email address you provide. The Terms in effect at the time you engage our services will apply to your agreement. Therefore, it is your responsibility to review the current Terms before utilizing our services. Your continued use of our retreat planning services after notification of any changes constitutes your consent to the revised Terms and Conditions.

RECITALS

Advisor specializes in providing comprehensive retreat planning services, offering various tiers designed to meet different needs, including marketing support, logistical coordination, and full-service curation. Client desires to engage Advisor for retreat planning services according to the terms set forth in this Service Agreement.

In consideration of the mutual promises and obligations in this Service Agreement, the Parties agree as follows:

SECTION 1: RETREAT PLANNING SERVICES TERMS

1.1 Scope of Services. We agree to provide retreat planning services to you based on the chosen service tier, which may include marketing assistance, logistical planning, venue and excursion coordination, and full-service retreat development. The specific inclusions for each tier ("Connect," "Core," and "Curated") are outlined in our provided materials.

1.2 Relationship Between Parties. You understand and agree that Solstice Travel is an independent contractor and that this Service Agreement does not create any employment relationship. We are engaged to act as your service provider for the specific purpose of performing the agreed-upon retreat planning services.

1.3 Authorization. Performance of our retreat planning services may require us to enter into agreements with third-party suppliers (e.g., venues, transportation providers, excursion operators). You hereby authorize us to act on your behalf in securing these services and, where necessary and previously discussed with you, to make payments or deposits to these suppliers. We will make reasonable efforts to inform you in writing prior to acting on your behalf in such transactions.

1.4 Notice. All communication regarding these retreat planning services will be conducted via email. Official notices to us should be sent to jane@travelbysolstice.com, and official notices to you will be sent to the email address you provide. It is your responsibility to notify us of any changes to your email address or contact information within three (3) business days of the change.

1.5 Client Responsibility. Your clear and timely communication is essential for the successful planning of your retreat. Providing us with necessary information, including your goals, preferences, and any budget considerations, will enable us to deliver the best possible service.

1.6 Groups or Multiple Hosts. If you are engaging our services on behalf of a group of retreat hosts or organizers, you are responsible for ensuring that all members of your party are aware of and agree to these Terms and Conditions. We will not be liable for your failure to share these terms with all involved parties. You are responsible for all fees and costs associated with the services unless otherwise agreed upon in writing.

1.7 Timeliness. We will work diligently to provide you with planning proposals and information in a timely manner, recognizing that availability and pricing can be time-sensitive. Your prompt review and feedback on our proposals within three (3) business days of receipt are appreciated to ensure efficient progress.

1.8 Communication. Email will be the primary method of communication to maintain clear records. Phone calls are available by appointment only. Our standard office hours for email responses are Monday through Friday, 9:00 AM to 4:00 PM EST, excluding United States Federal Holidays. Our response time is typically 1-2 business days, depending on the season.

1.9 Third-Party Suppliers. In providing retreat planning services, Solstice Travel acts as a facilitator between you and various third-party suppliers (e.g., venues, accommodations, activity providers). These suppliers are independent entities with their own terms and conditions, which will apply to your retreat arrangements. We are not the provider of these services and are not responsible for their individual policies or actions.

SECTION 2: FEES AND PAYMENT

2.1 Planning Fees. Fees for our retreat planning services are determined based on the complexity and scope of your chosen tier and will be communicated to you during our initial consultation or as outlined in our service packages. These planning fees are non-refundable, even if you decide not to proceed with booking or if your retreat is canceled.

2.2 Payment for Services. Payment for our planning fees is due by the date specified on the invoice and can be made via credit or debit card. Late payments may result in a delay or suspension of services.

2.3 Third-Party Costs. Our planning fees do not include the costs of third-party services such as venue rentals, accommodations, activities, transportation, or other supplier charges. To cover these costs, you will be required to provide us with a signed authorization to make purchases on your behalf using your designated payment method. For individual transactions under one hundred U.S. dollars ($100.00 USD) that have been discussed with you, we are authorized to make the purchase without explicit written authorization, with subsequent written confirmation.

2.4 Changes and Rush Fees. While we strive to be flexible, significant changes to your retreat plans requested after the initial agreement may be subject to a rush fee, at our reasonable discretion, depending on the time and effort required to accommodate the changes. Any applicable rush fees will be clearly communicated to you and agreed upon in writing.

2.5 Price Quotes. All price quotes provided are applicable only for the date and time they are issued and cannot be guaranteed until payment or confirmation is made.

SECTION 3: TERM AND TERMINATION

3.1 Term. This Service Agreement will commence on the Effective Date and will continue until the completion of the agreed-upon retreat planning services.

3.2 Termination.

(a) By Advisor. We reserve the right to terminate this Service Agreement, with or without cause, upon thirty (30) days’ written notice to you. In the event of termination by us, you will remain responsible for any outstanding payment obligations for services already rendered, for which no refunds will be provided. If you directly engage with venues or other suppliers for elements within our agreed scope of service without prior consultation, this will be considered a material breach of contract leading to immediate termination without a refund of any planning fees.

(b) By Client. You may terminate this Service Agreement with thirty (30) days’ written notice to us. In the event of termination by you, you will remain responsible for any outstanding payment obligations for services already rendered, for which no refunds will be provided. If significant planning work has been completed or deposits have been made to suppliers based on your initial agreement, a portion or all of the planning fees may not be refundable.

SECTION 4: WARRANTIES, LIABILITIES, AND INDEMNIFICATION

4.1 Disclaimer. Solstice Travel, and its employees, members, agents, and representatives facilitate the arrangement of various components for your retreat through third-party suppliers, which may include venues, accommodations, transportation, activity providers, and other related services. Solstice Travel operates as an independent contractor and is not an employee, agent, or representative of these suppliers. We do not own, manage, operate, supervise, or control any of the services provided by these independent entities. All bookings and arrangements are subject to the terms and conditions specified by each individual supplier. By utilizing our retreat planning services, you acknowledge and agree that Solstice Travel, nor its employees, agents, or representatives, shall be liable for any loss, injury, or damage arising directly or indirectly from any act or omission of these third-party suppliers or from any occurrence beyond our reasonable control, including but not limited to delays, changes in schedule, loss of property, or personal injury. Solstice Travel assumes no responsibility for personal property and shall be relieved of its obligations under these terms in the event of circumstances such as strikes, labor disputes, acts of God, governmental actions, fire, war, terrorism, civil unrest, epidemics, pandemics, health regulations, or cancellations by suppliers. Solstice Travel reserves the right to decline to provide services at its sole discretion.

4.2 Assumption of Risk/Waiver. Client acknowledges that participating in retreats and related travel may involve inherent risks, potentially in diverse locations. These risks include, but are not limited to, accidents, illnesses, interactions with local environments, transportation incidents, and the actions or negligence of third parties. Client understands that this list is not exhaustive and that unforeseen risks may lead to injury, illness, or even death. By engaging in retreat activities and travel, the Client voluntarily accepts and assumes full responsibility for all such risks, including the potential negligence of Solstice Travel, LLC, and agrees to hold harmless and fully release Solstice Travel, LLC, its employees, members, agents, and assigns (collectively, "Advisor") from any and all claims associated with the retreat and related travel, including claims of third-party negligence and/or the negligence of Advisor. Client further agrees not to sue Advisor for any such claims or join any related lawsuit. This agreement is binding on the Client's heirs, legal representatives, and assigns. This HOLD HARMLESS AND RELEASE OF ALL LIABILITY paragraph shall survive any termination or cancellation of this Contract.

4.3 COVID-19 Waiver. By engaging our retreat planning services at this time, you acknowledge the ongoing risks associated with COVID-19 and voluntarily assume the risk for yourself and any participants, that exposure to or infection with COVID-19 may occur during travel and retreat activities, potentially leading to personal injury, illness, permanent disability, or death, even if these occur in an unforeseeable manner. You recognize that exposure to such viruses is an inherent risk of travel that cannot be eliminated by Advisor. You understand that your retreat plans may be subject to changes, postponements, or cancellations due to evolving circumstances, including travel restrictions, venue closures, or health guidelines, which may result in no refunds. You are responsible for understanding and complying with all relevant health and safety requirements, including testing, vaccination, and quarantine regulations at your destination and any transit points. Solstice Travel strongly encourages the purchase of comprehensive travel protection, including "cancel for any reason" coverage if available. Should you decline such coverage, you agree that Advisor shall not be liable for any losses arising from COVID-19 related disruptions. You, on behalf of yourself and any participants, hereby release and hold harmless Solstice Travel, LLC, its employees, members, agents, assigns, and suppliers from any and all claims, damages, demands, losses, and liability arising from or related to any postponement, cancellation, changes, injury, disability, death, or any other loss due to COVID-19 related factors, whether due to the negligence of the Releasees or otherwise, to the fullest extent permitted by law. This HOLD HARMLESS AND RELEASE OF ALL LIABILITY paragraph shall survive any termination or cancellation of this Contract.

4.4 Client Representations and Warranties. You represent and warrant that you have the authority to enter into and fulfill your obligations under this Service Agreement, even if acting on behalf of a group. You also warrant that you will provide us with all necessary information and permissions required for us to effectively plan your retreat.

4.5 Indemnification. Client agrees to indemnify, hold harmless, and defend Solstice Travel, LLC, its affiliates, and their respective officers, directors, agents, employees, independent contractors, successors, and permitted assigns from any and all claims, demands, losses, causes of action, damages, lawsuits, penalties, fines, costs, or expenses (including attorneys’ fees) arising from or relating to: (a) your breach of any representations, warranties, or covenants in this Agreement; (b) the failure of any retreat participant to comply with applicable laws or regulations; or (c) any claims arising from a participant’s involvement in the retreat or the services provided under this Agreement. We will provide you with prompt written notice of any such claims. Notwithstanding the foregoing, we reserve the right to select our own legal counsel and you shall reimburse us for all associated costs and fees as they are incurred and remain responsible for all indemnified Losses.

4.6 Traveler Behavior. All retreat participants are expected to conduct themselves responsibly and in accordance with any guidelines established by Solstice Travel and our local suppliers. Suppliers reserve the right to remove any participant from the retreat who endangers themselves or others or disrupts the experience of others, without any right to a refund.

4.7 Limitation of Advisor’s Liability. You agree that in no event shall Solstice Travel be liable for any indirect, consequential, incidental, special, exemplary, or punitive damages, including but not limited to loss of use, revenue, or profit, regardless of foreseeability or whether we have been advised of the possibility of such damages. Our total liability under this Service Agreement for any damages, costs, and expenses shall not exceed the total planning fees paid by you to us under this Agreement. We shall not be liable for any claims made against you by third parties or for actions taken while acting in our capacity as your retreat planning service provider within the scope of this Agreement.  

4.8 Insurance. We strongly recommend that all retreat participants obtain comprehensive travel protection, including trip cancellation, interruption, and medical insurance. If you or any participants decline to purchase such insurance, you agree to sign a waiver acknowledging this recommendation and your decision. You understand that Solstice Travel is not an insurance agent and that it is your sole responsibility to understand the terms, benefits, limitations, and restrictions of any insurance policy you purchase.

4.9 Pre-Existing Medical Conditions/Persons with Disabilities. It is crucial that you inform us at the time of booking of any pre-existing medical conditions or disabilities that may affect a participant's ability to fully participate in the retreat or require specific accommodations. We will communicate such requests to our suppliers but cannot guarantee the availability of specific accommodations, particularly as accessibility standards may vary outside of the USA. Any costs associated with necessary accommodations will be the sole responsibility of the Client. Participants with disabilities may be required to travel with a companion who can provide necessary assistance. We may request a doctor's note confirming a participant's fitness to travel.

SECTION 5: GENERAL PROVISIONS

5.1 Governing Law/Jurisdiction/Class Action Waiver/Notice of Claim. This Service Agreement shall be governed by and construed in accordance with the laws of the District of Columbia, without regard to its conflict of laws principles. Any legal claims arising under this Agreement shall be brought in the courts located in the District of Columbia. You agree to bring any claims against Solstice Travel in your individual capacity only and waive any right to participate in a class action or representative proceeding. You further agree that no claim shall be considered, and no lawsuit shall be initiated against Solstice Travel, unless you have provided us with a written notice of the claim within thirty (30) days after the completion or cancellation of the retreat.

5.2 Entire Agreement, Amendments, and Headings. This Service Agreement, along with any referenced supplier terms and conditions and other provided documents, constitutes the entire agreement between the Parties regarding retreat planning services and supersedes all prior communications and agreements. Section headings are for convenience only and do not affect the interpretation of the Agreement.

5.3 Severability. If any provision of this Service Agreement is found to be invalid or unenforceable under applicable law, the remaining provisions shall continue in full force and effect.  

5.4 Waiver. The failure of either Party to enforce any right or provision of this Service Agreement shall not constitute a waiver of that right or provision.

5.5 Third-Party Relationships. Solstice Travel provides retreat planning services, and the actual retreat experiences are delivered by independent third-party suppliers. We do not own, operate, or control these supplier services and act solely as a facilitator in arranging them for your retreat. You agree that we are not responsible for any loss, accident, injury, delay, defect, omission, or irregularity caused by these independent suppliers or for their insolvency or inability to provide services.

5.6 Subcontracting. You acknowledge and agree that Solstice Travel has the authority to subcontract with third-party suppliers as deemed necessary to effectively plan and execute your retreat. Due to potential confidentiality agreements between local suppliers and tour operators, we may not be able to provide an itemized breakdown of costs for individual retreat components.

5.7 Accommodation. All accommodation options arranged by us will be at commissionable rates. We reserve the right to decline to service retreats where accommodations are booked using loyalty points. We encourage the use of loyalty points for air travel.

5.8 Assignment. Neither Party may assign this Service Agreement without the prior written consent of the other Party.

5.9 Force Majeure. Neither Party shall be liable for any failure or delay in performance under this Service Agreement to the extent caused by events beyond their reasonable control, including but not limited to acts of God, war, terrorism, natural disasters, epidemics, pandemics, governmental actions, or disruptions in transportation. In the event of such a force majeure, Solstice Travel's performance shall be extended for the duration of the event, and Client agrees that Advisor shall not be liable for any related damages.  

5.10 Electronic Signature and Acceptance. Electronic signatures on this Service Agreement shall be considered legally binding and constitute acceptance by both Parties.