Terms and Conditions for the Legacy Books for Leaders: International Writing Retreat
LEGACY BOOKS FOR LEADERS
International Writing Retreat in the Himalayas
September 20–30, 2026
TERMS AND CONDITIONS, DISCLAIMER & FULL DISCLOSURE
Please read these Terms and Conditions carefully before registering for the retreat. By completing your registration and payment, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions in their entirety.
1. DEFINITIONS
In these Terms and Conditions:
“Retreat” refers to the Legacy Books for Leaders: International Writing Retreat in the Himalayas, scheduled for September 20–30, 2026.
“Organisers” refers to WriteClick Writing Services Pty Ltd and The Himalayan Writing Retreat], Shoma Mittra, Chetan Mahajan, and their authorised representatives.
“Participant” refers to any individual who registers and pays for the Retreat.
“Registration Fee” refers to the non-refundable deposit required to secure a place at the Retreat.
“Program Fee” refers to the total cost of the Retreat, inclusive of the Registration Fee.
2. REGISTRATION AND PAYMENT
2.1 A non-refundable Registration Fee of AUD 1200 is required to secure your place at the Retreat.
2.2 The balance of the Program Fee, AUD 4400, is due no later than 20 May, 2026.
2.3 Failure to pay the balance by the due date may result in forfeiture of your place without refund of the Registration Fee.
2.4 All payments must be made in Indian Currency or via Credit Card. Participants are responsible for any bank fees, currency conversion charges, or transaction fees.
2.5 Places are limited to 10 and allocated on a first-come, first-served basis upon receipt of the Registration Fee.
3. CANCELLATION AND REFUND POLICY
3.1 Participant Cancellation
All cancellation requests must be made in writing via email to shoma@writeclick.net.au or to deb@himalayanwritingretreat.com
90 days or more before the Retreat start date (September 20, 2026): Full refund of all amounts paid, except the non-refundable Registration Fee.
Between 45 and 90 days before the Retreat start date: refund of 50% of the full retreat fees of AUD 5600.
Less than 45 days before the Retreat start date: No refund will be issued.
3.2 Refunds will be processed within 30 business days of receiving the written cancellation request.
3.3 The Organisers strongly recommend that Participants obtain comprehensive travel insurance that includes trip cancellation coverage.
3.4 Transfer of Registration
Subject to approval by the Organisers, Participants may transfer their registration to another person. The transferee must meet any eligibility requirements and agree to these Terms and Conditions. A transfer fee of AUD 500 may apply.
3.5 Organiser Cancellation
In the unlikely event that the Organisers must cancel the Retreat (other than due to Force Majeure as defined in Section 10), Participants will receive a full refund of all amounts paid, including the Registration Fee. The Organisers’ liability shall be limited to the refund of fees paid and shall not include any consequential losses such as airfare, accommodation, or other travel expenses.
4. WHAT IS INCLUDED
The Program Fee includes:
Accommodation in Delhi (Tree of Life or equivalent) and at the Himalayan Writing Retreat
All meals as specified in the itinerary
Ground transportation (airport transfers in Delhi, private coach to Agra, train tickets Delhi–Kathgodam return, mountain transfers)
Welcome dinner at Bukhara Restaurant (or equivalent)
Farewell lunch at Café Lota (or equivalent)
Entry fees to Taj Mahal and other scheduled sites
Guided tour of Old Delhi
All workshop sessions, materials, and instruction
Morning yoga sessions (Only during the 7 days in the Himalayas)
Evening activities as scheduled
5. WHAT IS NOT INCLUDED
The Program Fee does NOT include:
- International or domestic airfare to and from Delhi
- Passport and visa fees
- Travel insurance (mandatory—see Section 8)
- Personal expenses, tips, and gratuities
- Alcoholic beverages
- Medical or emergency evacuation expenses
- Additional nights’ accommodation before or after the scheduled Retreat dates
- Any items not specifically listed in Section 4
6. MEDIA RELEASE AND USE OF LIKENESS
6.1 The Participant grants the Organisers, their affiliates, and assigns the irrevocable right and permission to photograph, film, and record the Participant during the Retreat.
6.2 The Participant grants the Organisers the right to use, reproduce, publish, and distribute such photographs, films, recordings, and any other media (collectively, “Media”) for marketing, promotional, educational, and commercial purposes in any medium now known or hereafter developed, including but not limited to websites, social media, brochures, advertisements, and publications.
6.3 The Participant waives any right to inspect or approve the finished Media or the copy that may be used in connection therewith.
6.4 The Participant releases the Organisers from any claims arising from the use of the Media, including any claims for compensation, invasion of privacy, defamation, or right of publicity.
6.5 If the Participant does not wish to be photographed or filmed, they must notify the Organisers in writing prior to the Retreat. The Organisers will make reasonable efforts to accommodate such requests but cannot guarantee complete exclusion from all Media.
7. ACCESSIBILITY AND PHYSICAL REQUIREMENTS
7.1 IMPORTANT ACCESSIBILITY NOTICE
The Retreat takes place in the Himalayan foothills and includes locations with:
- Uneven terrain, steep paths, and hilly tracks
- Stairs without handrails
- Unpaved roads and walking paths
- High altitude (approximately [ALTITUDE] metres above sea level)
- Limited medical facilities in remote areas
The Retreat is NOT suitable for Participants with mobility impairments, those who use wheelchairs or walking aids, or those with physical conditions that may be aggravated by walking on uneven or hilly terrain.
7.2 Participants must be able to:
- Walk unassisted on uneven and hilly terrain for up to 2 miles
- Climb stairs without assistance
- Board trains and vehicles without assistance
- Carry their own luggage short distances
7.3 The Organisers are unable to provide accessibility accommodations or mobility assistance. By registering, the Participant confirms they have read this notice and are physically capable of participating in all scheduled activities.
7.4 If you have any concerns about your ability to participate, please contact the Organisers before registering.
8. INSURANCE REQUIREMENTS
8.1 Mandatory Travel Insurance
Participants are REQUIRED to obtain and maintain comprehensive travel insurance for the duration of the Retreat, including travel to and from Delhi.
8.2 Insurance coverage must include, at minimum:
- Trip cancellation and interruption
- Emergency medical treatment and hospitalisation
- Emergency medical evacuation and repatriation
- Personal accident
- Loss or damage to baggage and personal belongings
- Travel delays
8.3 Participants must provide proof of insurance to the Organisers no later than 30 days before the Retreat start date.
8.4 The Organisers strongly recommend that Participants purchase “cancel for any reason” (CFAR) coverage where available.
8.5 The Organisers accept no responsibility for any costs, losses, or damages arising from the Participant’s failure to obtain adequate insurance.
9. HEALTH, SAFETY AND ASSUMPTION OF RISK
9.1 Health Declaration
- By registering, the Participant confirms that they:
- Are in good physical and mental health
- Have no medical conditions that would prevent safe participation
- Will disclose any health conditions, allergies, dietary requirements, or medications to the Organisers prior to the Retreat
- Have consulted a medical professional regarding travel to India and obtained any recommended vaccinations or medications
9.2 The Participant is responsible for managing their own health and any pre-existing conditions during the Retreat.
9.3 Assumption of Risk
The Participant acknowledges that participation in the Retreat involves inherent risks, including but not limited to:
- Risks associated with travel in a foreign country
- Risks associated with high-altitude locations
- Risks of injury from walking on uneven terrain
- Risks associated with local food and water
- Risks of illness, disease, or infection
- Risks associated with road travel in mountainous regions
- Exposure to weather conditions
- Acts of third parties beyond the control of the Organisers
9.4 The Participant voluntarily assumes all such risks, whether known or unknown, and releases the Organisers from any liability arising therefrom.
9.5 Emergency Contact
Participants must provide emergency contact details at the time of registration and notify the Organisers of any changes.
10. FORCE MAJEURE
10.1 The Organisers shall not be liable for any failure or delay in performing their obligations where such failure or delay results from Force Majeure.
10.2 “Force Majeure” means any event beyond the reasonable control of the Organisers, including but not limited to:
- Natural disasters (earthquakes, floods, landslides, severe weather)
- Epidemics, pandemics, or public health emergencies
- War, terrorism, civil unrest, or political instability
- Government actions, travel restrictions, or border closures
- Strikes, labour disputes, or transportation disruptions
- Failure of third-party suppliers or venues
- Any other circumstances beyond the Organisers’ control
10.3 In the event of Force Majeure:
The Organisers will make reasonable efforts to reschedule the Retreat or provide alternative arrangements
If the Retreat cannot proceed and cannot be rescheduled, Participants will receive a refund of the Program Fee, less any non-recoverable costs already incurred by the Organisers
The Organisers shall not be liable for any consequential losses, including airfare, accommodation, or other travel expenses
10.4 The Organisers strongly recommend that Participants purchase travel insurance that includes coverage for Force Majeure events.
11. TRAVEL ARRANGEMENTS
11.1 Participants are solely responsible for arranging and paying for their own transportation to and from Delhi, India. However, travel during the days of the retreat will be arranged by The Himalayan Writing Retreat.
11.2 Participants are responsible for ensuring they have valid passports and any required visas for entry into India. Passport must be valid for at least six months beyond the Retreat end date.
11.3 The Organisers accept no responsibility for any costs or losses arising from the Participant’s failure to obtain proper travel documents.
11.4 Participants should confirm their travel itinerary with the Organisers as soon as possible to allow for transfer arrangements.
11.5 The Organisers are not responsible for delays, cancellations, or changes to flights or other transportation arranged by the Participant.
12. CONDUCT AND REMOVAL
12.1 Participants are expected to conduct themselves in a respectful, professional manner throughout the Retreat.
12.2 The Organisers reserve the right to remove any Participant whose behaviour is disruptive, offensive, dangerous, or inconsistent with the interests of the group, as determined by the Organisers in their sole discretion.
12.3 If a Participant is removed under this section, no refund will be issued, and the Participant will be responsible for their own transportation and accommodation from that point forward.
13. LIMITATION OF LIABILITY
13.1 To the maximum extent permitted by law, the Organisers, their officers, employees, agents, and affiliates shall not be liable for any:
Personal injury, illness, or death
Loss, theft, or damage to personal property or baggage
Delays, cancellations, or changes to the itinerary
Acts or omissions of third-party suppliers, including hotels, restaurants, transportation providers, and local guides
Consequential, incidental, indirect, or punitive damages
13.2 In no event shall the Organisers’ total liability exceed the amount of the Program Fee paid by the Participant.
13.3 This limitation of liability shall apply regardless of the form of action, whether in contract, tort, negligence, strict liability, or otherwise.
14. INDEMNIFICATION
The Participant agrees to indemnify, defend, and hold harmless the Organisers, their officers, employees, agents, and affiliates from and against any and all claims, damages, losses, costs, and expenses (including reasonable legal fees) arising out of or related to:
- The Participant’s breach of these Terms and Conditions
- The Participant’s negligence or wilful misconduct
- Any injury or damage caused by the Participant to third parties
- Any claims made by the Participant’s heirs, executors, or representatives
15. INTELLECTUAL PROPERTY
15.1 All materials, content, and intellectual property provided during the Retreat (including but not limited to handouts, presentations, methodologies, and frameworks such as the Captivation Code) remain the exclusive property of the Organisers.
15.2 Participants may use such materials for their personal, non-commercial purposes only.
15.3 Participants may not reproduce, distribute, sell, or create derivative works from Retreat materials without written permission from the Organisers.
16. CONFIDENTIALITY
16.1 Participants agree to maintain the confidentiality of personal stories, work-in-progress, and discussions shared by other Participants during the Retreat.
16.2 Participants shall not share, publish, or discuss other Participants’ work without their express written consent.
17. CHANGES TO ITINERARY
17.1 The Organisers reserve the right to make changes to the Retreat itinerary, schedule, venues, instructors, or other arrangements as necessary due to unforeseen circumstances, logistical requirements, or to improve the Participant experience.
17.2 While the Organisers will make reasonable efforts to adhere to the published itinerary, no guarantee is made that all activities will proceed as described.
17.3 Such changes do not constitute grounds for a refund.
18. PRIVACY
18.1 Personal information collected during registration will be used for the purposes of administering the Retreat, communicating with Participants, and improving future programs.
18.2 The Organisers will not sell or share Participant information with third parties for marketing purposes unrelated to the Retreat.
18.3 Participant information may be shared with third-party suppliers (hotels, transportation providers, etc.) as necessary to deliver the Retreat services.
19. GOVERNING LAW AND JURISDICTION
19.1 These Terms and Conditions shall be governed by and construed in accordance with the laws of Western Australia, Australia / India.
19.2 Any disputes arising under these Terms and Conditions shall be subject to the exclusive jurisdiction of the courts of Western Australia and India.
20. SEVERABILITY
If any provision of these Terms and Conditions is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.
21. ENTIRE AGREEMENT
These Terms and Conditions constitute the entire agreement between the Participant and the Organisers with respect to the Retreat and supersede all prior or contemporaneous communications, representations, or agreements.
22. WAIVER
The failure of the Organisers to enforce any right or provision of these Terms and Conditions shall not constitute a waiver of such right or provision.
23. CONTACT INFORMATION
For questions regarding these Terms and Conditions, please contact:
WriteClick Writing Services Pty Ltd
81 Orsino Boulevard, North Coogee, WA 6163
Email: shoma@writeclick.net.au
Phone: +61433558125
PARTICIPANT ACKNOWLEDGMENT AND AGREEMENT
By registering for the Legacy Books for Leaders: International Writing Retreat in the Himalayas and submitting payment, I acknowledge that:
☐ I have read, understood, and agree to be bound by these Terms and Conditions in their entirety.
☐ I understand the cancellation and refund policy.
☐ I understand that the Retreat involves travel in the Himalayan foothills and requires a reasonable level of physical fitness and mobility.
☐ I confirm that I do not have any mobility impairments or physical conditions that would prevent me from safely participating in all scheduled activities.
☐ I agree to obtain comprehensive travel insurance as required.
☐ I grant permission for the use of my image and likeness for marketing and promotional purposes.
☐ I voluntarily assume all risks associated with participation in the Retreat.
☐ I agree to indemnify and hold harmless the Organisers as described herein.
IMPORTANT: This document contains legal terms that affect your rights. If you have any questions about these Terms and Conditions, please seek independent legal advice before registering.