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Byron Bay Retreat Terms & Conditions

 K-FORMA We Move Retreat Byron Bay 2024

Please read the following Retreat Terms & Conditions carefully. 

If you have questions regarding these terms, please contact us directly via email at

Acceptance of Terms 

These Terms & Conditions are a legal agreement between you and K-FORMA PTY LTD (hereinafter referred to as “K-FORMA”, “we”, “us”). By registering for the K-FORMA We Move Retreat Byron Bay 2024 ("the Retreat"), you (“the participant,” “you”, “I”) agree to be bound by these Terms & Conditions (the "Terms"). If you disagree with any part of these Terms, you must not register for the Retreat.

Retreat Pricing 

All registrations must be made through the official K-FORMA website using our WeTravel partner payment platform. All prices are per person in Australian dollars. Prices only include costs directly related to the Retreat including all taxes, fees & activities. The retreat pricing does not include airfares, airport transfers, or transportation to/from the Retreat venue. Prices are fixed and non-negotiable.

Deposit & Payment Terms

Upon booking, you must pay a $600 non-refundable deposit per person. Once the deposit is received, you will receive confirmation of your booking via email with a booking receipt. The deposit amount will be deducted from the full amount payable.

The final payment, being the balance of the full price of the Retreat, is due no later than 14th November (60 day before retreat). If you book after the 14th November, then the total amount payable will be due in full at the time of booking. Please ensure that your booking payments are accurate and comply with the agreed schedule.

Failure to make full payment by 14th November may result in the cancellation of your reservation. To be eligible for our Early Bird Pricing (savings of $200), you must pay in full by 1st September 2023. There are no exceptions to these dates, and any payments and bookings received after these dates will be subject to the full prices outlined.

Strict Cancellation & Policy

If you wish to cancel your retreat, you must notify us in writing by contacting

Your $600 deposit is non-refundable and will not be returned under any circumstances.

Cancellations made on or before SOMA DATES to insert 15th November 2023 (90 days prior) youwill receive a 50% refund of any amount paid over and above the deposit. Cancellations made after 15th November 2023 will receive no refund. No transfer of bookings can be made.

Exceptions to our cancellation policy cannot be made for ANY reason, including weather, terrorism, civil unrest, COVID-19, health changes, government mandates, personal emergencies, or otherwise. There are no refunds or price alterations for arriving late or leaving a retreat early.

Retreat Cancellations

We reserve the right to make necessary changes, including staffing, class styles, advertised excursions, transportation, meals, etc. We also reserve the right to cancel any retreat prior to departure. In the event of cancellation, you will be offered a transfer to another future retreat or a full refund of all payments made to us. We are not responsible for any expenses or damages incurred as a result of retreat cancellation, including preparation costs, airline tickets, travel documents, or other expenses. Please refrain from booking travel arrangements until we confirm that your retreat has reached the minimum group size to run. You will not be entitled to claim any additional amounts or seek compensation for any injury, loss, expenses, or damages resulting from a cancellation.

Room Allocations 

To reserve your booking, you must state which room you want to book and, if applicable, the full name of your friend or partner travelling with you. If you book a shared room and are travelling solo, you will be assigned a roommate. We will do our best to accommodate your preferred room; however, if it's already taken, we will contact you to organise the most suitable room. If you have booked a shared room and no other traveller is available to share, you will be required to pay for a single room. Room allocations are based on a first-paid basis.

Travel Documents and Immunisations 

It is the responsibility of each traveller to obtain all required travel documents including valid passports and visas. In most cases, you must have at least 6 months validity on your passport in order to travel. It is your responsibility to ensure you have the correct immunisations. If in doubt, please contact your nearest travel clinic for the latest requirements.

Travel Arrangements

It is your responsibility to make your own travel arrangements to and from the Retreat, and retreat venue. This includes flights, airport transfers, and all other forms of transportation.

With your permission, we can connect you with other guests joining your retreat to see if you can arrange your flights and/or travel together. In this case, you take full responsibility for your own travel plans.

If you choose to share cars with other guests, retreat hosts and/or teachers, resort/hotel staff members while on a trip, then please note that you decide this at your own risk. We are not responsible for any risk, injury, or death that occurs through car sharing.


Taking part in any of the activities that will take place during the Retreat, including fitness classes, pilates, barre, yoga, tours, workshops, and sporting activities, carries a high risk. When you participate in the Retreat or in any of the activities that take place during the Retreat, you agree that you do so at your own risk. K-FORMA are not responsible and shall not be liable for any risk, loss, damage, injury, illness, death, or any incidental expenses that occurs during or as a consequence of your participation in the Retreat, whether by reason of negligence or otherwise. Participants are responsible for obtaining their own insurance to protect against any such risk, damage, injury, illness, or death. We advise all attendees to purchase travel and medical insurance upon booking to cover any unfortunate events while travelling and on retreat. Your insurance is NOT included in the Retreat price.

Health Disclaimer 

Participants must inform K-FORMA with full details upon booking of any existing medical conditions, disability, or injury that may affect your retreat with us (including, in particular, any accommodation requirements) at the time of your booking. If, in our reasonable opinion, the Retreat is not suitable for your medical condition or disability, then we have the right to refuse to accept the booking.

If you do not give us full details of your medical condition or disability upon booking, we reserve the right to cancel the booking at any time, including at the beginning of or during the Retreat if, in our reasonable opinion, the Retreat arrangements are not suitable for you. In this event, clause 4 will apply.


An environment free of allergens, including but not limited to food allergens, CANNOT be guaranteed on our retreats. It cannot be guaranteed that any particular food product is free of all traces of any particular allergen, that consumption of a food product will not result in some form of allergic reaction, or that the participant will not come into contact with any allergens while in attendance on one of our retreats.

Special Requests

Special requests must be submitted in the booking form. We cannot guarantee that the request will be met, although we will try our utmost. Any failure to meet your requests will not be a breach of contract on the part of our team. Confirmation that a request has been made will be included on your booking invoice or upon the acknowledgment of booking. We are not able to accept bookings that are conditional upon a special request being met, and these will be treated by us as a standard booking with request.

Responsibility and Behaviour  

As part of your booking with us, you accept liability for any loss or damage caused by you or any member of your party during the course of your retreat. Payment for any loss or damage must be made to K-FORMA, Soma, or any third party supplier at the time it occurs or as soon as is reasonably practicable thereafter.

If the cost of the loss or damage is not known at the time, we will reasonably estimate it. If this reasonable estimate exceeds the amount paid, you must pay the difference once known. If it is less, the difference will be refunded to you. You will also be responsible for and agree to indemnify us in respect of any claim subsequently made against us and all costs incurred by us (including our own and any other party’s full legal costs) arising from your actions.

You are also responsible for your own behaviour and that of any other members of your party. We can refuse to accept you as a customer or refuse to continue dealing with you and/or any other member of your party by terminating your retreat arrangements if your behaviour or theirs is deemed to be inappropriate, disruptive, upsetting, or dangerous to yourself or anyone else, or if you or any member of your party are likely to cause damage to the property. In these circumstances, we will not be liable to pay any refund, compensation, or any expenses incurred by you if we have to terminate your booking arrangements due to unacceptable behaviour. In this situation, we will have no further responsibility for you or any other member of your party (including any return travel arrangements).


By attending the Retreat, participants grant K-FORMA unrestricted permission for the capture and use of photography, video, written, or verbal testimonials during or in relation to the Retreat. By attending the Retreat, you also grant K-FORMA the right to use any images or footage taken during the Retreat for marketing and promotional purposes. You hereby grant K-FORMA unrestricted permission to use and reuse, publish and republish in whole or in part, individually or in connection with other material in any and all publishing and social media platforms now or hereafter known, including the internet and for website marketing use without restriction as to alteration, and to use your name in connection with any use if we choose to do so. Participants may opt-out by notifying us in writing by contacting

Website and Advertising

The information contained on our websites, advertising material, and social media is our responsibility and to the best of our knowledge, it is correct at the time of publication. Occasionally errors may occur, and information may change, so you must check all the details of your travel arrangements at the time of booking.

Personal Information & Data Collection

When you visit any of our websites, including making a booking for the Retreat, we collect certain personal information about your device, your interaction with the Site, and information necessary to process purchases and communicate with you. For more information about the collection, sharing and use of your personal information, please refer to our Privacy Policy on our website.

Medical Waiver

I acknowledge that I have voluntarily enrolled to participate in your retreat, willingly assume full responsibility for the potential risks I am exposing myself to, and accept full responsibility for any injury, illness, or death that may result from participating, volunteering, or watching any activity during the Retreat, including (but not limited to) the fitness classes that will take place during the Retreat, whether caused by our negligence or that of any other person, or for any other reason. I, the participant, accept all financial responsibility for any injury that I may cause to myself or to any other participant due to my negligence. I realise that liability may arise from negligence or carelessness from other guests on the same retreat, from dangerous or defective equipment or property owned, maintained, or controlled by the venue or third party supplier, or because of their possible liability without fault. I acknowledge that I have no physical impairments, injuries, or illnesses that will endanger others or myself. I will advise you of any impairments upon my initial booking.

I hereby confirm that I am medically, physically, emotionally, and in all respects fit and able to participate in the Retreat. If not, I confirm that I have put in writing to Janet to explain and describe as clearly as possible any/all issues that may interfere with the Retreat package in question.

I agree that I will be fully and financially responsible for my own physical condition and well-being during the Retreat and will follow all safety precautions and instructions prescribed by Kika, and staff.

I acknowledge and agree that my participation in the Retreat will expose me to food, activities, and persons that may result in exposure to allergens and illness. In that regard and assuming such risks, I hereby fully release Kika, and staff from any and all liability and/or responsibility to myself or any third party for death and/or injuries/illnesses, direct or indirect, incidental, or any damages that arise out of or relate to my participation in the Retreat, exposure to food, and/or any other allergies caused by insects, animals, plants, pools, chemicals, etc.

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