Retreat Leader FAQs

If the retreat has less than 6 travelers, we will either refund their payments and cancel the retreat entirely or we will work with the Retreat Leader to postpone the departure date.

If the retreat has more than 6 but less than 10 travelers, we will work with our vendors to extend the deposit due date and give you more time to fill the retreat.

When a trip is canceled due to having less than 10 paying passengers, Passengers’ payment will be used as a credit for a later trip or passengers' deposit will be refunded minus any credit card fees incurred or payments made for non-refundable services or permits.

When a trip is canceled by the tour operator due to force majeure, Fit4Travel and the Retreat Leader will work to postpone the departure date and move each traveler’s reservation accordingly.

If the retreat is not postponed, all partial or full payments made for the retreat will be refunded in their entirety, minus any payments made for services rendered or nonrefundable permits purchased without any further obligation on the part of the tour operator.

Once the trip has 10 or more passengers, travelers who had requested assistance with travel insurance at the time they signed up will receive the insurance quotations via email.

4 to 6 months before departure, a form will be sent to those who selected “Yes” on the registration form. 3 to 5 business days after the form is submitted, our airfare team will get in touch with the traveler to finalize their airfare booking. 

Those who opted “no” for flight support and wish to book their own flights will receive the required arrival and departure times once we confirm the first flight request. Those arriving or departing outside of the recommended times will not be included in the one round-trip complimentary airport transfer.

Between 5 to 6 months before departure, all passengers will receive a link to a form that collects data on their allergies and dietary restrictions. The collected information is then communicated to our vendors in the trip destination.

The Fit4Travel Team makes every attempt to identify ingredients that may cause allergic reactions for those with food allergies. Every effort is made to instruct our food suppliers on the severity of food allergies. In addition, there is always a risk of contamination. Some items may contain allergen ingredients without prior notice due to manufacturer or unit substitutions. Those concerned with food allergies must be aware of this risk. Fit4Travel is unable to assume any liability for adverse reactions to foods consumed, or items one may come into contact with while traveling with us. If there are any questions regarding specific menu item ingredient(s), one must consult the onsite manager to ensure that the particular menu item is free of said allergens before consuming.

Cancellations of confirmed bookings and transfers to new travel dates both result in penalties and fees assessed by travel suppliers. If you need to transfer or cancel for any reason prior to tour departure, the following cancellation fees will be assessed on your land or cruise product.

• More than 120 days prior to departure: a non-refundable deposit will be retained.
• 120 – 90 days prior to departure: 30% of land or cruise price
• 89 – 60 days prior to departure: 50% of land or cruise price
• 59 - 30 days prior to departure: 75% of land or cruise price
• 100% penalty of land or cruise price if cancellation made less than 30 days prior to arrival

Exceptions

South Africa Safari(s),Kenya Safari(s), Exploring Peru and Hiking the Inca Trail, and Tanzania Safari(s):

• More than 120 days prior to departure, a non-refundable deposit will be retained.
• 120 – 90 days prior to departure: 40% of land or cruise price
• 89 – 60 days prior to departure: 60% of land or cruise price
• 59 - 30 days prior to departure: 75% of land or cruise price
• 100% penalty of land or cruise price if cancellation made less than 30 days prior to arrival

Uganda Gorilla Trekking Safari(s):

• More than 120 days prior to departure, a non-refundable deposit will be retained.
• 120 – 90 days prior to departure: 40% of land or cruise price
• 89 – 60 days prior to departure: 60% of land or cruise price
• 100% penalty of land or cruise price if cancellation made less than 30 days prior to arrival

The other traveler is alerted of their roommate’s cancellation and once we have their confirmation, their booking will be modified from a Double Occupancy room to a Single Occupancy room unless they can find a traveler to replace the canceled guest.

Any additional cost to modify the reservation to a Single Occupancy room will be invoiced to the traveler.

The Account Manager will share the contact details of the emergency contacts at least 3 days before departure.

Before the trip: Contact your Account Manager in case of an emergency

During the trip: Contact the Tour Manager.. Please keep your Account Manager informed of any emergency situations.

The deadline to receive all passenger information including flights, dietary requests, and transfers is 3 months before departure and you will no longer be able to make any changes.

If flight details are not submitted 3 months prior to departure, we will not be able to include the traveler in the group arrival or departure transfers even if they arrive or depart within the recommended time.

If allergies and dietary requirements are not submitted 3 months prior to departure, we will not be able to accommodate any special dietary requests made after this point.

There are three installments and the credit card they provide when signing up gets automatically debited as below,

Deposit: Due at the time of booking

1st Installment: 5 months before departure

2nd Installment: 3 months before departure

A $500 non-refundable deposit is due with your land only reservation. A $750 non-refundable deposit is due with your ocean, river, or small ship cruise reservation.

For Kenya Safari(s), South Africa Safari(s), Exploring Peru and Hiking the Inca Trail, Uganda Gorilla Trekking Safari(s) and Tanzania Safari(s), a non-refundable $750 deposit is required for your land only reservation to cover additional permits and/or park fees.

For Uganda Gorilla Trekking Safari(s), a non-refundable $1,500 deposit is required for your land only reservation to cover additional permits and/or park fees.

The deposit due date is 6 months before the retreat departure date. At this point, there should be at least 10 paying passengers signed up for the trip so that the deposit can be made to each Vendor. If the deposit due date is modified, a Fit4Travel representative will inform you of the changes.

Our Account Manager will guide you on best practices when it comes to promoting your retreat. You will also receive a content calendar and a set of marketing assets containing social media story templates, social media posts, poster designs, postcard designs, and email templates to help promote your retreat.

It is expected that the Retreat Leader will,

• Diligently promote the retreat to their following
• Secure at least 10 paying passengers before the Deposit Due Date
• Be a liaison between their following and Fit4Travel before the retreat and during the retreat
• Support Fit4Travel with any needed escalations

The supplemental activity will be canceled and the payment will be refunded back to the traveler.

Fit4Travel will try to confirm any additional requests submitted after the Deposit Due Date, but before the final payment due date. It is expected that the traveler will register for the retreat and at that time, our team will try to confirm the reservation request. If the request cannot be confirmed, the traveler will be refunded entirely. Pricing is subject to change and each confirmation is subject to availability.

The deadline for modifying the rooming list and the room configurations is 3 months before the departure date.

The itinerary cannot be customized, but there are no requirements to participate in any of the included activities during the retreat. Each Retreat Leader can personalize their retreat with the wellness classes and the times of these classes which are coordinated with the Account Manager once the retreat is confirmed.

It is recommended that all travelers follow the itinerary as a group. However, if a traveler is not willing to participate in a specific activity or plans to deviate, they should inform the retreat leader and the Tour Manager of this decision at least 24 hours in advance.

The travelers will receive a high-level time log two weeks prior to the departure date. It will include details of the wellness activities, meals provided, and the additional activities planned for each day.

Yoga mats are always provided on a Fit4Travel retreat. We recommend the Retreat Leader or the students bring props if there are any additional things they like to have incorporated throughout the retreat.

The travelers arriving outside of the group arrival and departure times can either wait or meet the rest of the group at the airport for the transfer. OR, they can book a private transfer on their own, take a taxi/uber to the hotel on their own. The location of the hotel and the check-in time will be shared with the travelers ahead of time.

Fit4Travel only supports the retreat travel arrangements. Any additional travel is to be arranged by the traveler individually with the expectation that they will meet the group on the first day of the retreat.