Booking Terms & Conditions

These terms apply to bookings for the Ladybug Tuscany Food Retreat at Villa Magnolie, Vorno, from 19 to 24 October 2026.

1. The retreat

The retreat includes five nights’ accommodation in a private Tuscan villa, breakfast, lunch and dinner, wine served with evening meals, open-kitchen access, food conversations and free time.

Flights, airport transfers, personal travel arrangements, travel insurance and personal expenses are not included unless expressly confirmed otherwise in writing.

2. Reserving a room

A private room or a place in a shared twin room is reserved only after the required payment has been received and we have sent written booking confirmation.

At checkout, guests may choose either:

• to pay the stated deposit and pay the remaining balance later; or
• to pay the full retreat price immediately.

The deposit forms part of the total retreat price. It is not an additional charge.

3. Final payment

Any outstanding balance must be received in cleared funds no later than 10 September 2026.

This deadline is necessary because the full cost of the villa and related retreat arrangements must be paid by us before the retreat.

We will send a reminder before the balance deadline. If payment is not received by 10 September 2026, we may send a final written payment notice allowing 72 hours for payment.

If the balance remains unpaid after that period, we may treat the booking as cancelled by the guest and release the room. The cancellation provisions below will then apply.

4. Cancellation before 10 September 2026

A guest may cancel by sending written notice to ladybug@theladybugapp.com.

For cancellation notices received no later than 9 September 2026, we will refund the amount paid after deducting only:

• payment-processing charges that are not refunded to us;
• booking-specific costs that cannot reasonably be recovered; and
• reasonable administrative costs directly associated with processing the cancellation.

The total deduction will not exceed 6% of the amount paid.

The deduction is intended only to cover genuine costs. It is not intended to generate a profit from a cancellation.

Refunds will normally be returned to the original payment method.

5. Cancellation on or after 10 September 2026

For cancellations received on or after 10 September 2026, payments are normally non-refundable because the villa and other retreat costs will already have been committed or paid.

However, we will not retain more than our genuine financial loss. The amount retained will be reduced by:

• any refund or credit we receive from the villa or another supplier;
• any costs that we no longer have to incur because of the cancellation; and
• any net amount received if the room or shared-room place is resold.

If we successfully resell the cancelled room or place, we will refund the amount recovered after deducting genuine non-recoverable costs and reasonable payment or administration expenses.

6. Guest replacement

A guest who cannot attend may nominate another suitable guest to take her place.

The original guest is responsible for finding and arranging the proposed replacement. The replacement guest must:

• meet the retreat’s participation requirements;
• accept the same room and occupancy arrangement;
• provide all requested guest information;
• accept these booking terms, the food information and the accommodation arrangements; and
• pay any outstanding balance.

The replacement must be submitted to us in writing and is not confirmed until we have approved it in writing. We will not unreasonably refuse a suitable replacement.

The original booking holder remains responsible for any outstanding payment until the replacement has been accepted and all required payments have been received.

Any charge for processing the replacement will be limited to genuine additional costs incurred by us. We do not arrange or mediate any private repayment between the original and replacement guests.

7. Cancellation by Ladybug Food Retreats

If we cancel the retreat and cannot provide it as booked, we will refund 100% of all retreat payments received from the guest.

The refund will be returned to the original payment method without undue delay.

Unless required by applicable law, we are not responsible for the cost of flights, transfers, travel insurance, additional accommodation or other arrangements purchased independently from third parties.

8. Changes to the retreat

Occasionally, minor changes may be necessary because of circumstances outside our reasonable control.

If a proposed change materially affects the accommodation, dates, core food programme or overall nature of the retreat, we will inform affected guests promptly and explain the available options.

Depending on the circumstances, those options may include accepting the change, accepting a suitable alternative or cancelling for a refund of the amount paid to us.

9. Accommodation and shared bathrooms

Villa Magnolie is a historic private villa rather than a modern hotel.

The villa has five bedrooms and four shared bathrooms. No bedroom has an en-suite bathroom. Guests are responsible for reviewing the room description, photographs, floor and bathroom arrangements before booking.

A booking for a shared twin room is a booking for one bed in a room shared with another female retreat guest, unless the complete room has expressly been booked under a different written arrangement.

10. Food and dietary considerations

The retreat is built around shared Mediterranean meals and a food-led experience.

Ingredients used throughout the week may include tomatoes, garlic, onions, olive oil, herbs, seafood, fish, flour, nuts, peppers, cheeses, olives, legumes and seasonal produce.

Meals are prepared as part of a shared kitchen experience rather than an à la carte restaurant service. Due to the nature of the retreat kitchen, we may not be able to accommodate extensive dietary restrictions, severe allergies, multiple allergies or highly individual meal requirements.

Guests must disclose relevant allergies and dietary requirements before booking. Submission of dietary information does not guarantee that every requirement can be accommodated. We will advise honestly whether the retreat appears suitable.

11. Travel responsibility

Guests are responsible for their own flights, transfers, passports, visas where required, personal health considerations and other travel arrangements.

A missed, delayed or cancelled flight does not automatically create a right to a retreat refund.

12. Travel insurance

Every guest is strongly advised to obtain comprehensive travel insurance from the date of booking.

The insurance should ideally cover:

• cancellation because of illness or personal circumstances;
• medical treatment abroad;
• travel disruption, missed or cancelled flights;
• baggage and personal belongings;
• personal liability; and
• other events that could prevent attendance.

A guest’s decision not to obtain insurance does not create an additional right to a refund.

13. Guest conduct

Guests are expected to behave respectfully toward other guests, the hosts, villa staff, neighbours and the property.

Serious misconduct, threatening behaviour, deliberate damage or conduct that materially disrupts the retreat may result in a guest being required to leave. In such circumstances, additional travel or accommodation costs are the guest’s responsibility, and no automatic refund will be due.

14. Personal belongings and damage

Guests remain responsible for their personal belongings. We recommend that valuables are insured and kept secure.

A guest may be required to pay for damage caused deliberately or through negligence to the villa, its contents or other property used during the retreat.

15. Written notice

All cancellation, replacement and other booking-related requests must be sent to:

ladybug@theladybugapp.com

The effective cancellation date is the date on which we receive the written notice.