Terms & Conditions 2026-27

Retreat Booking Terms & Conditions

Pilates & Wellness Retreats at Vale de Moses, Oleiros, Portugal

By booking a place on the Flow de Vida Pilates & Wellness Retreat at Vale de Moses, Portugal, you agree to the following Terms & Conditions.

1. Booking & Deposit

• A non-refundable deposit of £500 per person is required to secure your place.
• Your booking is confirmed only once the deposit has been received.
• The remaining balance must be paid in full no later than 5 weeks before the retreat start date.
• Failure to pay the remaining balance by the due date may result in cancellation of your booking and loss of deposit.

2. Cancellation Policy

Cancellation by You

• Deposits are non-refundable.
• Cancellations made more than 3 months before the retreat start date may receive a full refund, excluding the deposit.
• Cancellations made more than 5 weeks and less than 3 months before the retreat start date may receive a 50% partial refund at the organiser’s discretion, excluding the deposit.
• Cancellations made within 5 weeks of the retreat are non-refundable.
• You may transfer your place to another participant subject to written approval by the organiser.

Cancellation by Us

• We reserve the right to cancel the retreat if the minimum participant number of 8 guests is not reached and will endeavour to give at least two weeks’ notice.
• In this event, all monies paid directly to the organiser will be refunded in full, including deposit.
• We cannot accept responsibility for additional expenses incurred including flights, transfers, insurance, accommodation, or other travel-related costs.

3. Force Majeure

We shall not be liable for any delay, change, disruption, or cancellation caused by circumstances beyond our reasonable control, including but not limited to:

• natural disasters
• fire
• flood
• severe weather
• pandemics or public health emergencies
• war or civil unrest
• strikes
• government restrictions
• transport disruption
• power outages
• other unexpected or unforeseeable events

In such circumstances, refunds may not be possible and we strongly recommend comprehensive travel insurance.

4. Travel & Insurance

• Participants are responsible for arranging their own travel to and from Portugal.
• Participants are responsible for arranging their own transfers to and from Oleiros.
• Transfers from Oleiros to the resort on the first day of the retreat, and from the resort back to Oleiros on the final morning of the retreat, are included when participants arrive and leave according to the recommended timetable, unless otherwise stated.
• Comprehensive travel insurance is strongly recommended and should include:
• medical cover
• cancellation cover
• activity participation
• personal belongings
• repatriation where applicable
• We are not responsible for missed flights, travel disruption, delayed transport, or lost belongings.

5. Health & Medical Responsibility

• By attending the retreat, you confirm that you are physically and mentally fit to participate in retreat activities.
• You must disclose any injuries, medical conditions, allergies, medications, or health concerns prior to the retreat.
• If you have any medical condition, injury, cardiovascular concern, respiratory condition, mental health concern, are pregnant or have any reason to doubt your suitability for participation, you should seek medical advice from a qualified healthcare professional before attending.
• Participation in all activities is voluntary and entirely at your own risk.

6. Activity Disclaimer

This retreat may include activities such as:

• Pilates and movement sessions
• hiking and walking on uneven terrain
• swimming and wild water activities
• sauna or sweat lodge experiences
• breathwork
• mobility and exercise practices
• other wellness activities

By participating, you acknowledge and accept that:

• these activities carry inherent physical risks
• outdoor terrain may be uneven, slippery, steep, or unpredictable
• swimming and water-based activities carry risk of injury or drowning
• heat-based activities such as sauna or sweat lodge may not be suitable for everyone
• you are responsible for monitoring your own physical condition and limitations at all times

You agree to immediately stop any activity if you feel unwell, unsafe, dizzy, faint, short of breath, or physically compromised in any way.

7. Participation at Your Own Risk

All retreat activities are undertaken voluntarily and at your own risk.

Neither the retreat organisers, facilitators, instructors, Flow de Vida founders Caroline Ponto and Carly Tomei, nor Vale de Moses shall be held liable for:

• injury
• illness
• allergic reactions
• loss or damage to personal property
• accidents occurring during retreat activities or free time
• consequences arising from participation in physical or wellness practices

Participants remain fully responsible for their own choices, actions, safety, and wellbeing throughout the retreat. This includes eating appropriately at meal times and staying adequately hydrated.

8. Accommodation & Shared Spaces

• Accommodation will be allocated according to booking selection and availability. Please see accommodation information on www.valedemoses.com before confirming your booking, as rooms/tents cannot be changed once the retreat reaches capacity. Any adjustments or upgrades will incur additional costs accordingly as well as a £50 administration fee.
• Single sex allocation is not guaranteed in shared accommodation, therefore if this is an essential requirement, it is recommended that you book a private room or bell tent.
• Guests are expected to behave respectfully towards fellow participants, staff, facilitators, and property.
• Quiet enjoyment of shared spaces should be respected.
• We reserve the right to ask any participant engaging in unsafe, disruptive, aggressive, intoxicated, or inappropriate behaviour to leave the retreat without refund.

9. Alcohol & Drugs Policy

• Alcohol consumption and the use of illegal or non-prescribed drugs are not permitted during the retreat.
• Participants under the influence in a way that compromises safety or group wellbeing may be removed from activities or asked to leave without refund.

10. Retreat Schedule & Changes

• Retreat booking includes two classes or mindfulness activities and three meals per day.
• All classes, activities, walks and mealtimes are non-compulsory, however, if you miss a meal we may not be able to guarantee an alternative.
• Retreat schedules, facilitators, workshops, excursions, and activities may change due to weather, safety considerations, local conditions, or operational requirements.
• We reserve the right to substitute instructors, alter timings, or amend activities where necessary.
• Any workshops, excursions, therapeutic treatments, 1:1 sessions and use of the sweat lodge will incur additional costs. Price lists for these complimentary activities will be provided in your welcome pack upon arrival, along with a guide schedule and itinerary for the week.

11. Photography & Media

• Photographs or videos may occasionally be taken during the retreat for promotional or social media purposes.
• Please inform the organiser in writing before the retreat if you do not wish to appear in any media content.

12. Personal Responsibility

• This retreat is intended to support wellbeing, relaxation, education, and personal development.
• It does not constitute medical treatment, psychotherapy, or professional healthcare advice.
• Participants are responsible for making informed decisions regarding their participation and personal health throughout the retreat.

13. Acceptance of Terms

By paying your deposit and/or attending the retreat, you confirm that you have:

• read and understood these Terms & Conditions
• voluntarily accepted the risks associated with participation
• agreed to participate responsibly and respectfully
• accepted full responsibility for your own health, safety, and wellbeing throughout the retreat.

The Flow de Vida and Vale de Moses teams look forward to welcoming you and hope you enjoy a transformative experience in the peace and tranquility of the Portuguese mountains.