These policies provide a safe, respectful, organized, and spiritually enriching experience. By registering for and attending The Apex Retreat VIII, participants agree to follow them.
Registration and payment
A participant's place is secured only after registration is complete and payment has been successfully received. Registration is personal to the individual named on the form. Any requested change must be communicated to and approved by the retreat organizers.
Cancellations and refund requests
If you become unable to attend and would like to request a refund, email retreat@apexinternationalministries.com with your full name, registration or payment reference if available, a brief explanation, and your preferred contact information.
Refund requests are reviewed individually. Submitting a request does not automatically mean a refund has been approved.
Registration transfers
If you can no longer attend, you may request to transfer your registered place to another person instead of requesting a refund. Email retreat@apexinternationalministries.com and receive organizer approval before the replacement participant attends.
The replacement participant must provide the required registration information and agree to these policies.
Retreat transportation
Transportation to and from the retreat is guaranteed for every registered participant who indicates that they require it. The central pickup location is 859 Campbell Avenue, Ottawa, ON.
Final pickup and return times will be communicated before the retreat. Participants must follow leader, driver, and vehicle safety instructions.
Retreat premises and general safety
For safety and accountability, participants must remain on the hotel and retreat premises unless they have explicit permission from a retreat leader to leave. Participants must follow reasonable safety instructions from retreat leaders, drivers, hotel staff, and other authorized personnel.
Identification
Participants must wear their assigned retreat identification tag throughout the retreat. Identification tags support security and group accountability.
Conduct and respect
All participants must treat fellow participants, retreat leaders, volunteers, drivers, and hotel personnel with kindness, patience, dignity, and courtesy.
Harassment, intimidation, discrimination, threats, violence, or other inappropriate behaviour will not be tolerated. Concerns should be brought to a retreat leader for peaceful resolution.
Phones and personal electronic devices
Phones and other personal electronic devices will be collected at check-in and securely stored for the duration of the retreat.
Devices will be made available during announced breaks and must be returned at the end of each break. Designated retreat leaders will remain available to facilitate emergency communication.
Participation and engagement
Unless otherwise communicated, participants are expected to attend scheduled sessions, workshops, group activities, meals, and gatherings and to engage sincerely in prayer, worship, teaching, discussion, reflection, fellowship, and other retreat activities.
Rooms, accommodation, and visitors
Participants must stay in their assigned rooms. Room changes require organizer approval, and unregistered participants or external visitors are not permitted in retreat accommodations. Respect roommates, quiet periods, and hotel property. Participants may be held financially responsible for damage they cause.
Meals and dining
Meals and snacks will be provided. Participants must disclose allergies and food intolerances during registration and notify organizers if that information changes. Do not consume chargeable hotel items unless authorized and personally accepting the cost.
Curfew and quiet hours
Quiet hours begin after the final scheduled evening session or at another time communicated by retreat leadership. Participants must return to their assigned rooms by the designated curfew and remain considerate of roommates, other hotel guests, and staff.
Health, allergies, and emergencies
Participants must provide accurate information about relevant allergies, food intolerances, accessibility requirements, medical considerations, and emergency contacts. Any illness, injury, allergic reaction, or safety concern must be reported to a retreat leader immediately. Participants remain responsible for their medication and essential health items unless another arrangement has been agreed.
Dress and personal belongings
Clothing should be comfortable, suitable for scheduled activities, and respectful of the retreat environment. Participants are responsible for their belongings, and valuable or unnecessary items should be left at home whenever possible.
Compliance and enforcement
Failure to comply with these policies may result in a verbal warning, removal from an activity, contact with an emergency contact, parent, or guardian, or early dismissal at the participant's expense. Serious conduct or safety concerns may result in immediate dismissal.
Participant acknowledgement
By submitting a registration, the participant confirms that their information is accurate, that they have reviewed and agree to these policies, and that they will follow organizer instructions.