Terms & Conditions & Group Expectations

For all participants: Learn. Create. Elevate. & Adventure Without Agenda Tracks
September 1–8, 2025 | Hoedspruit, South Africa

We’re excited to welcome you to this carefully curated experience in Hoedspruit, South Africa—an unforgettable week of immersion, connection, and growth for travel professionals, entrepreneurs, and tourism industry leaders.

To help ensure a smooth and respectful experience for all participants, we ask that you please review and agree to the following terms and expectations.

1. Program Overview – Not a Travel Package

This program is not a holiday or a traditional FAM trip. It is a professionally hosted travel immersion, created to help you deepen your understanding of South Africa, connect with industry peers, and—depending on your selected track—gain educational insight, create compelling content, or simply experience the destination as your clients would.

Please note:

• This program is not sold or operated by a travel agency or tour operator.

• Organisers are not acting as travel agents and do not take responsibility for personal travel bookings.

All flights and travel arrangements must be made by the participant.
You are responsible for arriving in Hoedspruit (HDS) by the designated date and for providing your arrival time and flight details in advance for your transfers to be arranged.

2. Program Tracks: Participation & Expectations

There are two tracks during this program week:

Track A: Learn. Create. Elevate. (Educational & Content Creation Track)

This track includes:

• Daily optional workshops, content sessions, and business growth education

• Guided content capture during safaris and cultural moments

• Peer collaboration and skill development

Participation in scheduled sessions is strongly encouraged for this track. While not mandatory, no substitutions or refunds will be provided for sessions you choose not to attend.

Track B: Adventure Without Agenda (Immersive Experience Track)

This track includes:

• Safari experiences

• Cultural and scenic excursions

• Lodge inspections woven into daily exploration

• Ample time for peer-to-peer networking

If you are registered for the Adventure Without Agenda track, you are not expected to attend any educational sessions or workshops during the week.
You are also not expected to participate in content creation or appear on camera, unless you choose to do so.

However, there is one mandatory shared business day for all participants on both tracks:

📅 September 3 – Trade Show & Meetings Day
This includes:

• Morning business briefing

• Sponsored lunch

• One-on-one appointments with suppliers

• Trade show with tourism partners

• Evening sponsored networking dinner

All attendees are expected to take part in this full day. Your participation is crucial for building strong professional connections with the region.

3. Accommodations & Inclusions

• Accommodations will be confirmed closer to the event

• You will receive a twin-share or single ensuite room based on your personal selection

• Scheduled group transportation and immersive experiences are included

• Meals as outlined in the itinerary will also be provided

If you choose to stay elsewhere and not in the group accommodations, no transportation will be provided, and no refunds will be issued for any unused portion of the originally assigned room.

4. Content & Media Release

This experience may involve photography, video, and other forms of media captured throughout the week. This applies to both tracks.

All participants acknowledge that:

• You may appear in group photos, shared event moments, or general recap content, regardless of which track you’re on.

• By attending, you consent to your image being used by organisers or fellow participants for promotional or recap purposes in the future.

However, dedicated filming, interviews, and structured content creation will only involve participants on the Learn. Create. Elevate. (Content Track).

If you are registered for the Adventure Without Agenda track, you will not be expected to participate in any specific filming or content sessions.
Should you be in the same location during those activities, your presence is welcome—but your involvement is entirely optional.

If you have any personal limitations or concerns regarding content use, we ask that you submit a written request prior to the event. We will make every reasonable effort to respect your wishes, though complete exclusion from all media is not guaranteed in shared settings.

5. Conduct & Group Energy

This is a professional, respectful, and purpose-driven environment. You are expected to:

• Be respectful and collaborative with hosts, peers, and suppliers

• Avoid negative, disruptive, or toxic behaviour

• Honour the space and energy we’re all contributing to

Anyone who negatively impacts the experience for others may be removed from group activities without refund.

6. Safety & Personal Responsibility

Your safety is important, especially during wildlife and outdoor experiences.

All participants must:

• Follow all safety instructions from guides and staff

• Exercise common sense and personal accountability

By joining, you release the organisers, facilitators, and venues from liability for any injury, loss, or accident that may occur during the experience.

7. No Guarantees of Outcome

This program is designed to offer inspiration, networking, personal growth, and/or educational insight, depending on your track.

No specific outcomes—financial, social media growth, or otherwise—are guaranteed.
Results depend entirely on your own engagement and implementation.

8. Refund Policy & Cancellations

All payments made toward this experience are 100% non-refundable.

• If you’re unable to attend, you may transfer your spot to another approved participant

• No refunds or credits will be given for dissatisfaction, travel changes, or personal schedule conflicts

By registering, you agree not to initiate any chargebacks, reversals, or refund requests.

We highly recommend purchasing comprehensive travel insurance to protect your investment.

9. Force Majeure

In the case of unforeseen circumstances (natural disasters, political events, global health crises), organisers may adjust, reschedule, or cancel the program.

Refunds will not be issued, but credits or future alternatives may be considered.

10. Final Confirmation

By submitting your registration and payment, you acknowledge and agree that:

• You understand which track you are joining and what it entails

• You take full responsibility for your travel arrangements and behaviour

• You agree to all terms, including the shared trade show day on September 3

• You release all event hosts, suppliers, and venues from liability

• You confirm that you are currently active in the travel, tourism, or hospitality industry in a professional capacity, and that you are willing to provide references or credentials to verify your involvement if requested

Choose your track. Respect the journey. Experience South Africa.

With appreciation,
Lorraine & the Mastermind Africa Team
🌍 AfricaFamTrips.com
📩 NiaAfricaConsulting.com