Retreat Policies
All retreat participants must agree with Joyful Resonance, LLC to the policies and terms below. These are in addition to the RETREAT RELEASE provided and required when you register. Your agreement to all of the foregoing are prerequisites and conditions to participating in the retreat. If you do not agree, do not register.
By registering for a retreat, you agree to the following:
Registration: You will receive a confirmation upon payment. If you have opted for a flexible payment option, we will contact you to arrange a schedule. You agree to make any subsequent payments timely according to this schedule. If you do not, we reserve the right to cancel your registration. Your down payment at the time of registration is non-refundable.
Other Costs: Not included in the price of the retreat are flights, transport, travel insurance, excess baggage charges, tipping, and any food or drink or additional excursions or activities that are not confirmed as being part of your retreat arrangements. Additionally, any items or services purchased during the retreat are not included in the cost unless specifically stated.
Transportation: Each participant is responsible for travel to/from the retreat location as set forth in the RETREAT RELEASE provided at registration. If you are interested in carpooling, please mark the box at check-out giving us permission to share your contact information and location with others from your area who are interested in the same.
Lodging:
You will receive a key at check-in on Friday, January 19, 2024. You agree to vacate your room no later than 11 am on Sunday, January 21, 2024. You are responsible for returning your key to the Prairiewoods office. If you fail to do so, you agree to pay the replacement fee of $25.
If you select a double-occupancy room, you will be paired with another of the participants. You will have the option of requesting a specific roommate when you register. You agree to be respectful of your roommate’s person, privacy, and physical belongings. Should any issues arise between you and your roommate that you are unable to resolve amicably, you agree to notify us immediately so that alternate arrangements may be made.
You further acknowledge and agree that bathrooms are shared facilities with one other guest room and that you are responsible for cleaning up after yourself.
You will be staying in the Guest House. You acknowledge and agree that this is reserved as a quiet space, which may include others beyond our retreat attendees, and to govern yourself accordingly.
There are no elevators to the second floor of the Guest House. Please notify us immediately if you require housing on the first floor.
The Guest House is approximately 140 feet away from the Center Building at Prairiewoods, where our other events will occur. You will need to go outdoors to walk between these buildings. Winter attire is recommended for your comfort. Boots and/or good walking shoes will be useful if you decide to explore the trails on site.
Personal Belongings and Valuables: Please refrain from bringing valuable items to the retreat. We are not liable for the safety or security of anything you bring. You remain responsible for the care of your items at all times.
Meals/Beverages: Your registration includes two breakfasts, two lunches, and two dinners provided by the on-site chefs at Prairiewoods and served buffet style. All meals include beverages (soda pop is available for individual purchase should you choose). Lunch and dinner include dessert. We may have some snacks beyond providing the Oatmeal Cream Pies (vegan/GF) from Thistle’s Summit. If you want to bring additional food, you may do so. Water is freely provided in pitchers. We recommend bringing a reusable water bottle. Coffee will also be available during parts of each day.
Medical Needs & Activity:
You agree to notify us immediately if you have any dietary or physical limitations, including any that arise during the retreat weekend. We will do our best to meet special requests concerning the same, but such requests may not always be possible. Such requests do not form part of this contract, and we assume no liability for any failure to accommodate these requests. You agree that you are responsible for yourself and your choices at all times.
The retreat will consist of different activities that may include walking, hiking, individual bodywork, guided meditation, and/or other activity that may be demanding on your body. Your participation in the retreat, including both organized events and any activities you choose to engage in during free time, is deemed to be at your own risk.
If you need to bring separate food due to allergies, you will have access to a shared fridge in the guest house kitchenette. You are responsible for labeling your items using the labels found in the kitchenette drawers. Please alert us if you plan to bring a significant amount of food ahead of time so that we can do our best to make sure there’s sufficient room for refrigerated items. We will make known to the on-site chefs any food allergies disclosed by participants. Please note trace amounts of allergens may exist in the food or kitchen area. Prairiewoods does not guarantee dietary accommodations.
Mask Guidelines: We understand everyone has different needs. This retreat is welcoming to those who choose to wear masks and to those who choose not to wear masks. Please note the facility does not require masks. We’re happy to accommodate advance requests that we wear one for your 1:1 sessions. During group settings, each individual will make their own choice.
COVID/Illness: If you are feeling unwell prior to traveling to the retreat or if you believe you have been exposed to the coronavirus in the 14 days prior to the retreat, you agree to refrain from attending and to notify us immediately.
Cancellations / Refunds:
CANCELLATION BY PARTICIPANT: We know life happens and also want to encourage compliance with our COVID/Illness policy. If you notify us that you are unable to attend for ANY reason, including unforeseen illness or injury, we will refund a portion of your payment(s) as follows:
For cancellations prior to January 3, refund will be 75% of payment(s) made.
For cancellations on January 4 through January 11, refund will be 50% of payment(s) made.
For cancellations on January 12 through January 18, refund will be 25% of payment(s) made.
Thank you for understanding that we bear significant costs in organizing this retreat and will have a more difficult time filling slots the closer we get to the event dates.
CANCELLATION BY JOYFUL RESONANCE: We reserve the right to cancel the retreat due to insufficient registration or unforeseen circumstances (such as closures for weather, unsafe travel conditions, or illness or injury of the facilitators). If this happens, you will have the option of attending a rescheduled date or receiving a full refund of payment(s) made.
If we cancel the retreat, you agree that we are NOT responsible for any other expenses incurred by you, including without limitation airfare, lodging, or other travel expenses. We will make every effort to timely notify you in the unlikely event the retreat must be cancelled. However, we reserve the right to cancel up to the day of the event.
Alcohol/Drugs: This retreat is an alcohol and drug free event. Please refrain from bringing alcohol and/or recreational drugs to the venue. We want to focus on relaxation, healing, and wholeness while we are together. We are also mindful that some participants may already have committed to a sober lifestyle.
Prohibited Items: Prairiewoods is a smoke-free facility. Candles, open flames, and incense are not allowed.
Eco-friendly Environment: You agree to participate in accordance with Prairiewoods’ eco-friendly atmosphere as follows. In keeping with its philosophy of being aware of and caring for the environment, Prairiewoods endeavors to reduce waste in landfills through using cloth napkins, re-usable tableware, and encouraging recycling for paper, plastic, aluminum cans, and batteries. Prairiewoods also composts food and vegetation waste. Single use plastic beverage bottles, styrofoam, and other disposables are not allowed on site. If you bring any of these items, you will be asked and hereby agree to take such waste with you upon departure. If you fail to do so, you agree to pay Prairiewoods’ $35 fee for violation of these policies.
Mental Health/Needs: In terms of safety, satisfaction, and connection, we will do our best in creating a sense of well-being and balance. If confronted with uncomfortable and/or strong emotions, we ask that you take a step back, pause, breathe, and notice the emotions. If you need to take some time to yourself, feel free to do so, and rejoin when you are more comfortable. We will do our best to monitor the needs of everyone, but we are not licensed mental health professionals, nor will we ever provide medical advice.