Booking Terms & Conditions

Effective Date: May 15, 2025

NOTICE: These Terms and Conditions of Use are legally binding. It is Your responsibility to read these Terms and Conditions of Use carefully prior to purchase, use, or access of any of Our products or services, including trip experiences.

Thank you for your interest in traveling with Eden & Vine. This site and its retreat offerings are owned and operated by Eden & Vine, a faith-based organization dedicated to cultivating spiritual renewal and transformation through beauty, travel, and hospitality.

When you reserve a spot on one of our retreats or experiences, you are entering into an agreement with Eden & Vine. In these terms and conditions, the terms “we,” “us,” and “our” refer to Eden & Vine, and together they outline the basis of our relationship with you as a participant.

Before booking or participating in an Eden & Vine Experience, please review the following:

Eden & Vine curates intimate group retreats and spiritual journeys that include planning and design of itineraries, destination research, and logistical coordination. We provide advisory and management services to ensure your travel experience is both smooth and meaningful. Our services may include securing accommodations, arranging private tours, scheduling local experiences such as classes or workshops, and assisting with ground transportation where applicable.

Please note that Eden & Vine  is not a licensed travel agency and does not book or issue airline tickets.

Once you have selected to participate in an experience, we will guide you through the next steps, which include submitting a traveler intake form, making your initial payment, and receiving a formal booking confirmation from us. It is your responsibility to verify that all personal information—including passport names, dates of travel, and details of accommodations—is accurate. If any corrections are needed, they must be communicated promptly. Delays in reporting errors may result in additional costs, which will be your responsibility.

A binding agreement between you and Eden & Vine is established once we have received your payment—either a deposit or the full balance, depending on the timing of your reservation—and have issued your official booking confirmation. By completing a booking, you confirm that you have the authority to accept these terms on behalf of all individuals in your party and that you, as the lead guest, assume responsibility for all payments and communications associated with the booking.

PRICE AND PAYMENT

Eden & Vine reserves the right to adjust the price of any retreat or custom experience listed on our website or in any written proposal prior to your booking being confirmed. You will always be informed of the current price before your booking is finalized. All prices are quoted in U.S. dollars (USD), based on double occupancy, and include applicable taxes.

Retreat pricing is based on current daily exchange rates at the time a quote is given. Because of fluctuations in currency and other variables beyond our control, retreat prices may change without prior notice. However, once you have completed your booking and received a confirmation, your price is locked in and will not be affected by any future price changes.

In some cases, Eden & Vine may prepay services or accommodations on your behalf. Once payment has been applied to these services, changes may not be possible. Depending on the nature of the retreat and how arrangements have been made with our partners, part of your payment may be processed through Eden & Vine directly, while other portions may be charged by our suppliers.

If certain costs cannot be accurately determined at the time of booking, we will provide an estimate or clear explanation of any potential additional charges you may incur. Please note that there are no price adjustments or partial refunds for participants who arrive late or depart early from a retreat.

In the unlikely event of a pricing error—whether due to human or technical issues—we reserve the right to issue a corrected invoice to ensure accurate billing.

All payments made via credit or debit card will be processed in U.S. dollars. If your card is issued in a different currency, your final cost will be determined by the exchange rate on the day your card issuer processes the transaction.

• Pricing: All prices are in U.S. dollars, based on double occupancy, and include applicable taxes. Prices are subject to change due to currency fluctuations or other factors beyond our control. Once a booking is confirmed, the price is locked in for that participant.
• Deposit: A non-refundable deposit of $895 is required at the time of booking to secure your spot. Each participant must pay a deposit.
• Balance Payment: The remaining balance is due 90 days before the retreat start date. If booking within 90 days of departure, full payment is required at the time of booking.
• Payment Methods: Payments can be made via credit card or bank transfer. Credit card payments may incur a processing fee.

Inclusions

Retreat packages typically include:

• Accommodations from the start to end date of the retreat.
• Group transportation during scheduled activities.
• Transfers between designated airports or train stations and accommodations, as specified.
• Meals as outlined in the itinerary (B=Breakfast, L=Lunch, D=Dinner).
• Scheduled group activities, excursions, entrance fees, and admissions.
• Gratuities for local guides, drivers, and hotel staff.
• Presence of an Eden and Vine retreat director during planned activities.

Please refer to your specific retreat itinerary for detailed inclusions.

Exclusions

Retreat packages do not include:

• Airfare and associated taxes.
• Personal expenses such as laundry, phone calls, room service, and mini-bar charges.
• Travel, accident, baggage, health, or life insurance.
• Optional activities not specified in the itinerary.
• Passport and visa fees.

ADDITIONAL EXPENSES INCURRED AS A RESULT OF DELAY, CHANGE OF SCHEDULES, ILLNESS, WEATHER, STRIKES, HOSTILITIES, QUARANTINE, GOVERNMENT REQUISITION OF HOTEL SPACE, OR ANY OTHER REASONS BEYOND THE CONTROL OF EDEN & VINE, SHALL BE BORNE BY THE PARTICIPANT.

BAGGAGE

We encourage each guest to bring one suitcase and one small carry-on item. In keeping with the intimate and peaceful nature of our retreats, and due to limited vehicle capacity.

All luggage remains the sole responsibility of the traveler. Eden & Vine is not liable for loss, damage, or delay of baggage at any point in the journey. For peace of mind, we strongly recommend travel insurance that includes baggage coverage.

HEALTH & MOBILITY

Our retreats are designed to immerse guests in the beauty and rhythm of the local culture, often involving extensive walking, time outdoors, stairs, cobblestone paths, and light hiking. Guests should be physically prepared to walk several miles per day over uneven terrain, including steps and inclines, and should be able to stand for extended periods during guided visits and experiences.

If you have any concerns about your physical ability to participate fully, we encourage you to consult your healthcare provider prior to booking. Any known physical, emotional, or mental health conditions that may require special care or attention must be disclosed in writing prior to the retreat. Unfortunately, we are unable to adjust the group itinerary to accommodate individuals who are unable to keep pace with the group.

A Medical Release and Waiver Agreement is required for all participants. It is your responsibility to ensure that you—and any guests traveling with you—can meet the health and entry requirements for the destination country.

If you or anyone in your party has a disability, medical condition, or reduced mobility, please let us know before booking. We are committed to helping you determine whether a retreat is a safe and suitable experience for you and to making any reasonable accommodations available through our local partners. Any information shared for this purpose will be handled in confidence and used only to support your planning, in accordance with our Privacy Policy.

Out of respect for the group and retreat environment, smoking is permitted only in designated outdoor areas, away from the group. Smoking is strictly prohibited during group activities, meals, or in accommodations shared with others.

TRAVEL INSURANCE

We strongly recommend that all guests purchase comprehensive travel insurance to protect their investment and ensure peace of mind.

Travel insurance may offer coverage for:

• Trip cancellation or interruption
• Lost or delayed baggage
• Travel delays
• Illness or injury
• Emergency medical evacuation
• And other unforeseen circumstances

If you decline to purchase travel insurance, you accept full responsibility for any costs incurred due to cancellation, delay, illness, injury, or travel disruption. Please note that all retreat payments are non-refundable, regardless of circumstance. Travel insurance can help protect you in the event of unexpected changes or emergencies.

If you need help finding travel insurance, please let us know and we can provide options.

Please note: Eden & Vine cannot be held responsible for the safety or security of any traveler during transit or at any point during the experience. We are not liable for personal injury, loss of property, or trip interruption. All participants are required to sign a Medical Release and Release of Liability before joining us on retreat.

If a retreat is canceled due to low enrollment or unforeseen circumstances, and you have purchased travel insurance, any claim for reimbursement would need to be filed through your provider. Eden & Vine does not cover this cost.

We are also not responsible for incidental expenses incurred as a result of preparing for your trip, such as airfare, visa fees, passport renewals, or supplies.

TRAVEL DOCUMENTS: PASSPORTS AND VISAS

We will provide general guidance regarding passport and health requirements for U.S. citizens traveling to your destination. Most international destinations require that your passport be valid for at least six months beyond your planned return date. It is your responsibility to ensure that you and your party possess valid passports, visas (if required), and meet all health and entry formalities before departure.

Eden & Vine cannot accept liability if a guest is denied boarding or entry due to insufficient or incorrect documentation or failure to meet health and safety requirements.

CHANGE OF ITINERARY

While we make every effort to honor the itinerary as published, Eden & Vine reserves the right to make adjustments to dates, routes, accommodations, or scheduled experiences when necessary due to circumstances beyond our control. These may include, but are not limited to: local holidays, closures of museums or venues, weather conditions, illness or unavailability of local hosts or guides, transportation delays, strikes, or unforeseen cultural events.

We hold these sacred journeys with care and intention, and any changes will be made prayerfully and with the goal of maintaining the spirit and integrity of your experience. When adjustments are required, we will communicate them clearly and do our best to ensure they do not diminish the beauty or value of your retreat.

WAIVER OF RESPONSIBILITY

By joining us for a retreat or immersive travel experience, you acknowledge and agree that Eden & Vine, its founders, team, affiliates, and travel partners are not liable for:

1. Personal injury, illness, or loss of property—including baggage—before, during, or after the retreat.
2. Unexpected expenses or changes resulting from fluctuations in exchange rates, tariffs, or transportation schedules.
3. The actions or defaults of third-party vendors, including airlines, accommodations, transportation providers, or local hosts.
4. Interruptions or additional costs due to illness, inclement weather, natural disasters, strikes, travel delays, or other events outside our control.
5. Losses due to trip cancellation by the participant.

All guests will be required to sign a Medical and Liability Waiver before departure. We strongly encourage the purchase of comprehensive travel insurance to protect your investment in the event of an emergency or cancellation.

INTERNATIONAL AIR TRAVEL

Travel to and from the retreat destination is the responsibility of each guest. Some experiences may begin and end in different cities or offer multiple options for arrival and departure. We are happy to advise you on the best routing and airports for your specific experience.

Certain itineraries may include transportation from a designated airport or train station to your first lodging. Please refer to the details for your specific retreat for this information. It is your responsibility to arrive on time and to ensure your travel documents (including a valid passport) are in order prior to departure.

TOUR PAYMENTS

To reserve your place, a non-refundable deposit of $895 USD is required at the time of booking. This deposit secures your space and signals your intention to join us. Payment can be made via credit card or via bank transfer. A reservation is only considered confirmed once we have received cleared funds.

All payments must be made in US dollars. Credit card payments will incur a 3% processing fee.

Balance Payments

Your remaining balance is due no later than 90 days prior to the retreat start date. If you register within 90 days of departure, the full amount is due at the time of booking. If your final payment is not received by the due date, we reserve the right to cancel your reservation and release your spot.

You’ll receive a confirmation email with your balance and payment plan options within two weeks of sign-up. Please ensure your email address is entered correctly at registration, and check your spam or junk folder if you don’t hear from us within 48 hours of booking.

Payment Plans

We are happy to offer flexible payment plans because we believe sacred travel should be accessible. You’ll have the option to choose between a single payment, two payments, three payments, or monthly installments. You will be given a deadline to select your plan. If we do not hear from you and two follow-up attempts go unanswered within 30 days, your deposit will be forfeited and your spot released.

If you would prefer to customize your payment plan further, please don’t hesitate to reach out—we are here to work with you.

Final Payment Details

Final payment must be received no later than 90 days before the retreat begins. For bookings made after this date, full payment is required within 8 days of registration. While prices are subject to change due to currency fluctuations, your rate is guaranteed once your deposit has been received.

We understand this is a meaningful investment, and we are honored to walk alongside you as you prepare for this experience.

Surcharges, Taxes and Currency Rate

At Eden & Vine, we strive for transparency and clarity when it comes to pricing. All retreats and experiences are priced with applicable taxes already included in the quoted cost. Once your booking is paid in full, the price of your retreat will not increase.

However, should you book a retreat before full payment is made, we reserve the right to adjust the price of confirmed bookings due to circumstances outside our control. Price increases may occur as a result of:

1. Increases in transportation costs, including fuel or other power sources.
2. Changes in third-party taxes or fees that directly affect the retreat, such as tourist, city, or port taxes.
3. Fluctuations in exchange rates that impact the overall cost of the retreat.

If any such price adjustments occur, we will inform you promptly. If you decide that the new price is no longer acceptable, you may cancel your reservation within 7 days of receiving your final invoice without penalty.

Please note that once we are within 20 days of your scheduled departure, the price of your retreat is final and non-adjustable. No refunds or reductions will be issued during this period.

CHANGES & CANCELLATIONS

We understand that life can be unpredictable. If you need to cancel or change your reservation, please read the following carefully.

Cancellations

All deposits are nonrefundable, regardless of the reason for cancellation. For this reason, we strongly recommend purchasing travel insurance that includes trip cancellation protection. Travel insurance may help recover costs associated with illness, emergencies, or other disruptions. You may explore providers such as SafetyWing, Chubb, Allianz, or TravelGuard—or any trusted provider of your choice.

All cancellation requests must be submitted in writing via email to hello@edenandvine.com. The date of cancellation will be determined by the timestamp of your email.

Refunds are issued according to the following schedule:

• More than 120 days before your scheduled departure:
  Your deposit remains nonrefundable. The remainder of your payment will be refunded, less a $50 administrative fee.
• Between 120 and 90 days:  
  Your deposit remains nonrefundable. and you will receive 50% refund of payments made, less a $50 administrative fee.
• 90 days or fewer before departure:
  Unfortunately, no refunds can be issued within 90 days of the trip’s start date.

We encourage you to contact your travel insurance provider to determine if you qualify for reimbursement under your policy.

Exceptions to Nonrefundable Deposits
In cases of extenuating circumstances such as the death of an immediate family member or a verified medical diagnosis, your deposit may be transferred toward a future Eden & Vine retreat within one year of the original trip. These exceptions are made at our sole discretion and are not guaranteed. Schedule conflicts or a change of heart do not qualify.

Refund Method & Timing

All eligible refunds will be issued to the original form of payment. If your original card is no longer active or available, you will receive a credit toward a future retreat, valid for up to two years from the date of cancellation.

Please allow up to 20 business days for your refund to reflect in your account after it has been processed.

COMMUNICATION

Once you’ve signed up for an Eden & Vine Experience, we will communicate with you within 48 hours. All essential trip information—including payment schedules, travel details, and updates—will be sent to the email address you provide at registration.

It is your responsibility to check your inbox (and spam/junk folder) and remain up to date with our communication.

If we do not receive a response from you after three attempts to contact you regarding your payment schedule, your spot on the tour will be canceled and your deposit forfeited. A final cancellation email will be sent within 24 hours of the third attempt.

CANCELLATION BY EDEN & VINE

It is always our intention to carry out each experience as planned. However, in rare instances, we may have to cancel a tour due to low enrollment, natural disasters, global pandemics, political unrest, or other unforeseen circumstances.

• If a trip is canceled due to low enrollment, you will be notified at least 60 days in advance, and your full payment will be refunded within 20 business days.
• If a cancellation is due to external forces beyond our control (such as weather, global events, or government action), refunds will be issued minus unrecoverable costs, which may vary by situation.

We cannot reimburse you for any incidental expenses (airfare, insurance, visas,  personal purchases, etc.) connected to your booking.

In the event of a sudden cancellation caused by natural disaster or similar emergency, we may not be able to provide 60 days’ notice—but we promise to notify you as soon as we are able.

RELEASE OF LIABILITY

Each participant will be required to sign a Release of Liability prior to departure. Failure to complete and return this form will result in forfeiture of your trip, and the standard cancellation policy will apply.

PHOTOGRAPHY

By participating in an Eden & Vine experience, you grant permission for any photos or videos taken during the trip that include your image to be used by Eden & Vine for promotional purposes across any platform, royalty-free and in perpetuity.

LEAVING THE TOUR EARLY

We reserve the right to accept, decline, or remove any guest from an experience at any time without liability. Should you choose to leave the tour early or miss any part of the experience for personal reasons, no refunds or discounts will be issued.

We are also not liable for any activities undertaken by participants that are not part of the official itinerary.

SPECIAL REQUESTS & DIETARY NEEDS

We will do our best to accommodate special room requests or dietary needs—please communicate these at the time of booking. While we make every effort to honor them, we cannot guarantee every request will be fulfilled.

PERSONAL RESPONSIBILITY

By joining this journey, you acknowledge and accept full responsibility for your physical, emotional, mental, and spiritual well-being during and after the experience.

You release Eden & Vine, its team, and any associated partners or vendors from any liability for injuries, losses, or damages that may occur during or after the tour. Eden & Vine does not provide health or travel insurance. If you wish to be insured, we recommend arranging your own coverage before travel.

VENDORS, SUPPLIERS, & PARTNERS

Eden & Vine works with trusted travel partners, vendors, and suppliers to deliver your experience. By agreeing to these terms, you also agree to the terms and conditions set forth by our suppliers, including but not limited to airlines, hotels, cruise lines, ground operators, and local guides.

TRAVEL INSURANCE

We strongly recommend the purchase of comprehensive travel protection to safeguard against trip cancellations, delays, lost baggage, medical needs, and other unexpected events.

If you choose not to purchase travel insurance, you assume full responsibility for any loss or expense related to cancellations or interruptions. Refunds from Eden & Vine are not available for any reason once final payment is made, so we encourage you to protect your investment accordingly.

By accepting these terms, you acknowledge that:

• You understand the importance of travel protection.
• You accept full responsibility for purchasing or declining a policy.
• Your electronic signature serves as confirmation of this choice.

PASSPORTS, VISAS & HEALTH REQUIREMENTS

We will provide general guidance regarding passport, visa, and health requirements for U.S. citizens traveling to your destination. However, it is your responsibility to ensure you meet all entry and travel requirements (including valid passports, visas, and vaccinations) for every country on your itinerary.

Passports should be valid for at least 6 months beyond your return date.

If you or a member of your party has a disability, medical condition, or reduced mobility, you must inform us before booking so we can assess and support your needs appropriately. This information will only be used for booking purposes and will be handled in accordance with our Privacy Policy.

INFORMATION ACCURACY

While we strive to provide current and accurate information on our website and materials, some content may have been published well in advance of your trip and is subject to change. Final trip details will be confirmed with your official itinerary and booking confirmation.

By proceeding with your booking, you affirm that you have read, understood, and agree to all the Terms & Conditions set forth above. You release Eden & Vine, its team, and representatives from all responsibility and liability associated with your participation in these travel experiences.