Booking Policies

Scope

This page outlines booking policies with Lisa Owens & Emerging Lotus, LLC. It includes bookings, payment, & cancellation of participation in a program or retreat, & host studios and organizations.  

Retreat Participants

1.1 Applicability

These policies apply to all participants booking programs, retreats, or residential experiences offered by Emerging Lotus, LLC, including its contractors, assistants, or partners on behalf of emerging Lotus, LLC.

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By registering, participants acknowledge and agree to the terms outlined in these policies.

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1.2 Payment structure

A booking may require either a non-refundable deposit and/or payment in full by a specified date. The payment structure and dates will be communicated a the time of registering. Failure to submit payment by required deadlines may result in cancellation of the registration without refund of amounts already paid. 

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1.3 Cancellations by Participant

All participant cancellations must be submitted in writing. Eligibility for qualified refunds and/or credit is baed on the date written notice of cancellation is received and is subjecct to the following framework: deposits are nonrefundable; refunds, if offered, are limited to specific timeframes prior to the start date; once final payment has been made, fees are non-refundable. 

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1.4 Final Payment and Non-Refundabiilty

Final payment is due by the stated deadline. Once the final balance is paid, all retreat fees are considered non-refundable, regardless of the reason for cancellation. 

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1.5 Travel Insurance

Travel insurance is strongly recommended for all participants. Participants are responsible for securing their own travel insurance. A valid claim on a valid travel insurance policy is required for protection of all non-refundable investments. A valid claim on a valid travel insurance policy supports circumstances beyond the control of Emerging Lotus, LLC and it's partners, hosts, excursion companies, and buildings. A valid claim on a valid travel insurance policy supports protection of unforseen emergencies and expenses including personal, medial, travel, or external events. Coverage terms, conditions, eligibility, and exclusions vary by travel insurance policy, jurisdiction, and purchase timing of insurance and trip investments. Participants are solely responsible for understanding their individual insurance coverage, and purchase of policy. Emerging Lotus, LLC does not provide or include travel insurance, does not act as an insurance agent, and does not advise on specific policy coverage. 

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1.6 Organizer Cancelation or Changes

Emerging Lotus, LLC reserves the right to cancel, modify, or reschedule an event due to circumstances including, but not limited to, insufficient enrollment, illness or emergency affecting th eorganizer, venue, host, or external conditions impacting feasibility or safety. If a retreat is cancelled by Emerging Lotus, LLC, refunds will be limited to retreat fees actually received, less an non-recoverable costs already incurred. Emerging Lotus, LLC is not responsible for costs incurred outside of retreat fees, including personal travel arrangements or incidental expenses.

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1.7 Venue or Supplier Inability to Host

If a venue, host, or supplier is unable to participate due to circumstances outside the control of Emerging Lotus, LLC, refunds are subject to the terms under which funds are recoverable from the venue or supplier. Emerging Lotus, LLC is not liable for lisses resulting from third-party venue or supplier policies. 

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1.8 Force Majeure

Emerging Lotus, LLC shall not be held responsible for failure or delay in performance of event obligations outside of reasonable control, including natural events, government actions, travel restrictions, or other circumstances making the event impractical or unsafe. In such cases, refund or credits are based on feasibility, recoverable costs, and applicable contractual limitations. 

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1.9 Altered departure and missed activities 

Refunds or credit is not provided for late arrival, early departure, or missed activities for any reason.

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1.10 Limitation of Responsibility

Emerging Lotus, LLC is not responsible for personal expenses, incidental costs, losses, or damages incurred by participants that are not expressly included in event offerings. Participants are solely responsible for managing personal belongings, travel arrangements, and related obligations. 

Studio & Organizational Clients Booking Emerging Lotus, LLC

1. Applicability

These booking terms apply to studios, organizations, festivals, & institutions ("Client") engaging Emerging Lotus, LLC contractors or programs for workshops, classes, talks, or other teaching engagements, whether locally or involving travel. 

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These terms outline general policies and practices. A separate, individual contract is agreed upon and exchanged for each engagement and will govern specific agreement details, including fees, timelines, logistics, & responsibilities. 

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2. Engagement Structure and Fees

Engagements may be structured in one of the following ways, depending on the nature of the collaboration and mutual agreement:

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-Flat fee

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-Revenue share (per-participant split)

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-Hybrid model (a minimum guaranteed fee or a revenue share, whichever is greater)

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Fee structure, rates, and payment method and timing are agreed upon in advance and confirmed in the individual contract. Flexibility is prioritized to support aligned and sustainable collaboration. 

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3. Deposit and Final Payment

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A deposit may be required to confirm a booking. The deposit amount and due date will be specified in the individual contract.

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Final payment terms, including due date, will be outlined in the individual contract and may vary based on the scope, timing, contractor expenses, and nature of the agreement.

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4. Local vs Travel-Based Engagements

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4.1 Local Engagements

Local engagements are defined as those not requiring overnight accommodation.

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Local engagements typically involve simplified logistics and shorter cancellation timelines, as outlined in the individual contract.

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4.2 Travel-Based or Overnight Engagements

travel-based engagements are defined as those requiring overnight accommodation and/or long-distance travel.

These engagements generally involve:

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-earlier booking confirmation timelines

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-earlier cancellation deadlines

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-additional planning considerations

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Specific travel-related terms are detailed int he individual contract.

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5. Travel and accommodations

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Unless otherwise agreed in writing, Emerging Lotus, LLC is responsible for arranging and covering their own travel, meals, and accommodation. 

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Any accommodations, local transportation, or additional hospitality offered by the Client are considered courtesy arrangements and are documented only if mutally agreed in the individual contract.

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6. Minimum Registration and Program Viability

For engagements where participant registration is required, the individual contract may specify:

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-A minimum registration threshold

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-A decision date by which viability is confirmed

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If participant is not met by the agreed date, eitehr party may have the option to cancel or modify the engagement as outlined in the contract. 

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For engagements where attendance is built-in (e.g., organizational program, festivals, or member events), minimum registration thresholds may not apply.

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7. Marketing and Promotion

The client acknowledges that the success of public-facing engagements depends in part on timely and appropriate promotion. 

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Marketing responsibilities, timelines, and materials will be discussed collaboratively and confirmed in the individual contract when applicable. 

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8. Cancellations

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8.1 Cancellations by Client

Cancellation terms, including applicable fees or forfeiture of deposits, depend on whether the engagement is local or travel-based for Emerging Lotus, LLC and will be specified in the individual contract.

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Travel-based cancellations typically require longer notice due to non-recoverable planning and travel considerations.

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8.1 Cancellation by Emerging Lotus, LLC

If Emerging Lotus, LLC must cancel due to illness, emergency, or circumstances beyond reasonable control, the Client will not be responsible for fees beyond amounts already paid and recoverable under the contract.

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9. Travel Insurance

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For travel-based engagements, Emerging Lotus, LLC maintains appropriate travel insurance.

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Clients are responsible for their own insurance needs related to hosting, facilities, and event operations. 

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10. Contractors and Partners

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Emerging Lotus, LLC may engage contractors, assistants, or partners in support of an engagement. These individuals operate under the scope and responsibility of Emerging Lotus, LLC unless otherwise stated in the individual contract. 

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11. Governing Agreement

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These booking terms provide general guidance only. The individual contract issued for each engagement supersedes these terms and constitutes the governing agreement between the parties. 

Digital & Educational Offerings

Programs where you are a participant, digital or in-person.

Generally speaking, T&C often address these types of issues: Who is allowed to use the website; the possible payment methods; a declaration that the website owner may change his or her offering in the future; the types of warranties the website owner gives his or her customers; a reference to issues of intellectual property or copyrights, where relevant; the website owner’s right to suspend or cancel a member’s account; and much much more. 

To learn more about this, check out our article “Creating a Terms and Conditions Policy”.