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Ultimate Fitness Retreat - June 2025

Terms & Conditions and Waiver
Retreat Name: Ultimate Fitness Retreats

Location: Quinta do Rabacal, Northern Portugal (near Porto)
Dates: 24th June – 1st July 2025
Booking Fee: £499 (non-refundable)
Total cost: £1,699 per person (includes non-refundable booking fee). Payment plan available.
Travel: You are responsible for booking your own travel and ensuring you have the necessary travel documents to travel to Portugal.
Travel insurance: As with all travel, we highly recommend that you purchase travel insurance at the time of booking.

1. Payment Terms

1.1 Booking Fee
  • A non-refundable booking fee of £499 is required to secure your spot on the Ultimate Fitness Retreat. This fee cannot be refunded under any circumstances.
  • Your booking will only be confirmed once this fee is received, and you have signed our Participant Agreement.
1.2 Payment Options
We offer flexible payment options to suit your needs. You may choose from the following payment options:

Early Bird Offer
  • Available for bookings made on or before 31st December 2024
  • To qualify for the Early Bird price of £1,549, full payment must be made at the time of booking.
  • If full payment is not received, the Early Bird discount will not apply, and the standard price of £1,699 will apply.

Standard Payment
  • For bookings made after 31st December 2024, or where full payment is not made at the time of booking, the total cost of the retreat will be £1,699.
  • Payment of £1,699 can be made at the time of booking or as per the payment plan below

Payment Plan (3 Instalments):
  • £499 deposit to secure your spot.
  • Second payment of £600 by 28th Feb 2025.
  • Third payment of £600 by 30th April 2025.

The full balance must be paid by 30th April 2025. Failure to meet these payment deadlines may result in the cancellation of your booking and reallocation of your spot. In the event of delayed payment, we will contact you to discuss this.

2. Cancellation Policy

2.1 Cancellation by You
  • Booking Fee: The booking fee of £499 is non-refundable under any circumstances.
  • Cancellation up to 28th Feb 2025: If you cancel up to 28th Feb, you will be entitled to a refund of any payments already made, with the exception of the £499 booking fee.
  • Cancellation from 1st March to 30th April: If you cancel between 1st March and 30th April, you will forfeit the booking fee of £499 and the second payment of £600, totaling £1099. This non-refundable amount also applies to those who paid in full (Standard Payment or Early Bird Offer).
  • Cancellation from 1st May 2025: If you cancel from 1st May onwards, you will be liable for the full cost of the retreat, and no refunds will be issued. We highly recommend purchasing travel insurance to cover such eventualities at the time of booking.
  • Booking transfer: We may allow you to transfer your booking to another person, subject to our approval and an administration fee of £50. The person taking over your booking must agree to these terms and conditions.

2.2 Cancellation by Us
  • In the unlikely event that the retreat is cancelled by us due to unforeseen circumstances, you will receive a full refund, including your booking fee.
  • We cannot, however, reimburse any additional costs, such as flights or other travel arrangements. We highly recommend purchasing travel insurance to cover such eventualities at the time of booking.
    
3. Included in the Package

Your retreat package includes the following:
  • Accommodation: Shared twin or king-size double room in an eco-friendly resort.
  • Meals: 3 meals per day prepared by an onsite local chef. Wine, beer, and soft
  • drinks included with evening meals (subject to reasonable limits).
  • Training Sessions: 2 - 3 training sessions per day.
  • Transfers: Return transfers from Porto Airport to the retreat location.
  • Facilities: Full access to all resort facilities, including sauna, jacuzzi, pool, kayaks, paddleboards, and mountain bikes.
  • Activities: Wild swimming, hill walks, and ample time for relaxation.
  • Extras: A complimentary Ultimate Fitness Retreat T-shirt and optional transfer from Perth to Edinburgh Airport.

4. Excluded from the Package

The retreat package does not include:
  • Flights: You are responsible for booking their own flights. While we recommend the following flights, you can of course choose alternative flights to suit your individual travel plans:
    • Outward: Ryanair FR5679, Edinburgh to Porto, 12:50 – 15:45 on June 24th, 2025.
    • Return: Ryanair FR5680, Porto to Edinburgh, 16:10 – 18:50 on July 1st, 2025.
  • If you arrive/depart on different flights, we can assist with alternative transfer arrangements but may not be able to provide the complimentary service.
  • Travel Insurance: It is strongly advised that you arrange travel insurance that covers fitness activities and potential cancellations.
  • Alcohol and Drinks out with meal times: Any drinks consumed out with meal times will be charged to the guest.

5. Additional Terms

5.1 Travel and Documentation
  • You are responsible for ensuring that you have all necessary travel documents (e.g., passport, visa, etc.) to travel to Portugal. No refunds will be given if you are unable to attend the retreat due to inadequate documentation.

5.2 Health and Fitness
  • Participation in the fitness sessions is at your own risk. It is your responsibility to ensure that you are physically fit and able to participate in the activities.
  • We will ask you to sign a waiver acknowledging the risks associated with physical activity and you must inform us of any medical conditions, injuries, or dietary restrictions at the time of booking.

5.3 Liability
  • We accept no liability for any injury, illness, or loss of property during the retreat, except where negligence is proven on our part. You participate in all activities at your own risk, and travel insurance is strongly recommended.

5.4 Use of Facilities and Equipment
  • You are expected to use the facilities and equipment provided responsibly and in accordance with any instructions. Damage to property caused by misuse may result in additional charges.

6. General Information

6.1 Changes to the Retreat
  • While every effort will be made to ensure the retreat proceeds as planned, we reserve the right to make changes to the itinerary, facilities, or accommodations if necessary. Any significant changes will be communicated to you in advance, and we will make every effort to minimise any inconvenience.
6.2 Force Majeure
  • We are not responsible for any delay, changes, or cancellations due to events outside our control, including but not limited to natural disasters, pandemics or travel restrictions.

By booking a place on the Ultimate Fitness Retreat, you agree to abide by these Terms and Conditions. For any further questions or clarifications, please feel free to contact us.

Agreement, Release, and Waiver of Liability

Ultimate Fitness Retreats is collaboratively run by Kevin Cuthbert Personal Training and Barry Stephen Personal Training


This form is an important legal document. It explains the risks you are assuming by beginning an exercise program. It is critical you read and understand it completely.
After you have done so, please enter your details in the space provided below.

You should always consult with your doctor before beginning any type of exercise or physical activity.

Waiver, informed consent, and covenant not to sue


I have voluntarily agreed to participate in a class, course, or program involving physical exercise under the direction of Ultimate Fitness Retreats. In consideration of Ultimate Fitness Retreats agreement to instruct, assist, and train me, I hereby release, discharge, and hold harmless Ultimate Fitness Retreats, and its respective agents, heirs, assigns, contractors, and employees from any and all claims, demands, damages, rights, or causes of action, present and future, arising out of or connected with my participation in this or any program, including any injuries resulting from such participation.

This waiver and release from liability includes, without limitation, injuries which may occur as a result of:
1. My use of all amenities and equipment in all areas of Quinta do Rabacal facilities or premises and my participation in any activity, class, program, personal training, or instruction.
2. Equipment that may malfunction or break.
3. Negligent instruction or supervision.
4. Any slipping and/or falling, or dropping of equipment while on the Quinta do Rabacal premises/Outdoor Training Areas.
5. An activity done outside of the Ultimate Fitness Retreat program with another company or during travel to any location while on the retreat.

Assumption of Risk
To the best of my knowledge, I am in good physical condition and have no disease, physical limitation, health concern, or injury that would be aggravated or would be the cause of any injury sustained, before, during or as a result of my participation in activities directly or indirectly related to Ultimate Fitness Retreats.

I recognise that exercise might be difficult and strenuous, and there could be dangers inherent in exercise for some individuals. I acknowledge that the possibility of certain unusual physical changes during exercise does exist. These changes include abnormal blood pressure; fainting; disorders in heartbeat; heart attack; and, in rare instances, death.

I understand that, as a result of my participation in an exercise or other program, I could suffer an injury or physical disorder that could result in my becoming partially or totally disabled and incapable of performing any gainful employment or having a normal social life.

I recognise that an examination by a physician should be obtained by all participants prior to involvement in any exercise or physical program. If I have chosen not to obtain a physician’s permission prior to beginning this exercise or physical program with Ultimate Fitness Retreats Ltd, I hereby agree that I am doing so at my own risk.

In any event, I acknowledge and agree that I assume the risks associated with any and all activities and/or exercises in which I participate.

I acknowledge that I am responsible for my obtaining my own insurance and that Ultimate Fitness Retreats will accept no responsibility in meeting any costs, including medical and travel costs resulted through injury or illness.

Release of Liability
I acknowledge that I have thoroughly read this waiver and release and fully understand that it is a release of liability. By signing this document, I am waiving any right I or my successors might have to bring a legal action or assert a claim against Ultimate Fitness Retreats or for your negligence or that of your employees, agents, or contractors.