Body, Mind & Sail

General Terms & Conditions

These Terms & Conditions apply to all services provided by Body, Mind & Sail, including private yacht charters, sailing journeys, retreats and other experiences.

Where additional conditions apply to a specific type of booking, these are described in Part II or Part III.

Part I – General Conditions (Applicable to All Bookings)

1. Booking

A booking is confirmed once:

• the booking confirmation has been accepted;

• these Terms & Conditions have been accepted; and

• the required booking deposit has been received.

The person making the booking confirms that they are authorised to accept these Terms & Conditions on behalf of all participants included in the booking.

2. Payment

A booking deposit of 30% is required to secure the reservation.

The remaining balance must be paid no later than 30 days before the start of the booking.

Bookings made within 30 days of arrival must be paid in full.

Failure to make payment within the agreed period may result in cancellation.

3. Changes and Cancellations

All cancellations and change requests must be submitted in writing.

Unless stated otherwise in Part II or Part III:

• More than 60 days before arrival: refund minus a €250 administration fee.

• Between 30 and 60 days: deposit is non-refundable.

• Less than 30 days: the full booking price is payable.

Guests are strongly advised to obtain cancellation insurance.

4. Travel Documents & Insurance

Guests are responsible for arranging:

• valid passports and visas;

• transportation to and from the meeting location;

• suitable travel insurance.

Travel insurance should preferably include:

• cancellation;

• medical expenses;

• emergency repatriation;

• personal liability;

• luggage; and

• accidental damage.

5. Arrival & Departure

Guests are responsible for arriving on time.

Late arrival does not extend the booking or entitle the guest to compensation.

Departure must take place at the agreed time.

6. Safety On Board

Safety always has priority.

A yacht is a moving environment and may involve risks that are not always immediately obvious. These include moving ropes and lines, the boom and sails, sudden movement caused by wind or waves, slippery decks, open hatches, steps, ladders, boarding and disembarking, and the risk of falling or going overboard.

Guests must remain aware of their surroundings and follow all safety instructions given by the skipper or crew.

For safety reasons, guests must:

• not run on board;

• use handrails and secure handholds when moving around;

• keep clear of ropes, winches, sails and the moving boom;

• never wrap ropes around hands, feet or any other part of the body;

• take extra care on wet decks, steps, ladders and uneven surfaces;

• ask for assistance when boarding, disembarking or entering the tender;

• wear a lifejacket whenever instructed;

• not enter the water without permission;

• not operate sailing or technical equipment without permission; and

• supervise children at all times.

Alcohol, medication, fatigue, seasickness and changing weather conditions may affect balance, judgement and reaction time. Guests are expected to act responsibly and inform the skipper if they feel unwell, unsteady or unable to participate safely.

The skipper or trip leader may change the itinerary, departure times, destinations, anchorages, activities, or daily programme whenever necessary due to weather, sea conditions, safety, technical issues, or instructions from local authorities.

The skipper has final authority in all matters concerning navigation and safety and may restrict access to certain areas or activities when necessary. Change the itinerary; do not go out or seek shelter. Such changes do not automatically entitle guests to compensation or a refund.

7. Health & Participation

Guests must inform Body, Mind & Sail of any relevant medical condition, allergy, pregnancy, mobility limitation or other circumstance that may affect participation.

Participation in sailing, swimming, yoga, meditation, massage, hypnotherapy and other activities is voluntary.

Guests remain responsible for deciding whether they are physically and mentally fit to participate.

Wellness sessions do not replace medical treatment.

8. Children

Children under 18 years must be accompanied by a parent or legal guardian.

Parents remain responsible for their safety and behaviour.

9. Behaviour On Board

Guests must respect:

• the crew;

• other guests;

• the yacht;

• equipment; and

• local laws.

Discrimination, violence, harassment, illegal drugs or behaviour that compromises safety will not be tolerated.

The skipper may exclude a guest from activities or terminate the booking without refund if safety is compromised.

10. Alcohol & Smoking

Alcohol may only be consumed responsibly.

Smoking is prohibited inside the yacht.

Illegal drugs are strictly prohibited.

11. Yacht & Equipment

Guests must use the yacht and its equipment responsibly and follow all instructions.

Nothing other than human waste may be flushed through the marine toilets.

Damage caused by negligence or misuse may be charged to the responsible guest.

Normal wear and tear is excluded.

12. Personal Belongings

Guests remain responsible for their own belongings.

Soft luggage is recommended because storage space on board is limited.

13. Photography

Photos or videos may occasionally be taken.

Permission will always be requested before identifiable images are used for promotional purposes.

14. Complaints

Any complaint should be reported immediately so that Body, Mind & Sail has the opportunity to resolve the issue during the booking.

Formal complaints must be submitted within 14 days after departure.

15. Liability

Body, Mind & Sail will exercise reasonable care in providing the agreed services.

Nothing in these Terms excludes liability where this is prohibited by law.

16. Force Majeure

Body, Mind & Sail cannot be held responsible for delays or cancellations caused by circumstances beyond its reasonable control, including severe weather, natural disasters, government restrictions, technical failures or other unforeseen events.

17. Privacy

Personal information will only be used to manage bookings, provide services and comply with legal obligations.

18. Governing Law

These Terms & Conditions are governed by Dutch law unless mandatory local or international law requires otherwise.

Part II – Additional Conditions for Retreats & Sailing Journeys

19. Individual Booking

The booking applies only to the participant named in the booking confirmation.

Shared or private accommodation will be provided according to the selected booking option.

20. Programme

The published programme is indicative.

Activities, workshops, sailing routes and schedules may be adjusted because of weather, safety, group dynamics or operational reasons.

21. Missed Services

No refund is given for unused accommodation, meals, treatments or activities due to late arrival, early departure or voluntary non-participation.

22. Group Experience

Guests are expected to contribute to a respectful, supportive and enjoyable atmosphere for the entire group.

Part III – Additional Conditions for Private Charters

23. Advance Provisioning Allowance (APA)

The APA covers variable charter expenses such as groceries, beverages, fuel, marina fees, water and other agreed operational costs.

A detailed record of expenses will be kept.

Unused funds will be refunded.

Additional expenses exceeding the APA must be settled before disembarkation.

24. Charter Insurance

No security deposit is required if the lead guest has valid travel insurance covering personal liability and accidental damage involving a chartered vessel.

Proof of insurance may be requested before embarkation.

If suitable insurance cannot be demonstrated, Body, Mind & Sail may require a refundable security deposit.

Damage caused by negligence or misuse that is not covered by insurance remains the responsibility of the guest.

25. Exclusive Charter

The yacht is reserved exclusively for the guests included in the booking confirmation.

The lead guest is responsible for ensuring that all participants comply with these Terms & Conditions and the skipper's safety instructions.

Acceptance

By confirming the booking and paying the required deposit, the lead guest confirms that these Terms & Conditions have been read, understood and accepted on behalf of all participants.