Roam Collective Terms and Conditions

Effective Date: November 19, 2025

These Terms and Conditions (“Terms”) form a binding legal agreement between you (“The Participant”), along with your spouse or partner, children, or any other person included in the booking (“Family Members”), and Roam Collective, operated by ilo ApS.

Please read the following Terms 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 3-week family travel program including accommodations, cultural events, camp-based childcare coordinated through third-party partners, and optional services. By joining the Program, you agree to abide by these Terms & Conditions.

1. General Definitions

“Roam Collective” / “Company” refers to ilo ApS, which acts solely as the program coordinator, designing and curating the Roam Collective experience.
Roam Collective / ilo ApS is not a licensed travel agency, accommodation provider, childcare center, or educational institution, and does not directly operate childcare or activity services.

“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 accommodations, community events, childcare delivered by vetted third-party childcare partners, and optional add-ons.

“Child” or “Children” refers to minors under the age of 18 enrolled in childcare or camp-based programming coordinated by Roam Collective.

2. Eligibility and Supervision

• The Camp is open to families with children aged 4 months and older.
• Children enrolled in childcare 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 these hours, parents/guardians are solely responsible for their child’s supervision.

3. Health & Safety

• All participants must complete a health form, provide emergency contact details, and disclose allergies or medical needs.
• Roam Collective does not administer medication without pre-approved written parental consent.
• In a medical emergency, we will contact local emergency services, follow local protocols, and notify the parent/guardian.
• All families are required to carry travel insurance with medical coverage.

4. Program Overview

Roam Collective offers a curated 3-week family program (August 2–23, 2026), featuring:

• High-quality, centrally located accommodations
• Cultural and community-based events
• Immersive childcare programming
• Optional concierge-level add-ons

Program Coordination Disclaimer:
Roam Collective curates and coordinates all Program components through trusted local partners.
Roam Collective / ilo ApS does not own or operate childcare facilities, accommodations, or activity venues, nor do we provide formal educational or daycare services.

5. Travel & Legal Compliance

• Participants are responsible for visas, entry requirements, and compliance with local laws.
• Roam Collective does not provide legal, immigration, or visa advice.
• Remote workers must ensure compliance with applicable employment or visa rules.
• Participants must secure their own flights, travel insurance, and required documentation.

6. Program Inclusions & Events

Your package includes:

Camp Tuition per Child:

• Childcare from 2pm–9pm (Mon–Fri)
• Lunch + dinner
• Snacks

Community Fee per Adult:

• Opening & closing celebrations
• 2 adults-only events/week
• 3 family events/week
• High-touch travel support

Home Rental:

• Mid-stay cleaning
• Fridge fill on arrival
• Baby/toddler gear
• Pre-arrival home inspection

Optional add-ons available at additional cost.
Event attendance is optional; missed events are non-refundable.

7. Pricing

• Camp Fee: €1800 per child
• Community Fee: €990 per adult
• Home Rental: varies
• Optional add-ons available

Travel costs not included:

• Flights
• Travel insurance
• Airport transfers / car rental

8. Payment Terms

Participants may:

• Pay in Full, or
• Pay in Installments, with the number of installments depending on booking date.

Final payment must be received by March 29, 2026.

A 30% deposit is due at booking and is non-refundable.

9. Changes & Cancellation Policy

Cancellations

• 30% deposit of camp & community fees is non-refundable at booking.
• All bookings become 100% non-refundable after March 29, 2026, including early departures or late arrivals.
• Cancellations must be submitted in writing.
• Accommodation swaps are not permitted.

Interruptions / Force Majeure

Roam Collective may interrupt a Program due to force majeure or safety concerns.
No refunds will be issued in such cases. Participants are responsible for additional travel or accommodation costs (insurance may cover some expenses).

Assumption of Risk

Participants acknowledge the inherent risks of travel and activities (e.g., slips, falls, insects, illness).
Roam Collective is not responsible for:

• Force majeure events
• Construction noise
• Utility outages
• Theft or allergies
• Any injury, personal loss, or property damage occurring during the Program

10. Accommodations

Roam Collective acts as a booking coordinator, not the property owner or lessor.
Participants are responsible for maintaining the home, reporting damages, and covering any damage or excessive cleaning fees.
Pets and smoking are not permitted.

11. Camp & Childcare

Childcare Provider Structure

Childcare and camp programming are delivered by independent third-party childcare partners, selected, vetted, and coordinated by Roam Collective / ilo ApS.
These partners employ qualified, background-checked caregivers and are responsible for meeting local childcare safety standards.

Roam Collective does not employ childcare staff directly.

Camp Details

• Camp Hours: 2:00–9:00 PM CET (Mon–Fri)
• Meals provided
• Low educator-to-child ratios

Behavioral Expectations

Roam may remove children who pose safety or behavioral risks.
No refunds are issued for dismissed participation.

Parent Responsibilities

• Provide complete medical forms
• Manage all personal care or medication needs

Educational Disclaimer

Roam Collective is not a registered educational institution and does not provide schooling, academic instruction, or licensed daycare services. All programming is recreational and community-based.

12. Liability & Insurance

Roam Collective / ilo ApS is not liable for:

• Accidents, injuries, or losses during travel or events
• Lost or stolen items
• Weather events, delays, or cancellations
• The actions, omissions, or performance of third-party childcare providers, accommodation partners, or other vendors

Participants must carry travel insurance that includes medical and trip cancellation coverage.

13. Media Release

Unless requested otherwise in writing, Roam Collective may use photos or videos of Program activities for promotional purposes.

14. Dispute Resolution & Governing Law

These Terms are governed by Danish law.
Disputes must first be addressed through mediation, then binding arbitration if unresolved.

15. Program Changes or Cancellations by Roam Collective

Roam may adjust or cancel portions of the Program due to low enrollment, safety issues, logistical barriers, or partner unavailability.
If Roam cancels the Program entirely, a refund or credit will be offered at our discretion.
Roam is not liable for third-party costs such as flights, visas, or insurance.

16. Acceptance of Terms

By submitting your booking and deposit, you confirm that:

• You have read, understood, and accepted these Terms
• You are responsible for all individuals in your booking
• You release Roam Collective / ilo ApS and its partners from liability as outlined above

ilo – Terms & Conditions

These Terms and Conditions (“Terms”) form a legally binding agreement between you (“Participant”) and ilo ApS (“ilo,” “we,” “us,” or “our”) for participation in any ilo retreat, getaway, or related program (collectively, the “Program”).

By confirming your booking, you agree to these Terms, which are designed to ensure transparency, safety, and mutual understanding between ilo and all participating families.

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

These Terms and Conditions (“Terms”) form a legally binding agreement between you (“Participant”) and ilo ApS (“ilo,” “we,” “us,” or “our”) for participation in any ilo retreat, getaway, or related program (collectively, the “Program”).

By confirming your booking, you agree to these Terms, which are designed to ensure transparency, safety, and mutual understanding between ilo and all participating families.

Ilo ApS Terms & Conditions

1. General Definitions

“ilo Retreat” / “ilo” / “Company” / “Organizer” refers to ilo ApS, which designs and coordinates the retreat experience but does not operate as a licensed travel agency.
“Participant” refers to the primary adult booking the Program, and includes all accompanying family members.
“Program” refers to the full ilo retreat experience, including accommodations, meals, childcare, wellness or educational activities, and optional add-ons.
“Child” or “Children” means minors under 18 years old enrolled in childcare or related programming.

2. Eligibility & Supervision

• ilo programs are open to families with children aged 4 months to 12 years (unless otherwise specified).
• ilo Retreat childcare is Montessori-inspired and screen-free. Children must meet age, health, and behavioral expectations to participate.
• Children are supervised only during official childcare hours.
• Outside these hours, parents/guardians are solely responsible for their child’s care and safety.
• ilo may, at its discretion, withdraw childcare access for safety or behavioral reasons.

3. Health & Safety

• Participants must complete a health form and disclose allergies, dietary restrictions, or medical conditions.
• ilo does not administer medication unless written parental consent and instructions are provided.
• In case of medical emergency, ilo will:
  1. Contact local emergency services,
  2. Follow local medical guidance, and
  3. Notify the parent/guardian immediately.
• Medical Consent: By participating, parents authorize ilo staff to obtain emergency medical treatment for their child if required and if the parent/guardian cannot be reached, provided that every reasonable effort is made to contact them first.
• All families must hold comprehensive travel insurance that includes medical coverage.

4. Program Description

ilo Retreats are curated week-long family experiences designed to foster rest, connection, and community. Each retreat typically includes:

• Boutique accommodation
• Montessori-style daily childcare (up to 5 hours per day, 1:4 educator-to-child ratio)
• Farm-to-table meals or locally prepared food
• Group activities and family experiences
• Optional add-ons (e.g., yoga, workshops, concierge support)

Exact inclusions are listed on each retreat’s booking page. ilo reserves the right to adjust details based on local conditions or participant feedback.

Travel Responsibility Disclaimer: ilo Retreats are curated lifestyle experiences and do not constitute “package travel” under Directive (EU) 2015/2302. ilo does not provide flights or transportation and acts solely as a coordinator of local accommodation and activity partners.

5. Travel & Legal Compliance

• Participants are responsible for arranging their own travel and ensuring compliance with visa, entry, or work requirements.
• ilo does not provide legal or immigration advice.
• Any remote work during the retreat is the participant’s sole responsibility to ensure compliance with local laws.

6. Payment Terms

Participants may choose between two payment options:

1. Pay in Full: The total balance is paid at the time of booking.
2. Pay by Installments:
   • A 20% deposit is required to confirm your booking.
   • The remaining balance can be paid in up to five (5) interest-free monthly installments, depending on the booking date.
   • The final installment must be paid no later than 60 days before the retreat start date.
   • All installment schedules are confirmed in writing at the time of booking.

Payments can be made by credit card or bank transfer.
Late payments may result in forfeiture of your booking if payment is not received within 7 days of the due date.

All prices include applicable taxes unless otherwise stated.

7. Cancellation & Refund Policy

• 14-day Cooling-Off Period: Bookings may be canceled within 14 days for a full refund (per EU consumer law).
• After 14 days:
  • 20% deposit becomes non-refundable.
  • Cancellations within 60 days of the retreat start date are non-refundable.
• Cancellations must be submitted in writing.
• No refunds are issued for late arrivals, early departures, or missed activities.

If ilo cancels a Program, participants may choose between a full refund or a credit toward a future retreat.

8. Changes & Force Majeure

ilo reserves the right to modify or cancel elements of the Program due to circumstances beyond its control (e.g., weather, political unrest, public health emergencies).
In such cases, ilo will make reasonable efforts to offer alternatives but is not liable for additional participant costs (flights, transfers, etc.).

9. Accommodation

• ilo acts as a booking coordinator and works with trusted local partners to provide high-quality family accommodations.
• Participants must maintain the condition of the accommodation and report any damages immediately.
• Damages or excessive cleaning fees may be billed post-stay.
• Specific room layouts or views are not guaranteed.

10. Childcare Services

• ilo provides Montessori-inspired childcare for up to 5 hours daily.
• Caregiver-to-child ratio: 1:4 maximum.
• All educators are vetted, background-checked, and trained in child safeguarding principles.
• ilo follows strict child protection protocols and reserves the right to remove staff or participants who breach them.
• Parents remain legally responsible for their children at all times.
• ilo reserves the right to remove any child from care if safety or well-being is compromised.
• Educational Disclaimer: ilo Retreats are not a registered educational institution and do not provide formal schooling, academic instruction, or licensed daycare services. All childcare and programming are recreational, exploratory, and community-based in nature.

11. Participant Conduct

Participants agree to behave respectfully toward other guests, staff, and the local community.
ilo reserves the right to terminate participation without refund if any participant engages in harassment, violence, or conduct that endangers others, disrupts the program, or violates local laws.

12. Liability & Insurance

To the fullest extent permitted by law, ilo ApS shall not be liable for:

• Any indirect, incidental, or consequential damages (including loss of enjoyment or profit);
• Injuries, losses, or damages arising from third-party services;
• Force majeure events or government restrictions.

Nothing in these Terms excludes or limits ilo’s liability for death or personal injury caused by its negligence, or any other liability that cannot be excluded under applicable law.

Participants must carry valid travel insurance covering cancellation, health, and accidents.
ilo’s liability is limited to direct damages caused by gross negligence or willful misconduct.

13. Media Consent

Unless otherwise requested in writing, ilo may use photos or videos taken during the retreat for promotional use on social media and marketing materials.

14. Dispute Resolution & Governing Law

These Terms are governed by Danish law.
Disputes shall first be addressed through mediation; if unresolved, they will be settled in the courts of Copenhagen, Denmark.

15. Acceptance of Terms

By submitting your booking and payment, you confirm that:

• You have read and accepted these Terms and Conditions.
• You accept responsibility for all individuals included in your booking.
• You release ilo ApS and its partners from liability within the scope of this agreement.