A. Organizer: Refers to GaySpiritFriends, the organization responsible for hosting the event, including its volunteers, agents and contractors.
B. Event: Refers to the International Gay Retreat, the Intimate Connection Weekend or any other event organized by GaySpiritFriends.
C. Participant(s): Refers to any individual who has signed up and confirmed their participation in the event.

Applicability of Terms and Conditions
1. These terms and conditions apply to all participants attending the event.
2. By confirming your participation, you acknowledge and agree to comply with these terms and conditions that are subject to European and more specifically Dutch law.

1. Participants must be at least 18 years old to attend the event.
2. Participants shall abide by the organizer’s safety instructions and code of conduct.
3. Code of conduct: We expect all participants to behave respectfully and professionally towards others at the event. Any behaviour deemed inappropriate or unsafe by the organizer will not be tolerated and may result in the participant being asked to leave the event without a refund.

Liability and Health Precautions
1. Participants acknowledge and assume all risks associated with travel, including but not limited to health risks, accidents, and unforeseen events.
2. Participants are encouraged to obtain comprehensive travel insurance covering health, trip cancellation, and personal liability.
3. The organizer is not liable for any loss, injury, or damage to persons or property during the event.
4. Participants must disclose any pre-existing medical conditions and take necessary precautions. The organizer is not responsible for any health-related issues that may arise during the event.
5. Participants are advised to adhere to applicable health guidelines and exercise caution to prevent the spread of infectious diseases, including but not limited to COVID-19. It is the responsibility of each participant to observe personal hygiene, follow recommended safety protocols and inform the event organizer immediately if they exhibit symptoms related to infectious diseases. The organizer reserves the right to take necessary measures to ensure the health and well-being of all participants. This may include asking the participant not to participate in the event, not to participate in certain activities of the event or to leave the event.

Right of Portrait
By registering for this event, the participant consents to the following conditions regarding photographs taken at the event:
1. Participants agree to refrain from taking photos during planned event activities and to limit photography to free time and public spaces at the event.
2. Participants agree to ask all persons at the event for permission before taking photographs and to avoid taking pictures in which faces can be recognized if requested.
3. Participants agree to refrain from sharing photographs publicly through any medium, without explicit verbal permission from all persons recognizable in their photographs.
4. The organizer reserves the right to take photographs during event activities and during free times at the event, and to copy, edit, enhance, crop or otherwise alter any photo for use in publications, including print or web-based publications. 
5. The organizer agrees to consult with participants before publishing any photograph in which a participant's face can be recognized, and upon the participant's request to alter the participant's likeness to prevent recognition.
6. The participant understands that all photos taken by the organizer are the property of the organizer, and the participant is not entitled to any compensation or royalties for the use of the photos.

Personal Data
1. The personal details provided by the participant will be filed by the organizer according to GDPR.
2. The participant, by signing up for the event, authorizes the organizer to use the personal data for sending information to the participant.
3. The participant may at any time object to receiving information by email. The organizer will cease sending information once the objection has been received by email 

Cancellation Policy
1. The participant can cancel the participation in the event.
The following costs are associated with cancellation:
- If cancelled before the 31st of May 2024, the organizer charges € 75, - to the participant, plus transfer costs for money transfers outside of Europe. 
- If cancelled in June or July 2024, the organizer charges 50% of the booking to the participant.
- If cancelled in August 2024, the organizer charges 75% of the booking to the participant.
- If cancelled in September or October 2024, the full amount paid for the event will be charged.

2. Participation in the event is personal. However, the participant can send a substitute participant who can join, under the following conditions:
- The participant shall no later than September 15th 2024, inform the organizer.
- The substitute participant shall send all necessary data for sign-up to the organizer.
- The organizer cancels the booking and will pay back the money to the participant as soon as the booking and the money of the substitute participant have been received.
3. A cancellation request can be sent by email to GaySpiritFriends.
4. The organizer may in exceptional circumstances decide to cancel the event. If the event is cancelled, the participant will receive a refund or alternative options.
5. A decision of the organizer to cancel the event does not create liability for reimbursement of costs incurred by the participant, including travel, accommodation and housing.

Applicable Law
1. These Terms and Conditions and any agreement entered into between the participant and the organizer are subject to European and Dutch law.

Heerlen, January 1st, 2024
Chamber of commerce no: 50098136
The Netherlands