Please read this information carefully before signing below to enter into this agreement with Gay Coaces Alliance.

TERMS AND CONDITIONS OF BOOKING

THESE CONDITIONS APPLY TO BOOKINGS FOR THE 2025 INTERNATIONAL GAY COACHES CONFERENCE AND RETREAT AT EASTON MOUNTAIN. PLEASE READ THEM CAREFULLY BEFORE MAKING A BOOKING.

1. Your Retreat Payment Terms and Conditions

These Terms and Conditions (“Terms”) govern the provision of the Retreat (“the Retreat”) by Gay Coaches Alliance (“we”, “us”, our”) and you, the purchaser of the Retreat (“you”) accept them when you book and pay for your place on the retreat.

By booking this retreat, you agree to be bound by these Terms and Conditions that govern the relationship, the cancellation policy and limitations of liability. These Terms, along with our Privacy Notice which can be found at www.thegaycoaches.com (“Website”) represent the entire agreement between us and apply to the exclusion of any other terms or any previous course of dealing. All services provided as part of the Retreat will be subject to these Terms.

This agreement applies to the International Gay Coaches Conference at Easton Mountain from 30th April - 4th May 2025 only.

2. Payment

• If booking more than 60 days in advance of the Retreat (1st March 2025 or before), 50% of the fee shown at the point of booking is due to reserve your place (your deposit). You may choose to pay the full amount at point of booking.

• For bookings made within 60 days of the first day of the retreat (after 2nd March 2025), payment of the full fee is required at the point of booking to secure your place.

• The full fee shown on the invoice is due 60 days in advance of the Retreat (2nd March 2025). If you made your booking with a deposit rather than full payment, the details of the card used for payment of your deposit will be stored on file, with a second payment taken from this card for any remaining balance on 2nd March 2025. If you wish to pay your balance with a different card, it is your responsibility to let us know prior to this date at [email protected]

• At any time during the period of 60 days in advance of the Retreat, your place is not confirmed until full payment has been made. If we do not receive this balance in full and on time, we reserve the right to treat your booking as cancelled by you in which case the cancellation charges set out in clause 5 may become payable.


3. Insurance

It is your responsibility to ensure that you obtain the relevant insurance cover once your booking has been made. Please note the terms of clauses 4 and 5 below. We consider adequate travel insurance to be essential. Please read your policy and take it with you on the Retreat. It is your responsibility to ensure that the insurance cover you purchase is suitable and adequate for your particular needs.

At the point of booking you will be able to add Payment Protection, which is provided for us by a third party. This enables you to protect your purchase if you are unable to attend the Retreat due to a qualifying unforeseen circumstance. This Payment Protection policy may only be taken out at the point of booking. The terms of the Purchase Protection are also available at https://www.purchaseprotection.com/terms/ If you choose you take out Payment Protection you are bound by these terms and all correspondence regarding Payment Protection is directly with the provider, not with us.

4. If you Change Your Booking

If you wish to change the accommodation type of your Retreat, we will do our utmost to make these changes, but it may not always be possible.

5. If you Cancel Your Retreat

You, or any member of your party, may cancel your Retreat at any time. Written notification by email to [email protected].

We regret we cannot pay any expenses, costs or losses incurred by you as a result of any change or cancellation if you cancel your Retreat.

The following Retreat cancellation charges apply:
• Cancellation 90+ days before the first day of the Retreat (30th January 2025): 50% of the deposit will be retained us.
• Cancellation days 61-89 days before the first day of the Retreat (30th January to 28th February 2025): 50% of the full fee will be retained by us.
• Cancellation 0-60 days before the first day of the Retreat (after 28th February 2025): 100% of the full fee will be retained by us.

6. Your Travel Arrangements

All travel arrangements are your responsibility and at your own cost. We shall not be held liable for any consequences arising from delays or cancellations in any of the companies you may have made arrangements with, or for any irregularities in your documentation required for travel. Transfers to/from the Retreat are your responsibility and at your own cost.



7. The Services

As part of the Retreat, you will have access to facilities, experiences and activities (“Services”) as set out on our Conference Website (www.gaycoachconference.com). When we deliver the Services, we will deliver them with reasonable care and skill consistent with best practices and standards applicable within our marketplace.

Should you have any special dietary requirements then it shall be your responsibility to make such requirements known to us at the time of purchasing the Retreat.

All Services will be delivered with reasonable care and skill. Since the Retreat is a group experience, then any information we share during the Retreat will be intended for a group audience and is not intended to be information personal to you, unless we advise otherwise. We may engage the services of our event staff, contractors and other third-party providers as may be necessary to support our delivery of the Retreat.

We reserve the right to make amendments, revisions or changes to the Retreat, or cancel, amend, change or reschedule any part as is reasonably required. We shall not be liable for any reasonable changes that are made to the Retreat and the Services delivered as part of the Retreat.

8. Your Promises to Us

During the Retreat you may have the opportunity to review and make decisions concerning your personal and home life, business and career, lifestyle, education and development and health and wellness. You accept and understand that any such reviews, subsequent decisions, implementation and action will be your sole responsibility and that we shall not be liable for your failure to make any decisions, put into action plans or strategy, or for any results whether direct or indirect arising out of your participation in or attendance of the Retreat.

You accept and understand that attending the Retreat and using the Services is not a substitute for coaching, counselling or other therapy services. In the event that you are currently undergoing medical or other professional help concerning your mental health then you should inform your practitioner of your intention to attend the Retreat and the existence of these Terms and inform us if appropriate and relevant. You accept that you will remain at all times fully responsible for your own health and well-being and you agree that should you have any concerns concerning your health, diet, medication or any medical conditions that you will seek the advice of your qualified medical practitioner prior to attending the Retreat.

Where the Services include any fitness related classes or other physical activities, it is your responsibility to ensure that you are fit and well enough before attempting to engage or participate. If you have any concerns regarding your fitness, health, or ability to safely use any of the Services provided or offered as part of the Retreat then you agree to seek appropriate medical or other relevant professional advice before undertaking that activity or Service. You shall be responsible for choosing whether or not to participate in any element of the Services as described by the person running the session and consent to participating in line with any instructions given at the start of the activity. If you decide the activity is not right for you, it is your responsibility to withdraw from participation at this stage.

You shall be responsible for ensuring that you are fit to travel and that you comply with any legal requirements to travel to the Retreat, including but not limited to, obtaining any required travel visas, licences, certifications or consents and that you are responsible for checking any immunisation or health requirements to enable you to travel to and participate in the Retreat.

You accept that it shall be your responsibility to ensure that you have adequate insurance to cover your travel and any obligations as set out within these Terms.

You agree to act in a safe and sensible manner at all times during the Retreat and to comply with any guidance or rules of attendance that are provided by us or the Retreat venue, including but not limited to Health and Safety policies and procedures. Please visit the venue website https://www.eastonmountain.org or email [email protected] if you require any further information about the venue. Failure to comply with any such guidance may result in your Retreat being cancelled and no refund will be provided.

You agree and understand that your booking for the Retreat can only be cancelled or terminated in accordance with the relevant provisions contained within these Terms. This Agreement is personal to you and cannot be assigned or transferred to anyone else without our express consent in writing.

9. Engaging with Other Retreat Guests

It is important to us that the Retreat is a safe space for everyone attending and therefore we ask you to agree to conduct yourself in a reasonable and responsible manner at all times and not to act in a manner which may cause offence, distress or alarm to anyone else attending the Retreat or may affect the enjoyment of the Retreat by another individual attending the Retreat (“Other Guest”).

Where we consider, in our reasonable opinion, that you are in breach of this clause, then we reserve the right to withdraw your access to the Retreat and any of the Services. Following such action, we will arrange to speak with you to discuss the matter and to determine whether you will continue with the Retreat or be asked to leave. Where you are asked to leave then our arrangement will terminate and no refund will be provided.

If you become aware of any inappropriate behaviour or comments being displayed or made by any Other Guest at any time during the Retreat then please notify us as soon as possible so that we can investigate and take appropriate action if necessary.

10. Photography and Video Consent

In the course of participation of the Retreat, photos or video may be taken by event staff working in conjunction with the retreat.

At the point of check-in at the venue, you will be required to complete a Photography Consent form. It is your choice at this point to provide this consent to be included in photography or video that may be used in any form as part of any future publications, brochures, other printed materials or video or digital content used to promote GCA and further that such use shall be without payment of fees, royalties, special credit or other compensation. If you do not give consent, our event staff will endevor to make sure you are not included in any photography. It is your responsibility to ensure you do not make yourself available for any posed group photographs taken by our event staff. We are not liable for your inclusion in any photography or video taken during the Retreat by other Retreat Guests.

11. Data Protection

To ensure that Retreat runs smoothly, we need to use personal information (such as name, address, special needs, health conditions, dietary requirements etc.) provided to us by you, and also pass on such information to other suppliers involved in the operation of the Retreat. We will apply appropriate security measures to protect such personal data and will only pass on data that is applicable to suppliers responsible for the Retreat.

In order to co-ordinate the running of the Retreat, we may use a Retreat app to communicate information in advance of, during, and after the Retreat. You may be provided with an invitation to download and use the conference app. If you have attended previous editions of the Retreat, you agree that we may populate the Retreat app for this edition with personal information previously provided by you for previous GCA Retreats, unless you notify us 90 days in advance of the Retreat by email at [email protected]. In order to use the Retreat app, the email address provided by you at the point of registration will be used to set up your access, and will be visible to other attendees of the Retreat on the app. You accept responsibility for adding any further personal information on any pages, documents or sections contained within the Retreat app.

By completing this Booking Form, you consent to this information being transferred as required.

12. Applicable Law

The Contract and these Terms and Conditions are subject to the laws of the United States of America.



13. Updating of Terms and Conditions

We reserve the right to update and/or alter these terms and conditions at any time, and it is the Client’s responsibility to be familiar with them. The latest terms and conditions may be found on our Retreat website at www.gaycoachconference.com


14. Force Majeure and Major Events

If flights or other travel arrangements have been booked and the Retreat is cancelled due to a Force Majeure or Major Event, you will need to claim the cost of the flights and any other travel related expenses from your insurer.

Due to the unpredictability of Force Majeure events we shall not be liable for any changes either before or during the Retreat, which in our opinion are necessary to protect your safety. In this event, we will offer you suitable alternative arrangements, or, if you do not travel, return the monies you have paid us.

Very rarely, we may be forced by Force Majeure to change or terminate your arrangements whilst you are en route for the Retreat. If this situation does occur, we regret we will be unable to make any refunds (unless we obtain any from our suppliers), pay you compensation or meet any costs or expenses you incur as a result.


15. Definitions

• 'we', 'our', ‘us’ means Gay Coaches Alliance (GCA)
• 'Retreat' means the 2025 International Gay Coaches Conference at Easton Mountain (our hosts)
• 'Force Majeure' means any circumstances which are unusual and/or unforeseeable which are beyond the control of Gay Coaches Alliance or Easton Mountain, the consequence of which could not have been avoided even if all due care had been exercised, including (but not limited to) war or threat of war; riot; civil strife; hostilities; political unrest; government action; industrial dispute; natural or other disaster; nuclear incident; terrorist activity; weather conditions; closure of airports; fire; flood; drought; pandemic; re-scheduling or cancellation of flights or alteration of the airline or aircraft type by an airline and technical problems with transportation and all similar events outside our control.
• 'Major Change' includes the following when made before the first day of the Retreat: (a). A change of accommodation to that of a lower official classification for the whole or a major part of your Retreat; (b) Cancellation of the Retreat due to the minimum number of participants not being met.