Refund &
Transfer Policy

Sapience Refund and Transfer Policy

Sapience is an intimate retreat experience. Every registration is a commitment, not only to your own journey, but to the group field, the facilitators, and our team. When you say yes, we begin preparing for you: paying vendors, booking accommodations, and confirming staffing. Because of the nature of small-scale, high-touch retreats, each cancellation has a significant impact.
 

We’ve designed the following policy to protect both your investment and the sustainability of this work.
 

Payment Terms

Full payment is due at registration unless you select a payment plan (see Payment Plans below). You may be given the option to use Klarna at checkout to pay in installments. If you elect Klarna installments, you are contracting directly with Klarna for installment terms, and Sapience is not a party to that arrangement. Your obligations to Sapience under this policy, including administrative fees and cancellation terms, are unaffected by your payment method or by any dispute between you and Klarna.

Pricing is in U.S. dollars or euros, as shown at the time of booking. All refunds, fees and credits are calculated in the currency of your booking. Sapience is not responsible for currency conversion, exchange rate fluctuations, or foreign transaction fees imposed by your bank or card issuer.

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Cancellations

At least 60 days before the retreat: Your payment is refundable, minus a $250 administrative fee. Less than 60 days before the retreat: Your payment is refundable, minus a $750 administrative fee. Less than 30 days before the retreat: No refunds will be issued. If you have an extenuating circumstance (see below), you may be eligible for credit towards a future retreat.
 

No-Shows, Late Arrivals, and Early Departures

No refunds will be issued if you fail to appear at the retreat, arrive late, or leave the retreat early for any reason. If you properly notify Sapience of a cancellation in advance of the retreat, the cancellation terms above will apply.
 

Retreat Transfers

Transfers requested at least 60 days before the retreat start date are free of charge. Transfers requested between 60 and 30 days before the retreat start date will incur a $250 administrative fee, which will be deducted from the transfer amount. Within 30 days of the retreat start date, no transfers or credit are available, except in the case of an approved extenuating circumstance (see Extenuating Circumstances below).
 

• Each participant is eligible for one transfer only.

• Transfers must be used within 12 months of the original retreat start date.

• Transfers are subject to availability.

• If transferring to a retreat with higher tuition, you will be required to pay the difference. No refunds are issued if the new retreat is lower in cost.
   

Sapience does not permit registration transfers between participants. The Sapience experience is deeply personal, and each registration is non-transferable to any other person.
 

Payment Plans

Payment plans are subject to automatic scheduled payments. By selecting a payment plan, you agree that installments will be charged automatically to your nominated payment method on the agreed dates, and that this schedule will continue until all payments are complete, including after the retreat has taken place. Manual invoicing is available upon request for an additional administrative fee. Failure to maintain sufficient funds for scheduled payments may result in your place being withdrawn prior to the programme, or any outstanding balance being referred for recovery if the programme has already taken place.
 

Why the Administrative Fees?

Running small retreats means our costs are high and our margins are tight. We rely on every registration to pay facilitators, cover venue fees, and support our team. When someone cancels before a retreat, we have already committed resources to their spot, and as the retreat approaches, those costs are no longer recoverable. These fees help us operate sustainably while continuing to offer this work with care and integrity.
 

Extenuating Circumstances

If something serious and unexpected arises within 30 days of the retreat, you may request to transfer your booking as credit towards a future Sapience retreat. Requests must be made in writing and include appropriate documentation.
 

Approved situations include:

• Death of an immediate family member

• Severe illness or injury, with a doctor’s note

• Transmissible illness (e.g. COVID-19, flu), with a doctor’s note
   

Other circumstances may be considered at Sapience’s sole discretion. Any credit is subject to availability and will be reduced by any non-recoverable costs we have already incurred for your place, such as accommodation, catering, and venue fees. As these costs are committed in the weeks leading up to the retreat, the closer to the start date you cancel, the lower your credit is likely to be, and it may be reduced to zero. Any credit must be used within 12 months of the original retreat start date.
 

Illness During the Retreat

If you become ill while on retreat, we will support you with appropriate care. No refunds will be issued once the retreat begins. A prorated credit for any missed days, valid for 12 months from the original retreat start date, may be granted depending on the circumstances.
 

Retreat Cancellations by Sapience

If Sapience cancels a retreat for any reason other than a Force Majeure Event (defined below), you will receive a full refund or credit, at your election. Sapience will not be liable for any failure or delay in conducting a retreat caused by events beyond its reasonable control, including but not limited to: wild fires; natural disasters; pandemics, epidemics, or public health emergencies; government travel advisories, restrictions, or border closures; political instability, civil unrest, war, or acts of terrorism; airline cancellations or transportation disruptions; venue unavailability; and acts of God (“Force Majeure Events”).
 

Travel Costs and Travel Insurance

Sapience is not responsible for any non-recoverable travel, lodging, transportation, visa, or related costs incurred by you, regardless of whether a cancellation or postponement is initiated by you or by Sapience, and regardless of the reason for the cancellation or postponement (including, without limitation, a Force Majeure Event). Sapience strongly encourages all participants to purchase travel insurance with cancellation and interruption coverage to protect against these costs.
 

No Chargebacks

By registering for a Sapience retreat, you agree not to initiate a chargeback, payment dispute, or reversal with any credit card issuer, bank, or payment processor (including Stripe and Klarna) for any charge properly made under this policy. You agree that any disagreement regarding refunds will be resolved directly with Sapience in accordance with this policy. If you initiate a chargeback in violation of this provision, you agree that Sapience may recover the disputed amount, any chargeback fees imposed on Sapience, and reasonable attorney’s fees and costs incurred in connection with responding to or recovering from the chargeback.
 

Governing Law and Forum

This policy is governed by and construed in accordance with the laws of the State of California, without regard to its conflict of laws principles. Any disputes arising out of or in connection with this policy must be resolved exclusively in the state or federal courts located in Sonoma County, California. By registering for a Sapience retreat, you consent to the personal jurisdiction of such courts and waive any objections to the venue of such courts, including any objection based on any claim that such courts are an inconvenient forum, regardless of your country of residence or the location of the retreat.