Terms & Conditions – Japan Drawing Retreat

These Terms & Conditions (“Terms”) govern participation in the Japan Drawing Retreat taking place from October 25 to November 1, 2026 (“Retreat”), organized by Andrea Yi Deng (“Organizer,” “we,” “us,” or “our”).

By booking or participating in the Retreat, participants (“Participant,” “you,” or “your”) agree to these Terms.

1. Retreat Overview

The Japan Drawing Retreat is an educational and cultural art experience including guided drawing sessions, group activities, and travel-related experiences in Japan.

The Retreat dates are:

• Start Date: October 25, 2026
• End Date: November 1, 2026

The Organizer reserves the right to adjust schedules, workshop times, instructors, locations, or activities where reasonably necessary.

2. Booking and Payment

• A Deposit of €500 (or equivalent in GBP) is required to book your spot.
• The reminder of the balance is due no later than 90 days before the trip start date (October 25, 2026).
• Payments will be invoiced in EUR or GBP, based on the selected payment method and exchange rate at the time of payment.

3. Cancellation and Refund Policy

• If you cancel before the trip status is Confirmed, any payments made, including the deposit, can be fully refunded (minus the transaction fee in case of Pay Pal transfer).
• If you cancel after the trip status is Confirmed the deposit will not be refunded.
• If you cancel within 90 days of departure, no refunds will be issued. Partial refund may be considered if your spot is filled.
• In the unlikely event that the retreat is cancelled by the organizer, a full refund (including the deposit) will be issued.
• No refunds will be given for late arrivals, early departures, or missed activities during the retreat.

4. Travel & Insurance

• Participants are responsible for arranging their own flights and transportation to the agreed retreat location.
• Travel insurance (not included) is strongly recommended to cover unexpected cancellations, health emergencies, or travel disruptions.
• The organizer is not responsible for any personal loss, injury, or damage incurred before, during, or after the retreat.

5. Accommodation and room arrangements.

• Prices are based on the selected room arrangement:
  • Double Occupancy shared room: €3,099 per person
  • Single En-Suite room: €3,799 per person

• Early Bird Price will have a €200 discount form the regular price only for the first 6 people who register to the retreat. Registration are processed on a first-come, first-served basis.
• Double occupancy rooms are allocated on a same-gender basis unless specific request is made.
• Room assignments are confirmed upon full payment and are subject to availability.

6. Itinerary and Activities

• The retreat schedule is subject to change due to weather, unforeseen circumstances, or the discretion of the organizer.
• Activities and workshops are designed for all skills level, but participants should be prepared for walking and outdoor sketching sessions.
• Any personal expenses, meals outside the provided itinerary, and optional excursions are not included in the retreat price.

7. Health and Safety

Participants confirm they are physically and mentally capable of participating in the Retreat activities.

Participants must disclose any medical conditions, allergies, dietary restrictions, or accessibility requirements that may affect participation.

The Organizer reserves the right to decline or reject a booking or participation if, in the Organizer’s reasonable judgment, a participant may not be physically capable of safely participating in the walking and mobility requirements of the Retreat.

In the event of a medical emergency, the Organizer may seek medical treatment on behalf of the Participant where reasonably necessary. Any associated costs remain the responsibility of the Participant.

8. Conduct and Responsibilities

• Participants are expected to conduct themselves respectfully towards fellow participants, staff, and local communities.
• The organizer reserves the right to remove any participant who engages in disruptive or inappropriate behaviour without a refund.
• Participants are responsible for their own belongings. The organizer is not liable for lost, stolen, or damaged items.

9. Photography & Media Release

During the Retreat, photographs and video recordings may be taken for promotional, educational, or archival purposes.

By participating, you grant the Organizer permission to use photographs or recordings containing your likeness for marketing, website, and social media purposes unless you notify the Organizer in writing before the Retreat begins.

Participants retain ownership of their own artwork.

The Organizer and instructors retain ownership of the workshop materials, demonstrations, course content and teaching resources unless otherwise specified.

Participants may not reproduce or commercially distribute workshop materials without written permission.

10. Force Majeure

• The organizer is not responsible for cancellations or disruptions due to force majeure events, including but not limited to natural disasters, pandemics, strikes, or travel restrictions.
• In such cases, efforts will be made to reschedule or provide alternative solutions, but refunds are not guaranteed.

11. Agreement

By registering for the Japan Drawing Retreat, you acknowledge that you have read, understood, and agreed to these Terms and Conditions. If you have any questions or need clarifications, feel free to contact me at andreadeng.art@gmail.com