Terms & Conditions

Effective Date: August 6, 2026

These Terms & Conditions govern your use of the VM Retreats website, professional travel-planning services, custom travel-design services, and participation in retreats or other travel experiences offered or arranged by VM Retreats.

By submitting an inquiry, paying a professional fee, approving a proposal, authorizing a reservation, purchasing travel, or participating in a VM Retreats experience, you agree to these Terms & Conditions and the VM Retreats Travel Disclosures.

1. Eligibility and Acceptance

You must be at least 18 years old and legally able to enter into a binding agreement to purchase services from VM Retreats.

If you make arrangements on behalf of another traveler, you represent that you are authorized to provide that traveler’s information and accept the applicable terms on their behalf. You are responsible for ensuring that all travelers receive and review the relevant terms, disclosures, supplier policies, and travel documents.

2. VM Retreats Services

VM Retreats may provide:

The scope of service depends on the traveler’s request, the professional fee paid, supplier availability, and any written proposal or service description provided by VM Retreats.

An inquiry, consultation, quotation, or proposal does not create a confirmed reservation.

VM Retreats is an independently owned and operated travel business affiliated with WorldVia Travel Network. Additional information about this relationship appears in the Travel Disclosures.

Travel consultations
Destination and supplier research
Custom itinerary design
Hotel, resort, cruise, tour, transportation, and activity arrangements
Retreat and group-travel planning
Booking coordination
Predeparture guidance
Travel-related support

3. Custom Travel Design and Professional Fees

VM Retreats may charge planning, consultation, research, itinerary-development, change, or other professional fees.

Unless otherwise stated in writing:

Professional fees compensate VM Retreats for its time, expertise, research, supplier evaluation, itinerary design, and proposal preparation.
Professional fees are separate from supplier deposits, reservations, insurance premiums, and travel costs.
A professional fee is nonrefundable once research or itinerary development begins.
Payment does not guarantee the availability or price of any travel component.
Additional fees may apply if the request materially changes, expands to additional travelers or destinations, requires extensive revisions, or exceeds the originally agreed scope.

Any additional professional fee will be disclosed before the additional work begins.

Professional service fees may be collected directly by VM Retreats through an authorized payment processor, including GHL and Stripe.

4. Proposals, Authorization, and Reservations

Travel prices, schedules, promotions, amenities, and availability may change before booking.

Travelers are responsible for reviewing all names, dates, destinations, accommodations, transportation, and other proposal details before authorizing a reservation.

A travel reservation is confirmed only after:

1. The traveler approves the proposed arrangements;

2. Any required authorization is completed;

3. The supplier accepts the reservation; and

4. The required payment is successfully processed.

By submitting payment information or completing a payment authorization, you authorize the identified supplier, WorldVia Travel Network, VM Retreats, or authorized payment processor to charge the approved amount.

5. Supplier Terms, Changes, and Cancellations

Airlines, hotels, resorts, cruise lines, tour operators, transportation companies, insurers, and other travel providers establish their own payment, change, cancellation, credit, and refund policies.

By authorizing a booking, you agree to the applicable supplier terms. Supplier payments may be partially or entirely nonrefundable.

VM Retreats may assist with a change, cancellation, credit, or refund request but does not control supplier decisions or processing times. A requested change or cancellation is not complete until written confirmation is received.

Professional fees paid to VM Retreats remain subject to Section 3 and are separate from any supplier refund.

6. Retreat Reservations and Payments

Unless otherwise stated on the applicable booking page, a deposit is required to reserve a place in a VM Retreats-operated retreat.

Retreat reservations are confirmed only after payment is successfully received. Space may be limited and offered on a first-come, first-served basis.

The applicable booking page or written agreement will identify the retreat price, deposit, payment schedule, inclusions, exclusions, and final-payment deadline.

Payment plans may be offered at the discretion of VM Retreats. Failure to make a required payment by its deadline may result in cancellation and forfeiture of the reservation, subject to the applicable refund policy.

7. Retreat Cancellation and Refund Policy

Unless the retreat’s booking page or written agreement provides different terms, the following policy applies to amounts paid directly for a VM Retreats-operated retreat.

Cancellation 31 or More Days Before the Retreat

The traveler may receive a full refund of retreat-program payments, excluding nonrefundable processing fees and separately purchased third-party services.

Cancellation 15–30 Days Before the Retreat

The traveler may receive a refund equal to 50% of the retreat-program amount paid, excluding nonrefundable processing fees and separately purchased third-party services.

Cancellation 0–14 Days Before the Retreat

Retreat-program payments are nonrefundable.

Reservation Transfers

A traveler who cannot attend may request to transfer the reservation to another eligible participant. Transfers require prior written approval from VM Retreats and may be subject to supplier restrictions, administrative fees, or documentation deadlines.

Cancellation by VM Retreats

If VM Retreats cancels a retreat, participants will receive a refund of retreat-program payments made directly to VM Retreats unless they accept an alternative arrangement.

VM Retreats is not responsible for independently purchased airfare, accommodations, transportation, insurance, or other expenses.

8. Traveler Responsibilities

Travelers are responsible for:

Providing accurate personal and payment information
Ensuring that reservation names match government-issued identification
Reviewing proposals, confirmations, invoices, and travel documents
Obtaining required passports, visas, permits, health records, and entry documents
Monitoring government, destination, and supplier requirements
Arriving with sufficient time for transportation and scheduled activities
Informing VM Retreats of relevant accessibility, mobility, dietary, or health needs before booking

Errors, missing documentation, or failure to satisfy entry requirements may result in additional costs, denied boarding, cancellation, or loss of payments.

9. Travel Disclosures and Insurance

The VM Retreats Travel Disclosures are incorporated into these Terms & Conditions by reference. They contain important information regarding:

WorldVia Travel Network
Independent travel suppliers
Pricing and availability
Passport and entry requirements
Health, safety, and accessibilitTravel insurance
Payments
Cancellations and refunds
Events outside the control of VM Retreats

Travel insurance is strongly recommended. Insurance coverage, exclusions, eligibility, and claim decisions are controlled by the insurance provider and policy purchased.

Declining travel insurance means accepting responsibility for losses that the declined coverage might otherwise have addressed.

10. Health and Assumption of Risk

Travel and retreat activities may involve risks, including illness, injury, unfamiliar environments, transportation hazards, severe weather, outdoor activity, food-related illness, criminal activity, or limited access to medical care.

Travelers and participants are responsible for determining whether an experience is appropriate for their health, mobility, and personal circumstances.

VM Retreats does not provide medical, psychological, or emergency-treatment services.

By traveling or participating, you acknowledge and voluntarily assume the ordinary and inherent risks associated with the experience, except where liability cannot legally be limited or waived.

11. Code of Conduct

Travelers and retreat participants must behave lawfully, safely, and respectfully.

VM Retreats may remove or decline further service to an individual whose behavior is threatening, abusive, discriminatory, disruptive, unlawful, unsafe, or materially detrimental to other participants, staff, suppliers, or the experience.

Removal for violating this section does not create a right to a refund. The individual remains responsible for resulting transportation, accommodation, or other expenses.

12. Events Beyond Our Control

Travel may be disrupted by severe weather, natural disasters, public-health events, government actions, civil unrest, labor disputes, transportation interruptions, supplier insolvency, utility or technology failures, or other circumstances outside the reasonable control of VM Retreats.

In these circumstances, itineraries, dates, destinations, accommodations, activities, or transportation may be changed, postponed, relocated, or canceled.

Refunds, credits, or alternatives may be limited by supplier policies and amounts actually recoverable. VM Retreats may assist with available alternatives but is not responsible for losses or additional costs arising from circumstances outside its reasonable control.

13. Independent Suppliers and Limitation of Liability

Travel suppliers are independent businesses. VM Retreats and WorldVia Travel Network do not own, operate, manage, or control those suppliers.

To the fullest extent permitted by law, VM Retreats is not responsible for a supplier’s acts, omissions, delays, cancellations, overbooking, service failures, insolvency, property conditions, injuries, losses, or other conduct.

To the fullest extent permitted by law, VM Retreats and its owners, representatives, affiliates, and contractors will not be liable for indirect, incidental, special, punitive, or consequential damages arising from website use, planning services, supplier services, or participation in a travel experience.

Where liability may legally be limited, VM Retreats’ aggregate liability will not exceed the amount paid directly to VM Retreats for the service or experience giving rise to the claim.

Nothing in these terms excludes or limits responsibility that cannot legally be excluded or limited.

14. Website Content and Intellectual Property

VM Retreats makes reasonable efforts to maintain accurate website information, but travel information, pricing, schedules, supplier details, entry requirements, and destination conditions may change without notice.

Original website content, itineraries, written materials, graphics, branding, educational resources, and other materials supplied by VM Retreats are protected by applicable intellectual-property laws.

These materials may not be copied, sold, distributed, republished, or commercially used without written permission. Travelers may use materials provided for their own trip for personal, noncommercial purposes.

15. Privacy and Electronic Communications

Personal information is handled according to the VM Retreats Privacy Policy.

Information may be shared with WorldVia Travel Network, travel suppliers, insurance providers, payment processors, and other service providers when reasonably necessary to research, arrange, process, manage, or support travel.

By providing your contact information, you consent to receiving service-related communications concerning inquiries, proposals, payments, reservations, changes, and travel support.

Marketing communications remain subject to applicable consent and unsubscribe requirements.

16. Changes, Severability, and No Waiver

VM Retreats may update these Terms & Conditions periodically.

The version applicable to a professional service or reservation will generally be the version in effect when the traveler pays the applicable fee or authorizes the booking, unless a change is required by law or agreed to in writing.

If any provision is found unenforceable, the remaining provisions will remain in effect to the extent permitted by law.

A failure by VM Retreats to enforce a provision does not waive the right to enforce it later.

17. Governing Law and Contact Information

These Terms & Conditions are governed by the laws of the State of Texas, without regard to conflict-of-law principles, except where another jurisdiction’s law must apply.

Before filing a legal claim, the parties agree to make a reasonable, good-faith effort to resolve the dispute directly.

Questions concerning these Terms & Conditions may be directed to:

VM Retreats

Email: [email protected]

Website: www.vmretreats.com