Terms & Conditions
Seasons to Gather Pty Ltd
Effective for bookings made from: 20th May 2026
Welcome to Seasons to Gather. We’re delighted that you’re considering joining one of our small-group culinary and cultural retreats in Italy.
These Terms & Conditions explain the agreement between you and Seasons to Gather Pty Ltd, including payment obligations, cancellations, refunds, participation requirements and the responsibilities of both parties.
Please read them carefully before booking. By making a booking and paying your deposit, you acknowledge that you have read, understood and agreed to these Terms & Conditions.
If you have any questions before booking, please contact us at info@seasonstogather.com.
These Terms & Conditions form the agreement between you and Seasons to Gather and replace previous representations or agreements relating to your booking, except where a specific inclusion, price, payment schedule or other term is expressly confirmed by us in writing as part of your booking.
1. Our Contract
A booking is made when:
you submit a booking for a Seasons to Gather retreat;
the required deposit or other amount specified at booking has been received; and
Seasons to Gather confirms your booking in writing.
Once confirmed, a binding agreement exists between you and Seasons to Gather Pty Ltd.
Please check your booking confirmation carefully and notify us promptly if any information is incorrect.
All guests included within a booking are bound by these Terms & Conditions.
Nothing in these Terms & Conditions excludes, restricts or modifies any consumer guarantee, right or remedy available to you under the Australian Consumer Law that cannot lawfully be excluded, restricted or modified.
2. Retreat Participation & Group Size
Seasons to Gather retreats are intentionally small and designed around food, culture, community and shared experiences.
Our retreats will accommodate no more than 10 guests, unless otherwise expressly stated for a private or customised retreat.
We welcome solo travellers, friends and family members of different ages and backgrounds. Guests are expected to participate respectfully and contribute to a safe, welcoming and inclusive environment.
By joining a retreat, you agree to:
treat other guests, hosts, suppliers and members of the local community respectfully;
follow reasonable instructions from Seasons to Gather hosts and local partners;
comply with applicable laws and regulations; and
avoid behaviour that compromises the safety, comfort or enjoyment of others.
Seasons to Gather reserves the right to remove a guest from a retreat where their conduct seriously threatens safety, wellbeing or the reasonable enjoyment of the group, subject to applicable law.
3. Making Your Travel Plans
Because our retreats are intentionally small, each retreat may be subject to a minimum number of guests.
We will confirm that a retreat has reached its minimum operating numbers no later than the final balance payment date, generally 120 days before departure. A retreat advertised by us as sold out may be considered confirmed unless we advise otherwise.
We strongly recommend that you do not purchase non-refundable flights or other travel arrangements until we have confirmed your retreat in writing.
Unless expressly included in your retreat itinerary, flights, pre-retreat and post-retreat accommodation, visas, travel insurance and other independent travel arrangements are your responsibility.
If Seasons to Gather cancels a retreat, the provisions under Cancellations by Seasons to Gather below will apply.
4. Passports, Visas & Entry Requirements
You are responsible for ensuring that you hold a valid passport and any visa, travel authorisation or other documentation required to enter Italy and any country through which you transit.
Entry requirements can change. We recommend checking official government advice well before departure.
Seasons to Gather is not responsible where a guest is unable to travel because they do not hold the required passport, visa, travel authorisation or other entry documentation.
Our standard cancellation terms will apply where a guest cannot attend because they have not satisfied applicable entry requirements, subject to any rights available under applicable law.
5. Retreat Prices & Currency
Your retreat price and payment currency will be clearly stated on the relevant retreat page, brochure or booking confirmation.
Retreats may be offered in AUD, USD, EUR or another stated currency.
All payments must be made in the currency specified for your booking unless Seasons to Gather agrees otherwise in writing.
Where your bank or card provider converts your payment from another currency, exchange rates and foreign transaction charges are determined by your financial institution and are outside our control.
6. Deposits
A deposit is required to secure your place on a Seasons to Gather retreat.
Unless otherwise stated for a particular retreat, the standard deposit is $500 per person in the currency specified for that retreat.
Bookings for 2027 Retreats
For bookings made under our 2027 refundable-deposit offer, the booking deposit is refundable when the guest cancels more than 120 days before departure, less the original Stripe, credit-card or payment-processing fee incurred by Seasons to Gather, which is not refundable to us.
Once the booking reaches 120 days before departure, the deposit and all other payments become non-refundable, subject to applicable law.
Bookings for 2028 Retreats and Beyond
For 2028 retreats and later departures, unless expressly stated otherwise at the time of booking, the booking deposit is non-refundable from the time your booking is confirmed.
The deposit is applied toward the total cost of your retreat.
The non-refundable nature of the deposit will be disclosed before payment and confirmed as part of your booking.
This does not limit any rights you may have under the Australian Consumer Law where those rights apply.
7. Instalment Payments
After payment of your deposit, the remaining retreat balance is payable according to the payment schedule supplied with your booking.
A typical schedule may include:
deposit at booking;
one or more scheduled instalments; and
final balance no later than 120 days before departure.
Your individual booking confirmation and payment schedule determine the actual amounts and dates applicable to your booking.
Payment reminders and secure payment links may be provided as a courtesy. It remains your responsibility to ensure payments are received by their applicable due dates.
If you anticipate difficulty making a scheduled payment, please contact info@seasonstogather.com before the payment date wherever possible.
Seasons to Gather may, at its discretion, agree to an alternative payment date or payment arrangement. Any variation must be confirmed by us in writing.
8. Overdue Payments & Non-Payment
Timely payment is necessary because Seasons to Gather makes advance commitments to accommodation providers, chefs, transport operators, producers and other local partners on behalf of our guests.
If a scheduled instalment has not been received by its due date, we will contact you using the contact information provided with your booking.
If payment remains outstanding 7 days after the due date, and no alternative arrangement has been agreed with us in writing, your booking will be considered overdue.
We may then issue a final written notice requiring you to either:
pay the outstanding amount; or
contact us to agree an alternative arrangement
within the period specified in that notice.
If we do not receive payment or hear from you within that period, Seasons to Gather may cancel your booking and release your place to another guest.
Failure to receive or respond to a payment reminder does not extend your payment due date.
Amounts Retained Following Cancellation for Non-Payment
Where Seasons to Gather cancels a booking because of non-payment:
any deposit that was expressly non-refundable when the booking was made will remain non-refundable, subject to applicable law;
for bookings where the deposit remained refundable at that point, the applicable cancellation terms in force when the booking was made will apply;
any additional amounts already paid may be applied against non-refundable supplier commitments and other reasonable losses or costs directly arising from the cancellation, to the extent permitted by law; and
any remaining amount refundable to you will be returned less applicable non-refundable payment-processing fees.
Where we are able to fill your place with another guest, we will take into account costs or losses that we have reasonably been able to recover or avoid by doing so.
Where cancellation for non-payment occurs 120 days or less before departure, the cancellation provisions applying within the 120-day period will apply.
9. Cancellations by You
We understand that circumstances change. If you need to cancel your retreat, you must notify Seasons to Gather in writing at info@seasonstogather.com
The date we receive your written cancellation will be treated as the cancellation date.
10. Transferring Your Place
If you become unable to attend within 120 days of departure, you may request permission to transfer your booking to another eligible guest.
Transfer requests:
must be made in writing;
must be received at least 30 days before departure;
are subject to Seasons to Gather approval;
may be subject to supplier restrictions or reasonable administrative costs; and
cannot be guaranteed.
The replacement guest must agree to these Terms & Conditions and satisfy any participation, travel, insurance or other requirements applicable to the retreat.
Any private financial arrangement between you and your replacement guest is your responsibility unless otherwise agreed by Seasons to Gather.
11. Cancellations by Seasons to Gather
In the unlikely event that Seasons to Gather cancels a retreat because minimum participant numbers have not been reached, we will refund payments made to Seasons to Gather for the cancelled retreat.
Where possible, we will notify guests at least 120 days before departure.
We may also offer you the option of transferring amounts paid to another Seasons to Gather retreat. You are not required to accept a transfer instead of a refund where you are otherwise entitled to a refund.
Seasons to Gather is not responsible for independently booked flights, accommodation, insurance, visas or other travel costs, except to the extent required by applicable law.
This section does not limit your rights under the Australian Consumer Law.
12. Cancellations or Changes After the Retreat Begins
If you voluntarily:
fail to attend;
arrive late;
leave early; or
choose not to participate in an included meal, activity, experience or other part of the itinerary,
No refund or credit will ordinarily be provided for the unused portion of the retreat.
This does not affect any rights or remedies available to you under applicable law where Seasons to Gather has failed to provide services as required.
13. Travel Insurance
Comprehensive travel insurance is a condition of participation in a Seasons to Gather retreat.
Your policy should provide appropriate cover for your circumstances, including:
overseas medical treatment;
cancellation and interruption;
personal accident;
baggage and personal belongings; and
emergency evacuation or repatriation.
Proof of appropriate travel insurance must be provided no later than 30 days before departure.
It is your responsibility to understand the policy you purchase, including exclusions, excesses and eligibility requirements.
Seasons to Gather does not provide insurance advice and cannot guarantee that an insurer will cover a particular event or claim.
14. Accommodation
Accommodation is carefully selected to reflect the character of each destination while providing an appropriate standard of comfort for the retreat.
Your room type will be stated in your booking documentation.
Depending on the retreat, accommodation may include private rooms or twin-share arrangements.
Where a shared room is offered, guests travelling together may request to share. Solo guests requesting a roommate may be accommodated where suitable, but this cannot be guaranteed unless expressly confirmed.
A maximum of two guests will occupy any shared guest room unless expressly agreed otherwise.
Guests remain responsible for their personal belongings while staying at retreat accommodation.
15. Itinerary & Inclusions
Each retreat itinerary is designed around seasonal food, local producers, culture and place.
The inclusions applicable to your retreat will be described on the relevant retreat page, brochure or booking confirmation.
While we make every reasonable effort to deliver the itinerary as described, travel sometimes requires flexibility.
Seasons to Gather may make reasonable changes to the order, timing, supplier or content of an itinerary because of:
weather;
seasonal availability;
supplier availability;
transport conditions;
local events;
safety considerations; or
circumstances beyond our reasonable control.
Where a significant included experience becomes unavailable, we will make reasonable efforts to provide an appropriate alternative of comparable nature or value.
Minor itinerary changes do not ordinarily entitle a guest to cancel or receive a refund.
Nothing in this section limits rights available under the Australian Consumer Law.
16. Price Changes & Surcharges
The price confirmed when you book will ordinarily be the price of your retreat.
In exceptional circumstances, a surcharge may become necessary because of substantial increases in government taxes, mandatory charges or other external costs beyond our reasonable control.
Any surcharge will be communicated in writing and will explain the reason for the increase.
If a surcharge exceeds 10% of the original retreat price, you may cancel within 14 days of receiving notice and receive a refund of amounts paid to Seasons to Gather, subject to applicable law.
Promotional offers or price reductions introduced after you have booked do not apply retrospectively to existing bookings.
17. Health, Mobility & Participation
Our retreats can include walking tours, markets, farms, vineyards, uneven surfaces, stairs, historic towns and other activities requiring reasonable mobility.
Before booking, you should consider whether the retreat is appropriate for your individual circumstances.
You must inform Seasons to Gather before booking of any significant mobility requirements or other circumstances that may affect your ability to participate safely where this is necessary for us to assess whether reasonable accommodation can be made.
We will make reasonable efforts to accommodate guests where possible, but some locations, vehicles, historic buildings or third-party experiences may have accessibility limitations.
18. Dietary Requirements & Allergies
Please advise us of dietary requirements and food allergies when booking and update us promptly if they change.
We will communicate dietary information to relevant suppliers and make reasonable efforts to accommodate requirements.
However, many experiences take place in small family kitchens, farms, wineries and local restaurants. We cannot guarantee an environment entirely free from particular allergens or cross-contamination.
Guests with serious allergies remain responsible for taking appropriate personal precautions and carrying any necessary medication.
19. Photography & Videography
Photography and video may be taken during Seasons to Gather retreats for memories, social media and marketing purposes.
We respect your preferences regarding the use of your image.
Where appropriate, guests will be given an opportunity to advise us if they do not wish identifiable photographs or video of themselves to be used for marketing purposes.
We will make reasonable efforts to respect those preferences.
20. Alcohol, Drugs & Local Laws
Guests must comply with applicable local laws throughout the retreat.
Where alcohol is included or available, responsible consumption is expected.
Illegal drug use is not permitted.
Behaviour resulting from alcohol or drug use that threatens the safety, wellbeing or reasonable enjoyment of other guests, hosts, suppliers or members of the public may result in removal from the retreat, subject to applicable law.
Smoking and vaping must comply with accommodation, transport, restaurant and local rules.
21. Authority During the Retreat
Our hosts and local partners are responsible for the safe and orderly operation of retreat activities.
Guests agree to follow reasonable instructions relating to safety, timing, transport and group activities.
Where a guest’s behaviour presents a serious safety risk or materially disrupts the retreat, Seasons to Gather may take reasonable action, including excluding the guest from an activity or, where necessary, terminating their participation.
22. Force Majeure & Events Beyond Our Control
Events outside the reasonable control of Seasons to Gather may affect travel to, from or within a retreat destination.
These may include, but are not limited to, volcanic eruptions or volcanic ash, earthquakes, wildfires, floods, severe weather, natural disasters, war or threat of war, terrorism, civil unrest, strikes or industrial action, epidemics or pandemics, government restrictions, border closures, airport or airspace closures, flight cancellations, transport disruption, road closures and other extraordinary events beyond our reasonable control.
If You Are Unable to Reach the Retreat
If a Seasons to Gather retreat is able to proceed as scheduled, but an event outside our reasonable control prevents or delays your travel to the retreat, this does not constitute a cancellation of the retreat by Seasons to Gather.
This includes circumstances such as:
closure of an airport or airspace;
cancellation, diversion or significant delay of your flight;
volcanic activity or volcanic ash affecting aviation;
severe weather affecting your journey;
strikes or other transport disruption;
missed flight connections;
border or transit disruption; or
other circumstances affecting your ability to reach the retreat destination.
If you are unable to arrive, arrive late, or miss part or all of the retreat as a result of such circumstances, Seasons to Gather is not responsible for the cost of your independently arranged flights, alternative transport, additional accommodation or other associated expenses, except to the extent required by applicable law.
Where the retreat services remain available to you, refunds or credits will not ordinarily be provided for accommodation, meals, transport, experiences or other retreat services that you are unable to use because your journey to the retreat has been disrupted, subject to your rights under applicable law.
We will, wherever reasonably possible, assist you with joining the retreat after it has commenced. Any additional costs involved in reaching the group will be your responsibility.
For this reason, comprehensive travel insurance is a condition of booking. We strongly recommend selecting a policy that provides appropriate cover for cancellation, travel interruption and delay, natural disasters, volcanic activity and volcanic ash, airport and airspace closures, additional accommodation and alternative transport.
Insurance policies and exclusions vary. It is your responsibility to ensure that the policy you purchase provides appropriate cover for your individual circumstances. Seasons to Gather cannot guarantee that a particular event or expense will be covered by your insurer.
If Seasons to Gather Cannot Operate the Retreat
This is different from a situation where an event beyond our reasonable control means Seasons to Gather itself is unable to provide the retreat.
If the retreat cannot safely or lawfully proceed, or we are prevented from providing a substantial part of the contracted retreat services, we will assess the available options, which may include modification, postponement, credit or cancellation.
Any refund or other remedy will be determined in accordance with the circumstances, these Terms & Conditions, amounts recoverable from suppliers and applicable law, including the Australian Consumer Law.
Nothing in this section excludes, restricts or modifies any right or remedy that cannot lawfully be excluded under the Australian Consumer Law.
Events may occur that are outside the reasonable control of Seasons to Gather.
These may include natural disasters, severe weather, fire, flood, earthquake, war, terrorism, civil unrest, strikes, epidemics or pandemics, government restrictions, border closures, transport disruption and other extraordinary circumstances.
Where such an event affects a retreat, Seasons to Gather may need to change, postpone or cancel all or part of the itinerary.
We will act reasonably in the circumstances and communicate material changes as soon as practicable.
Your rights and our obligations in these circumstances will be determined by these Terms, applicable supplier arrangements and applicable law, including the Australian Consumer Law.
23. Third-Party Suppliers
Seasons to Gather works with independent accommodation providers, restaurants, chefs, guides, wineries, farms, transport providers and other local businesses.
Some services may also be subject to reasonable operational or participation requirements imposed by those suppliers.
Seasons to Gather remains responsible for its obligations to you to the extent required by applicable law.
24. Privacy & Personal Information
We collect personal information reasonably necessary to manage your booking and provide your retreat.
This may include providing relevant information to accommodation providers, transport operators, restaurants, guides and other suppliers where necessary to deliver your booked services.
Personal information will be handled in accordance with our Privacy Policy and applicable privacy laws.
25. Complaints
We want the opportunity to address problems while you are travelling.
If an issue arises during your retreat, please notify your Seasons to Gather host as soon as reasonably possible so that we have an opportunity to assist.
If the matter is not resolved, a formal complaint may be submitted to info@seasonstogather.com after the retreat, together with relevant supporting information.
We ask that complaints ordinarily be submitted within 14 days after the retreat concludes so that we can investigate while information remains readily available.
This timeframe does not limit any statutory rights that cannot lawfully be limited.
26. Australian Consumer Law
Our services come with rights and guarantees under the Australian Consumer Law that cannot be excluded by these Terms & Conditions.
Nothing in these Terms & Conditions is intended to exclude, restrict or modify any consumer guarantee, right, remedy or liability where doing so would be unlawful.
Where any provision of these Terms conflicts with a right that cannot lawfully be excluded, the applicable law will prevail and the remainder of these Terms will continue to operate to the extent possible.
27. Governing Law
These Terms & Conditions are governed by the laws applicable in Queensland, Australia.
Where a dispute arises, both parties agree to make reasonable efforts to resolve the matter directly and, where appropriate, through mediation before commencing court proceedings.
Nothing in this section limits any right a consumer may have to commence proceedings in a jurisdiction available to them under applicable law.
28. Changes to These Terms
Seasons to Gather may update these Terms & Conditions from time to time for future bookings.
The Terms applicable to your booking will generally be the version provided or made available to you when your booking was confirmed, together with any subsequent variation expressly agreed between you and Seasons to Gather.
We will not retrospectively impose a material change to your cancellation, refund or payment rights simply by publishing revised Terms on our website.
29. Contact Us
If you have questions about your booking or these Terms & Conditions, please contact:
Seasons to Gather Pty Ltd
Email: info@seasonstogather.com
We’re always happy to clarify anything before you book.