& conditions

Welcome to Hawai’i Wellness Retreats!
‍At Hawai’i Wellness Retreats, we believe in creating transformative experiences that nurture the mind, body, and spirit. Nestled in the breathtaking beauty of Hawaii’s Big Island, our sanctuary provides the perfect setting for relaxation, rejuvenation, and inspiration. Whether you’re hosting a private retreat, planning a group getaway, or organizing a custom wellness experience, our dedicated team is here to help you every step of the way.To ensure a seamless planning process and an unforgettable stay, we kindly ask you to review the following important details and requirements for your event. Together, let’s create a retreat experience filled with aloha, connection, and lasting memories.
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‍Host Retreat Booking Policies
Event Host Booking Details and Rates Policies
‍We know how important it is to plan the perfect retreat, and we’re here to make it easy and transparent for you! Below are our flexible booking options to fit your vision:

Rates & PoliciesStandard Wholesale Resort RatesStarting at $1,200 per night (plus service fees, taxes, and accommodation expenses).Includes exclusive use of our luxury property, designed to ensure your comfort and connection with nature.

‍Private, Customized Wellness RetreatsStarting at $2,000 per night (all-inclusive).Includes tailored wellness experiences, accommodations, meals, and specialized services.Enjoy personalized therapies, private chefs, and curated wellness programs to create your dream retreat.

‍Small Group EventsMinimum Deposit: $4,800 to secure your retreat or personal stay.

‍Nightly Rate: $99 per guest per night for groups of six or more guests.

‍Weekly Fee for Extended Stays (6+ Days): $350 per guest to cover:Power and propane usageWater deliveryLaundry services (linens & towels)Additional cleaning, supplies, and amenities upkeep
This ensures a seamless and enjoyable experience for your group, with everything needed for a comfortable and well-prepared retreat.

‍Transparency You Can Trust
‍To secure your booking, we require:
A minimum deposit of $99 per guest per night for accommodations over six guests (taxes and additional fees apply).
Full payment of the remaining balance 30 days prior to your event.
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Your rate includes:
‍Taxes and service fees: No hidden surprises.

‍What’s Included in Your Stay?
‍When you book with us, you’re not just reserving a property—you’re immersing yourself in the ultimate luxury wellness experience.
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Every booking includes:
‍Use of a fully equipped luxury retreat property, designed to connect you with the tranquility of Hawaii’s natural beauty.
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‍Access to stunning wellness amenities, quiet spaces for reflection, waterfalls, and awe-inspiring views.
‍A supportive team dedicated to making your event run seamlessly, so you can relax and focus on your experience.
‍Damage and Replacement Policy
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‍To ensure all guests enjoy a high-quality experience, we kindly ask that you help us maintain the integrity of our space.
‍Damaged or stained linens will be charged to the host:
‍Cariloha Bamboo Sheets: $300 per set.
‍Standard Towels: $20 each.
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In the event of any additional damages beyond normal wear and tear, the cost of repairs, replacements, or professional cleaning will be assessed and charged to the guest’s account. These charges will be automatically processed using the card on file. Guests will be notified of any damage assessments and associated fees, which may include but are not limited to:
‍Furniture, fixture, or property damageExcessive cleaning or biohazard remediationLost or damaged keys, access cards, or security devicesStained or damaged linens, upholstery, or flooringTampering with or misuse of resort amenities and equipment By booking with us, guests agree to comply with these terms and accept responsibility for any damages incurred during their stay. If necessary, legal action may be taken to recover costs beyond what is covered by the card on file.This ensures the highest standard of care for all guests and maintains the integrity of our luxury accommodations.Additional damages will be billed to the host or deducted from the event deposit, credit card on file, or insurance, if applicable. These charges reflect the premium quality of our amenities and ensure that future guests have the same luxurious experience.
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‍Why Choose Hawai’i Wellness Retreats? We’re not just a retreat venue—we’re a place where transformation, connection, and memories happen. By choosing us, you’re choosing:

A retreat filled with aloha, unconditional love, and care, where your vision is supported every step of the way.
An eco-conscious, off-grid luxury experience, deeply rooted in the natural rhythms of Hawaii.
A team that’s dedicated to ensuring your stay is effortless, enriching, and unforgettable.
We are absolutely thrilled to host you and can’t wait to co-create a magical experience that leaves you and your guests feeling inspired and renewed.

‍Let’s Get Started! Are you ready to book your transformative retreat? We are so excited to welcome you into our Hawai’i Wellness Retreats family!
‍‍We can’t wait to host you at Hawai’i Wellness Retreats, where aloha, wellness, and transformation come together. Let’s create something truly extraordinary!

1. Food and Chef Services
    •    Chef Deposits:
    •    If your retreat includes food services, chef deposits must be submitted at the time of booking to secure the availability of our chefs.
    •    Full Payment:
    •    Full payment for chef services is required 30 days prior to your event to allow for menu planning, bulk stocking, and inventory preparation.
    •    Menu Requests:
    •    If your group has specific dietary needs or requires a custom menu, please communicate these details during the booking process.

2. Special Events and Activities
    •    Event Itinerary:
    •    A detailed itinerary for all special events and activities must be submitted 30 days prior to the event for proper scheduling and preparation.
This includes requests for:
    •    Musicians
    •    Yoga instructors
    •    Wedding vendors
    •    Entertainers or additional services
    •    Service Provider Deposits:
    •    Deposits for all event activities and service providers (e.g., musicians, yoga teachers, photographers) must be made at the time of booking.
    •    Full Payment:
    •    Full payment for all vendors and service providers is required 30 days prior to arrival to ensure availability and coordination.
    •    Pre-Booking Requirements:
    •    All service providers must be pre-approved by Hawai’i Wellness Retreats to avoid last-minute disruptions. Vendors must have permission to enter the property for deliveries or access to the accommodations, all guests on the property must be pre authorized.
Key Notes
    •    Timely Submission:
    •    All deposits and payments for chefs, special events, and service providers must be completed no later than 30 days prior to the event. Delays may impact the quality and coordination of your retreat or cancelation.
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    •    Finalized Event Schedule:
    •    A completed event schedule, including activities and vendor details, must be submitted prior to arrival to ensure all arrangements are Changes:
    •    Any changes to services or schedules after the deadline may not be accommodated.
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    •    Add-On Services:
    •    Additional services (e.g., yoga, massage therapies, entertainers, spa services, etc.) may be added during the retreat, subject to approval and availability.
Contact UsFor assistance with booking chefs, vendors, or additional services, please reach out to us directly:
Phone: 808-400-9690
Email: info@hawaiiwellnessretreats.com
Thank you for your cooperation in adhering to these policies. We look forward to creating an exceptional experience for you and your guests with aloha and care. Mahalo,
Hawai’i Wellness Retreats Team

Product Trade Agreement Policy
Includes Barter, Service Trade, Product Trade or Fundraiser Donations.  At Hawai’i Wellness Retreats, we value partnerships through our trade or barter agreements programs. To maintain the integrity of our operations and ensure seamless event preparation, the following policies apply to all bookings involving trade agreements.
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Trade Agreement Policies
1. Approval and Finalization
    •    All trade agreements must be finalized and approved verbally or submitted in writing before booking confirmation trade is accepted.
    •    The agreement must clearly outline:
    •    The value of the trade (products, services, or contributions).
    •    Delivery timeline and method.
    •    How the trade supports Hawai’i Wellness Retreats’ needs.

2. Delivery Deadline
    •    All trade products or services must be delivered in full no later than 30 days prior to the event and confirmed by the accounting department, our location accepts Fed-X or UPS only please use Hawaii Wellness Retreat as Recipient.
    •    Incomplete or late trades will render the agreement void, and the host will be required to pay the full monetary value of the booking.
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3. Value Alignment
    •    The trade must meet the agreed-upon value outlined in the agreement to offset any discounts provided. The fair trade value must be established and proof of value must be submitted to the office via email to meet the agreed upon trade value once the trade has been confirmed 30 Days prior to booking this will be reflected on expense report. For retail or resale or auction items or activities to be resold pleas provide advertising marketing web site or marketing materials for the resale value of the trade for accounting department via email submission as proof of value, we honor the opportunity to offer this service to our clients added value to the community and supporting the long time practice of trade commerce, enriching our community, vendors and local businesses.  
    •    Hawai’i Wellness Retreats reserves the right to decline any trade items or services that do not align with the operational needs of the property.

Booking Cancellation Due to Trade Non-Compliance
‍  •    If the trade is not delivered or completed by the deadline, the trade agreement will remain in a suspended state and may be canceled.
    •    Full payment will be required to reinstate the booking if the trade agreement is not fulfilled.

Steps for Completing a Trade Agreement
    1.    Submit Proposal: Provide a detailed description of the trade, including value, delivery timeline, and alignment with the retreat’s needs, via phone call or Email.
    2.    Written Approval: Receive written approval from Hawai’i Wellness Retreats confirming the agreement.
    3.    Delivery: Ensure all items or services are delivered in full no later than 30 days prior to the event, booking or Retreat associated with trade .
    4.    Confirmation: Confirm receipt of the trade with our accounting team to finalize the agreement.

Important Notes
    •    Trade agreements are not confirmed as complete until written approval is received that the trade has been fulfilled, received or delivered.
    •    Failure to meet trade deadlines will result in voiding the agreement and requiring full payment.
    •    Late trades disrupt event preparation and will not be accepted.

NON-REFUNDABLE PAYMENT, DEPOSIT, AND CHARGEBACK POLICY
(Legally Binding & Enforceable Across All Payment Methods – Effective Immediately)This Non-Refundable Payment, Deposit, and Chargeback Policy is an integral part of the Terms & Conditions of Hawaii Wellness Retreats, LLC and its members (herein after referred to as the “Company”). By making any deposit, partial payment, or full payment for accommodations, retreat bookings, event space rentals, wellness services, or any other offerings provided by the Company, the Client, Guest, or Payor (hereinafter referred to as “Client”) expressly agrees to and is legally bound by the following terms and conditions, without exception, regardless of the method of payment or point of transaction.This policy is comprehensive, absolute, and fully enforceable under all applicable U.S. federal and state business and contract laws, as well as all relevant international commerce and financial transaction laws for cross-border payments.

1. APPLICABILITY & LEGALLY BINDING NATURE OF THIS POLICY
This policy applies to and governs all payments, deposits, and transactions made to Hawaii Wellness Retreats, LLC, including but not limited to those made via:
    •    Credit and debit cards (Visa, MasterCard, American Express, Discover, etc.).
    •    Cash payments (in-person, mailed, or hand-delivered).
    •    Bank transfers and wire transfers (domestic and international).
    •    PayPal, Stripe, Venmo, Zelle, Apple Pay, Google Pay, and other digital payment platforms.
    •    Personal, business, and cashier’s checks.
    •    Cryptocurrency or blockchain-based transactions.
    •    Any third-party payment processing system or financial platform used by the Company.
    •    Payments made through any DBA entity, including but not limited to Ryno Sauna or Healing Sauna.By submitting any form of payment to the Company, the Client unconditionally waives all rights to initiate a chargeback, dispute, or refund request through any financial institution, credit card issuer, third-party payment processor, or legal entity. This waiver is absolute and legally binding, regardless of:
    •    The Client’s country of origin or residence.
    •    The payment source (corporate, individual, trust, or other).
    •    The Client’s level of awareness of these terms at the time of payment. Furthermore, no additional signatures or separate agreements are required for this policy to be fully enforceable. The act of making payment alone constitutes full acceptance of these terms.

2. NON-REFUNDABLE PAYMENT & CANCELLATION POLICY
All deposits, payments, and balances paid for any service, retreat reservation, event space rental, or related offering are strictly non-refundable and non-reversible under all circumstances.This policy applies in all situations, including but not limited to:
    •    The Client voluntarily cancels or changes their booking for any reason.
    •    The Client fails to attend, check in, or utilize the reserved retreat, event space, or service.
    •    The Client initiates a payment in error or claims non-receipt of services.
    •    The Client’s personal, health, financial, legal, or other circumstances change.
    •    The payment was made on behalf of another party or through a corporate/business entity.
    •    The payment was processed via a third-party vendor (e.g., PayPal, Stripe, Venmo, Zelle, etc.).
    •    The payment was made via an untraceable method such as cash.If a Client is unable to attend a booked service or retreat, a transferable credit equal to 50% of the deposit amount may be issued solely at the discretion of Hawaii Wellness Retreats, LLC, provided that all payment terms and conditions have been met.If a payment is not completed in full at least 30 days before the event or service date, the booking is automatically forfeited, and no refunds, credits, or transfers will be issued.

3. CHARGEBACK & PAYMENT DISPUTE WAIVER
By making any payment to the Company, the Client expressly waives any and all rights to:
    •    File a chargeback, dispute, or reversal request with their financial institution.
    •    Initiate a claim for reimbursement through PayPal, Stripe, Venmo, Zelle, or any third-party payment processor.
    •    Pursue any refund request via legal or financial arbitration.Attempting to file a chargeback, dispute, or reversal under these terms will constitute fraudulent activity and a direct breach of this legally binding agreement.The Company reserves the unconditional right to pursue damages, including but not limited to:
    •    Immediate legal action in the jurisdiction where the Company operates.
    •    Full recovery of all funds owed, including the original amount paid and all related legal costs, attorney fees, and administrative expenses.
    •    Reporting the Client’s fraudulent chargeback attempt to credit bureaus and relevant financial institutions, potentially impacting their ability to obtain credit or process future transactions.Additionally, all necessary documentation will be provided to dispute any unauthorized chargeback attempt, including:
    •    Confirmation of explicit agreement to these terms.
    •    Digital records of payment submission.
    •    Communications, invoices, and proof of service availability.
    •    Any relevant usage logs, access records, or supporting documentation.

4. PAYMENT DISCLOSURE & THIRD-PARTY PROCESSING COMPLIANCE
    •    All transactions processed via third-party vendors, including PayPal, Stripe, Venmo, Zelle, and Apple Pay, are governed by these terms, regardless of their internal refund or dispute policies.
    •    No claim of non-awareness, non-receipt, or payment processing error will be accepted as grounds for refund.
    •    By making a payment, the Client acknowledges that all transactions are final, non-refundable, and legally binding under U.S. and international contract law.
5. INTERNATIONAL TRANSACTIONS & JURISDICTIONAL ENFORCEMENT
    •    This policy applies without exception to all transactions, whether domestic or international.
    •    Payments made from outside the United States are fully bound by these terms, and all legal disputes must be resolved under the jurisdiction where the Company is legally registered.
    •    Clients making payments from international banks or credit card issuers waive all rights to dispute charges based on foreign consumer protection or refund policies.
FINAL ACKNOWLEDGMENT & LEGAL BINDING EFFECT
By making payment, the Client explicitly acknowledges and agrees that:
    •    All payments are non-refundable and non-disputable.
    •    This agreement is legally binding, enforceable, and fully compliant with contract law.
    •    Any violation of these terms will result in full legal action, damages, and recovery of all costs incurred by the Company. At the time of payment this policy is fully legally enforceable, non-negotiable, and irrevocable.
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‍Additional Onboarding  polices and requirements for Vendors and Event Services
‍To provide a seamless and exceptional retreat experience, please carefully review the following policies regarding vendors, service providers, and event coordination.
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‍1. Vendors and Service Providers Terms and Policies•   Vendor Coordination:
    •    Vendors may be added after your reservation is complete. However, deposits for vendors submitted after booking may not be reissued if there are cancellations or changes.
    •    It is crucial to ensure all deposits are completed in a timely manner to reserve and confirm your dates for chefs, vendors, and other service providers.
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    •    Add-On Events and Services:
    •    Additional events and services, such as yoga, massage therapies, spa
treatments, and entertainers, can be added during your retreat.
    •    Local health and wellness providers or other vendors may also be included as part of a customized wellness retreat.

2. Pre-Approval for Vendors‍
    •    Vendor Clearance:
    •    All vendors and service providers must be approved through the Hawai’i Wellness Retreats reservation department prior to arrival.
    •    No individual vendors or service providers will be allowed on the property without prior approval. If service providers or vendors will be using property a vendor will be required to pay an additional fee for property uses and utilities when outside our direct vendors.
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    •    Booking and Scheduling polices:
    •    Any add-on services or events requiring vendors must be coordinated through our office to ensure proper scheduling and preparation.

3. Event Coordination Services
    •    Event Coordination:
    •    Customized event coordination services are available upon request.
    •    If you require assistance in scheduling or managing vendors, chefs, or entertainers, customizing personal retreats or event planing please contact the office with an email request for event services. Event service coordination is billed at a 20% coordination fee in Edition to vendor prices or $1,200 per event.
    •    Per-Event Fees:

Key Notes Additional Payment  polices
    •    Timely Deposits: Deposits for chefs, vendors, and service providers must be submitted promptly to confirm availability and dates.
    •    Flexible Add-Ons: While additional services and vendors can be arranged during your retreat, early communication is encouraged for smooth planning.
    •    Approval Required: Vendors must be pre-approved to ensure alignment with our policies and the retreat experience. Contact Us for Coordination For vendor approvals, event scheduling, or additional services booked outside of our vendor network.
Please contact us directly for more information:
Phone: 808-400-9690
Email: info@hawaiiwellnessretreats.comWe look forward to supporting your customized wellness retreat and creating a truly memorable experience for you and your guests.With aloha,
Hawai’i Wellness Retreats Team.

Event Viability Terms
Cancellation Due to Unmet Requirements:
Hawaii Wellness Retreats reserves the right to cancel events that fail to meet the following financial or operational requirements: Full payment of the deposit, balance, or if service fees is not received by the specified deadlines. Guest documentation (e.g., waivers, IDs, or proof of insurance) is incomplete or not submitted 30 days prior to the event. Failure to finalize event details, vendor approvals, or trade agreements by the 30-day deadline. Partial Credit for Future Booking: In the event of a cancellation due to unmet requirements: 50% of paid fees (excluding non-refundable deposits) may be credited toward a future booking, provided the following conditions are met: Written cancellation notice is provided at least 30 days prior to the event. The future booking occurs within 6 months of the original event date, based on availability. A rebooking fee of $800 will apply to reschedule the event. No refunds or credits will be issued for cancellations or unmet requirements within 30 days of the event. Credit for pre paid vendors will be voided unless rebooking credit is approved by service provider at a 50% service credit rate. No Credit for Missed Deadlines: If deadlines for payments, guest documentation, or other requirements are not met and the event is canceled as a result, no credit will be issued, and the host will forfeit all paid amounts. Impact on Future Bookings: Repeated failure to meet requirements or last-minute cancellations may result in restrictions on future bookings at Hawaii Wellness Retreats. Why These Policies Are Important These terms ensure fair use of our resources and staff, maintain the integrity of the retreat center, and support world-class service for all clients.
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NEW HOST CHECK LIST

Hawaii Wellness Retreats Host Onboarding Checklist This checklist will guide you through the steps to ensure a smooth planning process and an unforgettable retreat experience.
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Hawaii Wellness Retreats Host Onboarding Checklist
This comprehensive checklist ensures hosts are fully prepared to meet all requirements for a seamless and successful retreat. Please review and complete each step to guarantee an extraordinary experience.
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‍1. Event Details Submission Provide detailed information about your retreat to ensure proper planning and execution:
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‍Itinerary: Include check-in/out times, daily schedules, and special events.
‍Guest List: Submit a complete list of attendees with:Full names. Emergency contact details for each guest.Any health concerns, allergies, or dietary restrictions (for chef planning).
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‍Marketing Materials: Provide all materials related to the event, including:Event fliers, social media links, web pages, and bios/resumes (if applicable).Detailed event or booking fee structure (e.g., per guest costs).Ticketing platform details (e.g., Eventbrite, website links).
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‍Special Requests: Clearly outline any special services required, such as:Yoga classes, workshops, or spa treatments.Musicians, entertainers, or guest speakers.Local vendors or unique services.
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‍Finalized Guest Count: Submit the total number of attendees.
Note: All guests must be pre-approved and registered. Submit all details via email to info@hawaiiwellnessretreats.com at least 30 days prior to the event.

‍2. Guest Registration & Documentation Submit the following for each guest no later than 30 days before the event:
‍Full name.Scanned copy of a driver’s license or government-issued ID (front and back).
‍Note: IDs must be placed on top of the signed waiver in a single file for submission.
‍Completed liability waiver form (provided by Hawaii Wellness Retreats).
‍Proof of event liability insurance (required for all retreats; available through providers like Travelers Insurance).
‍Signed liability release and waiver, covering:Hawai’i Wellness Retreats. Vendors, coordinators, and the property.
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‍Submission Instructions:
All guest details must be compiled into one Google Document or folder.
Ensure all information is organized and clearly labeled.
Email to info@hawaiiwellnessretreats.com
‍3. Payment Requirements Ensure all payments are made on time to secure your booking and services: Non-Refundable Deposit: Required to confirm your reservation. Event Balance: Submit the full balance, including taxes and service fees, 30 days prior to the event. Vendor/Service Deposits: Pay deposits for chefs, vendors, and service providers upon booking. Full payments for these services are due 30 days before the event.

‍4. Trade or Barter Agreements (If Applicable)Finalize all trade or barter agreements to ensure proper execution:
‍Agreement Details: Confirm service trades, product trades, activity packages, or donations.
‍Delivery Deadline: All trade items/services must be delivered 30 days prior to the event.
‍Early Completion: To avoid delays, finalize agreements 6–8 weeks in advance.
‍Proof of Value: Provide documentation of the trade’s value (e.g., receipts, marketing materials).

‍5. Property Use GuidelinesUnderstand and adhere to all property guidelines:Place a credit card or security deposit on file for host liability.Ensure all areas of the property are used respectfully and kept in good condition.Review and comply with restrictions regarding:Maximum occupancy limits.Vendor or guest parking.Approved areas for event setup.
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‍6. Add-On ServicesRequest additional services to enhance your retreat experience:Available services include:Yoga, meditation, and wellness classes.Spa treatments, massage therapy, or acupuncture.Musicians, performers, or entertainers.
‍Pre-Approval: All vendors and services must be pre-approved by Hawai’i Wellness Retreats staff.
‍Event Coordination: If needed, request coordination services for an additional fee (quoted based on scope).

‍7. Key DeadlinesPlan ahead to meet critical deadlines:
‍30 Days Before Event:Submit all event details, guest information, waivers, and insurance proof.Complete all payments (deposits, balances, and vendor fees).Finalize and deliver any trade/barter items or agreements.
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‍No Changes After Deadline:
Changes to guest count, vendor arrangements, or event details will not be accepted after this date unless pre-approved.Additional fees may apply for late changes.
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‍Important PoliciesTimely Submission:
Delays in submitting required information or payments may disrupt event planning and could result in cancellation.
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‍Insurance Responsibility:
Hosts must ensure liability coverage is in place for all off-platform events.
‍Property Protection:
Damages to linens, towels, or other retreat property will incur replacement fees:
Cariloha Bamboo Sheets: $300 per set.Standard Towels: $20 each.

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‍Contact Us
‍For support or questions, reach out to us directly:
‍Phone: 808-400-9690
‍Email: info@hawaiiwellnessretreats.com Let’s work together to create a magical and unforgettable retreat experience!
‍With aloha,
The Hawaii Wellness Retreats Team