Ecovillage Tours Program Terms, Conditions, Release of Liability & Media Consent

Updated June 18, 2026

Please read this document carefully before booking or participating in any offering provided by Ecovillage Tours LLC ("Ecovillage Tours," "we," "our," or "us").

These terms apply to all Ecovillage Tours offerings, including but not limited to tours, retreats, workshops, trainings, gatherings, conferences, immersions, online events, consultations, and other services (collectively referred to as "Programs").

By booking, registering for, attending, or participating in a Program, you acknowledge that you have read, understood, and agreed to these Terms, Conditions, Release of Liability, and Media Consent.

If you register on behalf of another participant, you represent that you have the authority to accept these terms on their behalf.

Program Overview

Ecovillage Tours offers educational travel experiences and community-related programs that may include visits to intentional communities, ecovillages, cohousing communities, regenerative projects, educational events, retreats, workshops, and other learning experiences.

Program prices and inclusions vary by offering and are described on the relevant Program webpage.

Unless otherwise specified, Program prices do not include airfare, travel insurance, personal expenses, optional activities, passport or visa fees, or items not expressly listed as included.

Program pricing is subject to change until a deposit or full payment has been received. Once payment is received, your Program price is guaranteed.

Program Changes

Program itineraries, schedules, accommodations, venues, presenters, community visits, transportation arrangements, and activities are subject to change due to weather, transportation issues, host availability, safety concerns, participant needs, or other circumstances.

Ecovillage Tours reserves the right to modify any aspect of a Program when necessary. Such changes do not constitute grounds for cancellation or refund.

Participants acknowledge that flexibility is an essential part of the Ecovillage Tours experience.

Payments and Reservations

A non-refundable deposit of $500 USD per person is required to reserve a space on most Programs unless otherwise stated.

Participants may either:

  • Pay in full at the time of booking, or

  • Pay the deposit and enroll in automatic installment payments.

The remaining balance is due 30 days before the Program start date.

Registrations made within 30 days of the Program start date require full payment at the time of booking.

Failure to make required payments may result in cancellation of your reservation without refund.

Ecovillage Tours accepts major credit cards, ACH transfers, and personal checks. Credit card processing fees apply and are typically 2–3% per transaction. ACH bank transfers and personal checks have no processing fees.

Cancellations, Refunds, and Credits

All cancellation requests must be submitted in writing to info@ecovillagetours.com. Cancellation dates are based on the date we receive your written request.

Participants wishing to apply an eligible credit toward another Program should notify Ecovillage Tours in writing. Credits are non-transferable, subject to availability, and may be applied only to Programs departing within the applicable credit period. Any difference in Program price must be paid by the participant at the time of booking.

90+ Days Before Departure

Refund of all payments made, less the $500 deposit.

Alternatively, the $500 deposit may be transferred as a credit toward another available Ecovillage Tours Program within 12 months of the original Program start date.

31–89 Days Before Departure

Refund of 50% of all payments made beyond the $500 deposit.

Alternatively, participants may receive a credit equal to 50% of those payments toward a future Ecovillage Tours Program within 12 months of the original Program start date.

0–30 Days Before Departure

No refunds will be provided.

Program credit may be offered at Ecovillage Tours' sole discretion in cases of documented emergency.

Program Cancellations by Ecovillage Tours

If Ecovillage Tours cancels a Program, all payments made directly to Ecovillage Tours will be refunded in full.

Ecovillage Tours is not responsible for airfare, travel insurance, accommodations, visa fees, transportation, or other independently arranged travel expenses.

Minimum Enrollment

Most Programs require a minimum number of participants to operate.

If minimum enrollment is not reached, Ecovillage Tours may cancel a Program and offer participants either:

  • A full refund, or

  • A credit toward a future Program.

The minimum enrollment requirement for a specific Program may vary and will be determined by Ecovillage Tours.

Booking Platform

Ecovillage Tours uses WeTravel to process many Program registrations and payments. WeTravel acts solely as a booking and payment platform and is not responsible for the operation or delivery of any Ecovillage Tours Program.

Any questions, cancellations, disputes, or concerns regarding your booking should be directed to Ecovillage Tours at info@ecovillagetours.com, not to WeTravel.

Participants are also subject to the applicable terms and privacy policies of WeTravel and any other payment processors used by Ecovillage Tours.

Participant Responsibilities

Participants are expected to conduct themselves in a respectful, cooperative, and responsible manner throughout the Program.

Participants agree to:

  • Follow instructions provided by guides, facilitators, presenters, and Program leaders.

  • Respect fellow participants, hosts, staff, community members, and local residents.

  • Follow applicable laws and regulations.

  • Act in a manner that supports the safety and wellbeing of the group.

  • Arrive prepared with appropriate clothing, footwear, travel documents, medications, and personal equipment.

Ecovillage Tours reserves the right to remove any participant whose behavior is disruptive, unsafe, illegal, abusive, or detrimental to the group experience.

Participants removed from a Program are not entitled to any refund and are responsible for any resulting expenses.

Accommodations and Private Room Upgrades

Participants who do not purchase a private room upgrade should expect to share accommodations with one or more fellow participants, typically of the same sex unless otherwise arranged.

A limited number of private room upgrades may be available for an additional fee, depending on the Program and the accommodations available. Participants who purchase a private room upgrade will be given priority for available private accommodations throughout the Program.

Due to the nature of many ecovillages, retreat centers, and rural accommodations, a private room upgrade does not guarantee a private bathroom, larger room, higher-quality accommodations, or a private room every night of the Program. In some cases, available private rooms may be smaller, more basic, or located farther from the main group accommodations.

Ecovillage Tours will make reasonable efforts to provide private accommodations whenever possible; however, participants understand that room assignments may vary by location and are subject to availability. When private accommodations are unavailable at a particular location, participants who have purchased a private room upgrade will be given preference regarding available rooming options.

Substance Use and Alcohol Policy

Ecovillage Tours strives to create a safe, welcoming, and inclusive experience for all participants.

Excessive alcohol consumption and the recreational use of tobacco, cannabis, psychedelic substances, or other intoxicating substances are not encouraged during Ecovillage Tours Programs.

Participants are expected to comply with all applicable laws and regulations and to conduct themselves in a manner that supports the safety, comfort, and wellbeing of the group.

Participants who use prescribed medications or legally authorized substances for medical purposes are asked to do so discreetly and in a manner that does not disrupt the experience of other participants.

Ecovillage Tours does not organize, facilitate, endorse, or assume responsibility for the use of cannabis, psychedelic substances, or other intoxicants by participants.

Any participant whose substance use, intoxication, or behavior negatively impacts the group experience, creates a safety concern, or violates local laws may be removed from the Program without refund.

Health and Medical Considerations

Participants are responsible for determining whether they are physically, mentally, and medically fit to participate in a Program.

Known medical conditions, allergies, dietary restrictions, mobility limitations, and other relevant concerns should be disclosed before the Program begins.

While Ecovillage Tours will make reasonable efforts to accommodate special needs, accommodations cannot be guaranteed.

Programs may take place in rural or remote locations where access to medical care may be limited.

Participants authorize Ecovillage Tours to arrange emergency medical care if deemed necessary. All associated expenses remain the participant's responsibility.

No refunds will be provided for missed Program activities resulting from illness, injury, personal decisions, or circumstances beyond Ecovillage Tours' control.

Travel Insurance

Comprehensive travel insurance is strongly recommended for all travel-based Programs.

Participants should consider coverage for:

  • Medical emergencies

  • Emergency evacuation

  • Repatriation

  • Trip cancellation

  • Trip interruption

  • Travel delays

  • Lost or stolen baggage

Participants who choose not to purchase travel insurance assume responsibility for any resulting losses, expenses, or disruptions.

Ecovillage Tours does not provide travel insurance and is not responsible for the adequacy of any policy purchased by participants.

Assumption of Risk

Participants understand that participation in travel, retreats, workshops, community visits, outdoor activities, transportation, and group events involves inherent risks.

These risks may include, but are not limited to:

  • Transportation accidents

  • Illness or injury

  • Weather events

  • Foodborne illness

  • Animal encounters

  • Uneven terrain

  • Physical exertion

  • Delays and itinerary changes

  • Limited access to medical care

Participation in an Ecovillage Tours Program is voluntary.

Participants knowingly and freely assume all risks associated with participation.

Third-Party Suppliers and Hosts

Ecovillage Tours works with accommodations, transportation providers, community hosts, retreat centers, venues, guides, restaurants, facilitators, and other independent suppliers.

These suppliers operate independently and are not employees of Ecovillage Tours.

Ecovillage Tours acts solely as an intermediary between participants and such suppliers and is not responsible for their acts, omissions, services, failures, delays, or negligence.

Travel Documents and Information

Participants are responsible for providing accurate personal information and maintaining valid travel documentation, including passports, visas, vaccinations, and other entry requirements.

Ecovillage Tours may provide general information but does not guarantee the accuracy of government requirements or entry regulations.

Participants are responsible for any costs resulting from incomplete or incorrect travel documentation.

Release of Liability

To the fullest extent permitted by law, participants release and hold harmless Ecovillage Tours LLC, its employees, contractors, guides, officers, volunteers, affiliates, hosts, presenters, facilitators, community partners, and suppliers from any claims, liabilities, damages, losses, costs, or expenses arising from participation in a Program.

This release applies to claims involving personal injury, illness, death, property damage, financial loss, travel disruption, or any other loss arising from participation in a Program, except where prohibited by law.

This release shall be binding upon participants and their heirs, successors, assigns, and legal representatives.

Force Majeure

Ecovillage Tours shall not be liable for delays, cancellations, injuries, losses, or failure to perform its obligations when caused by events beyond its reasonable control, including but not limited to:

  • Natural disasters

  • Severe weather

  • Transportation interruptions

  • Government actions

  • Public health emergencies

  • Labor disputes

  • Political unrest

  • Terrorism

  • War

  • Civil disturbances

In such circumstances, Ecovillage Tours may modify, postpone, reroute, or cancel a Program and may offer credits, rescheduling options, or refunds at its discretion.

Children and Families

Children are welcome on many Ecovillage Tours Programs. However, not all Programs are suitable for all children, and we encourage families to carefully consider the nature of the experience before booking.

Programs often include long presentations, strenuous walking, uneven terrain, extended periods of sitting, long vehicle rides, and stays in multiple locations. Accommodations may be rustic, and laundry services are often limited.

For children age 15 and under, please contact us before booking to discuss suitability for your specific Program. If appropriate, we will provide a discount code for child pricing:

  • Ages 3 and under: Free

  • Ages 4–7: 50% discount

  • Ages 8–15: 20% discount

Families traveling with children under 8 years old are required to purchase a private room supplement.

Parents and legal guardians assume full responsibility for the safety, supervision, conduct, and wellbeing of their children throughout the Program. Children must be supervised at all times. Participants are responsible for bringing any required car seats or booster seats unless otherwise arranged in advance with Ecovillage Tours.

Service Dogs

We make every effort to enable service dogs to join our tours. Typically, there is a $100 surcharge for bringing a service dog on a tour to cover additional cleaning fees and logistical needs. Kindly contact us in advance if you are interested in bringing a service dog with you on a tour.

Tipping Policy

Tipping is a personal expression of appreciation for exceptional service and is not included in the tour price. It remains entirely at your discretion, reflecting your satisfaction with our guide’s effort to make your Ecovillage Tour experience memorable. We suggest $20–$50 per person for the entire trip, depending on your level of satisfaction.

Photo and Media Consent

Ecovillage Tours documents its Programs through photography, video, and audio recordings for promotional, educational, and archival purposes.

Unless you notify Ecovillage Tours in writing before the start of your Program, you grant Ecovillage Tours LLC and its representatives the perpetual right to photograph, film, record, and otherwise capture your image, likeness, voice, and statements during the Program.

You authorize Ecovillage Tours to use such materials for promotional, educational, and commercial purposes, including websites, social media, advertisements, videos, printed materials, and other marketing channels, without compensation or further approval.

Participants who do not wish to appear in marketing materials must notify Ecovillage Tours in writing before the Program begins. While Ecovillage Tours will make reasonable efforts to accommodate such requests, participants are responsible for stepping out of group photographs and recordings when requested. Ecovillage Tours cannot guarantee that individuals will be excluded from all incidental appearances in public or group settings.

Photographs, recordings, and videos may be edited, adapted, and used worldwide in any media now known or later developed.

Company Insurance

Ecovillage Tours LLC maintains professional liability insurance as a tour operator and program provider.

This coverage protects Ecovillage Tours LLC and does not provide travel, medical, cancellation, or personal insurance coverage for participants.

Policy Number: TAP0199885-00
Insurance Carrier: Arch Insurance Company (AIC)

Ecovillage Tours LLC is registered with the State of Vermont as a provider and seller of travel.

Amendments

Ecovillage Tours reserves the right to update or modify these Terms, Conditions, Release of Liability, and Media Consent at any time. The version in effect at the time of booking shall govern your participation unless changes are required by law, safety considerations, supplier requirements, or circumstances beyond our reasonable control.

Acceptance of Terms

By booking, registering for, attending, or participating in any Ecovillage Tours Program, you acknowledge and agree that:

  • You have read, understood, and accepted these Terms, Conditions, Release of Liability, and Media Consent.

  • You understand and voluntarily accept the risks associated with participation in the Program.

  • You agree to comply with all Program requirements and participant responsibilities.

  • You understand the cancellation, refund, credit, and payment policies described herein.

  • You understand that Ecovillage Tours strongly recommends comprehensive travel insurance.

  • You are responsible for obtaining any travel, medical, cancellation, evacuation, or other insurance coverage you deem appropriate.

If completing a registration on behalf of another participant, you represent that you have the authority to accept these terms on their behalf.