We understand that joining an international cultural program is a meaningful commitment. The following policy is designed to be fair and transparent for all parties, while ensuring that we can carry out the program with care and confidence.
1. Payment Policy
Deposit:
A non-refundable deposit of €1,000 is required by September 30, 2025 to secure your spot.
Early Bird discounts are only applicable after this deposit is received.
This deposit secures your place in a carefully curated group and allows us to prepare each part of the journey with care, clarity, and confidence.
Final Payment:
The remaining balance — whether at the Early Bird or Standard rate (includes a €1,000 deposit as part of the total fee) — is due by December 15, 2025.
Payment instructions and account details will be provided in your confirmation email.
Please note that your registration is considered incomplete until the deposit has been received. All payment deadlines are firm due to our need to confirm bookings and logistics in advance.
2. Standard Cancellation Policy
Cancellations initiated by the participant will be handled as follows:
- Before January 15, 2026:
Full refund, minus the non-refundable deposit of €1,000. - Between January 16 and February 16, 2026:
50% of the total program fee will be refunded, minus the non-refundable deposit of €1,000. - After February 17, 2026:
No refunds can be issued due to confirmed bookings and prepaid arrangements.
If the program is canceled by the organizer for internal reasons:
A full refund will be issued, including the deposit.
3. Participant Protection Coverage – optional, but recommended
We offer optional Participant Protection Coverage that enhances the standard refund policy for those who choose to enroll. This coverage is designed to provide greater flexibility in case of personal emergencies or unforeseen disruptions.
Participants enrolled in this coverage will be eligible for the following enhanced refund terms:
- Full refund (minus deposit) for cancellations made 30 or more days before the program start date
- 75% refund (minus deposit) for cancellations made 15–29 days before the start date
- 50% refund (minus deposit) for cancellations made up to 14 days before the start date
Participant Protection Coverage: €150 per person
This optional coverage must be selected and paid for within 5 days of your initial deposit. It enhances your refund eligibility and provides added security for unexpected situations.
4. Force Majeure
In the event that the program must be canceled or significantly altered due to circumstances beyond our control — such as natural disasters, public health crises, political unrest, transportation strikes, or government-imposed travel restrictions — we cannot be held financially responsible for program disruption or loss.
However, we are committed to acting in good faith. If a force majeure event occurs, we will make every effort to recover and refund any costs not yet committed to or recoverable from third-party providers. Please note that some program expenses (such as accommodation deposits or local bookings) may be non-refundable.
This policy applies to the program fee only. We are not responsible for any additional expenses you may incur, such as international flights, visa applications, or personal travel arrangements.
To safeguard against these and other unforeseen events, we strongly recommend that you obtain comprehensive travel insurance that includes coverage for trip cancellations, delays, and force majeure circumstances.
5. Transfer of Registration
If you are unable to attend the program, you may request to transfer your registration to another person, under the following conditions:
- The replacement participant meets all program requirements
- The request is made at least 30 days before the program start date
- A transfer fee may apply, depending on the actual costs incurred at the time of transfer (e.g. real-name train tickets may need to be reissued)
Please note:
The replacement participant will assume the same registration conditions as the original participant. This includes the same room arrangement, payment schedule, refund eligibility, and participation terms. No alterations to the package type or pricing tier can be made at the time of transfer.
6. Partial Attendance
Please note that no refunds or discounts will be given for missed days, late arrivals, or early departures. The program is priced as a complete and immersive experience.
7. Currency & Payment Fees
All program fees are listed in EUR. Participants are responsible for:
- Any international transfer or bank fees associated with sending payment
- Ensuring that the full amount arrives in our account without deduction
- Covering minor exchange rate differences that may occur during refund processing (if applicable)
8. Final Notes
We are committed to transparency and doing our best to support every participant. This policy is designed to ensure that we can offer a meaningful and well-prepared experience for all involved.
By submitting your deposit, you acknowledge that you have read and agreed to the terms outlined in this Cancellation & Refund Policy. If you have any questions, feel free to contact us before making your payment — we’re happy to help. We look forward to welcoming you on this journey!