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.

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.

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.