TERMS AND CONDITIONS
These Terms and Conditions ("Terms") govern participation in the Vietnam Aerial Hoop Retreat 2027 ("the Retreat"), organised and hosted jointly by Aerialicious, Aerialicious Retreats, Aerialicious Studios and School of Hoop ("the Organisers"). By paying a deposit or payment in full, the person booking ("Student", "Participant") accepts these Terms in full.
1. Booking and Payment
1.1 A place on the Retreat may be secured by either (a) payment in full, or (b) payment of a non-refundable deposit. All payments are nono-refundable. See Clause 6 and Clause 7.
1.2 Bookings and all payments must be made through the official Retreat booking page. Payments made by any other method will not be recognised.
1.3 Where a deposit is paid, the remaining balance is due in full by 30 January 2027 ("the Balance Due Date"). The Participant may pay the balance in any number of instalments, of any amount, at any time between booking and the Balance Due Date.
1.4 If the full balance has not been received by the Balance Due Date, the Participant's place on the Retreat will be forfeited, along with any amounts already paid, and the place may be offered to another participant. The Organisers will make reasonable attempts to remind the Participant of the upcoming deadline, but the responsibility for timely payment rests with the Participant.
1.5 Prices are quoted in $AUD and are per person unless stated otherwise. The Organisers reserve the right to correct genuine pricing errors.
1.6 No Participant may attend, until payment in full has been received and all required forms (booking form, medical/health declaration, waiver, and travel insurance confirmation) have been completed.
1.7 Changes after booking will incur a $50AUD change fee per alteration to booking.
1.8 Participant must be 18 years or older at the time of booking.
1.9 Optional add ons including photo shoot, organised excursions and additional merchandise are purchased separately at the Participants discretion, subject to availability, and are non-refundable and non-transferable once purchased. Purchases at a later date are subject to a $50AUD change fee, in addition to any change of supply costs.
2. Inclusions and Exclusions
2.1 Included in the Training Package price:
Aerial hoop training and coaching as set out in the Retreat itinerary.
Welcome gift pack per attendee
Accommodation — only where the Participant has selected and paid for an accommodation package at the time of booking.
Ground transport for training venue and events, as described in Clause 4.
Welcome event - shared entrees, 1 x main, 1 x dessert. Transport to/from Host Hotel
Mid week event - Entrance fees (where applicable), 1 x non alcoholic drink. Transport to/from Host Hotel.
Farewell event - Entrance fees (where applicable), 1 x non alcoholic drink or mocktail. Transport to/from Host Hotel.
2.2 Excluded for all participants
International or domestic flights, and any other transport to, from, or within Vietnam.
Accommodation, unless the accommodation option has been specifically selected and paid for via the official booking site. Accommodation added at a later date will incur a $50AUD change fee plus any increases in accommodation costs.
Travel insurance (see Clause 8).
Any food or beverages other than those expressly specified in the itinerary or set out in Clause 5.
Visas, vaccinations, entry/exit requirements, and any associated costs.
Ground transport, except the group transfers described in Clause 4.
Optional extras (e.g. additional workshops, excursions, photography add-ons, leisure activities, etc), which are payable separately and are subject to availability.
Any additional leisure and extra curricular activities not explicitly stated as inclusions.
Welcome event, Mid week event, and Farewell event: alcoholic beverages, additional food or beverages outside of those included, transport from other hotels to Host Hotel and/or to event venue.
2.3 The published itinerary is indicative and may be adjusted for reasons including instructor availability, venue conditions, weather, matters beyond the Organisers' control, or at the Organisers discretion. Any material changes will be communicated as soon as reasonably possible.
2.4 The Welcome event, Mid week event, and Farewell event are included by default in the standard training package price and cannot be removed or altered for any Participant.
3. Accommodation
3.1 Where accommodation is included as part of the Participant's booking, the host hotel for the Retreat #2 is the Silverland May Hotel ("the Host Hotel"), with accommodation inclusive of breakfast.
3.2 Accommodation is only included in the Retreat where the Participant has specifically selected and paid for an accommodation option at the time of booking. Participants who do not select an accommodation option are not provided with accommodation by the Organisers (see Clause 3.8).
3.3 The following accommodation options are available:
Twin Share — a shared room with two twin beds, shared with another Retreat participant.
Private Room — sole occupancy of a room.
No Accommodation — the Participant arranges their own accommodation independently.
3.4 The Host Hotel is subject to change, including but not limited to where the Host Hotel becomes unavailable, is unable to accommodate the confirmed group size, or where a change is required due to circumstances beyond the Organisers' control. Where the Host Hotel changes, the Organisers will use reasonable efforts to offer a comparable alternative.
3.5 Availability of accommodation at the Host Hotel is only guaranteed for Participants who reserve and pay for their accommodation option at the time of booking. Accommodation requested after booking is subject to availability (see Clause 3.7).
3.6 The Organisers are not responsible for, and will not compensate for, any changes, alterations, service issues, or amenities made or altered by the Host Hotel, as these are outside the Organisers' control.
3.7 If a Participant wishes to add Host Hotel accommodation after their initial booking, this is subject to availability and will incur a surcharge of 10% on the applicable accommodation rate at the time of the request, in addition to the accommodation rate itself.
3.8 Participants who select "No Accommodation" acknowledge and agree that accommodation is not provided or arranged by the Organisers, and that the Participant is solely responsible for sourcing, booking, and paying for their own accommodation for the duration of he Retreat.
3.9 By selecting the "No Accommodation" option, the Participant acknowledges and accepts Clause 4.2.
4. Transport
4.1 Ground transfers to and from the training venue(s) and event venue(s) are provided by the Organisers, departing from and returning to the Host Hotel only.
4.2 Participants who select "No Accommodation" or otherwise arrange their own accommodation are responsible for arranging and funding their own transport, either: (a) directly to and from the training venue and event venues; or (b) to and from the Host Hotel, in order to join the group transfers described in Clause 4.1.
4.3 Departure times for all group transfers will be communicated in advance. Participants must be ready and present at the designated departure point at the determined time.
4.4 If a Participant is not ready at the determined departure time, the Organisers are not obliged to delay departure, and that Participant may need to arrange and pay for their own transport to the relevant venue.
4.5 The Organisers are not responsible for delays, costs, or missed activities resulting from a Participant's own transport arrangements or late arrival at a scheduled departure.
5. Food and Dietary Requirements
5.1 Breakfast is included daily for Participants who have booked Host Hotel accommodation, as part of that accommodation package.
5.2 A welcome dinner is included for all Participants, as set out in the Retreat itinerary.
5.3 Except as set out in Clauses 5.1 and 5.2, or as otherwise expressly stated in the itinerary, all other meals, snacks, and beverages are the Participant's own responsibility to arrange and pay for.
5.4 Participants must inform the Organisers of any dietary requirements or allergies at the time of booking, or as soon as possible thereafter, so that the Organisers can pass this information on to the Host Hotel and welcome dinner venue. The Organisers will make reasonable efforts to accommodate disclosed requirements at included meals but cannot guarantee this, and cannot guarantee an allergen-free environment (see Clause 9.8).
5.5 All participants with allergies, including serious or anaphylactic allergies, acknowledge it is their responsibility to manage their allergy, and consumption of food at the Host Hotel or any hosted event is at their own risk.
5.6 No alcoholic beverages are included.
5.7 No food items are provided at the mid week social event, or farewell event. Mid week social event is inclusive of 1 x non-alcoholic drink only.
6. Cancellation and Refunds — by the Participant
6.1 All payments (deposit and balance) are non-refundable, regardless of the reason for cancellation, including change of mind, inability to travel, visa refusal, illness, or failure to obtain travel insurance.
6.2 If the Participant is unable to attend, the Participant may transfer their place to another eligible person, subject to the Organisers' prior written approval and completion of all required forms and waivers by the new participant. Any difference in applicable pricing, and an administration fee of $50AUD, will apply to transfers.
6.3 Failure to attend ("no show"), whether notified in advance or not, does not entitle the Participant to any refund or credit, and the Participant remains liable for any outstanding balance owed under Clause 1.
7. Cancellation, Rescheduling, or Postponement — by the Organisers
7.1 The Organisers reserve the right to cancel the Retreat if minimum registration numbers are not met. If cancellation is required due to low registrations and/or any other reason (including but not limited to illness affecting instructors, venue unavailability, adverse weather, natural disaster, civil unrest, government restrictions, or other circumstances in Vietnam or elsewhere beyond the Organisers' reasonable control), the Organisers will first offer the Participant a place on a rescheduled or future retreat date.
7.2 A refund will only be provided where a suitable rescheduled date genuinely cannot be offered, or where the Participant is unable to attend any rescheduled date offered within 12 months. Where a refund is due under this clause, it will be paid using the same method the Participant used to pay, less any non-recoverable third-party transaction or app fees (see Clause 11).
7.3 In the event of cancellation, postponement, or rescheduling by the Organisers, the Organisers are not responsible for, and will not compensate, any flights, visas, accommodation, travel insurance, or other travel arrangements or costs incurred by the Participant. The Organisers strongly recommend booking flexible or refundable travel arrangements and obtaining comprehensive travel insurance at the time of booking (see Clause 8).
7.4 The Organisers reserve the right to make reasonable changes to instructors, venue, accommodation, or itinerary due to circumstances beyond their control, without this entitling the Participant to a refund, provided the overall nature of the Retreat is not fundamentally altered.
8. Travel, Visas, and Travel Insurance
8.1 The Participant is solely responsible for arranging and paying for their own flights, airport transfers, passport, visa, and any entry requirements for Vietnam and any transit countries, and for ensuring these are valid and obtained in good time.
8.2 The Participant is responsible for obtaining any medical advice, vaccinations, or preventative medication recommended for travel to Vietnam.
8.3 Comprehensive travel insurance is mandatory for all Participants. The Participant's policy must, at minimum, cover medical treatment and emergency evacuation, cancellation or curtailment, and participation in aerial/circus and physical activity (the Participant should check their policy explicitly covers this, as some standard policies exclude it).
8.4 The Participant must provide proof of valid travel insurance to the Organisers no later than 30 days prior to the Retreat start date. The Organisers reserve the right to refuse entry to the Retreat if satisfactory proof is not provided, and no refund will be given in these circumstances.
8.5 The Organisers are not a travel agent and do not arrange or take responsibility for flights, visas, or travel insurance on the Participant's behalf.
9. Health, Fitness, and Medical Information
9.1 The Participant must be 18 years of age or over to participate in the Retreat.
9.2 Before travelling, the Participant should consult a qualified healthcare provider to confirm they are fit to participate in aerial training and associated physical activity, and in international travel.
9.3 The Participant must disclose, honestly and in full, any current or ongoing injuries, medical conditions, or relevant medical history to the Organisers and to all instructors before the Retreat begins. Depending on the circumstances, the Organisers may require written medical clearance before the Participant is permitted to take part in some or all activities.
9.4 If the Participant develops cold/flu-like symptoms, or any other potentially contagious illness, during the Retreat, the Participant must inform the Organisers immediately and may be asked to rest and avoid class to protect other participants.
9.5 If the Participant feels unwell, dizzy, or experiences pain or discomfort at any time, the Participant must stop the activity immediately and inform an instructor.
9.6 Basic first aid will be provided in the event of injury during a class where needed. Any further medical treatment, evacuation, hospital care, physiotherapy, or rehabilitation is the Participant's responsibility, both in terms of arrangement and cost, and should be claimed through the Participant's travel insurance where applicable.
9.7 Warm-up is compulsory before training. Any Participant who has not completed the warm-up will be asked to sit out until it is complete.
9.8 The Participant is solely responsible for informing the Organisers, instructors, and relevant venue, hotel, and catering providers of any food allergies or dietary requirements in advance. While the Organisers will pass on any information disclosed to them to relevant venues, the Participant remains responsible for checking ingredients and taking any precautions they consider necessary, and the Organisers accept no liability for allergic reactions or dietary issues arising from food or beverages provided during the Retreat.
10. Assumption of Risk and Liability Waiver
10.1 The Participant acknowledges that aerial and circus arts, physical training, and international travel involve inherent risks, including but not limited to falls, equipment failure, bruising, sprains, fractures, other injury, illness, disability, or death.
10.2 The Participant confirms that they are voluntarily participating in the Retreat and all associated activities, that they are physically fit to do so, and that they assume all such risks at their own responsibility.
10.3 To the fullest extent permitted by law, the Participant releases and holds harmless the Organisers, their owners, instructors, staff, contractors, affiliates, and the venue and accommodation providers in Vietnam, from any and all claims, demands, damages, injuries, illness, disability, death, loss, or expense arising out of or connected with the Participant's participation in the Retreat, except to the extent caused by the Organisers' gross negligence or wilful misconduct.
10.4 The Participant agrees that they are responsible for any medical, evacuation, repatriation, or related expenses incurred as a result of participating in the Retreat, and that this is a primary reason comprehensive travel insurance is mandatory under Clause 8.
10.5 A separate signed waiver may be required prior to attending the Retreat; where required, that waiver forms part of, and is to be read together with, these Terms.
11. Fees, Currency, and Transaction Costs
11.1 Payments may be subject to third-party transaction, currency conversion, or booking-platform fees. Where a refund is payable under these Terms, the amount refunded will be net of any such non-recoverable fees, i.e. the amount actually received by the Organisers.
11.2 The Organisers reserve the right to update pricing for future retreats at any time; prices for a Retreat the Participant has already booked and paid a deposit for will not be increased.
11.3 Fees may be applied by the Participants bank in the form of credit card fees, currency conversion fees, or other additional fees. These fees are the responsibility solely of the Participant.
12. Recording, Photography, and Social Media
12.1 Recording (video or audio) of instructors while demonstrating or coaching, including Tami Dawson and Ben Brown, is strictly prohibited unless express permission has been granted by the individual instructor on that specific occasion. If the Participant records without permission, the Participant will be asked to delete the footage permanently; failure to do so may result in the Participant being asked to leave the Retreat.
12.2 The Participant may record themselves training. The Participant must ask permission of any other participant before filming or photographing them.
12.3 By attending, the Participant consents to being photographed and/or filmed during the Retreat, and to the Organisers using such images and footage on their respective social media platforms, websites, and promotional materials. If the Participant does not wish to be included, the Participant should notify the Organisers in writing before the Retreat begins, and the Organisers will use reasonable efforts to accommodate this.
12.4 All photographs, videos, and other recordings taken by or for the Organisers remain the property of the Organisers.
12.5 Where a group or individual photoshoot is included in the Retreat itinerary, additional conditions (such as image selection, timing, and tagging requirements) will be provided separately and form part of these Terms.
13. Participant Conduct
13.1 The Participant must be respectful of instructors, fellow participants, venue staff, and local customs and laws in Vietnam at all times.
13.2 The Participant agrees to follow all instructions given by instructors and to only attempt skills within their current ability level.
13.3 The Participant agrees to keep training and accommodation spaces clean and tidy, and to abide by all venue and accommodation provider rules.
13.4 No participant under the influence of alcohol, illicit substances, or prescription substances that alter consciousness or impact cognitive or physical function in any matter will be permitted to participate.
13.4 The Organisers reserve the right to remove any Participant from the Retreat, without refund, for conduct that is unsafe, disruptive, or that breaches these Terms, local law of the country which the Retreat is hosted, or venue rules.
13.5 It is the Participants’ responsibility to ensure they meet the required skill and strength pre-requisites. If a participant does not meet the stated pre-requisites and their participation is deemed a. A safety risk to themselves, the Organisers or coaches, or other participants or b. Requires additional support more than is feasible that will detrimentally impact the experience of other Participants, then the Participants’ booking will be cancelled. In this circumstance, an alternative retreat at a suitable level will be offered, where available.
14. Privacy
14.1 Personal, health, and medical information collected from the Participant is used only for the Participant's safety, for the operation of the Retreat, and for insurance purposes.
14.2 All information collected is treated as confidential and will not be sold or shared with third parties, except: (a) with instructors, venue, or accommodation providers directly involved in delivering the Retreat, where reasonably necessary for the Participant's safety or the Retreat's operation; (b) travel or medical providers in the event of an emergency; or (c) where required by local or international law.
15. Limitation of Liability
15.1 To the fullest extent permitted by law, the Organisers, their owners, staff, and affiliates will not be liable for any indirect, incidental, or consequential loss arising from the Participant's participation in the Retreat, including loss of flights, accommodation, or other travel arrangements.
15.2 Nothing in these Terms excludes or limits liability that cannot lawfully be excluded or limited.
16. General
16.1 These Terms, together with any signed waiver and booking form, constitute the entire agreement between the Participant and the Organisers in relation to the Retreat.
16.2 The Organisers reserve the right to update these Terms from time to time. The version in force at the time of the Participant's booking will apply to the Participant, save that safety-related changes may be applied at any time.
16.3 These Terms are governed by the laws of Australia, without prejudice to any local consumer protections that may apply in Vietnam.
16.4 If any provision of these Terms is found unenforceable, the remaining provisions will continue in full force and effect.
16.5 If a Participant is found in violation of these Terms at any point, the Participants' registration may be cancelled by the Organisers and all payments to that date forfeited.
17. Acknowledgement
By paying a deposit or payment in full, the Participant confirms that they have read, understood, and agree to be bound by these Terms and Conditions, that they meet the age requirement in Clause 9.1, and that they are participating voluntarily and at their own risk.
