Cancellation & Refund Policy

This policy applies to every AYA Society event, retreat, and meetup. By registering, you agree to it, to our Consent Policy & Code of Conduct, and to our Terms of Use. Individual events may add their own details at registration.

We keep our retreats small and personal, and that means every booking comes with real commitments on our end: rooms, venues, meals, staff, and activities, often paid months in advance. We know life happens. This policy keeps things fair for every guest and protects the experience we create together.

All cancellation requests must be sent in writing to april@ayasociety.com.

Payment schedule

• A deposit holds your spot. The deposit amount varies by event and is listed at registration.
• Your remaining balance is due 30 days before the event.
• If your balance isn't paid on time, we may release your spot, and the cancellation fees below apply.

Payments are non-refundable

Once your spot is confirmed, your payments go straight to securing your room, the venue, and everything that makes the event happen, so they can't be refunded.

If you can't attend, we may help find someone to take your spot through our waitlist or community. This isn't guaranteed and is at our discretion. If your spot is filled, the cancellation fees below still apply, and anything left after them is refunded to you, minus processing fees.

Cancellation fees

Fees are based on how many days before the event's start date you cancel, and are calculated from your total package price and nightly rate. Because payments are non-refundable, these fees come into play when your spot is filled by another guest: they're deducted from what we return to you.

Chargebacks and payment disputes

Please talk to us first. We're a small business, and we will always try to work things out with you directly. Filing a chargeback or payment dispute instead of contacting us is a breach of these policies. If you do:

• A chargeback fee of $200 applies, on top of any cancellation fees.
• We may pursue any unpaid balance, including through collections or legal action where the law allows.

If we need to change, reschedule, or postpone

Rarely, things outside our control, such as natural disasters, government restrictions, health emergencies, or venue problems, may force us to change, reschedule, or postpone an event. If that happens, we'll:

• Let you know as soon as possible
• Offer alternate arrangements where we can
• Give you credit toward a future AYA Society event

Refunds aren't provided in these cases unless the law requires them. If we cancel an event for reasons within our control, you'll receive a full refund or credit, your choice. We're not responsible for your own travel costs, such as flights.

Venue changes

Occasionally a venue may need to change for reasons beyond our control. Your reservation stays valid, we'll make sure you get a comparable or better experience, and we'll tell you as soon as we can.

Travel insurance

We aren't responsible for travel disruptions, illness, personal emergencies, or anything else that keeps you from attending. Please protect your trip with comprehensive travel insurance that covers cancellation, medical emergencies, travel delays, and events beyond anyone's control.

Activities and personal responsibility

Some retreats include physical activities like hiking, swimming, workouts, and excursions. You take part at your own risk and are responsible for knowing your own limits. Please tell us about any health needs that may affect your participation. We may ask you to sign a separate waiver before you attend.

Removal from an event

Anyone removed for breaking our Consent Policy & Code of Conduct will not receive a refund and is responsible for their own travel home.

Questions or special circumstances

Reach out anytime at april@ayasociety.com. We'd always rather talk it through with you.