Cancellation Windows
The window between when you cancel and when your retreat begins determines what you are eligible to receive. All windows are calculated from the official start date of the retreat.
More than 90 days before the retreat
Everything you have paid is refundable to your original payment method, or can be applied as a 100% credit toward a future retreat. Credit is valid for two years from the date it is issued.
Cash refunds are subject to a 4% admin and processing deduction, which covers payment-processor costs and reconciliation time. Credit transfers to a future retreat do not incur this deduction. See the Refund Deduction section below.
Between 60 and 89 days before the retreat
A $500 cancellation fee applies. If you paid a deposit to reserve your spot, that deposit is the fee. The balance of your payments can be applied as credit toward a future retreat only; we do not issue cash refunds in this window. Credit is valid for two years.
Because no cash refund is issued in this tier, the 4% deduction does not apply. The balance transfers as credit in full (minus the $500 cancellation fee).
Less than 60 days before the retreat
No refund or credit is available. At this point we have already committed funds to coaches, accommodations, food and operations on your behalf, and cannot recover them. You may still transfer your spot to another person, as described below.
Payment Plans
Some registrations can be split into four monthly payments. Choosing a payment plan does not change the windows above. They always count from the retreat start date, not from when each payment is made. If you cancel, we stop any remaining scheduled payments right away, and whatever you have already paid is handled according to the window that applies on the date you cancel. Payment plans must finish before the retreat begins, so the plan is not offered within four months of the start date.
Room and Lodging Upgrades
Private rooms and lodging upgrades are part of your booking and follow the same cancellation windows as your registration. If you transfer your spot to another guest, your room upgrade transfers with it. Rooms are limited and booked first come, first served. Releasing a room when you cancel returns it to availability for other guests.
Tours and Experiences
Tours and experiences such as canyoning, paragliding, surfing and waterfall trips are arranged through independent local operators. Up until we reserve your place with the operator, these add-ons are fully refundable. Once we have booked an experience on your behalf, that booking cannot be refunded, because the operator holds the slot and equipment for you. We will always tell you before we lock in anything that can no longer be refunded. Experiences bought on their own, separate from a retreat, follow the same rule.
Transferring Your Spot
If you are unable to attend, you may transfer your registration to another person at any time before the retreat begins, with prior approval from Airborne Arts. The new participant cannot already be in our signup process for the same retreat.
Card Processing Fee at Checkout (4%)
Most retreat registrations paid in full add a 4% card processing fee at checkout. The fee appears as its own line item on the secure Stripe checkout page and on your receipt, so you always see the exact total before you pay. Monthly payment plans do not add a separate fee at checkout, and a small number of retreats include the fee in their listed price (their booking page will simply show no fee line at checkout).
Refund Deduction (4%)
This deduction is separate from the card processing fee above. It applies only when money is sent back to your card.
When a cash refund is issued back to your original payment method, we deduct 4% from the refundable amount. This covers two real costs to us:
1. The original payment-processor fee, which is not returned to us when we issue a refund.
2. The manual administrative work involved in processing and reconciling the refund.
Worked example: a student who paid $2,175 for the early-bird OOPS registration and cancels more than 90 days before the retreat is eligible for a cash refund of $2,088 ($2,175 minus 4%).
The 4% deduction does not apply to:
· Credit transfers toward a future retreat, since no payment-processor cost is incurred.
· Refunds issued because Airborne Arts cancels a retreat (see "If Airborne Arts Cancels the Retreat" below).
What We Cannot Refund
We cannot provide refunds or credits for late arrivals, early departures, missed flights, travel delays, illness, injury, emergencies, or other personal circumstances that prevent attendance. For this reason, we strongly recommend that all participants purchase travel insurance to cover unexpected events.
If Airborne Arts Cancels the Retreat
In the unlikely event that Airborne Arts must cancel a retreat (for example, due to undersold events, natural disasters, government regulations, or other unforeseen circumstances), participants will receive either a full refund of all payments made, or a 100% credit toward a future retreat. Please understand that Airborne Arts is not responsible for reimbursing airfare or other travel expenses in the event of a cancellation.
How to Submit a Cancellation
All cancellations must be submitted in writing via email to jonathon@airbornearts.com. We aim to respond within 48 hours. The date your email arrives is the date we use to calculate which cancellation window applies.
Questions before you register?
Email jonathon@airbornearts.com, send a message, or WhatsApp us.