Refund Policy

Effective Date: October 16, 2025
Last Updated: October 19, 2025

We understand that plans can change, and we aim to be fair while maintaining the integrity of our small, limited-capacity retreat model. Please read this Refund & Cancellation Policy carefully before booking. By completing registration, you agree to the terms below.

1. Reservation & Payment

A non-refundable deposit is required to reserve your place at any Beyond the Mats Jiu-Jitsu retreat. Because each event is intentionally limited in size, deposits secure your individual room or shared-room slot and immediately trigger costs with our venue partners.

If your plans change, you may request to transfer your deposit to another retreat within 12 months of your original booking, subject to availability and approval.

2. Cancellation by Participant

If you must cancel your participation, written notice must be sent to info@beyondthemats.com. Refund eligibility is determined by the date we receive your written notice.

Cancellation Timing Refund Amount:

60+ days before retreat deposit retained; remaining payments refunded in full.

30–59 days before retreat 50% of total retreat cost refunded; deposit retained.

Less than 30 days before retreat Non-refundable. No credits or transfers permitted.

Please note: refunds are calculated on the total booking amount, not just payments made to date.

3. Cancellation by Beyond the Mats

We reserve the right to cancel or reschedule a retreat due to:

Instructor illness or travel restrictions
Minimum participant threshold not being met
Natural disaster, political instability, or other force-majeure circumstances

If Beyond the Mats cancels or reschedules the retreat, you will have two options:

Receive a full refund of all payments made (including deposit), or
Transfer your booking to a future retreat of equal or lesser value at no additional cost.

Beyond the Mats is not responsible for participant expenses such as airfare, visa fees, or other non-refundable costs outside the retreat package.

4. No-Show Policy

Participants who fail to attend the retreat for any reason, without prior written cancellation, forfeit all payments made.

5. Travel Insurance

Travel insurance is mandatory for all participants. Your coverage should include trip cancellation, medical emergencies, and lost luggage. Beyond the Mats provides basic group coverage for the retreat itself but cannot reimburse travel or personal expenses beyond the scope of this policy.

6. Substitution & Transfer Policy

If you are unable to attend, you may request to transfer your booking to another participant at least 30 days prior to the retreat start date, subject to approval by Beyond the Mats. The substitute participant must complete all registration requirements and waivers before attendance.

7. Force Majeure

Beyond the Mats shall not be held responsible for cancellations or changes due to events beyond our reasonable control, including but not limited to natural disasters, strikes, epidemics, travel bans, or government restrictions. In such cases, Beyond the Mats will make reasonable efforts to reschedule or issue credit for future retreats.

8. Conduct & Dismissal

Beyond the Mats reserves the right to remove any participant from the retreat, without refund, for behavior that is unsafe, disrespectful, disruptive, or inconsistent with the retreat’s community standards and values.

9. Contact

Questions about this Refund & Cancellation Policy may be sent to:
Beyond the Mats Jiu-Jitsu LLC
info@beyondthematsjiujitsu.com
www.beyondthematsjiujitsu.com