Hamilton Island Tennis Retreat 2026 — Terms & Conditions

Non-Refundable Deposit
A 50% deposit is required to secure your place upon booking. Once the retreat is confirmed to proceed, this deposit becomes non-refundable, except in the event that the retreat itself is cancelled by Queens of Aces (see Section 3).

Payment Schedule
The remaining balance of the retreat package fee is due by 31 May prior to departure. We will provide convenient payment methods to complete the balance. Failure to make payment by this date may result in cancellation of your booking and forfeiture of your deposit.

Minimum Attendees Required
This retreat requires a minimum of six (6) participants. If this minimum is not met, Queens of Aces Social Tennis reserves the right to cancel the event. Any deposits paid will be fully refunded in this instance. Participants will be notified once the retreat is confirmed, at which time flights and travel can be booked.

Travel Arrangements and Flight Bookings
Travel to and from Hamilton Island is the responsibility of the participant. We recommend booking flights only once the retreat is confirmed (per Section 3). Queens of Aces is not responsible for travel disruptions, cancellations, delays, or additional accommodation costs incurred.

Cancellations and Refunds
Due to group bookings and supplier commitments, no cancellations or refunds (including the deposit and remaining balance) can be accepted within 95 days of the retreat start date. We strongly recommend that participants obtain comprehensive travel insurance to cover unforeseen circumstances that may impact attendance.

Illness or Emergencies (within 95 days of the retreat)
If a participant is unable to attend the retreat due to serious illness, injury, or other verified emergencies within 95 days of the retreat start date, Queens of Aces will review the situation on a case-by-case basis. Where possible, and subject to supporting documentation (e.g., a medical certificate), we will work with the participant to explore a partial credit or transfer of value toward a future retreat, taking into account any unrecoverable supplier costs already incurred. Refunds are not guaranteed, and travel insurance remains the participant’s primary form of protection.

Travel Changes
Queens of Aces Social Tennis is not responsible for changes to your personal travel plans, including but not limited to flight cancellations, delays, or extended accommodation needs. Any additional costs or adjustments remain the responsibility of the participant. We strongly recommend travel insurance for all guests.

Natural Disasters or Unforeseen Circumstances
In the unlikely event that the retreat must be cancelled or rescheduled due to circumstances beyond our control (such as natural disasters, government restrictions, or health crises), Queens of Aces will work with participants to provide suitable alternatives or credit towards a future retreat. Travel insurance is strongly recommended to cover any personal losses.

Participant Conduct
All participants are expected to maintain respectful and positive conduct throughout the retreat. This includes courteous interaction with fellow guests, coaches, hotel and restaurant staff, and members of the local community. Queens of Aces fosters an inclusive and encouraging environment both on and off the court.

Health and Fitness Requirements
To ensure a safe and enjoyable experience, participants should meet any relevant health and fitness requirements necessary for retreat activities. Please consult your doctor if you have any concerns prior to attending.

Dietary Restrictions and Allergies
Participants must advise Queens of Aces in advance of any dietary requirements or allergies so we can liaise with our catering and hospitality partners to accommodate needs wherever possible.

Liability Waiver
By participating in the Queens of Aces Retreat, you acknowledge and release Queens of Aces Social Tennis and its partners from liability for any injuries, accidents, or losses incurred during the retreat. Participants are responsible for ensuring they have appropriate travel insurance.

Privacy and Image Rights
Photos and videos may be taken during the retreat for promotional purposes. Please notify us prior to the retreat if you do not wish to have your image or likeness used. Your privacy preferences will be respected.

Policy Updates
Queens of Aces Social Tennis reserves the right to amend these Terms & Conditions at any time. The most current version will apply, and any material changes will be communicated to participants.