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ELEMENTS OF DANCE RETREAT 2023 
TERMS AND CONDITIONS

In these Terms & Conditions, “Event” means the Elements of Dance Retreat 2023 event for which You have purchased a ticket, “the Promoter”, “we”, “us” and “our” means The Elements Of Dance Retreat 2023  and any associated promoter(s) of the Event; “you”, “your”, “ticket holders’ , “attendees” and “guests" means you as the ticket holder, “ticket” means any valid ticket or email confirmation which permits you to attend the Event.

GENERAL

  • All tickets bought online are E-Tickets. If you wish to pay BACs, cash or via payment plan, please contact us on info@elementsofdance.earth.

  • Ticket refunds are not available for this event however if you cannot make it you are welcome to give your place to a friend. If you are unable to make the event please inform us ASAP. 

  • Tickets are named. If you sell on or pass on your ticket, please inform us of this change ASAP so we can change the name on the ticket. Contact us on info@elementsofdance.earth.

  • Payment Plans: If you wish to pay via payment plan, please contact us and an email will be sent to you privately to discuss your options. A £50 deposit is required  upon booking the Event. Spaces are not confirmed without deposit payment. The remaining balance is due on a monthly payment basis. It is your responsibility to ensure the payment is made.

  • If the Event is booked on or after the 1st July 2023, the payment plan facility will not be available and the full amount will need to be paid when booking.

  • Failure to pay the balance on the set due date, will mean that your place is NOT secured and will be offered to a waiting list.

  • In the rare event of having to cancel / postpone if weather conditions are poor we will offer either a full refund or a ticket for the rescheduled event.

  • This is a women-only event 

  • This event is for 18+ only. 

  • This event is strictly NO alcohol and drugs. Those wishing to smoke or vape will be asked to leave the site to do so for health and safety reasons. 

  • This is a camping event. Community bell tents are provided. If you wish to bring your own tent, please contact us to discuss this as there are certain guidelines that we are required to follow due to the environment in which we are camping. If you do wish to bring your own tent, please discuss this with us as early as possible so we can guide you on what types of tents are allowed. We reserve the right to refuse to allow any structures which are too large or which we believe may cause a health and safety risk.

  • Bedding is not provided, please bring your own. 

  • Strictly NO candles, naked flames or stoves are permitted in any of the tents or marquees at any time.

  • Portable gas stoves are permitted but are strictly only allowed to be used in designated spaces. 

  • Food: We will provide home prepared and home cooked vegetarian breakfast and dinners on each day of the event (this is included within the ticket price). Please bring your own lunch and snacks.

  • We are a very small team and although we wish to be able to cater for everyone, we are unable to. We will be providing a varied selection of dishes in an attempt to cater for everyone's needs. However it is your responsibility to bring your own foods if you have particular dietary requirements. Please bring your own foods if vegetarian foods do not suit your requirements. Please inform us as early as possible if you have any severe allergies and we will not include them in our dishes and will ask other attendees not to bring any dishes that include it also. 

  • As always, we welcome any other dishes that have been prepared / purchased by you. Sharing is caring! Please ensure that all ingredients of dishes are clearly labelled with the dish. 

  • Our intention of the Event is to build community through the preparing and enjoyment of food. Please know that this is not a sit down banquet with table service! There is an expectation for all attendees to be involved in the preparation, creation and clearing away of food. 

  • There is drinking water available on site and portaloos for our convenience.

  • We are hoping to provide very basic solar showers. This will be confirmed closer to the time. 

  • The site will open at 1pm Friday 7th July 2023. We encourage attendees to arrive on time for this to begin our Community Cultivation process (building and adding magic to our camp!) We ask that all attendees arrive by 5pm in time for our welcoming circle at 5:30pm. 

  • Phone signal is temperamental on site. If you are going to be late please inform us as early as possible. Facilitators contact numbers will be sent to all attendees prior to the event. 

  • Please be aware that during the days of the retreat that West Stow Country Park and West Stow Anglo Saxon Village are still open to the general public. Only those attending the retreat will have access to our camping space. No access for the general public will be granted into the village after 5pm however the park will remain open to walkers until 8pm. 

  • Attendees vehicles are not allowed to be parked next to the camping space. All vehicles will be required to park in the EOD car park. Parking will be via the main car park at West Stow but then through another gate into a specified area near the village. As you drive into the main car park drive up towards the mobility car parking spaces (straight ahead / to the right as you drive in) and through the gate onto the grassy bank. Someone will be there to guide you. Your car will be locked in once the event starts. Should you need to leave, Hannah or Becca can unlock the vehicle gate. 

  • We will not accept responsibility for any damage or loss of personal items at the Event. Please ensure you look after your possessions. 

  • A suggested packing list and schedule of the weekend will be sent out to all attendees closer to the time of the Event. It is your responsibility to check your emails (and spam) for this. Please inform us if your email address changes. 

  • Self responsibility: We will put every effort into making this event safe and enjoyable for all who attend. Please help us by taking sensible responsibility for yourself and your needs. If anything arises that you are uncomfortable with please speak directly to Hannah, Becca or Pippa about this. We are here for you but we ask that you listen to and act on your needs.

  • Sensitivity and ceremony: Due to the nature of this medicine Event, it is not uncommon for attendees to experience physical, emotional, mental or spiritual reactions as the body processes the dance. We as facilitators will do everything in our power to support each attendee. It is the attendees responsibility to contact us during or after the Event if they wish to discuss something or seek support from us. There is a caveat of reasonable contact via phone or email within the following week of the Event. After this, attendees must take full responsibility for seeking medical treatment, traditional or complementary therapy or counselling at their own cost for any issues or further processing that may arise in the time.

  • We ask that all attendees attend the Event with compassion and sensitivity with other people’s vulnerabilities in mind. We will also be spending time in ceremony, we ask that all attendees treat the ceremony and those also a part of it, with respect. Clear guidelines for each ceremony will be voiced beforehand. 

  • Dancing and bodywork: Dancing in particular can be physical! It is your responsibility to stop and inform us if you feel dizzy, faint, lightheaded or if you experience any discomfort. Only you can monitor your condition during the dance. We are here to support you. You are responsible for this within your limits and seeking attention and advice as appropriate. Never force or strain. Ultimately, your health is your responsibility and you are to participate at your own risk.

  • Daylight: We will be relying mainly on natural light for this event and the venue does not have any outdoor lighting. Please bear this in mind to take responsibility and bring a torch with you.

  • Photography: We will not be having any official photography at this event. We ask our attendees to approach the topic of photography sensitively. Please do not capture images of any other person without their consent. Strictly no photography is allowed during the dance ceremonies.

  • Fire: We will have an open fire in a fire pit alight throughout the whole event. Please bear this in mind in regards to materials of clothing etc.

  • This Event is an outdoor event. Please bring suitable clothing and footwear! No refunds will be given due to inclement weather.

  • The nature of the terrain of West Stow Country Park and West Stow Anglo Saxon Village has natural uneven ground, flints, and some patches of thistles and nettles! Your attendance is at your own risk. The Event organisers will do all that they can to highlight such areas but accept no responsibility for any personal injury arising from but not limited to the nature and terrain of the site. 

  • Access Requirements: If you have access requirements please contact us as far in advance of the Event as possible. If you have not notified the Promoter of your access requirements in advance we cannot guarantee that we will be able to cater to your needs though we will use reasonable endeavours to do so.

  • We reserve the right to refuse you entry to and/or eject you from the Event. In particular but without limitation you may be refused admission to or removed from the Event for any of the following reasons: for health and safety or licensing reasons; if you behave in a manner which has or is likely to affect the enjoyment of other persons at the Event; if you use threatening, abusive or insulting words or mannerisms; if, in the Promoter's reasonable opinion, you are acting under the influence of alcohol or drugs; if you breach these Terms; and/or if your ticket is void.

  • Litter: Bins will be provided within the camp and around West Stow Country Park. Please use these bins or take your rubbish home. Leave no trace!

TICKETS

  • All tickets are sold subject to these Terms and Conditions. Purchase and/or use of a ticket/s to enter the Event constitute acceptance of these Terms and Conditions on your behalf and on behalf of any person for whom you are purchasing tickets.

  • The Promoter reserves the right to vary these Terms and Conditions from time to time without notice and at our sole discretion. Updates will be published on the Elements Of Dance website.

  • Directives and statements printed on the tickets, posted or announced at the Event also form part of the Terms and Conditions of entry to the Event.

  • In the instance of a breach of any of the Terms and Conditions the Promoter reserves the right to cancel the ticket/s and eject the offender/s and retain all monies paid.

  • All tickets bought online are E-Tickets. If you wish to pay BACs, cash or via payment plan, please contact us on info@elementsofdance.earth.

  • Ticket refunds are not available for this event however if you cannot make it you are welcome to give your place to a friend. If you are unable to make the event please inform us ASAP.

  • Tickets are named. If you sell on or pass on your ticket, please inform us of this change ASAP so we can change the name on the ticket. Contact us on info@elementsofdance.earth.

  • Payment Plans: If you wish to pay via payment plan, please contact us and an email will be sent to you privately to discuss your options. A £50 deposit is required  upon booking the Event. Spaces are not confirmed without deposit payment. The remaining balance is due on a monthly payment basis. It is your responsibility to ensure the payment is made.

  • If the Event is booked on or after the 1st July 2023, the payment plan facility will not be available and the full amount will need to be paid when booking.

  • Failure to pay the balance on the set due date, will mean that your place is NOT secured and will be offered to a waiting list.

  • Tickets, or other forms of accreditation to the Event are personal revocable licences and shall at all times remain the property of the Promoter and for security purposes, and may be recalled at any time.

  • Tickets may not be used as part of a promotion, competition, advertising, or be given away as part of a product or service package or for commercial gain without the permission of the Promoter. Any attempt to do so will result in the ticket being void and any person holding such a ticket will be refused entry to, or ejected from the Event without refund.

  • The Promoter is not liable for lost, stolen or defaced tickets. Duplicate or replacement tickets or wristbands only be issued in limited circumstances provided we are satisfied with the reason why the duplicate is required.

  • Ticket price and availability may be subject to change without notice.

  • Ownership or possession of a ticket does not confer any rights (by implication or otherwise) on you to use, alter, copy or otherwise deal with any of the symbols, trademarks, logos and/or intellectual property appearing on the ticket.

  • www.elementsofdance.earth and though one of our facilitators are the only official ticket agents of the Event. Tickets sold elsewhere are not official. Please report any tickets being sold for this event under any name other than Elements Of Dance.

  • We reserve the right to cancel any ticket booking which we reasonably believe to have been made with a view to resell such tickets or where the ticket has been purchased using fraudulent means, such as credit card fraud.

  • It is your responsibility to check that the Event has not been cancelled, rescheduled or made the subject of a Material alteration. Information on such matters will be made available on behalf of the Promoter as soon as reasonably practicable on the Promoter’s website and/or at the Event venue. Customers are advised that the website cannot always be updated immediately and that circumstances giving rise to cancellation, postponement or Material alterations can sometimes arise immediately prior to an Event.

PROHIBITED ITEMS

  • Prohibited items or any items that the Promoter deem to be a risk to safety, enjoyment of others or security or are not suitable to be taken to the Event or may be used in an illegal or offensive manner (regardless of whether or not the item itself is illegal) are not allowed. Ticket holders may be ejected if found in possession of prohibited items inside the Event. Prohibited items include but are not limited to: Alcohol, Drugs / Controlled / Psychoactive Substances – illegal drugs, Nitros Oxide, ‘Legal Highs’ or any associated paraphernalia. Weapons – or anything that could be considered a weapon. Animals. Items considered to be dangerous or inappropriate in the given environment. To include: drones, spray cans, gas canisters or compressed gas in any container, fireworks, flares, smoke canisters, Chinese lanterns, explosives, firearms, knives or blades, replica weapons of any sort, megaphones, klaxons, airhorns, laser devices, or similar.

  • Climbing on Event structures or existing park landscape and anti-social behaviour, is not permitted.

  • No refunds will be offered to customers who are refused entry or ejected from the site at the discretion of the Promoter.

  • If you are refused entry to the Event, or have been previously ejected, you may not purchase another ticket or otherwise gain entry.

LIABILITY

  • You agree that the Promoter, its servants or agents (including stewards, instructors, presenters and anyone involved with the running of the Event or providing services thereto (including food & beverages) will not be liable for any loss, injury or damage to any person (including you) or property however caused (including by the Promoter or its servants or agents) in any circumstances unless due to the negligence or willfully malicious act of the Promoter, its servants or agents and/or to the extent that any increase in any loss or damage results from the breach by you of any of these Terms and Conditions.

  • For the purposes of these Terms and Conditions, "Force Majeure" means any cause beyond the Promoter's reasonable control including, without limitation, an act of God, war, insurrection, riot, civil disturbances, acts of terrorism, fire, explosion, flood, royal mourning, national mourning, theft of essential equipment, malicious damage, strike, lock out, weather, third party injunction, national defense requirements and/or acts or regulations of national or local governments. The Promoter will not be liable to you for failure to perform any obligation under these Terms and Conditions to the extent that the failure is caused by Force Majeure.

  • You agree that the Promoter shall not be liable to you for any indirect or consequential costs, claims, actual or alleged losses howsoever arising out of or in connection with the Event and/or our obligations under these Terms and Conditions including, but not limited to, loss of profits, anticipated profits, savings, business or opportunity, or loss of publicity or loss of reputation, or opportunity to enhance reputation, or loss of contract or other economic or consequential loss arising from the performance (or any failure to perform) these Terms and Conditions.

  • The Promoter will not have any liability to you whatsoever for loss or expenses incurred in connection with the Event or any cancellation of the Event, including, without limitation, costs of any personal travel, accommodation or hospitality arrangements made relating to the Event or the cancellation of the Event.

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