1. Minimum Participant Requirement & Host Cancellation

Gathering Our Group
To create an inspiring, intimate community atmosphere and ensure the retreat can run as planned, we require a minimum of eight (8) confirmed writers.

Our Promise to You
If we do not reach the minimum of eight participants by March 1, 2027, or if we must cancel the retreat due to circumstances beyond our control, we will promptly refund 100% of all funds paid, including your initial deposit.

Refund Timeline
Refunds will be processed to your original payment method within 10 business days. While we will return all payments made directly to us, we cannot reimburse secondary travel expenses such as non-refundable airfare.

2. Travel & Medical Insurance

Travel insurance is strongly recommended.

Because our venue, catering, and other regional commitments become fixed once finalized, we strongly encourage every participant to purchase personal travel insurance when booking.

We recommend considering coverage that includes:

• Emergency Medical & Evacuation Coverage — particularly important for international guests and non-Québec Canadian residents.
• Trip Cancellation Coverage — including, when available and appropriate, “Cancel For Any Reason” (CFAR) coverage, which may offer additional protection if unexpected personal, family, or travel circumstances prevent you from attending.

Participants are responsible for reviewing the terms, exclusions, and eligibility requirements of any insurance policy they purchase.

3. Reservation & Deposit

Securing Your Spot
Your deposit reserves your place in the retreat.

Deposit Status
Deposits are non-refundable, except in the event that the retreat is cancelled by the organizers as described above. These initial commitments allow us to secure non-recoverable deposits with our lodging, catering, and other regional partners.

4. Balance Payments & Deadlines

Payment Schedule
Your full payment, or the first of two installment payments, will be due by March 1, 2027.

If you choose the two-payment option, the second installment will be due by June 1, 2027.

Payment Reminders
We will send reminders in advance of all payment deadlines.

Timely Payment
To hold your reservation, balance payments must be received by the announced due dates. If you anticipate needing a brief extension, please contact us as early as possible.

5. Participant Cancellations

We understand that unexpected circumstances arise. However, because significant retreat expenses become non-refundable as the retreat approaches, payments made toward your balance after March 1, 2027 are generally non-refundable.

If you need to cancel, please contact us as soon as possible.

Case-by-Case Review
Although refunds cannot be guaranteed once funds have been committed to retreat expenses, we will review individual circumstances and may be able to offer a partial refund or future retreat credit.

Factors we may consider include:

• Notice given — how far in advance of the retreat you notify us.
• Waitlist availability — whether your place can be filled by another participant.
• Overall retreat enrollment — whether the fixed shared costs of the retreat can still be covered.

Any refund or credit offered under these circumstances will be determined on a case-by-case basis.