LYFESTYLE Birding Retreats - Terms & Conditions

Booking Terms & Conditions

These Booking Terms & Conditions apply to all bookings for LYFESTYLE Birding Retreats by LYFER, including the Ubud, Bali retreat experience.

By paying a deposit or making a booking, you confirm that you have read, understood and agreed to these Booking Terms & Conditions.

1. About the Experience

The retreat is designed as a hosted lifestyle experience rather than a traditional birding tour, wellness retreat or luxury holiday package. Birds provide the thread that connects nature, culture, food, creativity and community throughout the experience, with time intentionally balanced between shared activities and personal exploration.

The retreat is hosted by LYFER. Josh and James, founders of LYFER, are present as hosts of the experience. They are not acting as professional tour guides, medical practitioners, wellness practitioners, transport providers, travel agents or local tourism operators.

Specialist activities, accommodation, meals, transport, guiding, wellness sessions, cultural experiences and other retreat inclusions may be provided by independent local suppliers, venues, guides, practitioners and operators.

2. Who We Are

For the purposes of these terms, “LYFER”, “we”, “us” and “our” refers to the business or entity operating LYFESTYLE Birding Retreats by LYFER.

“You” and “guest” refers to the person making a booking and/or attending the retreat.

3. What Is Included

The retreat package also includes:

• A professionally curated and hosted LYFESTYLE Birding Retreat experience led by the founders of LYFER.

• Local retreat coordination throughout the experience.

• Welcome materials and selected retreat items provided.

• Accommodation for the stated number of nights

• Selected breakfasts, lunches, dinners, drinks or group meals

• Programmed retreat experiences

• Local transfers during the retreat program

• Self-guided and/or guided bird walks

• Mindfulness, meditation or wellbeing sessions

• Cultural experiences

• Creative workshops

• Guest talks or conservation sessions

• Hosted group moments with LYFER

• Other inclusions specifically listed in the retreat itinerary

Only items expressly listed as included are included in the retreat package.

4. What Is Not Included

Guests are responsible for arranging their own flights. While LYFER may provide general travel guidance or recommendations, guests are responsible for selecting, booking and paying for their own air travel.

Unless expressly stated otherwise, the following are not included:

• International or domestic flights

• Airport transfers

• Passport, visa or entry requirements

• Travel insurance

• Personal spending

• Laundry, minibar, room service or incidental hotel charges

• Optional meals, drinks or activities outside the retreat program

• Medical expenses

• Additional accommodation before or after the retreat

• Costs caused by travel delays, missed flights, illness, injury, cancellation or changes to personal travel plans

Guests are responsible for arranging and paying for all items not expressly included in the retreat package.

5. Booking and Deposit

Booking Confirmation
Your place on the retreat is only confirmed once your deposit or required payment has been received by LYFESTYLE Birding Retreats by LYFER.

For the Ubud 2027 retreat, a non-refundable deposit of $600 AUD per person is required at the time of booking. 

The deposit secures your place and enables LYFER to begin confirming accommodation, engaging suppliers and undertaking planning, administration and other retreat preparation.

Unless otherwise stated in writing, deposits are non-refundable except where required by law.

Payment of a deposit confirms that you have read, understood and agreed to these Booking Terms & Conditions.

Places are limited and are offered subject to availability. LYFER is not required to hold a place without payment of the required deposit.

Late Final Payments
Final payment must be received by the due date stated in your booking confirmation. If final payment is not received by this date, we may treat your booking as cancelled and release your place to another guest. Any payments already made will be handled in accordance with our cancellation terms.

Late Bookings

Where a booking is made after 10 November 2026 but on or before 15 January 2027, the $600 AUD deposit and $1,000 AUD Accommodation Confirmation Payment will be payable at the time of booking. The remaining balance will be due by 15 January 2027.

Where a booking is made after 15 January 2027, the full retreat package price will be payable at the time of booking.

All late bookings remain subject to availability and confirmation by LYFER.

Transaction Fees
Any fees associated with international bank transfers or payment methods specifically selected by the guest are the responsibility of the guest where disclosed at the time of payment.

6. Payment Schedule and Balance Payments

For the Ubud 2027 retreat, the following payment schedule applies.

First Drop Pricing -  $2,895 AUD per person (Twin Share)

Available for the first 12 places sold across both retreat dates, or until 15 November 2026, whichever occurs first.

• Deposit due at booking: $600 AUD per person

• Accommodation Confirmation Payment due by 10 November 2026: $1,000 AUD per person

• Final Balance due by 15 January 2027: $1,295 AUD per person

Standard Pricing - $3,195 AUD per person (Twin Share)

Applies once all First Drop places have been sold, or after 15 November 2026.

• Deposit due at booking: $600 AUD per person

• Accommodation Confirmation Payment: $1,000 AUD per person, due by 10 November 2026, or at the time of booking where the booking is made after this date.

• Final Balance: $1,595 AUD per person

Where a booking is made after 10 November 2026, the Accommodation Confirmation Payment is payable at the time of booking.

Where a booking is made after 15 January 2027, the full retreat package price is payable at the time of booking.

Subsequent payments following the initial deposit will be invoiced separately by LYFER in accordance with the payment schedule above.

Private Room Supplement

A limited number of private rooms are available, subject to availability.

A Private Room Supplement of $450 AUD per person applies in addition to the applicable retreat package price.

The Accommodation Confirmation Payment enables LYFER to confirm accommodation arrangements with Alaya Ubud Resort and other retreat suppliers.

Failure to make any payment by the required due date may result in your booking being cancelled and your place being offered to another guest.

All amounts are listed in Australian dollars.

7. Pricing

All prices are listed in Australian dollars unless otherwise stated.

Prices are based on the inclusions, exchange rates, supplier costs, taxes, fees and retreat assumptions available at the time of planning.

Once your booking is confirmed, your package price will not change unless:

• you request a change to your booking;

• a supplier imposes a new mandatory fee, tax or charge;

• there is a material change outside our control; or

• there has been an error in the listed price.

We will always act reasonably and communicate any required changes as early as possible.

8. Private Room Supplement

A private room supplement may be available in limited numbers and is payable in addition to the standard retreat package price.

Private room availability is not guaranteed unless confirmed in writing.

The private room supplement covers the additional accommodation cost associated with single occupancy and is subject to the same cancellation terms as the rest of the retreat package.

9. Guest Cancellation and Refunds

If you need to cancel your booking, you must notify LYFER in writing.

LYFESTYLE Birding Retreats are small-group experiences with limited places. Once a booking is made, LYFER begins committing funds and resources to accommodation, suppliers, reserved experiences, planning and administration.

Booking Deposit

The $600 AUD booking deposit is non-refundable if you choose to cancel your booking, except where a refund is required by applicable law.

Cancellation After the Accommodation Confirmation Payment

If you cancel after making the Accommodation Confirmation Payment, the booking deposit and Accommodation Confirmation Payment are non-refundable, except where required by applicable law.

Cancellation After Final Payment

If you cancel after making the Final Balance Payment, all payments made are non-refundable, except where required by applicable law.

If you do not attend the retreat, arrive late, leave early or choose not to participate in any included accommodation, meal, activity, transfer or other retreat inclusion, no refund will be provided for the unused portion of the retreat, except where required by applicable law.

These cancellation terms reflect the limited number of retreat places available and the advance commitments LYFER makes to accommodation providers, suppliers and other retreat partners in order to deliver the experience.

Nothing in these Booking Terms & Conditions excludes, restricts or modifies any rights or remedies available to you under the Australian Consumer Law or any other applicable law that cannot legally be excluded, restricted or modified.

Guests are strongly encouraged to obtain comprehensive travel insurance at the time of booking that provides appropriate cover for cancellation due to illness, injury, travel disruption and other unexpected personal circumstances.

10. Transfer of Booking to Another Guest

If you can no longer attend, you may request to transfer your place to another guest.

Transfers are not automatic and must be approved by LYFER in writing.

A transfer may be refused if:

• the replacement guest is not suitable for the retreat;

• the request is made too close to the retreat start date;

• accommodation or suppliers do not allow the change;

• rooming arrangements cannot be adjusted;

• the replacement guest does not complete required forms;

• the replacement guest does not provide evidence of travel insurance;

• the replacement guest does not agree to these Booking Terms & Conditions; or

• the transfer creates additional cost, risk or administrative difficulty.

LYFER is not responsible for finding a replacement guest.

Any additional costs associated with transferring a place are the responsibility of the original guest and/or replacement guest.

Any financial arrangement between the original guest and the replacement guest is a private matter between those parties. LYFER is not responsible for negotiating or facilitating reimbursement between guests.

11. Cancellation or Change by LYFER

We may need to change, postpone or cancel a retreat due to circumstances outside our control, supplier changes, safety concerns, minimum numbers not being met, illness, force majeure events, government restrictions, natural disasters, transport disruption, venue closures or other significant events.

If we cancel the retreat before it begins, we will offer one or more of the following, depending on the circumstances:

• a transfer to a future retreat;

• a credit;

• a refund of recoverable amounts; or

• another remedy required by law.

We are not responsible for additional guest costs such as flights, insurance, visas, pre- or post-retreat accommodation, personal travel plans, lost income or other expenses.

Guests should ensure their travel insurance covers cancellation, postponement and travel disruption.

12. Itinerary Changes

The itinerary is carefully planned but may change before or during the retreat.

We may make reasonable changes to the itinerary, timing, suppliers, venues, meals, guides, transport arrangements, activities or order of events where required.

Reasons may include weather, safety, supplier availability, traffic, local conditions, cultural events, guest wellbeing, operational needs or circumstances outside our control.

Where possible, we will provide a suitable alternative experience of similar nature or value.

No refund will be provided for itinerary changes where the overall retreat experience is still delivered in a reasonable way.

13. Minimum Numbers

The retreat may require a minimum number of guests to proceed.

If minimum numbers are not reached, we may cancel or postpone the retreat. In that case, we will notify guests as soon as reasonably possible and outline available options.

We recommend guests do not book non-refundable flights or additional travel arrangements until we have confirmed that the retreat is proceeding.

Guests are encouraged to book flexible or changeable airfares where practical until the retreat has been confirmed as proceeding.

14. Travel Insurance

Comprehensive travel insurance is mandatory for all guests.

Your insurance should cover, at minimum:

• overseas medical treatment;

• hospitalisation;

• emergency evacuation and repatriation;

• cancellation;

• travel delay or disruption;

• lost or damaged luggage;

• personal liability;

• illness or injury before or during travel;

• activities included in the retreat itinerary.

Guests must provide evidence of suitable travel insurance by the date requested by LYFER and before the retreat begins.

If you do not hold suitable travel insurance, we may refuse your attendance. No refund will be provided where a guest is unable to attend because they have not obtained appropriate insurance.

15. Passports, Visas and Entry Requirements

For retreats held in Bali or elsewhere overseas, guests are responsible for checking and complying with all destination-specific entry requirements, including passport validity, visas, arrival forms, customs declarations, tourist levies, health requirements, airline requirements and any government travel advice.

We may provide general guidance, but this is not legal, immigration or travel advice.

We are not responsible if you are refused entry, delayed, deported, denied boarding or otherwise unable to attend because of passport, visa, immigration, airline or entry requirement issues.

16. Guest Responsibilities - Health, Fitness, Medical Needs & Conduct

By booking, you confirm that you are physically and mentally able to participate in the retreat.

The retreat will include walking, outdoor environments, heat, humidity, uneven paths, stairs, village tracks, gardens, rice field areas, road crossings, group transport, food and drink experiences, meditation or mindfulness sessions and other activities.

You must tell us before the retreat about any relevant medical conditions, mobility needs, allergies, dietary requirements, injuries, medication requirements or other matters that may affect your participation.

We will do our best to accommodate reasonable requests, but we cannot guarantee that all needs can be met.

Guests remain responsible for managing their own health, medication, allergies, mobility, hydration and personal safety.

Guests are expected to behave respectfully towards other guests, hosts, guides, suppliers, local communities and the places we visit. We may remove a guest from the retreat without refund if their behaviour is unsafe, disruptive, disrespectful, unlawful, or impacts the experience of others.

17. Dietary Requirements and Allergiesc

We will ask guests to provide dietary requirements and allergy information before the retreat.

We will share relevant information with suppliers where appropriate. However, meals are prepared by independent venues and suppliers, and we cannot guarantee allergen-free environments.

Guests with severe allergies or specific dietary needs are responsible for making appropriate enquiries, carrying necessary medication and deciding whether particular meals or venues are suitable for them.

18. Alcohol

Some retreat experiences may include venues where alcohol is available.

Guests are responsible for their own alcohol consumption and behaviour.

We reserve the right to refuse participation in an activity or arrange alternative transport at a guest’s expense if we believe a guest’s behaviour, intoxication or conduct creates a risk to themselves, other guests, suppliers or the retreat experience.

19. Guest Behaviour

Guests are expected to behave respectfully towards other guests, hosts, local communities, suppliers, guides, practitioners, hotel staff and members of the public.

Guests must respect Balinese culture, customs, religious practices, sacred places, local rules, wildlife, natural environments and community expectations.

We may remove a guest from the retreat if their behaviour is unsafe, disruptive, disrespectful, unlawful, aggressive, discriminatory, harassing or otherwise inappropriate.

If a guest is removed from the retreat for behaviour-related reasons, no refund will be provided and any additional costs will be the guest’s responsibility.

20. Local Laws and Cultural Respect

Guests must comply with all local laws, venue rules, cultural protocols and instructions from local suppliers, guides, hosts and authorities.

This includes appropriate behaviour at temples, cultural sites, ceremonies, restaurants, hotels, natural areas and public places.

Guests are responsible for any fines, penalties, losses, damage or consequences arising from their own conduct.

21. Independent Suppliers

We work with independent suppliers, venues, guides, drivers, practitioners, restaurants, accommodation providers and local operators to deliver elements of the retreat.

These suppliers are not employees of LYFER.

While we take care in selecting suppliers, we are not responsible for acts, omissions, delays, cancellations, accidents, injury, illness, loss, damage or service issues caused by independent third-party suppliers, except where required by law.

Where an issue arises with a supplier, we will do our best to assist guests and seek a reasonable solution.

22. Transport

Local transfers included in the retreat will be arranged through local transport providers.

Guests must wear seatbelts where available and follow instructions from drivers, hosts and local coordinators.

Traffic, road conditions, travel times and driving standards may differ from Australia. Delays may occur.

Guests are responsible for arranging any transport outside the included retreat program, including airport transfers unless expressly included.

23. Birding, Nature and Outdoor Activities

Guests acknowledge that birding experiences are observational by nature. Wildlife sightings vary according to weather, seasonal conditions, habitat, time of day and the behaviour of wild animals. Every retreat will therefore be unique, and no guarantee can be made regarding the sighting of any particular bird or wildlife species.

We cannot guarantee sightings of any particular bird species or wildlife.

Guests must stay with the group where required, follow guide instructions, avoid disturbing wildlife and respect natural environments.

The retreat is designed to be calm, observational and non-competitive. It is not a strenuous expedition or specialist birding tour.

24. Free Time and Optional Activities

The retreat includes free time for guests to rest, explore or make their own plans.

During free time, guests are responsible for their own decisions, spending, safety, transport, meals and activities.

Any optional activity not expressly included in the retreat package is at the guest’s own cost and risk.

25. Photography, Video and Content

We may take photos or videos during the retreat for LYFER storytelling, marketing, social media, website, editorial or community purposes.

By attending, you consent to being photographed or filmed in a natural group setting unless you tell us in writing before the retreat that you do not wish to be included.

Where a guest opts out, we will take reasonable steps not to intentionally photograph or film them, but we cannot guarantee they will not appear incidentally in group or background settings.

We will always aim to be respectful and thoughtful in how we capture and share retreat content.

Guests may take personal photos and videos, but must respect the privacy and comfort of other guests, hosts, local people, guides and suppliers.

26. Personal Belongings

Guests are responsible for their own belongings, valuables, passports, money, devices, cameras, optics, luggage and personal items.

We are not responsible for lost, stolen or damaged belongings, except where required by law.

We recommend using hotel safes where available and ensuring your travel insurance covers personal belongings.

27. Liability

To the maximum extent permitted by law, we are not liable for loss, damage, injury, illness, delay, disappointment, additional expense or other claim arising from:

• your own acts or omissions;

• failure to follow instructions;

• independent supplier acts or omissions;

• travel delays or cancellations;

• weather or natural events;

• illness, injury or medical events;

• local conditions;

• government action;

• force majeure events;

• activities outside the retreat program;

• failure to obtain travel insurance, passports or visas.

Nothing in these terms excludes, restricts or modifies any rights you may have under Australian Consumer Law or any other applicable law that cannot be excluded.

28. Force Majeure

We are not responsible for failure or delay in performing our obligations where caused by events beyond our reasonable control.

This may include natural disasters, extreme weather, volcanic activity, pandemics, illness outbreaks, government restrictions, border closures, strikes, civil unrest, terrorism, war, transport disruption, supplier closure, venue closure, cultural or religious events, accidents or other circumstances beyond our control.

In such cases, we will act reasonably and seek practical alternatives where possible.

29. Guest Information Forms

Before the retreat, guests may be required to complete forms relating to:

• emergency contact details;

• travel insurance;

• passport name;

• dietary requirements;

• allergies;

• medical information;

• mobility needs;

• rooming preferences;

• flight or arrival details;

• photography preferences.

Failure to provide required information may affect your ability to participate in the retreat.

30. Rooming and Accommodation

Accommodation arrangements are confirmed following receipt of the Accommodation Confirmation Payment. Once accommodation has been confirmed with suppliers, changes to room type or occupancy may not be possible and, if available, may incur additional costs.

The Ubud 2027 retreat package is based on twin share accommodation, unless a private room has been confirmed in writing.

A limited number of private rooms may be available. Where a private room is confirmed, a private room supplement of $450 AUD applies in addition to the retreat package price.

Solo rooms are subject to availability and are not guaranteed unless confirmed by LYFER in writing.

Rooming requests, including twin share preferences, double occupancy preferences, private room requests, bedding configuration and room location preferences, will be considered where possible but cannot be guaranteed unless confirmed in writing.

The 10 November 2026 accommodation confirmation payment is the key accommodation confirmation deadline. This payment allows LYFER to confirm accommodation arrangements with the retreat accommodation provider.

If the accommodation confirmation payment has not been received by the required due date, LYFER may cancel the booking, release the guest’s place, release any room allocation, or offer the place to another guest.

LYFER is not required to hold accommodation, room preferences, private room requests or retreat places where payments are overdue.

If a guest books on a twin share basis and does not nominate a rooming partner, LYFER may allocate a suitable same-room guest where appropriate. Room allocation will be managed thoughtfully, but compatibility between guests cannot be guaranteed.

If a twin share guest later requests a private room, this will be subject to availability and payment of the applicable private room supplement or any additional accommodation cost.

If a guest books with another person and that person cancels, withdraws or fails to make required payments, the remaining guest may be required to:

• accept a new twin share rooming arrangement;

• pay the applicable private room supplement if a private room is available;

• pay any additional accommodation costs required to maintain the booking; or

• cancel their booking in accordance with the cancellation terms.

Accommodation before or after the official retreat dates is at the guest’s own expense unless expressly included in the retreat package.

Guests are responsible for any incidental hotel charges, including minibar, laundry, room service, spa treatments, additional food or drinks, personal purchases, damage, late check-out fees or other charges made to their room.

Guests are responsible for complying with all accommodation provider rules, policies and reasonable directions.

Any damage caused by a guest to accommodation, hotel property, room contents, gardens, facilities or other guest property may be charged to that guest.

LYFER is not responsible for accommodation issues, service disruptions, maintenance issues, room preferences, hotel facilities, staff conduct or other matters outside LYFER’s reasonable control, except where required by law. Where an issue arises, LYFER will do its best to assist the guest and work with the accommodation provider to seek a reasonable solution.

31. Damage

Guests are responsible for any damage they cause to accommodation, transport, venues, equipment, property or belongings of other guests, suppliers or local providers.

Any costs arising from damage caused by a guest may be charged to that guest.

32. Complaints and Concerns

If you have a concern during the retreat, please tell us as soon as possible so we have the opportunity to assist or resolve the issue.

If you do not raise an issue during the retreat, it may limit our ability to help.

Formal complaints must be provided in writing within 7 days of the retreat ending.

33. Privacy

We collect personal information necessary to manage bookings, payments, guest communications, retreat safety, supplier coordination and legal or administrative requirements.

We will handle personal information in accordance with applicable privacy laws and our privacy policy.

Relevant information, such as dietary requirements or allergies, may be shared with suppliers where needed to deliver the retreat.

34. Governing Law

These terms are governed by the laws of Australia and the applicable state or territory in which the operating business is registered, unless otherwise required by law.

Any disputes will be handled in the relevant Australian jurisdiction, unless otherwise required by law.

35. Agreement

By paying a deposit, making a booking or attending the retreat, you confirm that:

• you have read and understood these terms;

• you agree to be bound by them;

• you are responsible for your own travel insurance, passport, visa and personal travel arrangements;

• you understand the retreat includes independent suppliers and local providers;

• you understand that reasonable itinerary changes may occur;

• you accept the inherent risks of international travel, group experiences, outdoor activities and local conditions.