Policies, Expectations, and Cancellation Terms

Novel Whisperer Writing Adventure: Santa Fe 2027

Novel Whisperer Writing Adventures and History Through Fiction are committed to creating retreats grounded in kindness, respect, curiosity, and a positive spirit. We do our best to create the conditions for everyone to have a meaningful and enjoyable experience. At the same time, travel and group dynamics can be unpredictable, and not everything will always go exactly as planned.

This is a writing retreat rather than a conventional vacation or group tour. Participants are expected to approach the experience with flexibility, good judgment, and consideration for their fellow writers.

By participating in the retreat, you agree to the following expectations and responsibilities:

1. Be prepared for distinctive accommodations.
   We intentionally choose accommodations with character and a strong sense of place rather than conventional hotels. As a result, amenities and room configurations may vary. Wi-Fi may occasionally be slow or unavailable, rooms may differ from one another, and participants may encounter stairs, uneven pavement, or other features that are common to historic-style properties. Participants should be prepared to carry or roll their own luggage and navigate the property independently.

2. Understand the physical demands of the retreat.
   The retreat may involve walking through downtown Santa Fe, climbing stairs, getting in and out of transportation, and standing or walking for extended periods during group activities and tours. Activities may take place indoors or outdoors and in a variety of weather conditions. We cannot guarantee that every location we visit will be fully accessible. Street noise and other ordinary urban sounds may also be present near the accommodations.

3. Arrange for any assistance you require.
   If you require personal assistance with mobility, transportation, luggage, personal care, or other activities, you must travel with an able companion who can provide that assistance throughout the retreat. History Through Fiction and its hosts, coaches, and guides cannot provide personal care or individualized physical assistance.

4. Be comfortable with independent time.
   Participants should be prepared and able to navigate Santa Fe independently during periods of free time. The retreat intentionally includes a balance of scheduled group activities and substantial independent time for writing, exploration, rest, and reflection.

5. Respect the writing-centered nature of the retreat.
   Novel Whisperer Writing Adventures are different from traditional travel tours. The primary purpose of this retreat is to provide writers with protected time, space, guidance, and community in which to make meaningful progress on their work.

   While there will be opportunities for conversation, meals, instruction, and socializing, participants are also expected to respect one another's need for quiet, privacy, solitude, and uninterrupted writing time.

   Writers often struggle to find both physical space and mental space to do their work. Participants are trusting us to help create that environment, and we take that responsibility seriously. The retreat is designed to maintain a deliberate balance between community and solitude.

   Participants who require a high degree of social interaction or attention, have difficulty respecting personal boundaries, or are uncomfortable spending substantial time alone may find that this retreat is not the right fit.

6. No smoking or vaping.
   Smoking and vaping are not permitted inside the retreat accommodations or in situations where they would expose other participants to smoke or vapor.

7. Respect the safety and comfort of the group.
   We reserve the right, at our sole discretion, to ask a participant to leave the retreat if their behavior is threatening, abusive, disruptive, unsafe, discriminatory, or otherwise incompatible with the safety, comfort, or reasonable enjoyment of other participants, hosts, coaches, guides, or staff.

   A participant who is removed from the retreat for conduct-related reasons will not receive a refund and will be responsible for any costs associated with their departure.

8. Follow health and safety requirements.
   Participants agree to follow reasonable health and safety instructions provided by History Through Fiction, retreat hosts, guides, transportation providers, venues, airlines, airports, or local authorities. Such requirements may change before or during the retreat.

9. Maintain appropriate travel documentation.
   Participants are responsible for ensuring that they have all identification, tickets, confirmations, and other documentation necessary for their travel and participation. Requirements may vary by airline, airport, transportation provider, venue, or other organization and may change before the retreat. It is each participant's responsibility to understand and satisfy those requirements.

Cancellation, Refunds, and Other Information

Because this retreat is limited to seven writers, we make substantial commitments to lodging, transportation, meals, programming, and other retreat expenses well in advance. Our cancellation policy therefore reflects the costs associated with operating a small, intimate retreat.

Travel Insurance

We strongly recommend that all participants purchase travel insurance that includes trip cancellation and trip interruption coverage.

Participants should carefully review the terms of their policy and confirm that it covers circumstances that could prevent them from attending the retreat, including illness, injury, family emergencies, transportation disruptions, severe weather, and other unforeseen circumstances.

History Through Fiction is not responsible for airfare, personal travel expenses, or other costs incurred by a participant who is unable to attend.

Participant Cancellations

The $500 deposit is non-refundable under all circumstances, except where History Through Fiction cancels the retreat and applicable law requires otherwise.

If you cancel your participation for any reason, refunds of payments beyond the non-refundable deposit are determined by the date we receive your written cancellation notice:

More than three months before the retreat:
Any payments made beyond the $500 non-refundable deposit will be refunded, less any applicable payment-processing fees.

Between one and three months before the retreat:
Seventy-five percent (75%) of payments made beyond the $500 non-refundable deposit will be refunded, less any applicable payment-processing fees and any non-refundable expenses that History Through Fiction has already incurred on your behalf.

Within one month of the retreat:
Payments are non-refundable. However, when reasonably possible, History Through Fiction may allow some or all of the amount paid, less the non-refundable deposit, payment-processing fees, and unrecoverable expenses, to be applied toward a future History Through Fiction retreat, program, or service.

Any such credit is offered at the discretion of History Through Fiction and is not guaranteed.

Transferring Your Place

If you are unable to attend, you may contact us to discuss transferring your place to another writer.

Any replacement participant must complete the application process and be approved by History Through Fiction. A transfer is not guaranteed, particularly if the proposed replacement does not meet the retreat's eligibility or selection criteria.

If an approved replacement participant takes your place, History Through Fiction may, at its discretion, refund some or all of the original participant's payments after accounting for payment-processing fees, administrative costs, and any non-refundable expenses.

Postponement or Changes to the Retreat

While we present our retreat information in good faith, circumstances beyond our control may require us to change portions of the itinerary, accommodations, activities, transportation arrangements, meals, or programming.

When reasonably possible, we will provide a comparable alternative.

If the retreat must be postponed, we will make every reasonable effort to reschedule it. Refunds for a postponed retreat will depend in part on whether our lodging, transportation, activity, and other providers refund amounts paid to them.

Cancellation by History Through Fiction

History Through Fiction reserves the right to cancel the retreat if circumstances beyond our reasonable control make it impossible, unsafe, or impractical to proceed. Such circumstances may include, but are not limited to, civil unrest, natural disaster, severe weather, pandemic or public health emergency, government restrictions, transportation disruptions, or other extraordinary circumstances.

If History Through Fiction cancels the retreat in its entirety, participants will receive a full refund of payments made toward the retreat, less any bank, payment-processing, or transfer fees that cannot be recovered.

History Through Fiction will make reasonable efforts to provide documentation that participants may use when making claims with their travel insurance providers for airfare, lodging, transportation, or other expenses not paid directly to History Through Fiction.

By participating in the retreat, you acknowledge that History Through Fiction and its hosts, coaches, guides, agents, and representatives are not responsible for consequential or incidental travel expenses incurred by participants, including airfare, additional lodging, transportation, or other personal expenses.

Payment Schedule

The total cost of the Novel Whisperer Writing Adventure: Santa Fe 2027 is $4,750.

Before January 1, 2027
$500 non-refundable deposit to reserve your place.

March 15, 2027
$2,000 second payment due.

May 1, 2027
$2,250 final balance due.

Participants may pay their remaining balance earlier if they wish.

Failure to make a required payment by its due date may result in forfeiture of your place in the retreat. History Through Fiction reserves the right to offer a forfeited place to another applicant.

Because the retreat is limited to seven writers, once all places have been filled, additional qualified applicants may be placed on a waiting list.

Privacy, Photography, and Personal Information

History Through Fiction respects the privacy of retreat participants.

We will ask for your permission before using photographs in which you are identifiable on our website, social media accounts, newsletters, promotional materials, or other public-facing communications.

You retain the right to decide how your image is used by History Through Fiction.

Likewise, we ask participants to respect the privacy of our hosts, coaches, guides, and fellow writers. Please obtain permission before posting identifiable photographs, recordings, or other personal information about another participant or member of the retreat team to your own social media accounts or other public platforms.

History Through Fiction will not sell or give away your email address or other personal information to third parties for their own marketing purposes.

Acknowledgment

By submitting payment for the Novel Whisperer Writing Adventure: Santa Fe 2027, you acknowledge that you have read, understood, and agreed to these expectations, payment terms, cancellation and refund policies, and other retreat policies.

If you have questions about whether the retreat is appropriate for your physical needs, travel circumstances, or individual situation, please contact History Through Fiction before submitting payment.