Terms & Conditions
Welcome to Seasons to Gather, we’re thrilled that you’re thinking about joining one of our small-group culinary and cultural retreats in Italy. We want you to feel excited about your upcoming journey, so we’ve written these Terms & Conditions in plain, easy-to-understand language.
It’s important to take a moment to read through them, as they explain your responsibilities, what you can expect from us, and how they may affect your trip. If anything is unclear or you have questions, please don’t hesitate to reach out at hello@seasonstogather.com , we’re always happy to help.
This agreement replaces any previous communications, agreements, or representations, whether written or verbal, and applies to all trips organised by Seasons to Gather and booked through this website.Our Contract
When you make a booking with Seasons to Gather and we confirm that booking in writing (via email), a binding contract is formed between you and Seasons to Gather. This contract sets out the retreat services we have agreed to provide and your responsibilities as a participant. Please ensure that the details on your booking confirmation are accurate and notify us immediately of any errors. All persons included in a booking are bound by these Terms & Conditions.Retreat Participation
Our retreats are open to curious, open-minded travellers who value community, connection, and the shared experience of food, culture, and place. We welcome solo travellers, couples, friends, and family members of all backgrounds. Age is not a barrier; what matters most is your willingness to participate respectfully, engage with the group, and contribute to a welcoming and inclusive atmosphere.By joining a retreat, you agree to participate mindfully, respect other guests, and follow the guidance of our hosts and local partners. We reserve the right to refuse participation to anyone whose behaviour disrupts the experience or compromises the safety and wellbeing of others.Making Your Travel Plans
Because we limit our group retreats to a small number of attendees to ensure a more personal and intimate experience, trips will only go ahead if we reach a required minimum number of guests. Your trip will be confirmed when minimum numbers are reached, at the latest by the final balance payment date (100–120 days prior to departure). If a retreat is sold out, you can assume it is going ahead.
If the trip is cancelled by us, a full refund will be issued. Should the trip be rescheduled to another date, you can choose to allocate any payments you have made to secure a spot on the new trip dates.
We advise that you do not book your flights until the trip has been confirmed in writing by us. We are not in a position to compensate for travel arrangements booked before the trip has been confirmed. Extra time in a destination outside the retreat start and end date is at your own expense.
Passports must have a minimum of 3 months validity at the time of departure from Italy per Italian government requirements; however, we recommend 6 months remaining validity. Visas may be required for entering Italy and are at your expense. Please consult the Italian government website or the SmartTraveller website for guidance. It is your responsibility to ensure your visa and passport are in order. We cannot provide refunds if entry is denied.
If a trip is priced in a currency different from your own, please be aware that currency fluctuations may affect the final converted price. Payments are due in the currency quoted on the trip page.
Payments
To secure your place, a non-refundable deposit is required at the time of booking. This deposit confirms your spot and allows us to begin reserving accommodations and experiences on your behalf.The remaining balance is due in instalments:First Payment: 120 days prior to retreat start date
Second Payment: 90 days prior to retreat start date
Final Payment: 60 days prior to retreat start date
If payment deadlines are missed, your booking may be cancelled, and any monies already paid may be forfeited. All payments are to be made in euros (€), unless otherwise specified. Please see our Payment Plans here.Cancellation and Refunds Policy
Life happens, and we understand that plans sometimes need to change. Our cancellation policy is as follows:Cancellations Initiated by You:
Up to 100 days prior: Full refund minus 250 EUR per-person service fee
Between 99 and 61 days: 50% refund applies
Within 60 days: 100% cancellation fee applies
You may transfer your trip to someone else no later than 30 days prior to departure, in writing. You remain responsible for recovering any monies from the new participant.
Cancellations Initiated by Us:
We may cancel retreats due to insufficient participants. In such cases, your deposit will be refunded. Notification will occur at least 3 months prior to departure.
Cancellations and Refunds After Retreat Commencement:
No refunds or credits will be issued for failure to attend, arrive late, leave early, or for unused portions of the retreat (meals, activities, services).
Travel Insurance
Comprehensive travel insurance is a condition of booking. Your policy must include medical coverage, cancellation, personal accident, loss of baggage, and repatriation. Proof of insurance is required no later than 30 days prior to departure. Failure to comply may result in cancellation without refund.Travel insurance should cover both travel cancellations and medical emergencies in Italy.Accommodation
Retreat accommodations are carefully selected to reflect the character of each region while providing comfort and authenticity. Most retreats offer private or shared twin rooms. Twin rooms are ideal for two guests travelling together.If you are travelling solo, a single supplement applies. Requests for a shared room may be accommodated depending on other bookings but cannot be guaranteed.Guests are responsible for the safety of their belongings in shared rooms. Retreat costs are considered on a single or double sharing basis. Maximum of 2 guests per room applies.Trip Itinerary and Inclusions
Each retreat itinerary highlights the seasons, local flavours, and community-based experiences. Inclusions are clearly outlined in your retreat details.While every effort will be made to deliver the planned itinerary, Seasons to Gather reserves the right to make adjustments due to weather, local circumstances, or supplier changes. Any modifications will always maintain the quality and value of the retreat.Modification Rights: Terms, conditions, and itinerary details may change. Guests will be notified at least 14 days in advance.Prices and Surcharges
All retreat prices are quoted in euros (€) and are based on costs at the time of publication. Prices may be adjusted due to changes in exchange rates, taxes, or supplier costs.Savour the Slow retreat prices are subject to variable and seasonal pricing. Discounts after booking do not apply. Surcharges may be applied up to 45 days before departure due to changes in exchange rates, transportation costs, or government action.You may cancel for a full refund within 14 days of notification if surcharges exceed 10% of the trip price. Credit card surcharges may apply.Timely Payment
Prompt payments are essential to securing accommodations and experiences. Failure to make payments on time may result in cancellation of your booking without refund.Privacy & Data
We collect and use personal data to manage your booking and deliver your retreat. This may include sharing details with accommodation providers, transport companies, and other suppliers. By booking, you consent to this use. [Read the Privacy Policy]COVID Policies
Guests must follow local guidelines and health protocols in place at the time of the retreat.Testing Positive Before the Retreat: Standard cancellation policy applies.Testing Positive During the Retreat: We will assist you in accessing medical care and isolation accommodations where required. Additional costs are your responsibility.
General Health and Wellness Policy
By booking, you confirm you are physically able to participate in retreat activities, including walking tours, market visits, and moderate physical movement. Disclose medical conditions, dietary needs, or accessibility requirements at booking. While we strive to accommodate all needs, not all requests can be guaranteed.Photography / Videography
By attending a retreat, you grant Seasons to Gather permission to capture photos and videos that may include your image, voice, or likeness. These may be used for marketing, social media, and paid promotional purposes. If you prefer not to be photographed or recorded, please notify us in writing before the retreat via info@seasonstogather.comSpecial Requirements
We are committed to accessibility and will do our best to accommodate dietary restrictions, allergies, medical conditions, and other needs. You must inform us of any requirements before booking to confirm feasibility. Some trips may require a minimum level of fitness or mobility or may not accommodate certain dietary preferences, including vegan options.You confirm that you know of no condition that could create a hazard for yourself or others or affect other participants’ enjoyment of the trip.Waiver
Participants assume the risks involved in foreign travel and voluntary activities during the retreat. By participating, you accept all risks and release Seasons to Gather Pty Ltd, its partners, and agents from all claims, known or unknown. You will be asked to sign a ‘Waiver of Responsibility’ prior to your retreat.Legal Matters, Alcohol and Drugs
Guests are expected to follow local laws at all times. Misuse of alcohol or drugs that endangers yourself or others may result in removal from the retreat without refund. Drug use is not tolerated. Responsible alcohol consumption is required. Smoking is prohibited in booked transport, hotel rooms, restaurants, or near the retreat group. Noncompliance may result in immediate trip termination.Authority on Retreat (Conditions of Carriage)
Our hosts and local partners are responsible for the safe and smooth running of each retreat. You agree to respect their authority and follow instructions. Behaviour that threatens group safety or harmony may result in immediate removal without compensation.The group leader’s decision is final on all matters affecting safety or wellbeing. Noncompliance may also result in being barred from future trips. You must comply with laws, customs, and regulations in Italy and follow responsible travel guidelines.Force Majeure
Seasons to Gather is not responsible for events beyond our control, including natural disasters, political unrest, pandemics, strikes, and other circumstances preventing or disrupting the retreat. We may vary or cancel itineraries without liability.A Force Majeure Event includes, without limitation: acts of nature, terrorism, insurrection, explosion, flood, earthquake, tempest, fire, accident, war or threat of war, sabotage, civil disturbance, labour strikes, requisition, pandemics, sickness, quarantine, government intervention, weather conditions, and unforeseen circumstances.Claims and Complaints
We are focused on delivering memorable retreats that exceed expectations; however, if any issues arise during a trip, you agree to notify the retreat leader as soon as possible so we can find a satisfactory solution that works for everyone.
Any formal complaints must be submitted in writing within 14 days of the retreat’s conclusion.You agree to send all complaints in writing by email to info@seasonstogather.com along with any supporting documentation.Third-Party Operator Terms
Bookings are subject to both Seasons to Gather Terms and Conditions and the terms of local operators, activity providers, and accommodation partners. Specific policies will be listed on trip pages and we encourage you to read and understand them.Disclaimer
By booking a retreat with Seasons to Gather, you accept these Terms & Conditions in full. Participation is at your own risk, and while we take all reasonable steps to ensure a safe, enjoyable experience, you acknowledge that unforeseen circumstances may occur.Seasons to Gather Pty Ltd and all our representatives (herein after referred to as “agents”), act only in capacity as agents for the guest in all matters connected with travel, sight-seeing journeys and transportation.You agree that as agents, we are held free of responsibility for any damage occasioned by any cause, in particular:For any damages or expenses or inconveniences caused by late departures, change of schedule or change in activities caused by reasons beyond our control
For loss or damage to baggage or any of the participant’s belongings.
For personal injury, death, accident, delay, loss, damage, irregularity or property damage as a result of force majeure or for any other losses or damages incurred by any person or journey participants caused by any delay or change of itinerary or arising out of any act, including, but not limited to, any act of negligence, any person acting for or on behalf of agents for transportation, accommodation or sight-seeing provider or any other person or entity rendering any of these services or accommodations being offered in connection with this journey.
Participants agree that any and all disputes between Participants and Seasons to Gather Pty Ltd shall be governed by the laws of the State of Queensland, Australia. Participants agree to mediate any and all disputes prior to the instigation of any litigation.
In the event of any litigation between the Parties to this agreement involving their respective rights or obligations, such litigation shall take place in the State of Queensland, Australia.
All prices quoted are correct at time of publication, include the cost of operation of the journeys, and are subject to currency changes.
If you have any questions at all, we are here to help, please email us on info@seasonstogather.com