Picklebilly Retreat Participant Agreement

Release of Liability, Assumption of Risk, and Participation Terms

This Participant Agreement (“Agreement”) is entered into by the undersigned participant (“Participant”) and Picklebilly HH LLC (“Organizer”).

This Agreement applies to all retreats, tours, clinics, and travel experiences organized by Picklebilly HH LLC (“Retreat”).

By registering for a retreat and submitting payment, Participant confirms they have read, understood, and agreed to the terms below.

1. Assumption of Risk

Participation in a Picklebilly retreat includes physical activity, travel, and group experiences.

These may involve inherent risks, including but not limited to:

  • sports-related injuries

  • slips, falls, or accidents

  • illness or medical emergencies

  • transportation or travel-related incidents

  • weather or environmental conditions

  • activities operated by third-party providers

Participant understands these risks and chooses to participate voluntarily.

Participant is responsible for assessing their own physical readiness for all activities.

2. Release of Liability

Participant agrees to release and hold harmless Picklebilly HH LLC, its owners, hosts, coaches, contractors, and partners from any claims or liabilities arising from participation in the retreat.

This includes, but is not limited to:

  • personal injury or illness

  • property loss or damage

  • travel delays or disruptions

  • incidents occurring during retreat activities or excursions

Participation is voluntary, and all responsibility for participation is assumed by the Participant.

3. Third-Party Providers

Picklebilly HH LLC partners with trusted providers for accommodations, transportation, excursions, and facilities.

These are independent third parties.

Picklebilly HH LLC is not responsible for their actions, performance, or any incidents that may occur during their services.

4. Medical Responsibility

Participant confirms they are physically able to participate.

Participant is responsible for:

  • their own health decisions

  • any medical care or expenses

  • bringing necessary medications

Picklebilly HH LLC does not provide medical services but may assist in arranging emergency care if needed.

5. Payment, Cancellation, and Refund Policy

We keep this simple and transparent so you can plan with confidence.

Deposit

  • A $500 non-refundable deposit is required to reserve your space.

  • Your spot is not secured until the deposit is received.

  • If the retreat is canceled by Picklebilly HH LLC, all payments will be fully refunded.

Final Payment

  • The remaining balance is due 90 days prior to the retreat start date.

  • You will receive a reminder before the due date.

  • If final payment is not received on time, your spot may be released and your deposit forfeited.

Cancellation Policy

Because our retreats are small and we make commitments well in advance:

  • All payments are non-refundable once made.

We strongly encourage you to protect your investment with travel insurance (see below).

Replacement Option

If your plans change:

  • You may find someone to take your place, subject to approval.

  • Payments may be transferred to the new participant, less a $150 administrative fee.

This option often works well and gives flexibility if something unexpected comes up.

Travel Insurance (Strongly Recommended)

We highly recommend purchasing travel insurance to cover:

  • trip cancellations

  • medical emergencies

  • travel delays or interruptions

This is the best way to protect your investment.

Chargebacks

By submitting payment, Participant agrees to these terms and will not initiate a chargeback or dispute outside of this policy.

6. Rooming Policy

Most accommodations are double occupancy.

If you register without a roommate:

  • we will do our best to pair you

  • single occupancy may be available for an additional fee

  • availability is not guaranteed

7. Participant Conduct

We create a positive, welcoming group experience.

Participants agree to act respectfully toward others, staff, and property.

Picklebilly HH LLC reserves the right to remove any participant whose behavior is disruptive or unsafe.

No refunds will be issued in such cases.

Participants are responsible for any damage they cause.

8. Photography and Media

Photos and videos may be taken during the retreat.

By participating, you grant permission for Picklebilly HH LLC to use these for marketing and promotional purposes.

If you prefer not to be included, please notify us in writing prior to the retreat.

9. Retreat Adjustments

Occasionally, adjustments may be necessary due to weather, availability, or operational needs.

Picklebilly HH LLC reserves the right to make reasonable changes to:

  • schedules

  • activities

  • instructors

  • accommodations

These changes do not qualify for refunds.

10. Organizer Cancellation

If Picklebilly HH LLC cancels a retreat, participants will receive a full refund of all payments made to Picklebilly HH LLC.

Organizer is not responsible for airfare or other personal travel expenses.

11. Force Majeure

Picklebilly HH LLC is not responsible for delays or changes caused by events beyond its control, including:

  • natural disasters

  • severe weather

  • pandemics

  • government actions

  • transportation disruptions

  • other unforeseen events

12. Governing Law

This Agreement is governed by the laws of the State of Florida.

Any disputes will be resolved in Florida.

13. Acknowledgment

By registering and submitting payment, Participant confirms they have read and agreed to this Agreement.

Participant agrees to complete any required electronic signatures prior to travel.

Failure to complete required documentation may result in cancellation without refund.

Participant Name: ______________________

Signature: ____________________________

Date: ______________________