Light of the Traveler LLC
Retreat Enrollment Information
Kenya Retreat
Official dates of itinerary:
October 1, 2023 – October 14, 2023
February 2, 2024 – February 16, 2024
ENROLLMENT TERMS AND CONDITIONS
1. REGISTRATION
A deposit and completed and signed Registration Form are required to reserve a place for you on a Retreat through Light of the Traveler LLC.
2. PAYMENTS, CANCELLATIONS AND REFUNDS
All prices are quoted in US dollars and all payments must be paid in US dollars. For payments, we accept Visa, MasterCard, Discover, or American Express. Those paying by card will have an admin fee added of $232.21. Bank payments can be requested via an invoice process, and there will be no admin fee charged for bank payments. Trip deposits of $2,000 are not refundable.
A deposit of at least $2,000 USD per person is required. Full payment of the trip fee is due 4 months prior to the starting date of the Retreat you have selected to keep your spot reserved.
Guests cancelling prior to May 1, 2023 will receive a full refund less the initial $2,000 deposit. (IN THE CASE OF TRAVEL BANS due to disasters like COVID-19, your monies will be applied towards your choice of another upcoming Kenya retreat. Your spot will be prioritized).
No partial refunds are made for unused portions or services of a trip for any reason whatsoever. Trips are sold as a package only. This policy also applies to tour extensions and independent travel arrangements. Cancellation fees are not transferable.
3. TRIP INSURANCE
Protect your travel investment and purchase a trip insurance policy that includes emergency evacuation coverage.
4. HEALTH CONSIDERATIONS
Light of the Traveler’s Retreats are within the capabilities of average people in good health. These trips require the capability of walking short distances and sitting for prolonged periods of time. If you have concerns about your own capabilities and/or fitness as it relates to a trip, please inquire with the company at info@lightofthetraveler.com before reserving a space. By forwarding a signed Registration Form and trip deposit, you certify that you do not knowingly have any physical or other conditions of disability that would create a risk for you or other trip participants and you agree to inform Light of the Traveler in writing if changes in your health occur any time prior to the tour. We reserve the right to request a doctor’s statement of good health. The company’s or trip leader’s judgment shall provide the ultimate determination of an individual’s ability to embark upon or to continue a trip. Once a trip has been confirmed, medical circumstances will not be considered as exceptions to a cancellation refund. We assume no responsibility for medical care, illness or injuries, illness related to COVID-19, or for special dietary requirements. “Meatless” meals are normally available at most locations. Due to the remote nature of many retreat locations, and the growing diversity of today’s dietary trends, participants requiring special food items are encouraged to bring their own.
Tour members are asked to refrain from smoking or using e-cigs with or near the group.
5. CONTACT SCHEDULE
Participants will receive three emails before the trip departs: 1. Initial Tour Information email confirms the deposit and provides pre-departure information. 2. Invoice/Practical Information provides clothing and gear recommendations, climate data, applicable health advisories and reading list. Visa information will also be included (if applicable). 3. Final Tour Information includes arrival instructions, itinerary revisions (if any), hotel addresses, trip telephone contact information and participant list. We provide the trip leader’s telephone number(s) and/or e-mail address with final documents so you can inquire about questions you may have regarding your trip. We welcome your calls or e-mail messages to info@lightofthetraveler.com.
6. LIGHT OF THE TRAVELER RETREAT COSTS
Information supplied upon enrollment describes the specific costs that are included in your trip fee. Generally these costs include lodging in double room occupancy, all meals (specified in the itinerary as breakfast, lunch or dinner), ground transportation during the trip in vans or small busses, and guide services provided by the trip leaders.
Not included are airfare or other transportation from your home to the trip staging location, airport departure taxes, insurance, alcoholic beverages and bar expenses (plus bottled water and soft drink expenses), tips and gratuities to local guides abroad, phone calls, passport or visa expenses, laundry or items of a personal nature. Gratuities to Light of the Traveler Retreat trip leaders are optional and always appreciated.
Single accommodations are available for a supplemental cost in many locations; please reach out to info@lightofthetraveler.com for details. You will be charged the single supplement fee if you desire single accommodations or if you wish to have a roommate, but one is not available.
Cost increases may occur unexpectedly due to rising costs of airfares, ground transport, fuel surcharges, accommodations and currency fluctuations, among others. Light of the Traveler’s Retreat may be compelled to amend prices, and we reserve the right to do so without prior notice. An increase in trip prices shall not be sufficient grounds for any refund of funds paid for the trip other than as determined by the terms of our cancellation policy.
7. LOGISTICS
We select among the best available accommodations, but refrain from extravagance. Some of the best destinations are far removed from modern amenities, however, and where necessary we will be accommodated in rustic country inns, cabins or tented camps.
Meals are always a special part of our trips for the camaraderie they engender and the opportunity they provide to try new foods from different areas. Depending on the trip and specific locale, participants order restaurant meals from the full menu or, less frequently, table d’hôte. Some trips include picnic lunches in the field. Fruit juice for breakfast and coffee or tea are included with the meals. Participants are responsible for their own bar tab (including bottled water, soft drinks and alcoholic beverages on tours outside of North America) at restaurant lunches and dinners.
Our itineraries are intended as examples only. Participants should allow for flexibility due to changes in weather, natural history or cultural events, or other logistical arrangements deemed necessary by Light of the Traveler LLC. or our leaders.
If only one space remains on a trip, and logistics permit, we accept two persons traveling together, even if it exceeds the trip maximum.
8. RESPONSIBILITY
Light of the Traveler LLC and/or their Agents act only as agents for the passenger (trip participant) in regard to travel including, but not limited to, sightseeing, meals, lodging, transportation, and all other services whether by railroad, motorcar, motor coach, boat, ship or aircraft or other conveyance, and they assume no liability for injury, damage, loss, accident, delay or irregularity which may be occasioned either by reason of defect in any vehicle or for any reason whatsoever, or through the acts, bankruptcy or default of any company or person engaged in conveying the passenger or in carrying out the arrangements of the trip.
They can accept no responsibility for losses or additional expenses due to delay, cancellations or changes in flights or other tour services, and by force majeure including sickness, weather, strike, war, volcanic eruption, terrorist acts, political unrest, quarantine, epidemics and outbreaks, or other causes. All such losses or expenses will have to be borne by the passenger, as trip fees provide for arrangements only for the times and locations stated. Baggage is at the owner’s risk entirely.
The right is reserved to 1) substitute hotels of similar category for those indicated and to make any changes in the itinerary or transport where deemed necessary, or caused by changes in flight schedules or equipment substitution; 2) cancel any trip prior to departure due to low enrollment, in which case full refund of the paid trip funds will be given, but Light of the Traveler LLC is not responsible for any other trip preparation expenses such as penalized or non-refundable air tickets, visa fees and medical related expenses; 3) At the company’s sole discretion, suspend or postpone any trip due to force majeure in which case the trip may be rescheduled, or a refund issued less any non-refundable deposits paid to tour component providers on behalf of the passenger, or a travel credit given, but Light of the Traveler LLC is not responsible for any other trip preparation expenses such as penalized or non-refundable air tickets, visa fees and medical related expenses; 4) substitute trip leader(s) for the leader(s) originally specified, in which case the substitution is not a basis for participant cancellation or refund other than provided by our normal cancellation policy; or 5) accept or retain any person as a member of any trip.
Trip prices are based on tariffs and exchange rates in effect at the time of publication and are subject to adjustment in the event of any change therein.
A Registration Form including the Enrollment Terms and Conditions and Release and Assumption of Risk sections must be signed by each participant prior to the commencement of the trip. Participation by any trip member will be declined in the absence of the signed Registration Form including the Release and Assumption of Risk section, with no trip fee refund. No modification to the Registration Form including the Release and Assumption of Risk section will be accepted.
Should Light of the Traveler LLC, or anyone acting on their behalf be required to incur attorney’s fees and costs to enforce this agreement, the enrolling trip participant(s) agree(s) to indemnify and hold them harmless for all such fees and costs. In the event a lawsuit is filed, the enrolling participant(s) agree(s) to do so solely in the County of Sumner in the State of Tennessee.