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TERMS OF SERVICE & PARTICIPANT AGREEMENT

Welcome to the Sguardo Lento Experience. By applying for, booking, and participating in our retreat, you agree to the following Terms of Service, Conditions, and Liability Waiver. Please read them carefully, as they form a binding agreement between you (the Participant) and the Organizers (Sguardo Lento Experience, Daniele Marotta, Timothy McDowell, and operating partners).

1. The Philosophy and Nature of the Retreat

The Sguardo Lento Experience is a cognitive and perceptual reactivation program designed for mid-career artists. This is not a traditional, performance-based educational workshop aimed at teaching fundamental techniques. It is a curated immersion designed to facilitate a "reboot" of your visual and narrative practice through direct contact with historical masterpieces, the Tuscan landscape, and communal studio practice. Participants are expected to engage with an open mind, a readiness to look deeper into their processes, and a collaborative spirit.

2. Application, Booking, and Payment

  • Application Process: To ensure a cohesive and balanced group, participation is curated. Prospective guests must apply by submitting a CV/portfolio link and a brief email outlining their personal expectations for the experience.

  • Group Cap: To maintain the intimacy of the retreat, the group is strictly capped at a maximum of 12 participants.

  • Confirmation & Deposit: Upon receiving our acceptance notification, your spot is officially secured only upon the receipt of the €4,000 participation fee via bank transfer. Under Italian law, this payment serves as a formal confirmation deposit (caparra confirmatoria).

3. Group Confirmation and Flight Bookings

  • Group Confirmation: The organizers will officially confirm the formation of the group no later than two (2) months (60 days) prior to the start date of the retreat.

  • Flight Bookings: Please do not book any airline tickets until you receive explicit confirmation from the organizational team. We commit to providing this final feedback within the two-month deadline to allow ample time for you to organize your travel to Italy (we highly recommend flying into Rome Fiumicino - FCO).

4. Cancellation and Refund Policy

We understand that unforeseen circumstances arise. However, to protect the structural and organizational costs required to host the retreat exclusively for a small group, the following refund schedule applies:

  • Cancellation Prior to Group Confirmation (More than 60 days): If you cancel your participation before the organizers have officially confirmed the group (which occurs no later than 60 days before the event), you will receive a 100% refund of your €4,000 - ( €5000 payment for the premium experience Siena + Week End).

  • Cancellation After Group Confirmation (60 to 30 days): Once the group is officially confirmed and the retreat is greenlit, the €900 accommodation quota—covering the non-refundable exclusive rental of Villa Elvira—becomes strictly non-refundable. Any remaining balance of your fee will be refunded.

  • Cancellation Within 30 Days of the Event: If cancellation occurs 30 days or less prior to the start date, the entire €4,000 fee becomes strictly non-refundable (€5000 payment for the premium experience Siena + Week End). At this stage, it is impossible for the organization to replace a participant or cancel the bespoke catering and logistics executed on your behalf.

5. Travel and Geographical Context

  • Logistics Responsibility: Our responsibility for your care and logistics begins strictly at the designated pick-up point (Florence, Pisa, or Rome airport, as defined in your final itinerary) and ends upon your drop-off at the conclusion of the retreat.

  • Flight Liability: We are not responsible for your flights, layovers, lost luggage, or travel disruptions prior to pick-up or after drop-off. Any assistance provided by our staff regarding travel issues is offered strictly on a voluntary, supportive basis.

  • Distances: For context, Siena is located in the center of Tuscany. Approximate driving distances: Florence (~75 km / 47 miles, about an hour by public transport), Pisa (~120 km / 75 miles), Rome (~230 km / 143 miles).

6. Accommodation, Room Assignments, and Companions

  • Villa Elvira: The organizers reserve the entirety of Villa Elvira for the exclusive use of our group. Room assignments are made by the staff based strictly on logistical criteria. It is not possible to select a specific room in advance.

  • Artist Couples & Non-Artist Partners: Artist couples are welcome. If an artist wishes to bring a non-artist partner, the partner must pay the full participation fee and is welcome to join all activities, excursions, and meals. We do not offer "partial" packages.

  • Off-Site Participants (Family Accommodations): Artists traveling with their family who choose to sleep in external accommodations (arranged independently) may participate fully in the retreat. Their fee will be the standard retreat cost minus the exact structural cost of the Villa Elvira accommodation (a reduction of €900). No further financial adjustments will be made.

7. Included Services and Extra Expenses

Included in your fee:

  • 7 nights accommodation at Villa Elvira (unless opted for Off-Site).

  • All listed meals: daily buffet breakfast, light lunches (or packed lunches on excursions), and all scheduled dinners (including selected wines).

  • Private minivan transportation for scheduled excursions and designated airport transfers.

  • Entry tickets to scheduled museums and historical sites.

  • Basic shared art materials (inks, cyanotype chemistry, basic papers).

  • Full access to the artistic direction, workshops, and evening panels.

Not Included: Personal art supplies beyond the provided basics, independent travel during free time, hard liquor/cocktails, extra snacks, travel insurance, and any service not explicitly listed above.

8. Health, Dietary Requirements, and Accessibility

  • Communication: Every participant is strictly required to communicate, prior to arrival, any health issues, severe allergies, or dietary choices (e.g., veganism, celiac disease) that could pose concrete difficulties to the person or the organization.

  • Intolerances: Mild food intolerances or personal preferences must be managed autonomously by the participant using the extensive buffet and meal options provided.

  • The staff is not responsible for any illness, injury, or complication arising from a participant's failure to communicate specific medical or dietary needs in advance.

9. General Conduct and Release of Liability

  • Conduct: We strive to create a seamless, enriching experience. Every participant is encouraged to communicate any discomfort or need to the organizers immediately. The staff holds no responsibility for damages, injuries, or issues caused by superficial conduct, reckless behavior, or a lack of sufficient communication.

  • Liability Waiver: In exchange for participation in activities organized by Sguardo Lento Experience, you agree to WAIVE, RELEASE AND DISCHARGE from any and all liability, including liability arising from negligence or fault of the entities or persons released, for death, disability, personal injury, property damage, or property theft, THE FOLLOWING ENTITIES OR PERSONS: Sguardo Lento Experience, Daniele Marotta, Timothy McDowell, Alioscia Lombardini, their employees, and agents. You recognize that there are inherent risks in international travel and assume full responsibility for your presence upon the facilities and during travel.

10. Medical Emergencies & Media Release

  • Medical Treatment: You consent to receive medical treatment deemed advisable in the event of an injury, accident, or illness during the retreat, and authorize the release of necessary medical information to healthcare professionals.

  • Photo Release: You understand that you may be photographed during the retreat and agree to allow your photo, video, or film likeness to be used for legitimate promotional purposes by Sguardo Lento Experience without compensation.

11. Governing Law

These Terms and Conditions are governed by the internal substantive laws of the State of Italy without respect to its conflict of laws principles. You expressly agree that exclusive jurisdiction for any dispute resides in the courts of Siena, Italy.

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