Event Participation Terms

1. Definitions

The following terms have the meanings set out below:

“Event” means any offline experience, conference, seminar, retreat, workshop, program, training session, wellness experience, or other event made available by Ceiba Wellness for which you are attending pursuant to these Terms.

“Event Materials” means the documentation and information we make available to you about our Events, such as programs, guides, schedules, and pricing information.

“Eligibility Criteria” means the eligibility, admission, participation, capacity, vetting, professional experience, credential, health and safety, or other requirements applicable to a specific Event, as set out in the applicable Event Materials and as may be updated by us from time to time.

“Participant Fees” means the fees applicable to participate in an Event, which includes the Event features listed in the Documentation, such as meals and accommodation, as applicable. Wellness Credits are not included in the Participant Fees.

“Purchaser” means the individual or entity that registers or pays for a Participant to attend an Event.

“Wellness Credits” means tokens of a specific value, as indicated in the applicable Event Materials, which can be exchanged for Wellness Experiences at the Event.

“Wellness Experiences” means the wellness services, treatments, activities, classes, workshops, spa services, physical or mindfulness-based sessions, recreational activities, or other experiences available to Participants at the Event, as described in the applicable Event Materials.

“Wellness Tokens” means physical or digital tokens issued by Ceiba Wellness at the Event, each representing a fixed denomination of purchasing power redeemable for Wellness Experiences on-site.

2. Eligibility

Our Events are curated professional experiences designed primarily for executives, business leaders, entrepreneurs, professionals, and decision-makers seeking leadership development, professional networking, and personal growth in a professional setting. They are not intended to be mass-market recreational or consumer events.

Participation may be subject to invitation, professional qualifications, industry experience, employer affiliation, or other Eligibility Criteria established by Ceiba Wellness for a particular Event. We reserve the right to decline, refuse, or withdraw a registration where the applicable Eligibility Criteria are not met or where participation would be inconsistent with the purpose, safety, integrity, or community values of the Event.

To assess eligibility, Ceiba Wellness may make reasonable verifications of the information provided by Participants or Purchasers, including information available from publicly accessible sources or otherwise lawfully obtained, in accordance with our Privacy Policy and applicable privacy laws.

3. Invitation

Some Events are invitation-only or subject to a selection process. An invitation to register is not a confirmed registration and does not guarantee a place at the Event.

Invitations are personal and non-transferable. They may not be shared, forwarded, or assigned to another person without our prior written consent. We reserve the right to withdraw an invitation at any time prior to confirmation of registration, including where we determine that the Eligibility Criteria are not met or that participation would not be consistent with the Event’s purpose.

If you receive an invitation, please complete your registration and payment within the timeframe indicated or as otherwise communicated by us. Failure to do so may result in your invitation lapsing.

4. Registration

A place at the Event is not held or reserved until we have received the initial installment of the Participation Fees. Registration is not completed until we confirm in writing the receipt of the first installment, and the acceptance of the registration. The initial installment constitutes a first payment on account of your total Participation Fees and is non-refundable upon confirmation of your registration. It is not a deposit and does not confer right to walk away from these Terms in exchange for its forfeiture.

5. Accomodation

Accommodation at or near the Event venue is included in the Participant Fees as specified in the applicable Event Materials. Some accommodation may be on a shared basis; where this is the case, we will make reasonable efforts to match you with compatible fellow Participants.

If operational or availability constraints require us to modify your accommodation assignment, we will notify you as soon as reasonably possible.

You agree to comply with all rules and instructions communicated by the venue or facility operator, which will be provided prior to or upon arrival and are incorporated into these Terms by reference. Any damage to accommodation or venue property you cause may be charged to you directly.

The Event venue includes natural environments — such as cenotes, water bodies, and outdoor areas — that carry inherent risks. Access to these features is subject to venue rules, designated hours, and safety instructions. Unauthorized access to restricted areas or failure to follow safety instructions is at your sole risk and constitutes a breach of these Terms.

Our Events are designed as complete, immersive experiences. Participants are expected to remain on-site at the Event venue for the full duration of the Event. Leaving during scheduled programming without notifying our team is discouraged, as it may affect your own experience and the group’s.

If you leave the Event venue at any time except as part of the Event’s planned activities, whether temporarily or for personal activities, you do so at your own risk. Ceiba Wellness has no responsibility for your safety or wellbeing off-site. Accommodation is for the duration of the Event only. Early arrivals or late checkouts may be subject to additional charges and availability. You may not bring unauthorized guests.

6. Travel and transport

You are responsible for arranging and covering all personal travel to and from the Event, including flights, ground transportation, visas, travel documents, travel insurance, and any other associated costs. Ceiba Wellness is not responsible for travel disruptions, delays, cancellations, missed connections, lost luggage, or any other travel-related issues, regardless of cause.

Facilitated Transport

Where Ceiba Wellness indicates in the applicable Event Materials that it will facilitate or coordinate certain transportation, such as ground transfers between an airport and the Event venue — this is provided as a convenience only. Any such transportation is operated by independent third-party carriers. Ceiba Wellness is not a transportation provider and is not responsible for the acts, omissions, safety practices, delays, or reliability of any third-party carrier. Participation in any facilitated transport is at your own risk.

Travel Insurance

We strongly recommend that all Participants obtain comprehensive travel insurance before the Event, covering trip cancellation, medical emergencies, evacuation, travel delays, and related risks. Ceiba Wellness does not provide or arrange travel insurance and is not responsible for any costs or losses that travel insurance would typically cover.

Travel Documents

Participants are solely responsible for obtaining all valid travel documents required to attend the Event, including passports, visas, entry permits, and any health documentation required by the Event location. Ceiba Wellness is not responsible for any costs or losses arising from a Participant’s failure to obtain required travel documents in time.

7. Wellness experience

The Event includes access to Wellness Experiences as described in the applicable Event Materials. Some Wellness Experiences may be included in the Participation Fee; others may require the use of Wellness Credits or additional payment. The availability, schedule, and content of Wellness Experiences are subject to change, and we do not guarantee access to any specific Wellness Experience. Certain wellness experiences must be reserved directly with the Wellness Concierge made available for your Event.

Wellness Credits and Wellness Tokens

Wellness Credits can be purchased at the value indicated in the Event Materials. To make on-site exchanges easier, we may also issue Wellness Tokens at the Event — physical or digital tokens that represent the value of your Wellness Credits and work the same way. You may purchase Wellness Tokens in bulk on-site.

Both Wellness Credits and Wellness Tokens:

• have no cash value and cannot be exchanged for money or any goods or services outside the Event;
• expire at the end of the last day of the Event — any unused balance is forfeited; and
• may be transferred to another eligible Participant, provided you notify us before the transfer takes place.

No Cancellations Once Booked

A confirmed reservation is non-cancellable. If you cancel a booked experience, the Wellness Credits or Tokens used to reserve it are forfeited. You may transfer your reservation to another eligible Participant instead – just let us know so we can update the booking

Your Wellness, Your Responsibility

Participation in any physical, wellness, or recreational activity is entirely voluntary. You are responsible for assessing your own health, fitness, and readiness before participating. We strongly encourage you to consult a qualified healthcare professional before the Event if you have any existing health conditions, injuries, or concerns.

By joining a Wellness Experience, you confirm that you do so voluntarily and at your own risk, and that you are not aware of any condition that would make your participation unsafe.

Health Disclosure

If you have a health condition, injury, allergy, physical limitation, or other relevant concern, please inform the relevant instructor, therapist, or Event staff before participating in any Wellness Experience. We will do our best to accommodate disclosed conditions, but we cannot guarantee that every Wellness Experience will be suitable for every Participant.

8. Payment terms

Participation Fees and Currency

Participation Fees for each Event are set out in the Event Materials. All fees are exclusive of applicable taxes, which vary by jurisdiction and are your sole responsibility. Ceiba Wellness will invoice you for the Participation Fees upon confirmation of your registration and based on the payment terms agreed upon in the Event Materials.

Invoicing

We will issue an invoice upon confirmation of your registration, and for each subsequent installment as set forth in the Event Materials. Payment is due upon receipt unless otherwise specified. Payment is considered received only upon cleared funds in our account. You are responsible for any bank, wire transfer, or currency conversion fees incurred. Late payments may result in suspension or cancellation of your registration.

Non-Refundability

Unless specifically agreed otherwise in these Terms, the Participation Fees and Wellness Credits are non-refundable and non-cancellable.

We understand that life happens. If your circumstances change, please reach out as early as possible at hello@ceibawellness.co. While we cannot commit to refunds outside these Terms, we will consider options such as a registration transfer (subject to Eligibility Criteria and our prior written consent) or a credit toward a future Event, at our sole discretion.

Included and Excluded Costs

What is included in your Participation Fees will be specified in the Event Materials or confirmed in writing. Anything not expressly included is your responsibility — including travel, meals (if not provided), transportation, insurance, and any other personal expenses.

9. Event changes

We may modify the Event — including the agenda, speakers, mentors, facilitators, content, format, venue, timing, delivery method, activities, or other components — where reasonably necessary for operational, security, health and safety, legal, technical, weather, travel, or other legitimate reasons.

Unless expressly stated otherwise in the applicable Event Materials, we do not guarantee any specific speaker, mentor, facilitator, session, topic, activity, venue, schedule, format, or other Event component.

Where the Event is materially changed, we will use reasonable efforts to notify registered Participants in advance. For the avoidance of doubt, a modification to the Event does not entitle you to any refund, compensation, or reimbursement of travel, accommodation, or other costs incurred. See Section 17.

10. Cancellation

Ceiba Wellness may postpone, reschedule, relocate, or cancel an Event where reasonably necessary, including where:

• fewer than ten (10) Participants have confirmed their registration at least thirty (30) days before the scheduled start of the Event;
• a Force Majeure event occurs;
• the Event venue or a material supplier becomes unavailable;
• health, safety, security, travel, or legal considerations make the Event impracticable; or
• other operational circumstances beyond Ceiba Wellness’s reasonable control prevent the Event from proceeding as planned.

Where reasonably possible, Ceiba Wellness will provide Participants with reasonable advance notice and may offer one or more alternative Event dates.

If an Event is rescheduled for reasons other than Force Majeure, your registration will automatically transfer to the new Event date. If you are unable to attend the rescheduled Event, you may notify us in writing within fifteen (15) days of receiving the rescheduling notice, and your Participation Fees will be converted into a credit of equal value, redeemable toward another substantially similar Ceiba Wellness Event within twenty-four (24) months.

If Ceiba Wellness does not offer a substantially similar Event within twenty-four (24) months of the original Event date, or otherwise elects not to offer an alternative Event, Ceiba Wellness will refund the unused Participation Fees actually paid by you for the cancelled Event.

If an Event is postponed, rescheduled, or cancelled due to a Force Majeure event, Section 15 applies. Except where required by applicable law, Participation Fees are non-refundable in the event of Force Majeure.

Any Wellness Credits or Wellness Tokens purchased for an Event will be governed by the cancellation terms applicable to the corresponding Wellness Experiences. Where a Wellness Experience is cancelled by Ceiba Wellness or the applicable provider, the related Wellness Credits or Wellness Tokens will be reinstated or refunded, as applicable. Where a Participant cancels, fails to attend, or otherwise forfeits a reserved Wellness Experience in accordance with these Terms, the applicable Wellness Credits or Wellness Tokens will not be reinstated or refunded.

Unless otherwise agreed in writing, any refund or credit under these Terms will be issued to the Purchaser who originally paid the applicable Participation Fees and Wellness Credits.

Except where expressly provided in this Section or required by applicable law, Ceiba Wellness is not responsible for reimbursing airfare, accommodation, transportation, insurance, visas, exchange rate fluctuations, lost income, or any other consequential or incidental costs or expenses incurred in connection with an Event that is postponed, rescheduled, relocated, or cancelled. The remedies set out in this Section are your sole remedies in connection with the postponement, rescheduling, relocation, or cancellation of an Event.

11. Participant conduct

Participants must comply with these Terms, the applicable Event Materials, and our Code of Conduct which is incorporated into these Terms by reference.

Participants must also comply with all reasonable instructions provided by Ceiba Wellness, the Event venue, instructors, facilitators, and service providers relating to health, safety, security, or the proper operation of the Event.

Failure to comply with this Section or the Code of Conduct may result in suspension or removal from the Event, without refund, where reasonably necessary to protect the safety, wellbeing, integrity, or experience of other Participants or the Event.

12. Confidentiality

Ceiba Wellness is founded on trust, openness, and meaningful conversations. Certain sessions may be designated by Ceiba Wellness as being conducted under the Circle of Trust. When a session is identified as a Circle of Trust, Participants acknowledge that its purpose is to create a safe environment where individuals can openly discuss personal experiences, leadership challenges, business matters, and other sensitive topics.

Participants agree that all non-public information shared during a Circle of Trust session is confidential and must not be disclosed, recorded, photographed, reproduced, summarized, quoted, or otherwise used or shared outside the session without the prior consent of the person who shared the information. This includes personal information, business information, experiences, strategies, opinions, and any other information that a reasonable person would understand to have been shared in confidence.

Participants acknowledge that the success of the Event depends on preserving this environment of trust and agree to respect the confidentiality expectations communicated by Ceiba Wellness for any Circle of Trust or other session designated as confidential.

13. Intellectual property

Unless otherwise indicated, all Event Materials, methodologies, exercises, presentations, workbooks, branding, logos, photographs, videos, recordings, and other content made available by Ceiba Wellness remain the property of Ceiba Wellness or their respective owners and are protected by applicable intellectual property laws. Participants may use Event Materials solely for their personal or internal professional development and may not reproduce, distribute, publish, modify, commercialize, or create derivative works from them without Ceiba Wellness’s prior written consent.

We welcome your ideas, suggestions, comments, and feedback regarding our Events and services. Unless otherwise agreed in writing, any feedback you voluntarily provide may be used by Ceiba Wellness without restriction or compensation, and you grant Ceiba Wellness a worldwide, perpetual, irrevocable, royalty-free, non-exclusive licence to use, reproduce, modify, adapt, and incorporate such feedback into its services, Events, products, and materials.

14. Disclaimers

The Event, Event Materials, and Wellness Experiences are provided for general educational, professional development, networking, and personal wellness purposes only.

Participation in an Event, including discussions with lawyers, speakers, mentors, facilitators, instructors, or representatives of Ceiba Wellness or Ceiba Avocats Inc., does not constitute the provision of legal, medical, psychological, nutritional, therapeutic, financial, tax, cybersecurity, or other professional services or advice, and does not create a solicitor-client relationship, fiduciary relationship, healthcare provider relationship, or any other professional relationship. Communications made during an Event are not intended to be, and should not be understood as, communications made for the purpose of obtaining legal advice or benefiting from solicitor-client privilege.

Participation in the Event and any Wellness Experience is entirely voluntary. Participants acknowledge that certain activities may involve physical exertion and that Events may take place in natural environments presenting inherent risks, including uneven terrain, open water, wildlife, insects, heat, humidity, and changing weather conditions. Each Participant remains solely responsible for determining whether they are physically and medically fit to participate and for complying with all safety instructions provided by Ceiba Wellness, the venue, and any instructors or facilitators.

Certain Event components and Wellness Experiences may be provided by independent third-party service providers. Except where required by applicable law, Ceiba Wellness is not responsible for their professional services, advice, acts, omissions, or availability.

15. Limitation of liability

The remedies expressly provided under these Terms constitute the Participant’s and Purchaser’s sole remedies in connection with the Event and these Terms.

To the maximum extent permitted by applicable law, the aggregate liability of Ceiba Wellness, Ceiba Avocats Inc., and their respective directors, officers, employees, contractors, instructors, facilitators, mentors, speakers, representatives, sponsors, partners, venues, and service providers arising out of or relating to the Event or these Terms, whether in contract, extra-contractual liability, or otherwise, shall not exceed the Participation Fees actually paid for the applicable Event.

Except where prohibited by applicable law, Ceiba Wellness is not responsible for any loss of profits, loss of business, loss of opportunity, loss of revenue, reputational harm, loss of data, travel expenses, accommodation expenses, exchange rate fluctuations, or any other consequential, incidental, or similar losses or expenses arising out of or relating to the Event or these Terms.

Nothing in these Terms excludes or limits liability arising from intentional fault, gross fault, or any other liability that cannot be excluded or limited under applicable law.

16. Force majeur

Ceiba Wellness will not be responsible for any delay, interruption, modification, postponement, cancellation or failure to perform its obligation under these Terms where such events result from circumstances beyond its reasonable control, including acts of God, hurricanes, floods, earthquakes, severe weather, wildfires, epidemics or pandemics, public health emergencies, government actions, war, terrorism, civil unrest, labour disputes, utility failures, cyber incidents, venue unavailability, supplier failures, transportation disruptions or other events beyond our control.

Where reasonably possible, Ceiba Wellness will notify the Participant promptly and will use commercially reasonable efforts to continue, resume or postpone the Event, or provide a substantially equivalent alternative experience.

If the Event cannot reasonably proceed despite such efforts, Ceiba Wellness may cancel the Event. In that case, any refunds or credits will be handled in accordance with Section 10. Ceiba Wellness is not responsible for travel, accommodation, insurance or other personal expenses incurred by Participants in connection with the Event.

17. Updates to these terms

Ceiba Wellness may update these Terms from time to time to reflect changes to our Events, services, business practices, operational requirements, or applicable laws.

If we make material changes to these Terms, we will provide reasonable advance notice before the updated Terms take effect.

Any updates will apply only to future registrations, unless you expressly agree to the updated Terms. You may indicate your acceptance by any reasonable means, including by making a payment after receiving notice of the updated Terms, confirming your registration, or otherwise agreeing to the updated Terms in writing or through an electronic acceptance process.

If you do not agree to the updated Terms, the version of the Terms in effect when your registration was confirmed will continue to apply to your participation in that Event, unless applicable law requires otherwise.

18. Governing law and jurisdiction

These Terms are governed by the laws of the Province of Quebec and the federal laws of Canada applicable therein, without regard to conflict of law principles.

Any dispute arising out of or relating to these Terms or the Event will be submitted to the competent courts of the Province of Quebec, judicial district of Montreal, unless applicable law requires otherwise.

19. General terms

These Terms, together with the applicable Event Materials, the Code of Conduct and any documents expressly incorporated by reference, constitute the entire agreement between the parties relating to the Event and supersede all prior discussions, representations, understandings, or agreements relating to the same subject matter.

If any provision of these Terms is held to be invalid, illegal, or unenforceable, the remaining provisions shall remain in full force and effect to the maximum extent permitted by applicable law.

Participants and Purchasers may not assign or transfer their rights or obligations under these Terms except as expressly permitted by Ceiba Wellness. Ceiba Wellness may assign these Terms to an affiliated entity or as part of a merger, acquisition, or transfer of its business.

The parties confirm that they have requested that these Terms and all related documents be drawn up in the English language. Les parties confirment avoir exigé que les présentes Conditions et tous les documents qui s’y rattachent soient rédigés en langue anglaise.