Roam Collective Terms and Conditions

Effective Date: October 14, 2025

​​These terms and conditions along with any other documents that may be signed (collectively the “Terms”) form a binding legal agreement between you (“The Participant”), along with your spouse or partner, children or any other person included by them in the booking (“Family Members”) and Roam Collective. 

Please read the following Terms and Conditions carefully before confirming your participation. These terms are designed to ensure transparency, safety, and a shared understanding between you (“the Participant”) and Roam Collective (“The Company”).

Roam Collective (“we,” “us,” “our”) offers a curated 5 week travel program for families, including accommodations, cultural events, camp-based childcare, and add-on services. By joining, you (“the Participant”) agree to abide by these Terms & Conditions.

1. General Definitions

• “Roam Collective” / “Company” refers to Ilo ApS.
  
• “Participant” refers to the primary adult registering, and includes all family members included in the booking.
  
• “Program” refers to the full Roam Collective experience, including camp, accommodations, community events, and optional add-ons.
  
• “Child” or “Children” refers to minors under the age of 18 enrolled in Roam Collective programs.
  

2. Eligibility and Supervision

• The Camp is open to families with children aged 4 months to 12 years.
  
• Children enrolled in childcare or camp must meet age and behavioral expectations to remain eligible.
  
• Children are supervised only during official camp hours or during additional childcare hours booked through Roam Collective.
  
• Outside of these hours, parents/guardians are solely responsible for their child’s care and supervision.
  
• Children age 13 and over may be eligible for a Bespoke Camp experience, arranged on a case-by-case basis.

3. Health & Safety

• All participants must complete a health form, provide emergency contact details, and disclose known allergies or medical needs.
  
• Roam Collective does not administer medication unless provided with pre-approved written parental consent.
  
• In the event of a medical emergency, we will:
  
  • Contact local emergency services,
    
  • Follow local medical protocols, and
    
  • Notify the parent/guardian immediately.
    
• All families are required to have travel insurance that includes medical coverage.

4.  Program Overview

• Roam Collective offers a curated 5 week long travel program for families, featuring:
  • High-quality, centrally located accommodations
    
  • Cultural and community-based events
    
  • Immersive camp programming for children
    
  • Optional concierge-level add-ons like babysitting and coworking
    
• By enrolling, Participants agree to these Terms & Conditions.

5. Travel & Legal Compliance

• Visa and entry requirements vary by nationality and employment type. Roam Collective does not provide legal, immigration, or visa advice. It is the Participant’s responsibility to determine and comply with any legal requirements for international travel and/or working remotely.
  
• You are responsible for securing your own flights, travel insurance, and any related documentation.
  

Legal Disclaimer: Participation in Roam Collective while working remotely from a foreign country may be subject to local labor or immigration laws. It is your responsibility to ensure compliance with all regulations based on your employment type and home country.

6. Program Inclusions & Events

• Your package includes:
• Camp Tuition per Child:
  • Care from 2pm-9pm Mon – Fri
  • Lunch + Dinner
  • Snacks
• Community Fee per Adult:
  • Opening & Closing Celebrations
  • 2 adults-only events each week 
  • 3 family events each week
  • High touch travel support before, during, and after the trip
• Home Rental:
  • Cleaning halfway through your stay 
  • Fridge fill upon arrival with some customization to your family’s dietary needs and preferences
  • Baby/toddler gear as needed (cribs, toddler beds, high chairs, stepstools, set of diapers and wipes)
  • Inspection prior to arrival
• Access to additional add-ons as outlined in the Pricing section
• Exact details of included events are subject to change based on a variety of factors including the booked group’s preferences and interests. 
• Event Attendance is optional, but missed events are non-refundable.
• Bookings made by October 16 at 11:59pm Pacific Time will include one free morning of childcare (maximum of 5 hours in duration) on a selected day.

7. Pricing 

• Camp Fee for children 12 and under: €2500 per child
• Bespoke Camp option for children age 13+: Price varies depending on selected camp/classes and will be invoiced separately
• Community Fee for adults: €1300 per adult
• Home Rental: Varies by home booked

Optional Add-Ons for an Additional Cost

• Childcare outside camp hours – Get care before camp, late evening or on weekends with ease
• Travel concierge services & extracurricular activities outside those included in our program fees- Research and booking services at exclusive Roam Collective rates (e.g. flight recommendations, pre or post Roam Collective arrangements, additional tours, etc)
• Coworking Space – 3 coworking spaces have been identified and we’ll request group pricing at the selected space for our guests. 
• Additional home cleanings

Travel Costs NOT Included in our Price

• Flights to/from San Sebastian – The cost of round trip airfare is not included in our costs. 
• Travel Insurance – We’ll provide a personalized quote for travel insurance to protect the investment of your trip and book a policy for you, but the cost of the insurance itself is not included in your Roam Collective fees.
• Airport Transfers / Car Rental – A car is not necessary for this experience, but you may choose to have one for flexibility in exploring the local area. We’ll advise you on the best logistics to get to San Sebastian for your situation and we’ll book it for you, so you have one less thing to worry about!

8. Payment Terms

• Participants can choose to Pay in Full or Pay in Installments
  • For bookings made by October 24 at 11:59pm Pacific Time: If you choose to Pay in Installments, you will be charged a 30% deposit and the remaining amount will be split into 5 interest-free installments, billed monthly (November 2025 – March 2026)
  • For bookings made after October 24 at 11:59pm Pacific Time: Pay in Installments will be available, but the number of monthly payments offered may vary based on booking date.
• Final Payments must be received by March 24, 2026

9. Changes & Cancellation Policy

• Cancellations
  • All bookings become 100% non-refundable 90 days prior to arrival. No refunds are offered after March 29, 2026, including for early departures, late arrivals, or missed components of our program.
  • Cancellations must be submitted in writing.
  • Bookings made by October 16 at 11:59pm Pacific Time:
    • 14 day cancellation policy – Full refund of your initial payment if you need to cancel within 14 days of booking. After 14 days, 30% of your camp & community fees become non-refundable.
  • Bookings made after October 16 11:59pm Pacific Time: 
    • 30% deposit of camp & community fees are non-refundable at time of booking.

• Change of Accommodations
  • Bookings made by October 16 at 11:59pm Pacific Time get access to:
    • Apartment Switch Option – If new apartments become available that match your family’s size and preferences, you’ll have first access to consider a switch. While we cannot guarantee availability of switching, we’ll do our best to offer new options fairly across the group and balance everyone’s needs.
  • Accommodation switches for bookings made after October 16 at 11:59pm Pacific time are not guaranteed.

• Interruptions
  • Under certain circumstances, Roam Collective may need to interrupt a current program due to force majeure events, safety concerns or similar events. Should the above occur, no refund of the price of the program shall be made. Roam Collective will use reasonable efforts to mitigate the impact of such interruption, you will be responsible for all additional costs associated with the interruption, including, without limitation, any additional travel, accommodation and food and beverage costs although you may be able to seek reimbursement for some of these costs from any travel insurance policies you may have obtained. 
  • Roam Collective is not liable for cancellations due to war, natural disaster, public health emergencies, political unrest, or similar disruptions.

• Assumption of Risk
  • The Participant acknowledges that many experiences and activities carry inherent risks (including, but not limited to: slips, trips, falls; indoor and outdoor activities; native insects and wildlife, recreational equipment operation; risk of infection from COVID-19 or its variants, or any other risks not stated) and agree that, to the maximum extent permitted by applicable law, the Participant assumes the entire risk arising out of the Participant’s stay at the program. The Participant agrees to take precautionary measures to reduce risks and prevent accident, injury or property damage, abide by any reasonable rules posted at the Roam Collective home, and to inform anyone joining the Participant at the Roam Collective Home of these Terms. Roam Collective shall not be responsible for interruptions that may impede your use of Roam Collective Products and Services that are beyond the control of Roam Collective, such as, but not limited to: force majeure events, construction noise, inclement weather, electricity, water or Internet outages, theft, allergies, or noise violations.  Roam Collective shall not be responsible for death, personal injury or loss of any kind, no matter the cause, which are incurred by you, your pets, or anyone who is on the premises of the Roam Collective home.

10. Accommodations

• Roam Collective acts as a booking coordinator, not the owner or lessor of the homes. We work with trusted local property managers to secure high-quality accommodations.
  
• Participants are responsible for maintaining the condition of the home. Any damage or additional cleaning fees may be billed post-stay.
  
• Home requests will be matched as closely as possible to your preferences, but we do not guarantee specific layouts, views, or amenities.
  

Participant Responsibilities:

• Maintain the condition of the home –
  
• Report any damage immediately
  
• You may be billed for excessive cleaning or damages

11. Camp & Childcare

• Camp Hours: 2:00–9:00 PM CET, aligned with US East Coast working hours (8:00 AM–3:00 PM ET).
• Meals Provided: Children receive daily meals during camp.
• Staff: All caregivers are background-checked and experienced, with low educator-to-child ratios for safety and quality.
• Behavioral Expectations:

• Roam reserves the right to remove children who pose safety or behavioral risks.
• No refund will be given for dismissed participation.
• Parents must:

• Complete medical and emergency contact forms
• Ensure their child has any personal care needs or medications addressed before camp
• Roam Collective is not a registered educational institution

12. Liability & Insurance

• Roam Collective is not liable for:
  
  • Accidents, injuries, or losses during travel, in-home, or during community events
  • Lost or stolen items
  • Weather events, travel delays, or other force majeure scenarios
  • Any actions or errors by third-party providers (e.g., airlines, taxi services, or healthcare providers).
    
• We require participants to obtain:
  
  • Travel insurance that includes Health insurance with international coverage and Trip cancellation insurance for peace of mind
    

13. Media Release

Unless otherwise requested in writing, Roam Collective may use photos or videos taken during the Program for promotional purposes, including social media and future marketing materials.

14. Dispute Resolution & Governing Law

• This agreement is governed by the laws of Denmark.
  
• Any disputes will be resolved first through good faith mediation, and if unresolved, via binding arbitration.
  

15. Program Changes or Cancellations by Roam Collective

Roam reserves the right to:

• Adjust or cancel any portion of the Program due to low enrollment, safety issues, or logistical barriers
  
• Substitute activities or providers with similar offerings if needed
  

In the event of cancellation by Roam, a credit or refund will be issued at our discretion.

Roam is not liable for third-party costs (e.g., flights, insurance, visas, etc.).

16. Acceptance of Terms

By submitting your booking and deposit, you confirm that:

• You have read, understood, and accepted these Terms & Conditions
  
• You are responsible for all members of your family group
  
• You release Roam Collective, ILO APS, and its partners from liability in accordance with this agreement

Package Description: The vacation package offered by Ilo includes all services and accommodations as described in Ilo’s advertising materials, including but not limited to hotel stays, meals, and activities. Childcare services limited to 5 hours a day are also provided with a ratio of one nanny to three children. Flights and transportation are not included in the price.

Prices: The prices of the vacation packages offered by Ilo do not include flights and transportation and are inclusive of all applicable taxes and fees for the remaining services, including the childcare services limited to 5 hours a day. Ilo reserves the right to change the prices at any time without prior notice.

Payment: The customer must make full payment for the vacation package within the terms agreed at the time of booking with Ilo. Ilo accepts a variety of payment methods, including credit cards and bank transfers. The customer may choose to pay either a deposit of 20% of the total price at the time of booking, with the remaining amount due 14 days after the deposit, or pay the full amount upfront.

Cancellation and Refunds: According to the EU Consumer Rights Directive, the customer has the right to cancel the vacation package within 14 days of booking without incurring any charges. If the customer cancels the vacation package offered by Ilo outside of the 14-day cooling-off period, Ilo may retain a portion or all of the payment made, depending on the timing of the cancellation. Ilo’s refund policy is subject to EU consumer protection laws and regulations, which require that the customer be refunded in a timely manner, using the same payment method as the customer used to make the original payment.
Changes and Modifications: Ilo reserves the right to make changes to the vacation package if necessary, due to circumstances beyond its control, such as weather conditions, changes in government regulations, or other factors. If such changes significantly affect the nature of the package, Ilo will offer the customer the option to modify the booking or cancel the booking and receive a full refund in accordance with the EU Consumer Rights Directive.

Travel Documents: The customer is responsible for obtaining all necessary travel documents, including passports and visas, and for arranging and paying for their own flights and transportation.

Childcare Services: The childcare services offered by Ilo are limited to 5 hours a day with a ratio of one nanny to three children. The customer is responsible 
for ensuring the safety and wellbeing of their children during the childcare services.

Liability: Ilo is not responsible for any damages or losses incurred by the customer during the vacation, except in cases of gross negligence or wilful misconduct on the part of Ilo.

Dispute Resolution: Any disputes arising out of or in connection with these terms and conditions will be resolved in accordance with the laws of the European Union and the jurisdiction of the courts of Poland, where Ilo is registered.

Entire Agreement: These terms and conditions constitute the entire agreement between the customer and Ilo and supersede all prior agreements and understandings, whether written or oral, relating to the purchase of the vacation package.

T& C from Other retreats: https://www.familyretreatoasis.com/terms-and-conditions