Only Provence Retreats
1. Reservations & Deposit
A non-refundable deposit of 30% of the total trip cost is due at the time of booking to secure your place on the retreat. The remaining balance of 70% is due no later than 90 days before the retreat’s arrival date.
All prices are listed and charged in Euros (€). Guests paying from a non-Euro account assume any currency conversion risk or related bank fees.
2. Cancellation Policy
All cancellations must be submitted to us in writing. Refunds, where applicable, are calculated as follows:
As noted in Section 9, comprehensive travel insurance is required for all guests; we recommend purchasing your policy at the time of deposit so that cancellation coverage applies from the earliest possible date.
3. Group Size
Each retreat is intentionally limited to a small group of guests. Only Provence Retreats reserves the right, at its sole discretion, to cancel or postpone a retreat departure if it determines that the group size is not sufficient to run the experience as designed. In this event, guests will be offered a choice of a full refund or a transfer of monies paid to a future retreat date.
4. Transportation
Round-trip transfers between the nearest airport or train station and your retreat accommodation are included in your trip price. Transfers are scheduled on-demand based on each guest’s individual flight or train times.
All other transportation included in the itinerary (between villages, to activities and excursions) is provided as outlined in your retreat itinerary.
For retreats that include a multi-hotel or walking-tour itinerary, transfer of your main luggage between accommodations is included as part of your trip price. Guests should plan to carry a smaller day pack with essentials for each day’s walking or activities, as main luggage may not always travel with the group.
5. Changes to the Itinerary
Activities are subject to weather, seasonality, and the natural rhythm of the region. Only Provence Retreats reserves the right to adjust the details of an itinerary as needed, while always working to preserve the spirit, quality, and overall experience of the retreat.
On occasion, circumstances beyond our control may require changes to accommodations, transportation, or specific activities. We make all arrangements in good faith; where a change results in a material increase or decrease in cost, we will pass that adjustment on to the guest. Many of the providers who support a retreat — including local guides, drivers, and venues — are independent subcontractors and not employees of Only Provence Retreats.
6. Health, Dietary & Accessibility Needs
Guests should be in good general health and able to participate in light walking and the activities described in the itinerary.
Guests are responsible for informing us of any mobility, accessibility, dietary, or medical requirements prior to booking. While we will make reasonable efforts to accommodate such requests, accommodations cannot be guaranteed in all locations or experiences.
Due to the nature of the destinations, accommodations, and experiences included in our retreats, wheelchair accessibility cannot be guaranteed throughout the trip. Certain properties and locations, transportation providers, restaurants, and historic sites may have limited or no accessible facilities. Participation is at the guest’s discretion, and guests with mobility requirements should contact us prior to booking to discuss potential limitations.
Only Provence Retreats reserves the right to decline or remove a guest from a retreat, at our discretion, where a guest’s condition may create a risk to themselves, other guests, or the successful running of the retreat.
7. Room Assignment
Where a retreat includes a mix of accommodation types or room categories, rooms are assigned on a first-come, first-served basis according to booking date.
8. Meals, Alcohol & Gratuities
Your itinerary specifies which meals are included. Some alcoholic beverages are included as specified in your itinerary; alcohol at all other times is at the guest’s own expense.
Gratuities for included meals, included activities, and included transportation are covered by Only Provence Retreats and are not the guest’s responsibility. For anything outside of these included items — such as meals taken on your own, optional add-on activities, or other personal services — gratuities are at each guest’s discretion.
9. Travel Insurance — Required
Comprehensive travel insurance is mandatory for all guests joining an Only Provence Retreat, and proof of policy must be provided to us prior to departure. At a minimum, your policy must include travel medical coverage, including emergency medical expenses and evacuation/repatriation, for the full duration of your trip.
We also strongly encourage guests to consider a Cancel for Any Reason (CFAR) policy, taken out at the time of your initial deposit, which can reimburse the pre-paid, non-refundable portions of your trip should you need to cancel or interrupt your travel. Many credit card travel benefits only partially cover trip costs and should not be relied upon as a substitute for a dedicated policy; we encourage guests to review their coverage details carefully before departure.
10. Passports, Visas & Travel Documents
It is each guest’s responsibility to ensure they hold a valid passport (generally valid for at least six months beyond the retreat’s return date) and any visas required for travel to France. Only Provence Retreats cannot be held responsible for a guest’s failure to obtain proper travel documentation.
11. Air Travel
The retreat fee does not include airfare or any transportation to or from Provence, France. Guests are responsible for arranging and covering the cost of their own travel to the designated retreat arrival location.
Only Provence Retreats does not book international or domestic flights on behalf of guests. Guests should not book non-refundable flights until their retreat booking has been confirmed. Guests are responsible for arranging arrival and departure times consistent with the retreat schedule; we are not liable for missed connections, delays, or related costs.
12. Limits of Liability
Only Provence Retreats arranges accommodations, transportation, guiding services, and other elements of your retreat through independent, third-party providers. We are not liable for the negligent or willful acts of any such independent provider, nor for any injury, loss, delay, or damage arising from circumstances beyond our reasonable control, including acts of God, illness, civil unrest, strikes, or mechanical failure of any means of transportation.
13. Travel Advisories
It is each guest’s responsibility to stay informed of current travel advisories for their destination. Refer to travel.state.gov or your country’s equivalent foreign affairs travel portal for the most current information.
14. Photography & Media
Only Provence Retreats may photograph or video guests during the retreat for use in marketing materials, social media, and the company website. By participating in the retreat, you consent to such use of your likeness. Guests who wish to opt out must notify us in writing prior to departure.
By sharing, submitting, or tagging Only Provence Retreats in photographs or videos from your retreat, you grant Only Provence Retreats permission to use this content for marketing and promotional purposes, including on our website, social media channels, newsletters, and other promotional materials. You retain ownership of your content while granting us the right to feature it in connection with promoting Only Provence Retreats.
15. Arbitration
Any dispute or claim arising from or related to these Terms & Conditions, or to the retreat itself, shall be resolved exclusively by binding arbitration in Orange County, FL, USA, in accordance with the rules of the American Arbitration Association then in effect. This agreement to arbitrate applies to all claims, including those involving Only Provence Retreats, its principals, employees, subcontractors, and assigns.