Explain the full package and who supplies each part. Include dates, location, room type, meals, teaching, materials, transfers, and excluded travel.
Write separate rules for guest cancellation, organizer cancellation, major program changes, illness, low enrollment, and supplier failure. Have them reviewed for applicable consumer and travel rules.
Explain deposits, balance dates, transferability, credits, and refund timing. Do not assume calling a payment “non-refundable” settles every legal question.
For a named facilitator, say what happens if that person cannot attend. A substitute may be suitable, but it should not automatically be treated as equivalent when the named person was the main reason to book.
Do not promise that travel insurance covers all losses. Encourage guests to review relevant cover and exclusions themselves. Your own insurance also needs written review for the actual activities and package.
Keep important terms beside the offer, not only in a long footer. Guests should be able to understand the financial risk before arranging flights or leave.
Your task: Test your terms against a cancelled venue, an absent facilitator, and a guest whose roommate withdraws.