Essentrics® Fitness Retreat Terms and Conditions
Introduction
Please read the following terms and conditions carefully, as they constitute a legally binding agreement between you (“Participant”) and Essentrics®/The Esmonde Technique (“Organizer”). By completing your registration and making payment for the event, you confirm that you have read, understood, and agreed to these terms and conditions in their entirety. Participation in the retreat is expressly conditioned upon your acceptance of this agreement.
1. Medical Clearance and Participant Responsibility
1.1 Health and Safety
Participation in all activities during the event is voluntary and undertaken at your own risk. It is the participant’s responsibility to ensure they are physically and medically fit to engage in fitness classes, workshops, and other activities
1.2 Medical Conditions
If you have any pre-existing medical conditions or health concerns, consult your doctor before attending the retreat.
1.3 Liability
Essentrics®, retreat organizers, instructors, and associated parties are not liable for any injuries, illnesses, losses, damages, or mishaps that may occur during or in connection with the retreat, including but not limited to:
- Participation Risks: Injuries sustained during classes, workshops, excursions, or other planned or unplanned activities.
- Travel Risks: Injuries or losses incurred during travel, including transportation to and from the retreat venue.
- Personal Belongings: Loss, theft, or damage of personal belongings.
- Medical Emergencies: While first aid may be available, Essentrics® is not responsible for providing or covering the costs of medical treatment or emergency services.
Recommendations for Participants:
- Consult a physician before attending, particularly if you have pre-existing medical conditions.
- Maintain adequate travel insurance to cover medical emergencies, trip cancellations, and unforeseen events.
- Exercise caution and common sense throughout the retreat to ensure your own safety and the safety of others.
By participating, you acknowledge and agree to:
- Assume full responsibility for your own safety and well-being.
- Release and hold harmless Essentrics® from any and all claims, demands, and causes of action arising from or related to your participation.
Important: Notify an instructor or staff member immediately if you feel unwell or unable to participate in any activity.
2. Code of Conduct
2.1 General Behavior
Participants must treat all individuals—including instructors, staff, and fellow attendees—with respect, courtesy, and professionalism. Negative, disruptive, or unsafe behavior is prohibited. Actions compromising the safety, comfort, or enjoyment of others will not be tolerated.
2.2 Prohibited Conduct
Unacceptable behaviors include, but are not limited to:
- Harassment: Verbal, physical, or psychological harassment, including bullying or intimidation.
- Discrimination: Actions or language targeting race, gender, religion, disability, or personal characteristics.
- Disruptive Behavior: Interrupting sessions, excessive noise, misuse of electronic devices, or failure to adhere to guidelines.
2.3 Enforcement
Essentrics® reserves the right to take the following actions in the event of a violation:
- Immediate removal from the event without a refund.
- Denial of future event registrations.
- Legal action or other appropriate measures as deemed necessary.
3. Payment and Cancellation Policy
3.1 Payment Terms
- Full payment is required to secure your spot at the retreat.
- Accepted payment methods will be listed during registration.
- Late payments may result in cancellation of your registration.
3.2 Cancellation Policy
- Refund Eligibility: Cancellations made at least 30 days before the retreat will be eligible for a refund, minus a $125 administrative fee.
- After Refund Eligibility Period: Cancellations made less than 30 days before the retreat are non-refundable. At Essentrics®’ discretion, the paid amount may be applied toward a future event.
- Illness or Emergencies: Exceptions may be reviewed on a case-by-case basis but are not guaranteed.
To request a cancellation, please contact events@essentrics.com
3.3 Transfer Policy
Registrations are non-transferable unless explicitly approved by Essentrics® in writing.
4. Accommodations and Meals
4.1 Accommodation Responsibility
Unless explicitly stated during registration, participants are responsible for arranging and paying for their accommodations. Details of recommended hotels, partner venues, or package deals will be shared to assist participants in making suitable arrangements.
4.2 Meal Options
- Included Meals: Participants must inform organizers of dietary restrictions or allergies during registration. While efforts will be made to accommodate requests, certain limitations may apply.
- Excluded Meals: Participants are responsible for their own food and beverages if meals are not included in the retreat package.
4.3 Accommodation and Meal Liability
Essentrics® is not responsible for any issues related to accommodations or meals. Participants are solely responsible for managing their arrangements directly with the service provider. Essentrics® is not liable for:
- Payment errors, cancellations, or disputes with accommodation providers.
- Issues related to accommodation quality or amenities.
- Meal satisfaction or dietary accommodations.
Recommendations for Participants:
- Retain all booking documentation, including confirmation emails and receipts.
- Thoroughly review accommodation details before booking.
- Consider purchasing travel insurance to cover potential disruptions.
4.4 Confirmation of Arrangements
Participants are advised to confirm their room and board arrangements well in advance to ensure availability.
5. Activity Participation
5.1 Participation Guidelines
- Arrive punctually for scheduled activities.
- Follow instructor guidance to minimize risk.
- Notify instructors if experiencing discomfort or difficulty.
5.2 Activity Waiver
By participating in any Essentrics® class or event, I acknowledge and agree to the following: Inherent Risks: I understand that fitness activities, including Essentrics®, involve inherent risks of injury, including but not limited to:
-Muscle strains or sprains
-Joint pain or discomfort
-Cardiovascular incidents
-Falls or slips
-Other unforeseen injuries
Assumption of Risk: I voluntarily assume all risks associated with my participation, including the risks of injury, illness, or other harm that may occur during or in connection with any Essentrics® class or event.
Release of Liability: I hereby release and hold harmless Essentrics®, its affiliates, instructors, organizers, and any other parties involved in the provision of Essentrics® classes or events from any and all claims, demands, and causes of action arising out of or relating to my participation, including but not limited to claims for negligence, except for claims arising from gross negligence or willful misconduct.
Medical Conditions: I understand that it is my responsibility to consult with my physician before participating in any fitness activities, especially if I have any pre-existing medical conditions or concerns.
6. Intellectual Property and Event Content
6.1 Protected Content
All retreat materials, including class content, techniques, handouts, presentations, and recordings, are protected intellectual property owned by Essentrics®/140077 Canada Inc. Participants may not reproduce, distribute, or use these materials for any purpose without prior written consent.
7. Photography and Media Release
7.1 Consent
By attending, you grant Essentrics® the right to use photographs or videos taken during the event for marketing or training purposes.
7.2 Opt-Out
If you do not wish to appear in photography and media, please notify Essentrics® via email at events@essentrics.com within 7 days of registration and before the retreat begins
7.3 Social Media Sharing
Participants may share brief posts (30 seconds or less) respecting others’ privacy and using the hashtag #Essentrics.
8. Cancellations or Rescheduling by Essentrics®
Force Majeure Essentrics® shall not be liable for any delay in performance or non-performance of its obligations under this Agreement caused by events beyond its reasonable control, including but not limited to:
- Natural Disasters: Earthquakes, hurricanes, floods, tornadoes, wildfires, etc.
- Pandemics/Epidemics: Outbreaks of infectious diseases, including but not limited to, pandemics, epidemics, and public health emergencies.
- Government Actions: Acts, decrees, laws, regulations, orders, or restrictions of any governmental authority, including but not limited to, lockdowns, travel bans, quarantines, and state of emergencies.
- Civil Disturbances: Riots, wars, hostilities, terrorism, and acts of civil unrest.
- Acts of God: Other unforeseeable and uncontrollable events, such as extreme weather conditions, power outages, and acts of sabotage.
Event Cancellation/Rescheduling Due to Force Majeure
In the event of a Force Majeure, Essentrics® will prioritize rescheduling the event within the following 12 months. If rescheduling is not possible within this timeframe, participants will receive a full refund of the event fee.
Except as expressly stated above, no refunds will be issued for event fees in the event of a Force Majeure.
If Essentrics® cancels or reschedules an event for reasons other than Force Majeure, participants will be offered the following options:
- Attendance at a rescheduled event on a future date.
- A full refund of the event fee.
Essentrics® is not responsible for any travel-related expenses resulting from an event being cancelled or rescheduled, including but not limited to:
- Transportation costs: Airfare, train tickets, ground transportation.
- Accommodation costs: Hotel bookings, lodging expenses.
- Travel insurance: Participants are strongly encouraged to purchase travel insurance to cover potential losses due to unforeseen events. We also recommend purchasing refundable accommodations and transportation.
9. Participant Information and Privacy
9.1 Data Use
Participant data will be used solely for retreat administration in compliance with applicable privacy laws. Essentrics® will process participant data in accordance with applicable privacy laws.
9.2 Confidentiality
Personal details shared during the retreat must not be used for solicitation or unauthorized purposes.
10. Accessibility and Special Needs
Essentrics® is committed to inclusivity. Contact us at least two weeks in advance to arrange specific accommodations.
11. Liability Disclaimer
11.1 Assumption of Risk
Participation involves inherent risks related to travel, physical activity, and group events. Participants are responsible for their own safety and well-being.
11.2 Limitations of Liability
Essentrics® is not responsible for:
- Injuries, illnesses, or personal losses.
- Travel disruptions or financial losses.
- Actions or omissions of third-party providers.
12. Schedule Changes
12.1 Right to Modify
Essentrics® reserves the right to adjust the retreat schedule before or during the event to enhance the experience. Participants are expected to remain flexible and cooperative with any adjustments made to the schedule.
13. Retreat Host and Instructors
13.1 Instructors
All retreat instructors are highly qualified and selected by Essentrics®. Substitutions may occur if necessary.
13.2 Instructor Responsibility
Instructors will guide participants safely through activities. Participants should communicate any concerns or limitations during the retreat.
14. Changes to Terms and Conditions
Essentrics® reserves the right to modify the terms and conditions of its events, including cancellation and rescheduling policies, upon reasonable notice to participants. Any such changes will be communicated via email and/or the event website. By registering for an event, participants agree to be bound by the terms and conditions in effect at the time of their registration.
By completing your registration and payment, you confirm your understanding and agreement to these terms. Thank you for joining us on this journey toward fitness, wellness, and relaxation!
