Beyond Brilliant Photography Retreat: Booking Terms & Conditions

These Booking Terms and Conditions (the "Terms") govern the relationship between Beyond Brilliant Photography Retreats by Brilliance Key, LLC ("Organizer," "we," "us," or "our") and you, the participant ("Participant," "you," or "your"), in connection with your booking and participation in any photography retreat organized under the "Beyond Brilliant Photography Retreats" name (each, a "Retreat"). By booking a ticket to any Retreat, you agree to be bound by these Terms.

1. Retreat Overview
Our photography retreats are designed to provide an immersive educational and practical experience for photographers. Each Retreat includes the following, unless otherwise specified in the individual Retreat's booking details:
• Education: Workshops, seminars, and presentations on various photography topics.
• Hands-on Demonstrations: Practical sessions to enhance your skills.
• Styled Shoots: Opportunities to participate in curated shooting scenarios.
• Wellness Practices: Opportunities for optional participation in activities such as yoga, meditation, and sound baths, focused on mindfulness and well-being.
• Cultural and Entertainment Experiences: Inclusion of local cultural events, live entertainment, or unique performances to enrich the retreat experience.
• Adventure Activities: Potential for participation in guided adventure activities, which may vary by location and retreat.
• Lodging: Accommodation for the duration of the Retreat dates.
• Meals: All meals provided during the Retreat dates.
The ticket price covers all listed inclusions for the specific Retreat you have booked. Any personal expenses, airfare, travel to and from the Retreat location, or activities outside the scheduled Retreat itinerary are not included unless explicitly stated in the specific Retreat's details. Participation in all activities, including wellness, cultural, and adventure components, is subject to the terms outlined in the Assumption of Risk and Waiver (Section 5.6) and Limitation of Liability (Section 8) clauses.

2. Booking and Payment
2.1. Registration
To secure your spot, a completed registration form and payment (or initial deposit) are required. Spaces are limited and will be allocated on a first-come, first-served basis upon receipt of payment.
2.2. Payment Schedule
• Full Payment: Full payment is accepted via credit card, debit card, or bank transfer at the time of booking.
• Payment Plans:
o Third-Party Payment Plans: Payment plans may be available through Klarna, Afterpay, or Affirm. Rates and payment schedules are subject to each vendor's own terms and conditions; please visit their respective websites for complete details. Available payment plan vendors may be found on the booking checkout page and are subject to availability based on the vendor's own terms and conditions and the date of the retreat/event.
o Brilliance Key Payment Plan (Credit Card, Debit Card, ACH Bank Transfer):
 A minimum initial deposit of $500 is required.
 50% of the remaining balance is due 150 days before the Retreat start date.
 The final balance payment is due 60 days before the Retreat start date.
 You will be provided access to a payment portal, allowing you to make multiple payments towards your balance, provided all balances are paid by their respective due dates.
 Failure to fulfill payment balances will result in the forfeiture of your spot and any payments made, and will lead to the loss of retreat entry.
• Accepted Payment Methods: Credit Card, Debit Debit, Bank Transfer (ACH), Klarna, Afterpay, Affirm.
2.3. Confirmation
Upon successful booking and receipt of payment, you will receive a confirmation email. This email will serve as proof of your booking. Please review it carefully and contact us immediately if any details are incorrect.

3. Cancellation and Refunds
3.1. Participant Cancellation
All cancellations must be submitted in writing via email to jessica@brilliancekey.com.
• Non-Refundable Policy: All deposits and fees paid are strictly non-refundable, as your booking occupies a limited and valuable space at the Retreat.
• Responsibility for Full Payment: The Participant remains legally responsible for the entirety of the ticket/entry fee if a cancellation occurs after the specific 50% balance payment due date as published and communicated for your particular Retreat. This due date will be clearly stated in the retreat's specific payment schedule, and may be, but is not limited to, approximately 150 days prior to the Retreat start date, or rounded to the nearest first of the month.
3.2. Transferring Your Ticket
Entry may be transferred to another individual, provided that all transfer requests are submitted in writing via email to jessica@brilliancekey.com, and timing, accommodations, and any necessary approvals are obtained and confirmed by Brilliance Key. The new participant must agree to these Terms.
3.3. Organizer Cancellation
In the unlikely event that the Organizer must cancel a Retreat due to unforeseen circumstances (e.g., insufficient bookings, natural disaster, global pandemic, instructor illness, or other force majeure events), you will be offered:
• A full refund of all payments made to us.
• The option to transfer your booking to a future retreat (if available).
The Organizer is not responsible for any additional costs incurred by the Participant, such as travel expenses, accommodation outside the Retreat dates, or lost income, due to the cancellation of the Retreat. Participants are required to secure comprehensive travel insurance as outlined in Section 5.1.

4. Changes to the Retreat
4.1. Itinerary Changes
While we strive to adhere to the advertised itinerary, the Organizer reserves the right to make minor adjustments to the Retreat schedule, instructors, or activities if necessary due to unforeseen circumstances, availability, or to enhance the overall experience. We will endeavor to notify participants of any significant changes as soon as reasonably possible.
4.2. Pricing Adjustments
Once your booking is confirmed, the price of your Retreat will not change.

5. Participant Responsibilities
5.1. Travel and Insurance Requirement
Participants are solely responsible for arranging their own travel to and from the Retreat location (unless otherwise specified in specific retreat details, such as group airport shuttle). Brilliance Key requires all attendees to obtain and maintain comprehensive travel insurance for the duration of the Retreat, covering, but not limited to, trip cancellation, trip interruption, medical emergencies, emergency evacuation, and personal equipment loss or damage. Proof of valid travel insurance may be requested by the Organizer at any time prior to or during the Retreat.
5.2. Health and Medical Conditions
You are responsible for informing us of any medical conditions, allergies, or special dietary requirements at the time of booking. While we will do our best to accommodate reasonable requests, we cannot guarantee all requirements can be met.
5.3. Conduct
Participants are expected to conduct themselves in a respectful and professional manner towards instructors, fellow participants, staff, and property. Any behavior deemed disruptive, inappropriate, or unsafe by the Organizer may result in immediate expulsion from the Retreat without refund.
5.4. Equipment
Participants are responsible for bringing their own photography equipment, including cameras, lenses, memory cards, batteries, and any other gear they wish to use. The Organizer is not responsible for loss, theft, or damage to personal equipment.
Additionally, the Organizer and/or its sponsors may, at their discretion, provide access to the use of specific backdrops, lighting, transmitters, modifiers, or additional accessories as needed for educational demonstrations or as part of the Retreat itinerary. The availability and use of such equipment will be communicated during the Retreat. Participants will be held responsible for any damage to Organizer or sponsor-provided equipment caused by their negligence or misuse.
5.5. Compliance with Laws
Participants must comply with all applicable local and international laws and regulations during the Retreat, including those of the host country.
5.6. Assumption of Risk and Waiver
By booking a Retreat, you acknowledge and agree to complete and sign an Assumption of Risk/Liability Waiver Form provided by Brilliance Key prior to the Retreat start date. Your participation in the Retreat is strictly contingent upon the timely and complete execution of this form. Failure to provide a signed waiver will result in denial of participation in the Retreat without refund.
Furthermore, you acknowledge that certain activities or services provided by third-party vendors or service providers during the Retreat may require you to complete and sign their own separate liability waivers or assumption of risk forms. Compliance with these additional waiver requirements is mandatory for participation in the respective activities or use of the services.
5.7. Crisis Management Plan Acknowledgment
You acknowledge that you have read and understand our Crisis Management Plan, available at [brilliancekey.com/crisis-management-plans]. You agree to adhere to the procedures outlined therein in the event of an emergency or crisis during the Retreat.
5.8. Accessibility and Venue Limitations
Beyond Brilliant Photography Retreats is committed to fostering an inclusive environment for all participants. However, due to the diverse nature of our Retreat locations and venues, which may include remote natural settings, historical sites, or specialized facilities (e.g., jungle yoga schools, horse ranches), certain physical accessibility limitations may exist. We encourage all participants with specific accessibility requirements or special needs to contact us at Jessica@BrillianceKey.com before booking to assess the suitability of a particular Retreat and discuss potential accommodations. While we will make reasonable efforts, we cannot guarantee that all venues will be fully accessible to all individuals.

6. Health and Safety
We prioritize the health and safety of all participants. You agree to follow all safety instructions provided by the Organizer and instructors. In case of a medical emergency, you authorize the Organizer to seek medical attention on your behalf if you are unable to do so.

7. Intellectual Property and Content Usage
7.1. Your Content
You retain full ownership of all intellectual property rights to the photographs and other content you create during the Retreat.
7.2. Organizer's Content Usage
By participating, you grant the Organizer and its sponsors a non-exclusive, royalty-free, worldwide, perpetual license to use photographs and video footage taken by the Organizer or its representatives during the Retreat that may include your likeness, or your work, for promotional and marketing purposes (e.g., on our website, social media, brochures).
7.3. Use of Styled Shoot Content
Any images captured during styled shoots may be used for your personal portfolio and marketing. However, you agree to credit Beyond Brilliant Photography Retreats, as well as any models, stylists, or vendors involved in the styled shoot if their services were provided specifically for the Retreat. Specific crediting requirements will be provided during the Retreat.

8. Limitation of Liability
The Organizer acts only as an organizer of the Retreat and does not accept any liability for:
• Loss, damage, or theft of personal property or equipment.
• Injury, illness, or death during the Retreat.
• Any costs or losses incurred due to delays, changes, or cancellations beyond our control (e.g., natural disasters, acts of terrorism, government actions, global pandemics).
• Any actions or omissions of third-party service providers (e.g., lodging providers, caterers, transport companies).
By booking, you release the Organizer from any and all claims, demands, damages, rights of action, or causes of action, present or future, arising out of or connected with your participation in the Retreat.

9. Governing Law
These Terms shall be governed by and construed in accordance with the laws of Florida, United States of America, without regard to its conflict of law principles. Any disputes arising under or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts located in St. Petersburg, Florida, United States of America.

10. Force Majeure
The Organizer shall not be liable for any failure or delay in performing its obligations under these Terms where such failure or delay is caused by an event beyond its reasonable control, including but not limited to acts of God, war, terrorism, civil unrest, strikes, epidemics, pandemics, government regulations, natural disasters, or adverse weather conditions. In such circumstances, the Organizer's obligations will be suspended, and no refunds will be provided for any participant-incurred costs, including but not limited to travel, accommodation outside the Retreat dates, or lost income. Participants are strongly advised to purchase comprehensive travel insurance to cover such unforeseen events.

11. Severability
If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

12. Contact Information

For any questions regarding these Terms or your booking, please contact us at:
• Email: Jessica@BrillianceKey.com
• Website: Brilliancekey.com

Beyond Brilliant Photography Retreats by Brilliance Key, LLC
Date of Last Revision: 7/25/2025