Terms of service.

Who we are

Waypoint Retreats is a business name used by Raheem Chaudhry, a sole proprietor based in New Jersey, USA ("we", "us"). "You" means the company that hires us, and anyone using this website.

These terms do two things. They summarize how our services agreement works, and they set the ground rules for using this website.

What we do

We plan and facilitate corporate retreats for a flat fee. Depending on the package, that includes discovery, pre-retreat interviews and surveys, destination and venue research, negotiating with and reviewing proposals from vendors, agenda design, on-site facilitation and coordination, a written playbook, and 30/60/90-day follow-up.

Your written proposal sets out the exact scope, deliverables, group-size band, dates and fee.

How the vendor model works

This is the heart of how we work, so here it is plainly:

• You contract directly with every vendor. Venues, hotels, caterers, activity providers, transport companies and any other suppliers ("vendors") contract with you. You sign their agreements and pay them directly, on their terms.
• We don't resell travel or mark up costs. We don't collect, hold or pass along money for travel or vendor services. The only money we receive from you is our fee, plus our own travel and any site visits, which we bill to you at cost.
• We're not a travel agency or seller of travel. We don't sell or book airline tickets, cruises or other transportation, and nothing on this site is an offer to sell travel. Your team books its own flights.
• We're not a party to vendor contracts. We don't sign them on your behalf. We can recommend vendors, negotiate rates and review terms with you, but every decision to book is yours.
• Commissions go to you. If a venue or vendor offers us a commission, we'll tell you in writing before you sign with them, and we credit 100% of it to you.
• Vendors are independent businesses. Each is responsible for its own services, safety, licenses, insurance and legal compliance. We choose vendors carefully, but we don't control them and can't guarantee how they perform.

Fees and payment

• Our fee is a flat amount, fixed for the scope in your proposal. It isn't a percentage of your spend.
• 50% is due when you sign. It reserves our time and your dates and starts the work. The other 50% is due 30 days before the retreat's first day. If you sign 30 days or fewer before the retreat, the full fee is due at signing.
• Payment is by bank transfer (ACH or wire) at no extra charge. We also accept cards, with a 3% surcharge where the law allows it (we don't surcharge debit cards).
• Fees are in US dollars. They don't include any taxes that apply or your own bank charges.
• Our own travel and lodging for on-site days, and any site visits, are billed to you at cost. They're never marked up.
• Paid discovery. For retreats, a destination shortlist and agenda design can be ordered before you sign, for $1,500–⁠$2,500. It's credited in full against our fee when you sign the services agreement.
• Revisions. Two rounds of revisions to the agenda and plan are included. Further revisions are agreed in a short written change order.
• If a payment is late, we may pause work until it arrives. Missed vendor deadlines can follow, and we'll warn you before that happens.

Changes, cancellations and refunds

Our Booking & Cancellation Policy covers how cancellations, rescheduling, headcount changes and refunds work. Other changes in scope, like more days, more sessions, a different group-size band or a new destination, are agreed in a short written change order, which may adjust the fee.

Your responsibilities

• Give us accurate information about your goals, headcount, budget and attendees' needs, and make decisions on time.
• Review and sign vendor contracts yourselves. For large contracts, we recommend your own legal review.
• Make sure attendees know the plan, follow vendor rules and local laws, and follow your company's policies. You're responsible for your attendees' conduct and for your own policies on alcohol, expenses and HR matters.
• For international retreats, make sure each traveler has a valid passport, any visas, and any health documents needed for entry.
• Make sure attendees sign any waivers vendors require.

Activities, health and safety

Many retreats include physical or outdoor activities such as hiking, surfing, kayaking, zip-lines or saunas. These carry inherent risks. Taking part is always voluntary, and we always plan a lower-key alternative.

Independent vendors run these activities under their own terms and waivers. Attendees should tell vendors about any relevant health conditions and decide for themselves whether an activity is right for them. We don't provide medical, security or emergency services. In an emergency, call local emergency services first.

Insurance

We strongly recommend that your company buy event cancellation insurance, and that attendees have travel and medical coverage, especially abroad. We don't sell insurance or give insurance advice. Vendors are responsible for their own liability insurance, and we'll help you ask for proof of it.

Facilitation and results

We design and run sessions to help your team reach clear decisions and leave with a written plan. But the decisions, and the business results that follow, are yours. We don't guarantee specific outcomes. Facilitation isn't legal, financial, HR, medical or mental-health advice.

Confidentiality

We keep your non-public business information, survey responses and session content confidential, and use it only to deliver our services. We report individual interview and survey answers in aggregate or without names, unless the person agrees otherwise. The exceptions are information that's already public and disclosures the law requires.

We won't name you as a client, or use photos from your retreat, without your written permission.

Who owns what

Once you've paid in full, you own the deliverables we create for you, such as the decision log and playbook. We keep ownership of our existing methods, templates and know-how. Where they appear in your deliverables, you're free to use them inside your company.

The content and design of this website belong to us or our licensors. Imagery is used under the licenses listed in our credits.

Limits on liability

To the fullest extent the law allows:

• We're not liable for acts, omissions, delays, cancellations, insolvency, injuries, losses or damage caused by vendors, airlines, attendees or other third parties.
• Neither of us is liable to the other for indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue or goodwill.
• Our total liability for anything arising from an engagement is limited to the fees you paid us for that engagement.

These limits don't apply to liability that can't be limited by law, such as for gross negligence, willful misconduct or fraud.

Indemnity

You agree to cover claims, losses and reasonable costs, including legal fees, that third parties bring against us because of your attendees' conduct, your contracts with vendors, or your breach of our agreement. This doesn't apply to the extent a claim is caused by our gross negligence or willful misconduct.

Events beyond our control (force majeure)

Neither of us is responsible for a failure or delay caused by events beyond reasonable control. These include severe weather, natural disasters, epidemics and public-health orders, government action, travel bans or official "do not travel" advisories, war, terrorism, civil unrest, strikes, and utility or transport failures.

If such an event prevents the retreat, we'll work with you to reschedule. Our booking policy explains what happens to fees you've paid. What vendors owe you in these situations depends on each vendor's contract. A force majeure event doesn't cancel payment for work we've already done.

Ending the agreement

You can cancel at any time under our booking policy. Either of us can end the agreement with written notice if the other seriously breaches it and doesn't fix the breach within 10 days of being told.

Governing law and disputes

The laws of the State of New Jersey govern these terms and our agreement, without regard to conflict-of-law rules. If a dispute comes up, we'll each first try to resolve it informally, in good faith, for at least 30 days after written notice. If that doesn't work, the dispute will be decided in the state or federal courts located in New Jersey, and we both agree to their jurisdiction.

We're an independent contractor. Nothing in our agreement creates an employment, partnership or agency relationship.

Using this website

• Everything on this site, including destinations, "from" prices, itineraries and budget ranges, is general and illustrative. Ranges are planning estimates, not quotes or offers. Vendor prices and availability change.
• An engagement exists only once we've both signed a proposal or services agreement.
• The site is provided "as is". We work to keep it accurate, but we don't promise it's error-free or always available.
• Please don't misuse the site or the form, for example by sending spam or malicious code, or by scraping the site in bulk.
• Links to other websites aren't endorsements, and we're not responsible for their content.

Changes to these terms

We may update these terms. We'll post the new version here with a new "Last updated" date. Updates don't change a signed agreement unless we both agree in writing.

Contact

Questions about these terms? Use our inquiry form. If something here differs from your signed agreement, the signed agreement controls.