These Retreat Terms & Conditions constitute a legally binding agreement between each participant and Volka LLC, doing business as Volka Travel ("Volka Travel").

By submitting a deposit or completing a reservation for a Volka Travel retreat, participants acknowledge that they have read, understood, and agree to the policies outlined in this document, as well as the Retreat Cancellation & Refund Policy.

These Terms & Conditions apply to all Volka Travel retreats unless otherwise specified.

Retreat Organizer Role

Volka Travel acts as the organizer and coordinator of retreat experiences and works with independent third-party accommodation providers, transportation companies, activity hosts, and other travel suppliers.

While partners are carefully selected, these services are operated independently. Volka Travel is not responsible for acts, errors, omissions, delays, interruptions, or changes made by third-party providers.

Retreat Participation Requirements

Participants are responsible for ensuring they are able to travel internationally and meet all entry requirements for the destination country, including passport validity and any applicable documentation.

Guests are responsible for arranging their own flights and transportation to the designated group meeting location unless otherwise stated as included in the retreat package.

Participation in retreat activities is voluntary.

Reservation Deposit

A non-refundable deposit of $750 is required to secure your place and selected room category for a Volka Travel retreat. Retreat pricing is based on per-person occupancy within the selected room category. Submitting a deposit confirms acceptance of this Cancellation & Refund Policy.

Remaining Balance & Payment Options

After your reservation is confirmed, the remaining balance will be invoiced separately. Guests may choose to complete payment in full or select a monthly payment plan.

If selecting to complete payment in full, the remaining balance must be paid within 7 days of receiving the invoice.

If selecting the payment plan option, the remaining balance will be divided into monthly payments due on the first day of each month following booking and will also include a 5% service charge.

Payment schedules are fixed and are not adjusted based on booking date.

In some cases, if a reservation is made during the second half of a calendar month, the first scheduled payment may be adjusted to begin on the first day of the following month. Any adjustment to the payment schedule must be confirmed with Volka Travel prior to booking and depends on availability within the overall payment timeline leading up to the retreat.

If a scheduled monthly payment is missed, Volka Travel will contact the guest to arrange completion of the payment as soon as possible. Reservations with overdue payments that remain unresolved may be released at the discretion of Volka Travel. All payments made up to that point remain non-refundable.

Regardless of payment method selected, all balances must be completed no later than 90 days prior to the retreat start date.

Reservations made within 90 days of the retreat start date require payment in full at the time of booking. Payment plan options are not available within this period unless otherwise approved by Volka Travel prior to booking.

Reservations with unpaid balances after the final payment deadline may be released and all payments made up to that point remain non-refundable.

Minimum Participant Requirement

Retreat experiences require a minimum number of participants to operate. If the minimum number of guests is not met, Volka Travel reserves the right to cancel the retreat. In this case, all payments made directly to Volka Travel will be refunded in accordance with the Cancellation & Refund Policy.

Travel Arrangements Outside of the Retreat Package

Guests are responsible for arranging their own flights, travel insurance, and transportation to the designated group meeting location unless otherwise stated as included in the retreat package.

Volka Travel is not responsible for additional travel expenses incurred outside the retreat package, including but not limited to airfare, independent accommodations, transportation arrangements, visas, insurance, or other personal travel costs.

Accommodations

Room assignments are based on the selected room category at the time of booking.

Room layouts, furnishings, sizes, and bathroom configurations may vary between retreat properties and within room categories. Accommodations may include private rooms, shared rooms, and shared bathroom facilities depending on the retreat location and property.

Guests booking shared accommodations may request a roommate after booking when applicable. If no roommate request is submitted, roommates may be assigned prior to arrival. Volka Travel will make reasonable efforts to accommodate roommate requests but cannot guarantee specific pairings.

Guests acknowledge that many retreat locations take place in historic homes, estates, or boutique properties where layouts reflect the character and structure of the property.

Roommate Assignments

Guests booking shared accommodations may request a roommate after booking.If no roommate request is submitted, roommates will be thoughtfully assigned prior to arrival.

Volka Travel will make reasonable efforts to accommodate requests but cannot guarantee specific roommate pairings.

Transportation During the Retreat

Transportation between the designated meeting location and the retreat estate is included as part of the retreat experience unless otherwise stated.

Guests are responsible for arriving at the designated meeting location at the scheduled time. Volka Travel is not responsible for missed transfers due to delayed or cancelled flights or late arrival.

Itinerary Flexibility

Retreat schedules and activities are subject to change if necessary due to weather conditions, supplier availability, safety considerations, or other operational needs. Any adjustments will be made with the intention of preserving the overall retreat experience.

Optional Extensions or Additional Experiences

Optional pre-retreat or post-retreat accommodations, excursions, or extensions may be offered depending on guest interest. These experiences may be coordinated separately and are not guaranteed unless confirmed in writing.

Health, Safety, and Personal Responsibility

Guests are responsible for their own physical wellbeing during the retreat experience. Participants are responsible for informing Volka Travel of any relevant medical conditions, dietary restrictions, or food allergies prior to the retreat. While Volka Travel will communicate dietary needs to accommodation providers and catering partners when possible, we cannot guarantee an allergen-free environment or the absence of cross-contact with allergens.

Guests are responsible for bringing any required medications with them and for managing their own medical needs during the retreat.

By participating in the retreat experience, guests acknowledge that travel involves inherent risks, including transportation delays, weather conditions, terrain variations, shared accommodations, and participation in group activities.

Guests agree to participate responsibly and follow safety guidance provided during the retreat.

Behavior Expectations

Volka Travel retreats are designed as small-group shared experiences. Guests are expected to behave respectfully toward other participants, hosts, staff, and property providers throughout the retreat. Volka Travel reserves the right to remove a participant from the retreat without refund if behavior is disruptive, unsafe, or negatively impacts the group experience.

Photography and Media

During the retreat, photographs or video may be captured for documentation and future promotional use. Guests who prefer not to appear in media content may notify Volka Travel in writing prior to the retreat start date.

Travel Insurance

Guests are strongly encouraged to purchase comprehensive travel insurance that includes trip cancellation coverage, medical coverage, and travel delay protection. Travel insurance helps protect your investment in the event of unexpected circumstances affecting your ability to attend.

Force Majeure

Volka Travel is not responsible for cancellations, delays, or changes caused by circumstances beyond our control, including but not limited to weather events, transportation disruptions, government actions, public health situations, or supplier interruptions.

Acceptance of Terms

By submitting a deposit and reserving a place on a Volka Travel retreat, guests acknowledge that they have read and agree to these Terms & Conditions as well as the Cancellation & Refund Policy.

Contact

Questions regarding these Terms & Conditions may be directed to:

retreats@volkatravel.com