Terms and Conditions

Thank you for choosing The Big 5 Surf and Yoga for your retreat. By making a booking with us, you acknowledge and agree to the following terms and conditions. Please read them carefully before confirming your trip.

1.Adult Surf and Yoga Retreats

Please note that our retreat is exclusively for adults. Persons under the age of 18 are not able to join our retreats without prior written consent.

2.Check-in/Check-out Policies

Please observe the following check-in and check-out times and policies:

Check-In: 2:00 PM

Check-Out: 11:00 AM

Late Check-In: It is important to note that we prefer check-ins before 22:00 PM. To arrange a late check-in due to unexpected travel delays, please send a whatsapp message to +49 1511 422 5730 as soon as you become aware of a potential delayed arrival

Early Check-Out Refunds: Once you have checked-in and commenced your stay, we regret to inform you that refunds will not be provided for any requested early check-out dates. We kindly ask our guests to plan their stay duration accordingly, as changes to the check-out date after check-in will not be eligible for a refund. We appreciate your understanding in this matter.

Third-Party Bookings: For reservations made through a third-party website such as www.bookyogaretreats.com, it is important to note that the deposit and cancellation policies of that specific platform will apply. In such cases, some terms and conditions outlined in this document will be rendered null and void.

3.Cancelation Policy

We are a small business, and we rely exclusively on advance bookings, so our Cancellation Policy is strict, and we recommend travel insurance. It is important to note that the booking is a binding purchase agreement and payment is obligatory unless a written cancellation is made in accordance with the terms specified in the relevant section.

When a refund is due, in all cases, the bank charges related to making this refund will be for the account of the person that made the booking.

(please refer to section 8. Force majeure to understand what the conditions are if unforeseeable circumstances, such as natural disasters, wars, government regulations, contagious diseases, or other events significantly affecting the retreat’s performance or the travel conditions at the destination )

Our cancellation policy :

If cancellation is made more than 60 days before arrival, you may transfer your full payment to another retreat package and date, or you may request a full refund of your payment to us constituting a full settlement.

If cancellation is made between 60-45 days before arrival, 25% of total stay will be retained by Big 5 Surf and Yoga

If cancellation is made between 30-45 days before arrival, 50% of total stay is retained by Big 5 Surf and Yoga

If cancellation is made less than 30 days before arrival, 100% of total stay will be due by the traveller.  Big 5 Surf and Yoga retains the right to invoice the participant for any unpaid portion of the booking.

Each Big 5 Surf and Yoga retreat requires a minimum number of participants. If we are forced to cancel a booked retreat date for any reason, you may transfer your full payment to another retreat package and date, or you may request a full refund of your payment to us constituting a full settlement. Refunds will be provided only through the original mode of payment. Big 5 Surf and Yoga is not responsible for your expenses incurred in preparation for any cancelled retreat, such as airline tickets, loss of work, and/or other costs associated with preparing for your trip.

4.Booking

By making a booking for an adventure, you acknowledge that you have read, understood, and agreed to be bound by these Terms.

Once you submit a booking request, Big 5 Surf and Yoga will send you a Booking Confirmation after receiving your deposit. The booking is considered binding upon both parties only when the Booking Confirmation is sent to you.

If you are making a booking on behalf of other participants, you guarantee that you have the authority to accept and agree to these Terms on their behalf. As the designated contact person, you are responsible for all payments, changes, and communication related to the booking.

The Traveler is entitled to transfer the booking to another person who meets the requirements outlined in these Terms and the Agreement and satisfies the conditions for participation in the retreat. A transfer fee of €50 will apply, and Big 5 Surf and Yoga must be notified within a reasonable time prior to the start of the retreat. Considering that some shared accommodation may be restricted to a specific gender the right to transfer the booking may be restricted, in whole, if a room choice is unavailable that would prevent the transfer of the booking. However, it is important to note that the responsibility for payment lies solely with the person who made the original booking.

Promotional codes must be applied by the Traveler during the booking process and cannot be added by our team after the booking is completed. These codes are only valid at the time of booking and cannot be used afterward under any circumstances

If any Traveler is under the age of 18, they must obtain written consent from Big 5 Surf and Yoga in order to make a booking and participate in the retreat. Acceptance of a booking by a person under the age of 18 is solely at the discretion of the management.

By confirming a booking, each participant accepts these terms and conditions, and the package travel agreement displayed during the booking process.

5.Travel Insurance

It is the sole responsibility of the Traveler to obtain adequate travel insurance coverage for the duration of their participation in the retreat or booking, including coverage for medical expenses, personal injury, and sickness during their stay. Big 5 Surf and Yoga shall not be liable for any expenses, losses, or damages incurred by the Traveler due to injury, sickness, or medical emergencies or any other unfortunate occurrences during their stay. The Traveler acknowledges and agrees that they participate in the retreat or booking at their own risk and shall take necessary precautions to ensure their health and well-being throughout the retreat or booking. It is strongly recommended that the Traveler consults with their insurance provider to obtain comprehensive travel insurance that covers all potential risks and liabilities for the duration of the retreat.

Furthermore, the Traveler understands and accepts that there will be no refunds or reimbursements for any unused activities or services due to illness or injury. Big 5 Surf and Yoga shall not be held responsible for any financial loss incurred as a result of the Traveler’s inability to participate in certain activities or to utilise specific services due to illness or injury. It is the Traveler’s responsibility to manage their own travel insurance coverage and ensure appropriate measures are in place to mitigate any potential financial implications arising from illness or injury during the retreat.

6.Traveler’s Obligations

The Traveler is responsible for having a valid passport and any other necessary documents, including visas and vaccinations required for the destination and the retreat.

Travelers are individually responsible for acquiring travel insurance that covers medical treatment, any injuries that may occur during the retreat activities and for personal belongings. Big 5 Surf and Yoga accepts no liability for the loss, theft or damage to property however sustained or caused.

The Traveler is responsible for booking their own flights or other transportation to the retreat destination. It is important to provide accurate information about nationality and passport details for compliance with passport, visa and legal requirements.

Upon receiving the Booking Confirmation, the Traveler must review all details and ensure that the information is accurate. Any discrepancies should be reported to Big 5 Surf and Yoga immediately.

The Traveler must promptly notify Big 5 Surf and Yoga of any changes to their contact information that may affect communication.

The Traveler is expected to behave respectfully and not disrupt the comfort and enjoyment of other retreat participants. Big 5 Surf and Yoga reserves the right to withdraw services or refuse entry to any individual whose behaviour poses a risk to others and their comfort.

7.Rates and Payment Information

The details provided in our brochures and catalogues, whether in print or digital form, are considered part of the Agreement.

For web clients, payment can be made using alternative payment options displayed on our website. The payment is divided into two instalments for all retreats. The first instalment, which is a deposit of 50%, is due at the time of the booking. The remaining 50% must be paid in full 30 days prior to the commencement date of the retreat.

Please note that if a booking is made less than 30 days prior to the arrival date, full payment is required at the time of booking.

If the payment terms mentioned above are not met, Big 5 Surf and Yoga reserves the right to consider the booking cancelled and may potentially sell the booking to another customer.

8.Force majeure

Big 5 Surf and Yoga and the Traveler have the right to withdraw from the Agreement if unforeseeable circumstances, such as natural disasters, wars, government regulations, contagious diseases, or other events significantly affecting the retreat’s performance or the travel conditions at the destination, occur after the agreement has become binding upon both parties.

In such cases, if either the Traveler or Big 5 Surf and Yoga cancels the Agreement under this provision, the Traveler is entitled to a refund of the amount paid under the Agreement. However, if Big 5 Surf and Yoga cancels the Agreement under this provision, the Traveler is not entitled to any additional damages or penalties.

The determination of whether an event qualifies as a force majeure event will be based on official statements from relevant authorities. For example, if the Ministry of Foreign Affairs issues a travel advisory advising against travel to the specific destination, it will be considered a force majeure event.

The Traveler cannot withdraw from the Agreement, if at the time of entering into the Agreement, they were aware of such an event or if the event was generally known.

It is important to note that force majeure cancellation is not valid if the retreat at the destination remains operational despite the force majeure event. For example, if a natural event causes flight cancellations but does not require the closure of the retreat, Big 5 Surf and Yoga is not obligated to refund the booking affected by the flight cancellations since flight arrangements are not provided by Big 5 Surf and Yoga.

9.Involvement in Program Activities

We strive to provide a seamless experience for our guests. However, please note that in certain instances, we may act as an intermediary and not directly organise or perform the activities at the destination. These activities may be organised and conducted by our trusted affiliates or subcontractors.

Participating in activities during our retreats is done at the travellers’ own risk. It is the Traveler’s responsibility to assess whether a package tour and/or activity is suitable for them. We recommend consulting a physician to ensure their fitness for travel and participation in planned activities.

Big 5 Surf and Yoga does not provide medical advice. Travelers are responsible for evaluating the risks and requirements associated with each aspect of the package tour and activity, considering their unique circumstances, limitations, fitness level and medical needs.

In order to participate in an activity, the Traveler may be required to provide relevant medical information as reasonably requested by Big 5 Surf and Yoga.

It is important to note that affiliates and subcontractors organising activities may require Travelers to complete medical waiver forms before participating. This is done to prioritise the safety and well-being of all participants.

While we strive to provide optimal conditions during your stay, Big 5 Surf and Yoga cannot be held responsible for wind, wave or weather conditions. We retain the right to cancel surf lessons, yoga classes, or any other activities if the conditions make it impossible or unsafe to proceed as planned. Our instructors and guides have the authority to determine whether the conditions are suitable for lessons and will make every effort to reschedule any missed lessons during your stay. Decisions regarding the appropriateness of conditions for lessons rest with Big 5 Surf and Yoga and our trusted affiliates and subcontractors. Please note that refunds cannot be claimed due to weather conditions that hinder the safe provision of activities or lessons. Optional daily excursions may be subject to cancellation if the minimum sign-up quota is not met.

Surf Lessons: Only Surf lessons described in the booking information of the retreat are included in the package. Please be aware that any additional instruction, including private classes, is not included in the standard package and will be offered at an additional cost upon your arrival.

Activities included in your package cannot be exchanged for alternative activities or services. This applies to all activities listed in the package.

10.Standards of Behaviour and Etiquette

We strive to create a positive and inclusive environment for both our guests and staff members.

Respectful Behaviour in the Retreat -Treat fellow guests and staff members with respect and kindness.

Safe and Discrimination-Free Environment: We are committed to providing a safe environment free from discrimination and harassment for all guests and staff. Any form of harassment is strictly prohibited at our retreats. Perpetrators of harassment may face disciplinary action, including removal from the retreat. All complaints of harassment will be treated confidentially and with respect, and no one will face retaliation for reporting such incidents.

Use of Drugs and Alcohol: Consumption of alcohol is allowed, but it should be done responsibly and in a manner that does not impair performance, lead to inappropriate behaviour, jeopardise the safety of yourself or others, or violate the law. The use of illegal drugs or engagement in any illegal activity is strictly prohibited at all times.

Protection of Retreat Property: We kindly request that you exercise the utmost care and consideration when dealing with our retreat property and its associated equipment. In the event of any damage to the property, whether arising from negligent actions, or any other misconduct, the perpetrator will be responsible to bear the costs for the repairs or the replacement that will be required.

Respectful Communication: All communication between guests and staff members should be conducted in a respectful manner, regardless of gender, origin, position, political, religious or sexual orientation.

By participating in our retreats, you acknowledge and agree to abide by these codes of conduct. Failure to comply may result in appropriate actions, including removal from the retreat without a refund.

11.Refunds, Complaints, Claims

In the event of any deficiencies or issues with the agreed-upon services, the Traveler should promptly notify Big 5 Surf and Yoga, allowing us or the subcontractor an opportunity to address and rectify the matter. Whenever possible, complaints should be raised during the course of the retreat. Failure to report a complaint before the Traveler’s departure will result in the forfeiture of the right to make a complaint.

The Traveler should ensure that any complaint is properly documented in writing to Big 5 Surf and Yoga at the destination during their stay. Failure to make a complaint in accordance with the procedure outlined above may invalidate any claim regarding the defect.

Claims for damages or deductions must be submitted to Big 5 Surf and Yoga during or latest immediately after the conclusion of retreat.

If a claim is made due to defects in the retreat more than 7 days after the date on which the Traveler noticed or should have noticed the defect, the Traveler will be deemed to have waived the right to make such a claim.