Outdoor Experiences: Policies & Waiver

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 Please Email a signed copy of this form back no later than 48 hours before your event or bring a signed copy with you to your event.

• Advance registration is required for all events, including guided hikes, outdoor meditation sessions, workshops, and video calls. Walk-ins are not guaranteed.
   
• Children under 18 must be accompanied by a parent or guardian.
   
• Cancellations: Full refunds are available only for cancellations made at least 72 hours in advance.
   
• No-shows: Participants who do not show up for an event or video call will forfeit payment. Separate charges may apply for missed video calls.
   
• Schedule Changes: Events may be rescheduled, delayed, or modified due to weather, trail conditions, or unforeseen circumstances. Participants will be notified as soon as possible.
   

• Outdoor experiences are subject to changing weather and environmental conditions, including rain, storms, extreme temperatures, wildfire smoke, or flooding.
   
• Guides may modify routes, shorten hikes, or move activities to safer areas to ensure safety.
   
• Participants should check local weather forecasts and dress appropriately.
   
• Emergency cancellations or reschedules initiated by Mindfully Outdoors will be communicated promptly. Refunds or rescheduling options will be provided for in-person events; rescheduling will be offered for virtual sessions.
   

• Participants should be in adequate physical health for the planned activity.
   
• Notify the facilitator of any medical conditions, allergies, or mobility limitations prior to participation.
   
• Recommended items: water, weather-appropriate clothing, sturdy footwear, sunscreen, insect repellent, snacks, and any personal medical items.
   
• Stretch and warm up before hikes and follow guides’ instructions for safe navigation of trails.
   

• All in-person events are led by certified guides:
   
  • BLS Credited

• EMT

• Wilderness First Responder  
   
• Meditation Guide
   
• Survival Skills Trainer
   
• Guides carry first aid kits, emergency communication devices, and have pre-assessed trails for safety.
   
• Participants assume personal responsibility for their health, safety, and belongings. Personal health insurance is recommended.
   
• By registering, participants release Project Mindfully Outdoors LLC and affiliated staff from liability for accidents, injuries, or property loss.
   

• Certain hikes or activities may require a moderate level of physical fitness.
   
• Children and adolescents must be supervised by a responsible adult.
   
• Contact us if you have questions about suitability based on age, fitness, or medical limitations.
   

• Some trails and outdoor locations may not be fully accessible.
   
• Participants are encouraged to contact us in advance for accommodations or modifications to support inclusion.
   
• Project Mindfully Outdoors LLC is committed to creating a welcoming and inclusive environment for all participants.
   

• Participants must treat others with respect and follow facilitator guidance.
   
• Disruptive or unsafe behavior may result in removal from the experience without refund.
   
• Engage mindfully, maintaining respect for the shared experience and natural environment.
   

Participation in Project Mindfully Outdoors LLC activities involves inherent risks, including but not limited to:

• Uneven or slippery terrain
   
• Changing weather conditions
   
• Wildlife encounters
   
• Physical exertion or strain
   
• Personal injury or property loss
   

Participants voluntarily assume all risks associated with participation.

• Events may be photographed or recorded for educational, promotional, or storytelling purposes.
   
• Participants may opt out by notifying the facilitator if they do not wish to appear in media.
   

• Guides carry emergency communication devices for all in-person events.
   
• Participants should provide a primary emergency contact when registering.
   
• In case of emergencies, facilitators are authorized to seek medical treatment if needed. Participants are responsible for medical costs.
   

• Cancellations ≥72 hours prior to an event: eligible for full refund.
   
• Cancellations <72 hours or no-shows: no refund.
   
• Video calls / virtual sessions: no-shows may incur a separate charge, as scheduled time is reserved exclusively for the participant.
   

Recommended Essentials:

• Weather-appropriate layers
   
• Sturdy hiking boots or shoes
   
• Water (16–24 oz minimum)
   
• Snacks or light trail food
   
• Small backpack for personal items
   

Optional Mindful Extras:

• Journal and pen
   
• Meditation mat or cushion
   
• Camera or smartphone for observation
   
• Trekking poles for stability
   

Preparation Tips:

• Arrive 10–15 minutes early
   
• Stretch and warm up
   
• Walk at your own pace
   
• Focus on breath and surroundings for mindfulness
   

Mindfulness Reminders:

• Leave no trace — respect nature
   
• Pause to observe your surroundings
   
• Engage fully in the present moment
   

By completing registration or attending, participants confirm that they:

• Have read, understood, and agreed to all policies, rules, waiver terms, and preparation guidance
   
• Assume all risks and acknowledge personal responsibility
   
• Consent to emergency medical treatment if needed
   
• Understand that events are subject to change, delay, or rescheduling
   

Participant Name: _______________________________
Signature / Digital Acknowledgment: _______________________________
Date: _______________________________

Facilitator / Guide Signature: _______________________________
Date: _______________________________