Please read these Terms and Conditions carefully before completing your booking. By paying your deposit and returning the signed booking form, you confirm that you have read, understood, and agreed to these terms on behalf of yourself and any guests included in your booking.
Section 1Your Booking
1.1 How to Book
To reserve your place, you will need to pay Instalment 1. Your place is not confirmed until your first instalment payment has cleared and you have received a written confirmation from us.
1.2 Numbers and Availability
The retreat operates with a minimum of 7 and a maximum of 15 participants. We reserve the right to cancel the retreat if minimum numbers are not reached (see Section 5).
Section 2Payment Schedule
The total retreat fee is payable in four equal instalments as follows:
| Instalment | Amount | Due Date | Notes |
|---|---|---|---|
| 1 | 25% of total fee | On booking | Secures your place. Non-refundable. |
| 2 | 25% of total fee | July 2026 | — |
| 3 | 25% of total fee | August 2026 | — |
| 4 | 25% of total fee | September 2026 | — |
Payments are accepted by bank transfer or via the payment link provided at the time of booking. All fees are quoted in pounds sterling (GBP) unless otherwise stated.
Late payment: If an instalment is not received by the due date, we will contact you in writing. If payment is not received within 7 days of that notice, we reserve the right to treat your booking as cancelled in accordance with Section 3 below, and the cancellation charges will apply.
What is included in the retreat fee
Five nights' accommodation (7–12 October 2026) at California Dream Inn, Vale da Telha; all guided walks; all workshops and group sessions; daily breakfast, lunch and dinner; welcome drinks and a closing dinner. Full details are set out in the retreat itinerary provided at the time of booking.
What is not included
Flights; transfers to and from the airport; travel insurance; any meals outside the programme; personal spending; optional excursions; and any items of a personal nature.
Section 3Cancellation by You
If you need to cancel your place, you must notify us in writing as soon as possible by email to keris@fitterfood.com. The date of cancellation is the date we receive your written notice. The following cancellation charges apply:
| Cancellation Timing | Amount Refunded |
|---|---|
| More than 120 days before | Full refund of payments made, excluding the first instalment |
| 90–119 days before | 50% refund of payments made, excluding the first instalment |
| 60–89 days before | 25% refund of payments made, excluding the first instalment |
| From 7 September 2026 | Full retreat fee — no refund |
Transferring your place: If you are unable to attend, you may transfer your place to another person, subject to our approval, provided you notify us in writing no later than 21 days before the retreat start date. You remain responsible for any outstanding instalments. The replacement participant must complete a booking form and health questionnaire before the transfer is confirmed.
Travel insurance: We strongly recommend that your travel insurance policy includes cancellation cover. We are not liable for any loss you incur as a result of cancelling your place.
Section 4Cancellation or Significant Changes by Us
4.1 Cancellation by Us
We reserve the right to cancel the retreat in the following circumstances:
- Minimum participant numbers (7) have not been reached by 1 August 2026.
- Circumstances beyond our reasonable control make the retreat unviable or unsafe (see Section 9, Force Majeure).
- The venue becomes unavailable due to reasons outside our control.
If we cancel the retreat for reasons within our control, we will offer you either a full refund of all sums paid or a transfer to a future retreat (where available). We will not be liable for any additional costs you have incurred, including flights, accommodation outside the programme, or other travel costs. This is why we require you to hold appropriate travel insurance.
4.2 Significant Changes
If we need to make a significant change to the retreat programme, accommodation, or dates prior to departure, we will notify you as soon as reasonably practicable. You will have the option to accept the change, transfer to a future retreat, or receive a full refund of sums paid to us. Minor changes to the daily programme or walk routes do not constitute a significant change.
Section 5Travel Insurance
Travel insurance is mandatory for all participants. By completing your booking, you confirm that you will hold a valid travel insurance policy for the duration of the retreat that covers:
- Personal accident and medical expenses
- Emergency repatriation
- Cancellation and curtailment (including for personal medical reasons)
- Baggage and personal belongings
- The activities included in the retreat, including coastal walking on uneven terrain
We may ask you to provide evidence of your insurance policy before the retreat. If you are unable to provide evidence of adequate cover, we reserve the right to refuse your participation without refund.
Section 6Health, Fitness, and Your Responsibilities
6.1 Health Questionnaire
All participants are required to complete a health and fitness questionnaire no later than 6 weeks before the retreat start date (by 26 August 2026). This helps us plan a programme that is safe and appropriate for everyone attending.
6.2 Disclosures
You must disclose all relevant medical conditions, physical limitations, allergies, and dietary requirements on your health questionnaire. This includes, but is not limited to:
- Any cardiovascular, musculoskeletal, or respiratory conditions
- Mental health conditions requiring ongoing treatment or support
- Pregnancy
- Any medication that may affect your ability to walk or participate in activities
If you are currently under medical or psychiatric supervision, you may be asked to provide written confirmation from your GP or specialist that you are fit to travel and participate in the programme before your booking is confirmed.
6.3 Fitness for Walking
The guided walks on this retreat take place on the Rota Vicentina Fishermen's Trail on the Atlantic coast of southwest Portugal. The terrain is uneven, coastal, and may be steep in places. Participants should be reasonably physically fit and comfortable walking for up to 4–6 hours per day on natural footpaths.
We are not medically trained and cannot provide individual clinical advice during the retreat. The programme is designed for general wellness and does not constitute medical treatment or a substitute for professional medical care. If in doubt, please speak to your GP before booking.
6.4 Our Right to Exclude
We reserve the right to ask a participant to withdraw from any activity or from the retreat entirely where we reasonably believe participation poses a risk to their own wellbeing or that of the group. In such cases, no refund will be given. We will always act with care and compassion in exercising this right.
Section 7Liability
7.1 Our Liability to You
We will take all reasonable steps to ensure the retreat programme is delivered safely and as described. We do not exclude our liability for death or personal injury caused by our own negligence, or for any other liability that cannot be excluded by law.
Subject to the above, our total liability to you in connection with the retreat shall not exceed the total retreat fee paid by you.
7.2 Your Responsibility for Your Own Safety
Participation in all activities is at your own risk. You are responsible for your own physical health and safety during the retreat. In particular:
- Walks take place on natural coastal terrain which may be uneven, slippery, or exposed. We are not responsible for injuries arising from the nature of the terrain.
- You are responsible for wearing appropriate footwear and clothing and for carrying any personal medication you may require.
- You are responsible for remaining adequately hydrated, especially during walks in warm weather.
- If you choose to undertake any activity outside the organised programme, you do so entirely at your own risk.
7.3 Our Liability as Organiser
We are the organiser of this retreat and have taken steps to ensure all suppliers and sub-contractors (including the accommodation provider) meet appropriate standards. We are not responsible for the independent acts of third-party suppliers where those acts are outside our reasonable control.
Section 8Behaviour and Community
We want Walking to Wellness to be a supportive, respectful environment for everyone. All participants are expected to:
- Treat fellow participants, our team, and venue staff with courtesy and respect
- Follow the guidance of walk leaders and retreat facilitators at all times
- Arrive on time for group activities
- Respect the privacy of other participants
We reserve the right to ask a participant to leave the retreat if their behaviour is disruptive, disrespectful, or harmful to others. In such cases, no refund will be given and any reasonable costs incurred as a result will be the responsibility of the participant.
Section 9Photography, Video, and Testimonials
We may take photographs and video footage during the retreat for use in our marketing materials, website, and social media.
If you would prefer not to appear in any promotional material, please let us know and we will respect your wishes.
Any testimonials or feedback you provide may be used in our marketing with your permission. We will always ask before attributing any quote to you by name.
Section 10Force Majeure
We will not be liable or in breach of these terms where we are prevented from fulfilling our obligations by circumstances beyond our reasonable control. These include but are not limited to: extreme weather or natural disaster; wildfire; civil unrest; acts of government or regulatory authorities; epidemic or pandemic; failure of utilities or infrastructure; or the unavailability of key personnel due to serious illness.
In such circumstances, we will notify you as soon as reasonably practicable and will use reasonable endeavours to offer an alternative date or arrangement. Where no suitable alternative is possible, we will issue a refund of sums paid to us, less any non-recoverable costs already incurred on your behalf.
Section 11Package Travel Regulations
This retreat constitutes a package under the Package Travel and Linked Travel Arrangements Regulations 2018 (as amended). This means you have certain statutory protections, including the right to a full refund if we cancel the retreat for reasons within our control, and protection against our insolvency. Full details of your rights under these Regulations will be provided in your pre-contract information at the time of booking.
Section 12Data Protection
We collect and process personal data, including health information, for the purposes of administering your booking and delivering the retreat safely. We will not share your personal data with third parties except where necessary for the delivery of the retreat (for example, with the accommodation provider) or where required by law. Full details of how we handle your data are set out in our Privacy Policy at kerismarsden.com.
Section 13Governing Law
These terms and conditions are governed by the laws of England and Wales. Any dispute arising from or in connection with these terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.
Section 14Contact
If you have any questions about these terms, please contact us at keris@fitterfood.com or by post to Fitter Food, 71 Eastcombe Avenue, London, SE7 7LL.
By paying your deposit, you confirm that you have read, understood, and agreed to these Terms and Conditions.