Terms & Conditions for Registration

1. Registration and Payment

  • Your place is confirmed once you have completed the registration form and paid the invoice.

  • The invoice must be paid within 3 days of receipt. If payment is not received on time, the reservation may be offered to another participant.

  • By registering, you agree to all terms and conditions listed below.

2. Cancellation Policy

Because this retreat involves confirmed hotel reservations, catering, and program planning, the following cancellation policy applies:

Participant Cancellations

  • More than 4 months before the retreat start date (before 21 May):
    Full refund minus a 500 NOK administrative fee.

  • 2–4 months before the retreat start date (between 21 May and 20 July):
    50% refund.

  • 1–2 months before the retreat start date (between 21 July and 20 August):
    25% refund.

  • Less than 1 month before the retreat start date (21 August onwards):
    No refund.

Please note that these cancellation deadlines are applied strictly and consistently to ensure fair and equal treatment for all participants.

(You may transfer your place to another eligible participant at no extra cost — please notify us.)

Illness or Emergencies

If you must cancel last minute due to illness or another documented emergency, we will work with you to provide all necessary documentation for any insurance claim you choose to make.
While we cannot provide refunds in these cases due to fixed hotel and program costs, we will support you fully in the insurance process.

Non-Attendance

  • If you do not attend the retreat, arrive late, or leave early, no refunds can be given.

3. Cancellation by the Organizer

  • In the unlikely event that the retreat must be cancelled (e.g., illness, low enrolment, or circumstances beyond our control), participants will receive a full refund of all fees paid for the retreat.

  • We do not cover additional personal expenses such as travel to and from Arna (Bergen municipality). Participants are encouraged to book flexible or refundable travel tickets and, where possible, choose sustainable modes of transport such as train.

4. Transport to Fjordslottet Hotel

  • The retreat includes transport from Arna (Bergen municipality) to the hotel and back.

  • Participants will be informed about the details of this closer to the retreat and must arrive at Arna at the designated time. The transport will likely leave from nearby the Arna train stations at roughly 9:30am.

If you miss the transport:

  • You are responsible for arranging your own travel to the hotel.

  • We will provide information about public transport options, including bus routes and schedules.

  • Missing the transport does not entitle you to a refund or compensation.

5. Accommodation and Meals

  • The retreat fee includes single-room accommodation and full board (meals and standard hotel facilities).

  • The riverside sauna is optional and has an additional fee to be paid via a website, https://www.vestfjordsauna.no/booking?location=oster%C3%B8y-sauna .

  • Any personal purchases at the hotel must be settled directly with the hotel at checkout.

6. Participant Responsibilities and Conduct

Participants are expected to contribute to a respectful, safe, and productive learning environment.

Disruptive Behaviour

Disruptive behaviour may result in removal from the retreat without refund. This includes, but is not limited to:

  • Being drunk or disorderly
    (including excessive alcohol consumption that affects group activities, behaviour, or safety)

  • Rude, offensive, or aggressive behaviour
    towards fellow participants, hotel staff, or course staff

  • Harassment of any kind
    including verbal, physical, or online harassment

  • Behaviour that makes others feel unsafe or uncomfortable

  • Consistently interrupting or undermining group activities

  • Refusal to follow safety instructions
    during indoor sessions, outdoor activities, or nature walks

  • Damage to hotel property

  • Disregard for quiet hours or shared learning spaces

These guidelines ensure that all participants can enjoy a positive, focused, and collegial retreat.

Participants are also responsible for:

  • Their own travel to and from Arna (Bergen municipality)

  • Informing us of dietary or accessibility needs at least two weeks prior to course start date

  • Bringing suitable clothing for outdoor activities

7. Program Changes

  • Minor adjustments to the program (timing, order of sessions, outdoor activities, etc.) may occur.

  • Any significant changes will be communicated in advance whenever possible.

8. Use of Photos

  • During the retreat, we may take photos for documentation or promotional use.

  • You may opt out at any time — simply inform us in writing before or during the event.

9. Health, Safety, and Liability

  • Participants take part in all activities, including outdoor sessions, at their own risk.

  • Please ensure you bring appropriate outdoor clothing and any personal insurance you feel is necessary.

  • The organizer is not responsible for injury, loss, or damage to personal belongings.

10. Contact

For questions about registration, accessibility, the program, or logistics, please contact:
Mathew Stiller-Reeve at mathew@villagegreen.no