Terms of service

Write Your Story in the Heart of Tuscany

Participant Agreement, Liability Waiver, and Media Release

This Participant Agreement (“Agreement”) is between Write Away Retreats, (“Organizer,” “we,” “us,” or “our”) and the undersigned participant (“Participant,” “you,” or “your”).

By registering for and/or attending the Write Your Story in the Heart of Tuscany Retreat (“Retreat”), you agree to all terms in this Agreement.

1. Retreat overview

  • Retreat name: Write Your Story in the Heart of Tuscany
  • Organizer: Write Away Retreats
  • Location: Luxury villa in Tuscany, Italy (exact address to be provided after registration)
  • Dates: October 11-17, 2026

What’s included

Your retreat fee includes:

  • Six nights in a luxury villa in Tuscany in a private or shared room (room type as selected and confirmed at booking).
  • Prepared meals and snacks at the villa (daily breakfast, daily lunch, four dinners).
  • A variety of non-alcoholic beverages, wine, and beer.
  • Optional morning yoga sessions.
  • One curated wine tasting experience.
  • Transportation to Florence and Lucca for creative inspiration.
  • Daily guided writing sessions.
  • Daily focused writingcraft or publishing workshops.
  • Oneonone coaching sessions with the facilitator(s).
  • Nightly feedback circles.
  • Publishing Q&A session.
  • Preretreat group checkins to discuss goals and meet your cohort.
  • Chapter tracking template.
  • Selfpublishing guide.

What’s NOT included

Your retreat fee does not include:

  • Airfare and any other personal travel to and from Italy.
  • Transportation to/from the villa from your airport or point of origin (e.g., taxis, trains, rental cars, private drivers).
  • Museum tickets, entrance fees, or other tour tickets or packages during free time or day trips.
  • One lunch in Florence (on your own).
  • One dinner in Lucca (on your own).
  • Travel insurance (strongly recommended but not provided).
  • Personal expenses (souvenirs, extra drinks or meals, medical costs, etc.).

You are solely responsible for arranging and paying for all items not explicitly listed as included.

The Retreat is organized and administered by Write Away Retreats, a U.S.-based entity. The Retreat venue, accommodations, meals, and local services are provided by independent third-party vendors located in Italy. Write Away Retreats is not a travel agency, tour operator, or hospitality provider under Italian law.

All accommodations, transportation, catering, and venue services are provided by independent third-party vendors. Write Away Retreats does not own, manage, or control these providers and is not responsible for their acts or omissions.

2. Eligibility and conduct

You must be at least 18 years old to attend the Retreat. By signing this Agreement, you confirm that all information you provide is true and accurate.

You agree to:

  • Treat all participants, staff, and local community members with courtesy and respect.
  • Participate in a way that supports a safe, inclusive, and creatively focused environment.
  • Follow all house rules of the villa and any guidance we provide regarding the property and surrounding area.

We reserve the right to remove any Participant from the Retreat, without refund, for behavior that is unsafe, disruptive, harassing, discriminatory, illegal, or otherwise inconsistent with this Agreement or local law.

3. Payment terms

  • Retreat fee:
    o $5,400 – single occupancy – early bird rate if booked by March 31, 2026
    o $5,900 – single occupancy – if booked on or after April 1, 2026
    o $4,200 – double occupancy – early bird rate if booked by March 31, 2026
    o $4,700 – double occupancy – if booked on or after April 1, 2026

Your spot is not confirmed until we receive your payment and written confirmation.
If you fail to make any scheduled payment by the due date, we may cancel your reservation and retain amounts already paid, subject to the cancellation policy below.

All prices are listed in USD. You are responsible for any bank fees, credit card fees, or currency conversion charges.

4. Participant cancellation and refunds

We understand that plans can change. Our cancellation policy is:

  • More than 90 days before the retreat start date: Full refund of amounts paid, minus a nonrefundable $500 administrative fee.
  • 60–90 days before the retreat start date: 50% refund of the total retreat price.
  • Less than 60 days before the retreat start date: No refund.
    In cases of documented medical emergency or family crisis, we will work with you on a case-by-case basis to find a fair solution, which may include transferring to a future retreat.

All cancellation requests must be submitted in writing to: hello [at] pithywordsmithery [dot] com

The effective date of cancellation is the date we receive your written notice.
No refunds are provided for:

  • Late arrivals
  • Noshows
  • Early departure from the Retreat for any reason

Any thirdparty expenses you incur (airfare, hotels before or after, etc.) are not refundable or reimbursable by us.

5. Transfers and substitutions

Up to 60 days before the retreat start date, you may transfer your spot to another person, subject to all of the following:

  • You provide written notice to us at hello@pithywordsmithery.com
  • The new participant completes all required registration information, meets any eligibility criteria (including Zoom interview), and agrees in writing to this Agreement.
  • We provide written confirmation of the transfer.

Until we confirm a replacement participant in writing, you remain fully responsible for all payments due.

6. Organizer cancellation and changes

We make every effort to run the Retreat as described. However, we reserve the right to:

  • Cancel the Retreat for any reason; or
  • Make changes to the itinerary, schedule, instructors, accommodations, or included activities when reasonably necessary (for example, due to weather, local restrictions, illness, or circumstances beyond our control).

If we cancel the Retreat:

  • You will receive either:
    o A full refund of retreat payments you have made to us, or
    o The option to transfer your payments to a future retreat date (subject to
    availability and any price differences).
  • We are not responsible for any other costs you incur, such as airfare, additional lodging, or other travel expenses.

If we make reasonable changes (for example, substituting an activity, changing the schedule or instructor, or adjusting meal plans while providing a substantially similar experience), such changes do not entitle you to a refund.

7. Travel documents, health, and insurance

You are solely responsible for:

  • Holding a valid passport that meets all entry requirements for Italy and the Schengen Area.
  • Obtaining any required visas or other travel authorizations.
  • Complying with all vaccination, health, or testing requirements in effect at the time of travel.
  • Ensuring you can legally enter and exit Italy.

We strongly recommend that you purchase comprehensive travel insurance, which may cover:

  • Trip cancellation and interruption
  • Travel delays and missed connections
  • Lost or delayed baggage
  • Medical expenses and emergency evacuation

If you choose not to purchase travel insurance, you assume full responsibility for any loss that insurance might otherwise have covered.

Participants are responsible for any personal travel taxes, visa requirements, or local fees imposed by Italian authorities. Retreat fees are charged by a U.S.-based company and do not include any local taxes imposed directly on participants by lodging or municipal authorities.

8. Health, fitness, and assumption of risk

By signing this Agreement, you represent and warrant that:

  • You are physically and mentally able to participate in the Retreat’s activities, including walking, travel, optional yoga, and group sessions.
  • You will consult with your physician about any health concerns before traveling or participating, if needed.
  • You will inform us in advance of any relevant medical conditions, allergies, or dietary restrictions, and we will make reasonable efforts to accommodate needs but cannot guarantee specific outcomes.

You understand and acknowledge that:

  • Travel and group activities involve inherent risks, including but not limited to illness (including communicable diseases), injury, food reactions, falls, accidents, theft, property loss, and travel disruptions.
  • The villa may include stairs, uneven surfaces, outdoor areas, and other features that carry normal risks of use.
  • Optional activities (such as yoga, group transportation, or independent sightseeing) carry their own risks.

You voluntarily assume all risks associated with your participation in the Retreat, except to the extent such risks are caused by our gross negligence or intentional misconduct as determined under applicable law.

9. Limitation of liability and indemnification

To the fullest extent permitted by applicable law:

  • The Organizer and its owners, employees, contractors, facilitators, agents,
    owners/property managers of the villa, and representatives (“Released Parties”) are not liable for any loss, damage, injury, illness, cost, or expense to you or your property arising from your participation in the Retreat, travel to or from the Retreat, or activities during free time.
  • This includes (without limitation) any claims related to:
    o Accidents or injuries
    o Illness, including communicable disease
    o Theft, loss, or damage to belongings
    o Travel delays or disruptions
    o Acts or omissions of thirdparty service providers (airlines, hotels, transportation companies, tour operators, etc.).

You agree to indemnify, defend, and hold harmless the Released Parties from any claims, demands, actions, damages, or expenses (including reasonable attorneys’ fees) arising out of:

  • Your own acts or omissions;
  • Your breach of this Agreement; or
  • Any claims brought by third parties as a result of your conduct during the Retreat.

Nothing in this Agreement is intended to limit liability where such limitation is not permitted under applicable law. The Retreat is a temporary educational gathering and does not constitute the establishment of a commercial business presence in Italy. Nothing in these Terms shall be construed as creating a partnership, joint venture, agency relationship, or permanent establishment in Italy.

Educational Program Disclaimer

This writing retreat is an educational and creative experience designed to support personal and professional writing development. It is not a tour, travel service, therapy program, medical service, or mental health treatment.

Participation is voluntary, and attendees are responsible for determining whether the retreat is appropriate for them.

10. Force majeure

We will not be liable for any delay, change, or cancellation of the Retreat due to events beyond our reasonable control (“Force Majeure Events”), including but not limited to:

  • Natural disasters, fires, floods, or extreme weather
  • War, terrorism, civil unrest, or government actions
  • Public health emergencies, epidemics, or pandemics
  • Strikes, labor disputes, or transportation shutdowns
  • Power or utility failures affecting the venue
  • If a Force Majeure Event makes it impossible or impracticable to hold the Retreat as planned, we
    may:
  • Reschedule the Retreat to new dates, and/or
  • Offer you a credit toward a future retreat, and/or
  • Provide refunds or partial refunds at our sole discretion.
  • Details of any Force Majeure policy will be communicated promptly if such an event occurs.

11. Intellectual property

Participants retain full ownership of their writing and creative work produced during the retreat.

Organizer retains full ownership of content provided throughout the Retreat. Recording of workshops or coaching sessions is not permitted without prior consent.

12. Media release

During the Retreat, we may photograph, film, or otherwise record group and individual
activities.

By attending the Retreat, you:

  • Grant the Organizer and its designees the right to photograph, video, and audio record you, and to use your image, likeness, voice, and statements in connection with promotional and marketing materials for the Retreat and related offerings, in any media now known or later developed, worldwide, without additional compensation.
  • Understand that these materials may appear on websites, social media, printed materials, and other platforms.

If you prefer not to be individually featured in closeup photos or promotional content, you must notify us in writing before or at the start of the Retreat, and we will make reasonable efforts to accommodate that preference. You understand that you may still appear incidentally in group or environmental shots.

You waive any right to inspect or approve the finished materials and release us from any claims arising out of their use, except where prohibited by law.

13. Privacy and communications

Confidentiality: We ask participants to respect the privacy of others. What is shared in group sessions should stay within the group unless permission is given.

We cannot guarantee complete confidentiality in group discussions, but we are committed to creating a safe, respectful environment.

Personal information: We will collect and use your personal information (such as name, contact details, and relevant health/dietary information) for purposes of:

  • Managing your registration and payments
  • Communicating with you about the Retreat and related logistics
  • Ensuring reasonable accommodations for dietary or health needs
  • Sending you occasional updates about future retreats or resources (you may opt out at any time)

We will not share this information with third parties.

14. Dispute resolution, governing law, and severability

These Terms and Conditions shall be governed by and construed in accordance with the laws of the State of Illinois, USA, without regard to conflict of law principles. Any disputes shall be resolved exclusively in the courts of Illinois, USA.

You agree to first attempt to resolve any dispute informally by contacting us in writing and allowing 30 days to respond. If a dispute cannot be resolved informally, it will be brought in the courts located in Illinois and you consent to the personal jurisdiction of those courts.

If any provision of this Agreement is held invalid or unenforceable, the remaining provisions will remain in full force and effect.

15. Entire agreement and acknowledgments

This Agreement constitutes the entire understanding between you and the Organizer regarding the Retreat and supersedes all prior or contemporaneous communications, whether written or oral, relating to the Retreat.

Any changes to this Agreement must be in writing and signed by both you and the Organizer (or accepted by you through an updated online agreement process).

By signing below (or by electronically checking “I agree” during registration), you acknowledge that:

  • You have read, understood, and voluntarily agree to all terms of this Agreement.
  • You are at least 18 years old and legally competent to enter into this Agreement.