Terms and conditions

1. Reservation & Deposit

  1. A 30% deposit is required to secure your place on any Thorndale retreat.

  2. Deposits are only accepted after the delegate has completed the Delegate Registration Form, which includes personal details and banking information.

  3. A booking is confirmed only once the deposit has been received and a confirmation email has been issued by Thorndale.

2. Payment Schedule

  1. 70% balance is due no later than 30 days prior to the retreat start date.

  2. For registrations made within 30 days of the retreat start date, the full retreat fee is payable immediately upon invoice.

  3. All invoices are payable via EFT. Thorndale does not accept cheque payments.

  4. All fees are quoted per delegate, inclusive of VAT where applicable, and inclusive of on-site retreat costs as specified in the retreat brochure. International flights or travel to the start point are excluded unless otherwise noted.

3. Changes to Rates & Inclusions

  1. Confirmed reservations will be honoured at the rate quoted at the time of booking.

  2. Thorndale reserves the right to adjust future retreat pricing or inclusions; however, this will not affect any confirmed booking.

  3. Any retreat-specific inclusions (e.g., accommodation, meals, transfers, expedition logistics, filming, guest expert sessions) are listed in the relevant retreat brochure shared with the delegate.

4. Refunds & Cancellations

Delegate Cancellation

  1. More than 30 days before the retreat start date

    • Delegate receives a full refund of the deposit, less a 15% administrative fee

  2. Within 30 days of the retreat start date

    • No refund of deposit or balance.

    • Full retreat fee remains payable if not already settled.

  3. All cancellations must be received in writing via email to simon@thorndalegroup.com or the email address specified on the invoice. Cancellations furnished by any other means will not be considered.

Date Changes / Transfers

  1. Delegates may request to transfer to a future cohort more than 30 days before the retreat, subject to availability.

  2. Within 30 days, transfers are not permitted, except if Thorndale elects to grant an exception in extraordinary circumstances.

  3. If Thorndale cancels or reschedules the retreat for operational or safety reasons, delegates will be offered:

    • A transfer to a new date at no charge, or

    • A full refund.

5. Delegate Responsibilities

  1. Delegates are responsible for ensuring they are medically fit to participate in all retreat activities, including light-to-moderate wilderness walking, game drives, trekking, and outdoor reflection sessions.

  2. Delegates must ensure they possess valid passports, visas, vaccinations, and travel insurance (international retreats only).

  3. Delegates must comply with all safety briefings, environmental guidelines, cultural protocols, and instructions issued by Thorndale facilitators, guides, or operational partners (e.g., EcoTraining).

6. Liability

  1. Participation in Thorndale retreats occurs in remote natural environments, wildlife areas, or expedition settings and involves inherent risks.

  2. Delegates participate entirely at their own risk.

  3. Thorndale, its directors, facilitators, guides, partners, and contractors are not liable for:

    • Loss or damage to personal property

    • Injury, illness, or death arising from participation

    • Delays, changes, or cancellations caused by weather, wildlife activity, travel restrictions, or other factors beyond Thorndale’s control

  4. Delegates will be required to complete the official Delegate Registration Form and specifically sign the Indemnity & Medical Disclosure Form enclosed therein before their place is fully confirmed.

7. Insurance

  1. All delegates are strongly advised to obtain comprehensive travel insurance that covers:

    • Trip cancellation

    • Medical emergencies

    • Medical evacuation from remote locations

    • Loss or theft of baggage/equipment

  2. For international retreats (e.g., Kenya, Botswana), travel insurance is mandatory.

8. Behaviour & Removal

  1. Thorndale reserves the right to remove any delegate whose behaviour:

    • Jeopardises the safety of the group

    • Disrupts the experience

    • Violates cultural or environmental guidelines

  2. If removed, the delegate forfeits the full retreat fee, and any additional evacuation or transport cost is for their account.

9. Final Payment & Participation

  1. Delegates may not participate in any part of the retreat if invoices are unpaid.

  2. Participation requires completion of:

    • The Delegate Registration Form

    • The Indemnity & Medical Disclosure Form

    • Any country-specific compliance documents required by operational partners.