Booking & Cancellation Terms

These Booking & Cancellation Terms (the “Terms”) govern an accepted guest’s booking and participation in an experience or residency offered under the Proxima brand (each, a “Residency”). Proxima is operated by JCH Group, LLC, a Colorado limited liability company (“Proxima,” “we,” “us,” or “our”).

The written offer, booking summary, invoice, and booking confirmation issued for a particular Residency (together, the “Booking Confirmation”) form part of these Terms. The Booking Confirmation identifies the location, dates, scheduled duration, price, stated capacity, payment deadlines, inclusions, exclusions, and any special conditions.

If a Booking Confirmation conflicts with these Terms on a Residency-specific commercial detail, the Booking Confirmation controls for that detail. Mandatory rights under applicable law always prevail.

Each Residency is intentionally small. Current planning anticipates approximately 20 guests, but capacity may vary. The applicable Booking Confirmation states the expected capacity and controls.

No single destination, property, schedule, or duration applies to every Residency. Guests should rely only on the final Booking Confirmation and subsequent written updates for the Residency they book.

Descriptions, photographs, sample itineraries, and artist or facilitator information are illustrative until incorporated into the Booking Confirmation.

Submitting an application is only an expression of interest. It does not guarantee acceptance, reserve a place, create a booking, or require Proxima to make an offer.

Shortlisted applicants must complete a video call before Proxima makes a final decision. Proxima may request further information reasonably needed to assess fit, safety, access needs, or participation requirements.

Accepted applicants receive private booking and payment instructions. A booking becomes binding only when: (a) the guest and, where applicable, the guest’s parent or legal guardian accept these Terms and any required participation documents; (b) Proxima receives the amount due; and (c) Proxima issues written confirmation. Until then, Proxima may withdraw or amend an offer.

A booking is personal and nontransferable. It may not be sold, assigned, transferred, substituted, or changed to another name. A replacement guest must apply independently and may participate only under a new written offer and confirmation.

The minimum guest age is 16 on the Residency start date unless the Booking Confirmation states a higher minimum required by the destination, venue, activity, insurer, or law.

For a guest aged 16 or 17, a parent or legal guardian must complete and accept all booking, payment, consent, medical, and participation requirements. The minor may participate only under the supervision or accompaniment arrangements Proxima confirms in writing.

Applicants and guests must provide complete, accurate, and current information. Proxima may withdraw an offer or cancel a booking if material information was omitted or misrepresented. Any resulting cancellation is treated as a guest cancellation, subject to applicable law.

The “Residency Price” is the combined price stated in the Booking Confirmation. It covers only the accommodation, programming, meals, activities, beverages, and ground transportation expressly listed for that Residency.

Unless expressly included, it does not include airfare; optional activities; passports or visas; independently obtained travel insurance; transportation to or from the designated meeting point; excess baggage; medical care; personal purchases; gratuities; upgrades; or other personal expenses.

Dietary limitations can often be accommodated when disclosed in advance, but no particular accommodation is confirmed unless Proxima agrees in writing. Accessibility and companion requests are reviewed individually and are not guaranteed until confirmed in writing.

The Residency Price is payable in the currency stated in the Booking Confirmation. Included taxes or mandatory charges will be identified before booking.

A nonrefundable booking deposit equal to 30% of the Residency Price is due by the deadline in the private booking instructions. The deposit becomes nonrefundable when Proxima issues the Booking Confirmation, except where these Terms or applicable law expressly require a refund.

The remaining 70% is due 90 days before the scheduled Residency start date. If a booking is confirmed 90 days or fewer before the start date, the full Residency Price is due at booking.

If payment is not received when due, Proxima may issue written notice and cancel the booking if the default is not cured by the stated deadline. The guest cancellation charge then applies. A payment or pending authorization does not by itself create a booking; written confirmation is required.

A guest must cancel in writing through Contact Us or by replying to the booking email address stated in the Booking Confirmation. Cancellation takes effect when Proxima receives the written notice. Calendar days are counted from receipt to the scheduled start date.

Refunds due under this schedule are returned to the original payment method as promptly as reasonably practicable, ordinarily within 14 business days after the amount is confirmed, subject to payment-processor timing.

The schedule applies if a guest cancels because of illness, injury, family circumstances, transportation disruption, visa or passport issues, denied entry, work obligations, or another personal circumstance. These are risks the required travel insurance is intended to address.

No refund is provided for a no-show, late arrival, early departure, missed activity, voluntary nonparticipation, or removal for a material safety or conduct breach. Unused services have no cash value.

Bookings are nontransferable. Proxima does not accept name changes or replacement guests under an existing booking.

Proxima may cancel a Residency for operational, safety, commercial, or other reasons within its reasonable control, including insufficient enrollment. If Proxima cancels for a reason that is not a Force Majeure Event, it will refund all Residency payments received from the affected guest.

That refund is the guest’s remedy for the cancelled Residency to the maximum extent permitted by law. Proxima does not reimburse independently purchased airfare, insurance premiums, visa costs, accommodation, transportation, lost income, or other third-party or consequential costs. Guests should purchase flexible arrangements and appropriate insurance.

A “Force Majeure Event” is an event beyond Proxima’s reasonable control that prevents, materially impairs, or makes unsafe or impracticable the delivery of a Residency. Examples include severe weather or natural disaster; fire or flood; epidemic, pandemic, or public-health action; war, terrorism, civil disorder, or credible threat; government order or travel restriction; strike or essential infrastructure failure; border closure; major transportation disruption; supplier or venue failure outside Proxima’s reasonable control; or serious illness, injury, or unavoidable unavailability of an essential artist, facilitator, or host.

Proxima may first use reasonable efforts to reschedule or materially modify the destination, dates, accommodation, itinerary, transport, activities, artist or facilitator roster, or other arrangements while preserving the Residency’s overall character and safety.

If the Residency cannot proceed and a practical reschedule or substitute arrangement is not accepted, Proxima will offer either: (a) a refund of amounts recoverable after deducting documented, nonrecoverable third-party costs allocated on a reasonable per-guest basis; or (b) a future credit, but only if the guest agrees in writing. Nothing limits a nonwaivable right under applicable law.

Residencies depend on places, people, weather, local conditions, and artistic practice. Proxima may make reasonable nonmaterial adjustments to schedules, activities, meals, transport, suppliers, accommodation, artists, facilitators, or hosts when needed for safety, access, quality, or logistics.

Proxima will use reasonable efforts to provide a comparable experience and communicate material changes promptly. A change is not material merely because the order, timing, individual supplier, or particular activity changes while the Residency’s essential character remains intact.

Guests are solely responsible for valid passports, visas, entry permissions, health documentation, insurance, flights, personal expenses, and timely arrival at the designated meeting point. Proxima does not provide immigration, medical, insurance, or tax advice.

A guest who is denied boarding or entry, misses a connection, or fails to arrive remains subject to the guest cancellation terms. Proxima may try to assist with a late arrival, but resulting costs are the guest’s responsibility and assistance is not guaranteed.

Private itinerary and travel details are released through the accepted-guest portal or another secure channel. Guests must keep access and private logistics confidential and promptly update their contact information.

Each guest must obtain and maintain comprehensive travel insurance promptly after booking and for the full travel period. Proof of coverage must be supplied by the deadline in the Booking Confirmation or when reasonably requested.

Coverage should be adequate for the full nonrefundable trip costs and include, at minimum, trip cancellation and interruption, emergency medical care, medical evacuation and repatriation, travel delay, baggage or personal property loss, and planned activities. Guests should review exclusions, pre-existing-condition rules, destination limits, and coverage triggers with a qualified independent insurance professional.

Proxima does not sell, solicit, recommend, underwrite, or advise on any insurance policy. The guest independently selects and contracts with the insurer. Insurance premiums and claims are the guest’s responsibility.

If required proof is not supplied by the stated deadline, Proxima may cancel the booking after written notice. The guest cancellation charge applies, subject to applicable law.

Guests must disclose dietary limitations, allergies, accessibility needs, relevant health or mobility considerations, and companion requests early enough for individual review and by any deadline in the Booking Confirmation.

Proxima will make reasonable efforts to arrange confirmed dietary accommodations, but shared kitchens, restaurants, and third-party suppliers may not be allergen-free, and freedom from cross-contact cannot be guaranteed. A guest with a serious allergy should discuss the risk before booking and carry prescribed medication.

Accessibility and companion requests are not guaranteed until confirmed in writing. Locations and activities may have physical or infrastructure limitations. Guests remain responsible for determining, with appropriate professional advice, whether they are medically and physically able to participate.

Guests must follow applicable law, property rules, reasonable safety directions, and respectful community standards. Harassment, discrimination, violence, threats, unsafe conduct, serious disruption, illegal activity, or conduct that materially interferes with others’ experience is not permitted.

Proxima may restrict an activity or remove a guest when reasonably necessary to protect safety, property, the group, or the integrity of the Residency. A guest removed for a material breach receives no refund and is responsible for resulting departure, accommodation, or transport costs, subject to applicable law.

A guest is responsible for loss or damage caused beyond ordinary wear, including amounts charged by an accommodation or supplier, after Proxima provides reasonable supporting information.

Proxima coordinates with accommodations, transport providers, venues, guides, restaurants, artists, facilitators, and activity operators. Their reasonable safety and participation rules may apply in addition to these Terms.

To the extent permitted by law, Proxima is not responsible for a guest’s lost, stolen, or damaged personal property or for losses caused solely by an independent supplier’s act or omission outside Proxima’s reasonable control. Guests should secure valuables and use appropriate insurance.

Proxima uses applicant and guest information to assess applications, administer bookings, coordinate access and dietary needs, deliver the Residency, maintain safety, and comply with law. The Proxima Privacy Policy applies in addition to these Terms.

Booking notices, payment instructions, itinerary updates, and other operational communications may be sent by email or through the accepted-guest portal. Guests must monitor those channels and keep their contact information current.

Portal content, private addresses, itineraries, access codes, and guest information are confidential and must not be shared except with a parent or legal guardian, travel companion, insurer, or professional adviser on a need-to-know basis.

Nothing in these Terms excludes or limits liability for fraud, willful misconduct, gross negligence where it cannot lawfully be limited, death or personal injury caused by negligence where liability cannot lawfully be excluded, or another liability or consumer right that applicable law makes nonwaivable.

To the maximum extent permitted by law, Proxima is not liable for indirect, incidental, special, punitive, or consequential loss; loss of income, opportunity, or enjoyment; or costs arising from independent travel arrangements, except to the extent directly caused by Proxima’s breach and recoverable under mandatory law.

Subject to the paragraph above, Proxima’s aggregate contractual liability arising from a guest’s booking will not exceed the Residency Price actually paid by that guest.

These Terms are governed by Colorado law, without regard to conflict-of-laws principles, except where mandatory law in the guest’s place of residence or the place of sale applies.

Before filing a claim, the parties will use good-faith efforts to resolve it through written communication. Notices to Proxima may be sent through Contact Us or the booking email address. This informal step does not shorten or waive a legal deadline.

Subject to any mandatory consumer forum right, the state and federal courts serving Douglas County, Colorado have exclusive jurisdiction. These Terms do not require arbitration or waive a nonwaivable right to seek relief from a regulator or court.

If a provision is invalid or unenforceable, it will be enforced to the maximum lawful extent and the remaining provisions continue in effect. A delay or failure to enforce a provision is not a waiver.

Proxima may assign these Terms as part of a genuine sale, reorganization, or transfer of the business or Residency operations, provided guest rights are not materially reduced. A guest may not assign a booking.

These Terms, the Booking Confirmation, the Privacy Policy, and any signed participation or guardian documents form the entire agreement concerning the booking. Proxima may update these Terms for future bookings. A material change affecting an existing confirmed booking requires the guest’s agreement unless permitted by these Terms or required by law.

Electronic acceptance, including a checked box or electronic signature, has the same effect as a handwritten signature to the extent permitted by law.