​

We understand that life can change unexpectedly. Our goal is to create a retreat experience that feels safe, supportive, and deeply worthwhile for every guest while also ensuring that we can responsibly honour the financial commitments required to produce the retreat.

​

Because Embody involves advance commitments to venues, accommodations, facilitators, travel, food, programming, and other services, we have established the following cancellation policy.

​

​

​

​

 

​

Your Responsibility to Protect Your Investment​

We strongly recommend that every guest purchase comprehensive travel insurance at the time of booking, including coverage for trip cancellation, interruption, medical emergencies, transportation disruptions, and other unforeseen circumstances.

​

Your retreat registration is governed by the cancellation policy below, while your personal travel expenses—including airfare, accommodations, transportation, and other non-refundable purchases—are your responsibility.

​

Travel insurance is the best way to protect yourself financially in the event that you are unable to attend or circumstances affect your travel plans.

​

Cancellation by the Guest

If you need to cancel your participation in Embody, please notify us in writing as soon as possible.

​

Unless otherwise stated on your registration agreement or specific retreat offer:

• Deposits and payments are non-refundable once received.

• Retreat registrations may be transferred to another person with prior written approval from Embody.

• If we are able to fill your space from a waitlist or replacement participant, we may, at our discretion, provide a refund or credit less any non-recoverable costs and administrative expenses.

• We cannot provide refunds for missed portions of the retreat, late arrival, early departure, transportation delays, illness, personal emergencies, or circumstances outside of our control.

​

Cancellation or Rescheduling by Embody​

Although we make every effort to hold the retreat as scheduled, there may be circumstances where we determine that cancelling, postponing, relocating, or substantially modifying the retreat is necessary.

​

These circumstances may include, but are not limited to:

• wildfire, extreme weather, natural disaster, or environmental conditions;

• unsafe air quality or hazardous conditions;

• public emergencies or evacuation orders;

• government or public-health restrictions;

• venue closure or loss of essential infrastructure;

• transportation disruptions;

• acts of God or other circumstances beyond our reasonable control;

• circumstances where proceeding would reasonably compromise the safety or wellbeing of our guests, facilitators, staff, or the surrounding community.

​

In these circumstances, our priority will always be safety, compassion, and responsible decision-making.

​

Where reasonably possible, we will seek to reschedule the retreat to a future date and transfer your registration to the new dates.

If rescheduling is not reasonably possible, we will communicate the available options to registered guests based on the circumstances and the recoverable funds available to us after our own non-refundable commitments and expenses.

​​

​

​

​

Understanding Extraordinary Circumstances​

Sometimes the decision to postpone a retreat is not based solely on whether the immediate physical threat is expected to continue through the retreat dates.

​

We may also consider:

• the condition of the surrounding community;

• displacement of local residents;

• access to essential accommodation and services;

• air quality and environmental recovery;

• infrastructure and utilities;

• the emotional wellbeing of our guests;

• whether the retreat environment can realistically provide the experience we have promised.  

​

We believe that being responsible retreat hosts means considering the bigger picture—not simply asking whether an event is technically possible.

​

Non-Refundable Travel & Personal Expenses

Embody is not responsible for non-refundable airfare, accommodation, transportation, meals, lost wages, or other personal expenses incurred by a guest.

​

Guests are therefore strongly encouraged to purchase travel insurance before making non-refundable travel arrangements.

​

If Embody is required to postpone or cancel due to extraordinary circumstances, we will do our best to work compassionately with our guests and explore reasonable solutions. Any goodwill accommodation we may provide in exceptional circumstances will be determined on a case-by-case basis and does not establish an obligation to provide the same accommodation in future circumstances.

​

Our Commitment to You

We don't create these policies because we expect things to go wrong.

​

We create them because responsible planning means preparing for the unexpected.

​

When you invest in Embody, you are investing not only in the retreat itself, but in the months of preparation, venue commitments, facilitators, accommodations, food, programming, and resources required to create the experience.

​

Our promise is that we will make decisions with care, integrity, compassion, and the safety and wellbeing of our guests and community at heart.

​

By registering for Embody, you acknowledge that you have read, understood, and agreed to this Cancellation & Unforeseen Circumstances Policy.

​

We strongly recommend purchasing travel insurance immediately after booking your retreat and before purchasing non-refundable travel arrangements.