Overview
We recognize that participating in an Odyssey program is a significant investment, and we aim to be as fair and generous as possible while also accounting for the real costs associated with cancellations and schedule changes.
Our policies are designed to respect everyone involved, including participants, facilitators, our coordination team, and our facility partners. When a space is reserved, it often means another participant cannot attend. Facilitators block time on their calendars and may turn down other opportunities. Rooms and resources are reserved specifically for each participant and may go unused if a cancellation occurs.
Our goal is to balance flexibility for participants with the operational realities of delivering high-quality programs.
A reserved spot blocks a facilitator, a room, and another person who could have attended. The windows below reflect those real costs.
Fit Call No-Show Policy
Fit calls are complimentary. To reserve a fit call, you may be asked to securely save a payment method and expressly authorize Odyssey to charge a $49 no-show fee under the terms below. No charge is made when you save your payment method.
The $49 fee applies only if you do not join your scheduled fit call within 10 minutes after its scheduled start time and you did not cancel or reschedule at least 24 hours before that start time.
You may cancel or reschedule using the link in your appointment confirmation. A cancellation or reschedule is timely when the scheduling system records it at least 24 hours before the appointment’s scheduled start time.
Odyssey will not charge the fee if Odyssey cancels the appointment or is unable to attend, or if an Odyssey scheduling or technical failure prevents the call. Odyssey may also waive one fee, in its discretion, for a documented emergency or technical failure.
By accepting these terms and saving a payment method for a fit call, you authorize Odyssey to initiate one off-session charge of $49 for that appointment if the no-show conditions above are met. This authorization applies only to fit calls for which the fee was disclosed and accepted before booking or confirmation. The policy does not apply retroactively.
Cancel or reschedule at least 24 hours before your fit call. If you have not joined within 10 minutes after the start time, the saved card may be charged $49.
Retreat Program Cancellation & Transfer Policy
Our retreat cancellation policy is stricter than our private program policy because retreat capacity is intentionally limited, and each registration reserves a dedicated spot. When a cancellation occurs close to the retreat date, there is often insufficient time to fill the vacancy, resulting in unused accommodations, facilitator capacity, and other reserved resources.
If we are able to fill your spot with another participant, we are generally able to be much more flexible. Otherwise, the financial impact to the retreat is significant.
| Start date | Cancellations | Transfers / rescheduling |
|---|---|---|
| 30+ days before retreat start date | Full refund, minus a $500 administrative and processing fee | No transfer fee, though there may be a price adjustment depending on the retreat selected |
| 15–29 days before retreat start date | 50% refund | No transfer fee if we are able to fill your spot; otherwise, a 50% transfer fee applies |
| 0–14 days before retreat start date | Non-refundable | Transfers are not permitted |
Arrival Policy
To preserve the safety, continuity, and integrity of the group experience, participants are required to arrive no later than the published retreat start date and time.
If a participant is unable to arrive by the published retreat start date and time for any reason, the reservation will be treated as a cancellation under the policy above.
Travel Insurance
Because retreat payments become partially or fully non-refundable as the retreat date approaches, Odyssey strongly recommends that participants purchase travel insurance to protect their prepaid, non-refundable retreat and travel costs.
Following acceptance into a retreat, participants will receive Odyssey's recommended travel insurance options, along with guidance on when coverage should be purchased. Depending on the policy selected and the reason for cancellation, travel insurance may reimburse eligible non-refundable retreat costs and other covered travel expenses.
Participants are responsible for reviewing their policy terms, observing any applicable purchase deadlines, and confirming their coverage with their insurance provider.
Late arrival is treated as a cancellation. Travel insurance is the way to protect prepaid retreat and travel costs.
Private Program Cancellation & Transfer Policy
Cancellations
| Timing | Policy |
|---|---|
| 14+ days before session date | Full refund, minus a $600 facilitator and processing fee |
| 2–13 days before session date | 50% refund |
| Less than 48 hours before session date | Non-refundable |
Transfers / Rescheduling
| Timing | Policy |
|---|---|
| 14+ days before session date | Free reschedule |
| 0–13 days before session date | $1,200 facility and facilitator fee |