The Classical Club

The Classical Club Terms & Conditions

Last Updated: September 2026

Our Contract

All bookings are made with Leatherback Travel Pty Ltd trading as The Classical Club (ABN 24 631 228 898) ("we", "us"). By booking a retreat with us, you are deemed to have agreed to these booking conditions (which constitute the entire agreement between you and us) and your booking will be accepted by us on this basis. The services to be provided are outlined in your retreat inclusions and exclusions, and you will be notified of any significant changes as such.

By making a reservation for a retreat with The Classical Club, you agree to contribute to a positive group and that you're prepared to embrace the pace and flexibility that small-group travel can require. You certify that you do not have any mental, physical, or other condition or disability that would create a hazard for yourself or other participants, or that could affect the group's enjoyment of the retreat. The Classical Club reserves the right, in our sole discretion, to accept, decline to accept, or remove any participant on a retreat at any time.

Prices & Surcharges

Our retreat prices may increase as spots fill, since each retreat is limited to 20 guests. If you like the price you see, your best option is to book at that time. Any reduced pricing or discounts that become available after you've paid your deposit won't apply retroactively. If you wish to cancel your booking to take advantage of a lower price, full cancellation conditions still apply.

The most up-to-date pricing is available on our website. Prices are based on currency exchange rates at the time of publication; note that prices may vary depending on which currency the booking is made in.

We reserve the right to impose surcharges before departure due to unfavorable changes in exchange rates, increases in transportation costs, increases in local operator costs, taxes, or if government action should require us to do so.

Exchange Rate Surcharge

In such instances of a variation in the exchange rate since booking your retreat, we will be responsible for any change in the exchange rate representing 5% of the retreat price and you will be responsible for the balance. If any surcharge results in an increase of more than 10% of the retreat price, you may cancel the booking within 14 days of notification of the surcharge and obtain a full refund. You can request a cancellation by email. Please note that a surcharge may be applied to all purchases made by credit card.

Any surcharge will be imposed at the Final Payment Invoicing Date: approximately 135 days before retreats commencing.

You can avoid exchange rate surcharges by paying for your retreat in full before the end of your cooling off period (when booking before Final Payment Date), after which point you will no longer be responsible for fluctuations in exchange rate.

Luggage and Mobility

At The Classical Club, we aim to make your retreat as enjoyable as possible. If you find you need extra help with moving yourself or your luggage between locations due to mobility issues, please let us know in advance. If it turns out that you need more assistance than anticipated, we will simply invoice you after your retreat for any additional charges related to transporting you or your luggage.

Similarly, if the volume, weight, or number of your items is more than what's recommended in your Retreat Notes or as advised by your Booking Manager, there may be extra fees for additional luggage transport or labor.

Booking Requirements

Your Details

In order for us to confirm and coordinate your booking and travel arrangements, you must provide all requested details before or with the balance of the retreat price (the Final Payment Due Date). Necessary details vary by retreat; they include, but are not limited to:

Please make sure everything you send us is accurate and complete, since any costs, delays, or complications caused by incorrect or incomplete information become yours to sort out. If the requested details and documents don't reach us by the deadlines our team gives you, it could mean extra charges, or in some cases, a non-refundable cancellation of your retreat.

Age Requirements

The Classical Club is designed for adult guests. The minimum age for participation is 18 at the time of travel, and we have no upper age limit.

Health & Fitness Requirements

Our retreats are set at an unhurried pace: games, coaching, and long-table meals inside a country house, with optional walks or local visits in between. Guests should be comfortable spending extended periods seated, and moving around a large historic property, which may include stairs and uneven or aged flooring. We are able to provide details on health and fitness requirements for our retreats; however, we are not medical experts. It is your responsibility to ensure that you obtain proper and detailed medical advice at least two months prior to travel for the latest health requirements, vaccination advice, and recommendations for your destination.

We want to make sure you have a fantastic experience with us, so it's important to keep your Booking Manager informed about any changes to your physical or mental health, fitness, or mobility. Please let us know about any updates by phone or email.

If we don't have this information and it affects your ability to participate, we might have to cancel your booking or discontinue your participation in the retreat. Unfortunately, in these cases, refunds won't be available.

To avoid any issues, we recommend arranging travel insurance as soon as you book your spot.

Guests over 75 or with pre-existing medical conditions

Guests over 75 years old at the time of travel, or those with pre-existing health conditions which The Classical Club deems may require medical clearance to ensure safe travel, must have a doctor complete a Medical Fitness to Travel form within 30 days of booking confirmation.

The standard 30-day cooling off period applies for guests changing their minds after booking (before the Final Payment Date of a retreat).

Guests unable to meet the fitness criteria or not approved for travel due to medical reasons are eligible for a full refund, provided they submit the certificate, checked "Not Medically Fit to Travel" and signed by a doctor, within 30 days of booking confirmation. This refund option is only applicable for reservations made outside 120 days before departure.

For bookings made within 119 days, an approved Medical Fitness to Travel form must be submitted before the booking can be confirmed, and thereafter, standard cancellation terms and conditions apply.

Travel Insurance

Comprehensive travel insurance is strongly recommended on a Classical Club retreat. You are responsible for arranging all of your travel insurance.

You should provide us with your insurance details by the date advised by your Booking Manager and/or Operations Team member and bring a copy of your insurance cover with you.

We strongly recommend you take out a travel insurance policy at the time of reservation, to ensure your flights and any other extras are covered in case of cancellation.

Your travel insurance should cover at least the following:

Your travel insurance must cover all countries you will be travelling to or through. Be aware of the current Department of Foreign Affairs and Trade (DFAT) status for each country, and ensure your insurance is valid in all these locations as well as for the current DFAT status.

We will not be responsible for any uninsured costs arising from your retreat being impacted by pandemics or illness. We maintain an active Communicable Diseases Policy that is continuously updated according to global conditions, industry standards, and best health advice. Please contact us for an updated version of the policy and consult it before travelling.

By ensuring your travel insurance meets all these requirements, you help us maintain a safe and secure travel experience for everyone involved.

Flights

The Classical Club retreats do not include flights to/from retreat Start and End points within the retreat price. Because we are not licensed to sell flights, we can't book these for you. This is why we encourage you to seek out a Travel Agent or flight specialist, or book yourself, whichever you prefer.

Once you have booked your flight, you will forward your flight itinerary, in an image format only, to The Classical Club via email at least 120 days before the retreat start date. You are also responsible for letting us know of any changes to your itinerary or flights. If you don't do this, you run the risk of issues such as missed airport transfers.

Your flight schedule needs to be sent as an image file only; as a PDF or other image type (or you can simply forward us an email from your Travel Agent which includes your flight itinerary).

Travel Entry Requirements

Visas and Passports

Please ensure your passport is valid for at least six months after the retreat's finish date. It is your responsibility to make sure that you have a valid passport, the correct visas, permits, and certificates for your country of citizenship throughout your transit and retreat.

Visa and entry requirements vary by your nationality, and are detailed in your pre-departure materials rather than here, since they change by country and over time. It is your responsibility to check the current requirement for your nationality before booking; The Classical Club does not arrange visas on your behalf. Please check your relevant government travel website for the latest guidance before booking.

France requires foreign visitors to register their accommodation within a set number of days of arrival in some cases. Where this applies, it is generally handled automatically by the chateau at check-in, and your retreat notes will confirm anything you need to do yourself.

Vaccinations

The Classical Club cannot offer advice on vaccinations. We recommend you speak with a doctor, who can also issue a note for personal use of any medication you may need to bring.

The Classical Club is not responsible if you are refused entry to a country because you lack a valid passport, visa, vaccinations, or other travel documentation.

Arrival & Departure Transfers

Airport transfers are not included in your retreat price. We're happy to arrange a transfer between Nantes and the chateau as a paid add-on, €100 per person, one way.

Arrival Transfer

You can add an arrival transfer from Nantes to the chateau as an add-on, €100 per person, at the time of booking or any time before your Final Payment is due. A friendly Classical Club representative will meet you at Nantes and take you to the chateau, or to another hotel within a reasonable distance that you've independently booked as Alternative Pre-Retreat Accommodation.

If your transfer is to the chateau, we'll coordinate your pick-up time based on the flight details you've provided. If your transfer is to Alternative Pre-Retreat Accommodation, let us know the details before your Final Payment is due and we'll drop you there instead; you'll then need to make your own way to the chateau on Day 1.

Departure Transfer

You can also add a departure transfer from the chateau to Nantes as an add-on, €100 per person. We'll coordinate this based on the flight details you've provided.

Scheduled Calls

When you sign up for a Classical Club retreat, we'll need to have one or two phone calls with you before your retreat begins, usually around four months before departure and, for some retreats, again two weeks prior. These calls help us confirm the final details.

If you think you might be hard to reach during these times, please let your Booking Manager know ahead of time. If we can't reach you after a couple of attempts, we may need to cancel your booking to keep everything on track.

After your retreat, we'll set up another call to hear your feedback.

The Classical Club phone calls are automatically recorded, in accordance with applicable law. If you'd prefer not to be recorded, please let us know at the start of the call and we'll turn this off for you.

SMS Messaging Program

By opting in to receive text messages from The Classical Club, you agree to receive SMS messages related to guest care and retreat-related service updates, such as document requests, booking confirmations, and itinerary updates. Consent to receive SMS messages is not required as a condition of making a booking or using our services. Message frequency varies depending on your booking activity. Message and data rates may apply. To opt out at any time, reply STOP to any message you receive from us. To request help, reply HELP. For more information about how we handle your data, please see our Privacy Policy.

Reservation

How to Make a Reservation

You can book directly online by selecting your retreat and preferred dates, or contact us either by phone or email to make a retreat enquiry first. When your enquiry is received, a Booking Manager will call you for a chat before taking a booking, to make sure everyone's abilities and expectations align with the retreat. The Booking Manager will inform you about key retreat details and ask a couple of questions to fill in your travel profile. After this, you will be sent a reservation email including your booking information and payment details. We will then hold your spot for 3 business days for your payment to clear.

If you book directly online, your payment and deposit are processed at the time of booking through our secure booking platform, and the same terms in this document apply to your reservation.

Acceptance of Booking and Final Payments

Once we've accepted your booking, we'll send you a booking confirmation invoice. This is when the contract between us becomes official. If you're booking within 120 days of your retreat, the contract will start as soon as we accept your payment in full. Please check your booking confirmation invoice for details about when your Final Payment is due, and how to pay.

Your Booking Manager will give a reminder of your Final Payment balance and due date during a scheduled call around two weeks before payment is due. You'll also receive a reminder email before your balance is due.

The remaining balance for your retreat is due 120 days before your departure, unless we've created Special Booking Conditions for you. If we don't receive your payment by the due date given, we may need to cancel your booking, and the cancellation charges outlined below would apply.

Deposit

Each retreat has a specified deposit amount to be paid to confirm your spot. Your Booking Manager will advise of the amount during a phone call, at the time of booking.

Bookings made after the Final Payment Date require payment in full. Please note that paying in full during this window means you also fall within our Cancellation Terms and are not eligible for the cooling off period.

Payment of a retreat deposit confirms you have read and accepted these Terms and Conditions.

Cooling Off Period

Providing your retreat has a departure date of 120+ days, you can cancel your retreat and receive a refund on your deposit, if the cancellation is made within 30 days of payment of your deposit. A booking made when the retreat is due to commence in 119 days or less is not eligible for the cooling off period.

Chargebacks and Payment Disputes

If you pay by card, we ask that you come to us first in case issues arise, rather than raising a chargeback, unless your card was used without your authorization, or there's a clear billing mistake on our end. A cancellation handled under these terms, not liking the Grandmaster's coaching style, an activity rescheduled for weather or operational reasons, or a hiccup from a third-party supplier outside our control aren't valid reasons for a chargeback if the retreat was otherwise delivered as booked. If a chargeback is raised outside these situations, we'll dispute it and may recover the costs involved.

Transferable Deposits

You can cancel your retreat at any time before it starts and transfer the minimum deposit amount to any booking. Should the credited deposit be less than the minimum deposit required on a future retreat date, you will just need to pay the difference before your new booking is confirmed. For alternative retreats, a Booking Manager will discuss retreat specifics with you before payment details are sent in a Reservation Email.

Payment of Retreat

Final Payment, including any extras, will be invoiced to you before your retreat. Any extras booked after the Final Payment Date will be invoiced separately.

Final payment is due 120 days prior to the retreat departure date. You will be sent an email reminder around two weeks before.

Making a booking 120 days or less before retreat departure will require full payment in order to hold your spot and is not eligible for cooling off period conditions.

Included in Booking Price

Your room at the chateau, all meals, excursions, programme facilitation from your Chess Host, and coaching and tuition from your Grandmaster.

Not Included in Booking Price

Visa fees, international flight costs, meals or activities not stated in the itinerary, airport taxes, personal items, snacks, drinks not stated in the itinerary, vaccinations, tips or gratuities, laundry, telephone, minibar, and personal travel insurance.

Non-Participating Companions

The Classical Club welcomes guests travelling with a companion who doesn't wish to join the chess programme. Companions can be added to your booking directly, with pricing shown at the time of booking. They are not required to take part in games or coaching sessions, share your room at the chateau for the duration of the retreat, and follow their own lighter itinerary, designed and hosted separately from the chess programme. Space for companions is limited to 10 per chess week.

Chess Sets and Playing Materials

All chess sets, boards, and clocks needed for games and coaching are provided at the chateau. You're welcome to bring your own set or accessories for personal use, but this isn't required.

Your Chess Host and Grandmaster

The Classical Club retreats are led by a confirmed Chess Host and Grandmaster, named at the time of booking. In the rare event either becomes unable to travel due to illness, family emergency, travel disruption, or other cause, we will make every reasonable effort to provide a qualified substitute of comparable experience so the retreat can proceed as planned. A change of Chess Host or Grandmaster alone is not grounds for cancellation or refund under this policy, though we will notify you as promptly as possible.

Pre & Post Retreat Accommodation

Accommodation booked by The Classical Club

If you'd like help arranging accommodation before or after your retreat, get in touch and we'll see what we can do.

Accommodation booked by Guest

If you choose to arrange your own pre-retreat or post-retreat accommodation, please email us the hotel name and address so that we can coordinate your transfer, if you've booked one. Should you arrange your own accommodation and The Classical Club needs to change the chateau due to unforeseen circumstances, the entire group will be notified by email and you will need to arrange your own transfer or rearrange your accommodation.

Other Extras

Sometimes we offer additional add-ons for a retreat, mentioned either online or by a Booking Manager. If you book these through The Classical Club, the same booking and cancellation time frames apply as for Pre & Post Retreat accommodation above.

Booking Cancellations

Cancellation (by Guest) Fees

Cancellation of your booking often does not allow time for the re-sale of your space on the retreat. However, with our Lifetime Deposit Guarantee, you will never lose your deposit. No matter when you cancel, so long as the retreat hasn't started, you keep your deposit as a credit to be applied to future bookings. This is also transferable for use on one of our sister Leatherback brands: Patch Adventures, Wayward Paper, Fencox Travel, Magnificent Explorers, Camino Women, Carex Garden Tours, or Salt Caravan.

For this reason, if you wish to be covered for cancellations due to unforeseen circumstances such as sickness or bereavement, this must be organised with an external insurance provider.

If you need to cancel or switch to another retreat before the Final Payment Date, we'll process any refunds, but please note that some costs might not be recoverable, such as internal flights or extras we've already arranged for you. If any guest leaves the retreat voluntarily after its commencement, there will be no refund. Any refund will be based on the payment originally received in our bank account.

**Cancellation 120 days or more prior to departure: retain minimum deposit as a credit; refund all other monies paid.**

**Cancellation between 50 and 119 days: if payment over the minimum deposit has been received, you will retain the deposit amount as a credit and receive a refund equivalent to 40% of the total monies paid over the deposit amount. If payment over the minimum deposit has not been received, your deposit will be held as a credit and no refund will be given.**

**Cancellation between 30 and 49 days: if payment in full has been received, you will receive a credit equivalent to 30% of the retreat price/total monies paid, or the minimum deposit, whichever amount is greater.**

**Cancellation between 0 and 29 days: you will retain the minimum deposit as a credit.**

Cancellation by The Classical Club

The Classical Club reserves the right to cancel or reschedule any retreat departure.

120 days or more in advance: for cancellations due to a lack of retreat participants, we will cancel the retreat no later than 120 days in advance and refund the amount you paid for that retreat in its entirety. If you choose to transfer to a different departure instead of accepting the refund, we'll honour the original retreat price.

Cancellations within 120 days will only happen due to circumstances out of our control, such as political instability, terrorism, pandemics, natural disasters, or similar circumstances. Refunds will be less any unrecoverable costs; the rest of your retreat balance will be offered as a credit.

If the travel advisory of the destination changes to "Do Not Travel" after booking, you will be entitled to a refund. If the event occurs within 120 days of the retreat start, you will be provided a refund less any unrecoverable costs, provided as a credit.

If you have used pre-existing credit on file towards or for your deposit on this retreat, please note that the original terms of the credit apply.

It is your responsibility to be aware of the effect a travel advisory status, and any changes to it, may have on your travel insurance policy.

Credits

You can transfer your credits to any other Leatherback retreat or trip or to another guest, but they are not refundable. If you'd like to use your credit as a deposit for a new booking, you'll need to cover any difference in the deposit amount, and a cooling off period no longer applies once you use your credit as a deposit.

If The Classical Club cancels a retreat and you choose to use your deposit as credit for another booking instead of getting a refund, the 30-day cooling off period starts fresh, and after that, our standard Cancellation Terms apply.

Retreat Transfers

If you decide to transfer to a different retreat: a 30-day cooling off period will not apply to the new retreat; you will need to pay any difference in the deposit amount before your place is confirmed; if the new retreat is more expensive, the remaining difference will be added to your final invoice; our standard cancellation policy applies; and if you request a transfer within 120 days of the new retreat commencing, the full retreat price must be paid upfront. By proceeding with a retreat transfer, you agree to these terms.

Force Majeure

Sometimes events happen that are genuinely beyond anyone's control: natural disasters, severe weather, war, terrorism, civil unrest, strikes, epidemics, pandemics, government restrictions, or a border closing. If something like this affects your retreat, we're not liable for the disruption it causes, but we'll do everything we can to make things right for you.

Retreat Terms

Smoking

Smoking or vaping is not permitted in any Classical Club-booked transport, at the chateau, in restaurants, or within the vicinity of the group.

Special Dietary Requirements

We do our best to accommodate specific dietary requirements, and our chateau's dedicated kitchen means far more flexibility than a typical touring itinerary. That said, we can't guarantee we'll successfully manage every dietary need or specific allergy, so please let us know your requirements as early as possible so we can plan properly.

Medical Requirements

While The Classical Club will do its best to accommodate medical requirements, guests are responsible for their own arrangements. Our Experience Host carries first aid kits. Guests are advised to bring their own personal medication, accompanied by a doctor's note for personal use. If you have severe asthma, allergic reactions, or other conditions that could require immediate intervention, please bring an action plan from your doctor.

Accommodation

Guests travelling alone have their own room at the chateau. Guests travelling with a spouse or companion share a room together.

Baggage Allowance

Please keep your baggage to a minimum and bring only what's needed; you must be able to carry and handle your own bag comfortably throughout the retreat.

The Classical Club does not accept responsibility for any lost or damaged bags; please make sure you are insured for this. We cannot assist with locating lost luggage; please contact the relevant airport service desk or airline.

Authority on Retreat

Our retreats are run by your Chess Host and Grandmaster, who both lead coaching and tuition, with your Chess Host also facilitating the overall programme. Day-to-day logistics are managed by your Experience Host. Guests are expected to respect the authority of the Chess Host, Grandmaster, and Experience Host at all times. The decision of your Chess Host or Experience Host is final on matters within their respective areas likely to affect the safety or well-being of any guest or staff member. If you fail to comply with a decision made by either of them, or interfere with the well-being of the group, they may direct you to leave the retreat immediately with no right of refund.

You must at all times comply with the laws, customs, foreign exchange, and drug regulations of all countries visited, and you agree to travel in accordance with our Guest Participation Guidelines.

Itinerary

Please think of our itineraries as guidelines, not blueprints. We carefully craft every retreat, but no amount of planning can predict the weather, traffic, or the whims of local access. When joining The Classical Club, we ask that you embrace the flexibility that small-group travel requires. Unexpected circumstances may require changes to the planned schedule, related to weather, local conditions, transport, unexpected closures, illness, or other factors beyond our control. Your Chess Host and Grandmaster have real-time knowledge of the retreat and use their judgement to make changes that benefit the group.

If modifications to the itinerary are necessary, we will make every effort to provide the closest possible alternative of equal value. Some aspects of the retreat may be subject to last-minute adjustment, and the sequence or timing of sessions may change. Your Experience Host will keep you updated as soon as possible. By joining our retreats, you acknowledge that flexibility is a key part of the experience, and you agree to remain open-minded and adaptable.

Respectful Conduct

The Classical Club reserves the right to accept or reject an individual at any time. Respectful and positive interactions are fundamental to our company culture. If a potential or booked guest doesn't comply with our Terms & Conditions, or displays bullying, rude, aggressive, or abusive behaviour toward our team members, fellow guests, the Chess Host, Grandmaster, Experience Host, or the general public, we reserve the right to refuse or cancel their booking, or remove them from a retreat.

Please read our Guest Participation Guidelines before acknowledging your participation and booking conditions by paying a deposit. Our Retreat Help Process is there if you see or experience anything that isn't in alignment with those guidelines.

WhatsApp

When you join a Classical Club retreat, we ask that you connect with your Chess Host, Experience Host, and fellow guests through a WhatsApp group set up for your retreat. This group is important for safety, communication, and keeping everyone in the loop. We'll set up the group about two weeks before your retreat starts; your Chess Host and Experience Host will be added around 3–5 days before departure.

Communicable Diseases

You agree to follow the safety requirements explained in our Communicable Diseases Policy, agree to follow your Chess Host's directions in the event of illness in the group, and, should you fall ill, take reasonable and practical steps to reduce the risk of spreading infection to other group members, the local team, and members of the public.

Photos and Videos

You grant us permission to use your name (first name and surname initial), photographs, videotapes, and recordings in connection with our retreats, including for marketing. This includes media shared within guest WhatsApp chats. Please let us know if you would not like your name or media shared for marketing purposes.

Refunds and Complaints

There are no refunds for any part of the retreat not used, including meals, accommodation, activities, or any other services. The Classical Club works in partnership with local operators, whose local expertise is invaluable to our retreats. While we make every effort to work with reliable and reputable third-party operators, The Classical Club cannot assume responsibility for any actions or omissions of third parties that result in personal injury, property damage, or other loss to our guests.

We have a complaints and refunds procedure, including a formula to calculate refund entitlements for any services that were poorly delivered or not delivered at all. Should you feel something did not meet your expectations, please write to us so we can attempt to rectify the situation. We will contact you to conduct an investigation, which may include a phone call, and any resolution offered will depend on the outcome.

The formula for refunds is based on a reasonable breakdown of our service, with allocations primarily for Accommodation, Food, Hosting and Coaching Services, and Experiences. To receive a full breakdown of the formula, please contact us. If you do make a complaint, the full calculation of your refund entitlement will be provided to you.

Assumption of Risk and Release

Travel is full of good things, and a week spent in a historic country house comes with a few real risks too. Illness, injury, theft, accidents, weather, uneven or aged flooring and staircases, transport delays, food or water related upsets, and in some places, limited access to medical care. We do everything we can to manage these sensibly, but by joining a Classical Club retreat, you're accepting that these things can happen and won't hold us responsible for them, except where the law says we can't ask that of you.

Indemnity

If something you do while travelling with us causes loss, damage, or a claim against The Classical Club, our Chess Hosts, our Grandmasters, or our team, whether that's a breach of these terms, unlawful behaviour, or damage to a person or their property, we'll look to you to cover the cost of that, except where it was our fault.

Acknowledgement of Our Terms and Conditions

While The Classical Club offers travel experiences that by their nature may involve certain risks, we are committed to providing our guests with safe and enjoyable experiences.

We expect our guests to understand the requirements of the retreat and to be in good health before undertaking our journeys. Although we ask guests to confirm their fitness and to disclose medical conditions, it is ultimately the guest's responsibility to ensure they are medically fit for the retreat.

While you acknowledge that you undertake our retreats at your own risk, we want to assure you that your safety is of the utmost importance to us, and we will endeavour to ensure that appropriate safety measures are in place.

If any part of this agreement is deemed unenforceable, all other parts will remain in effect. By booking a retreat with The Classical Club, you agree to abide by these terms.

These Terms and Conditions, and any contract to which they apply, are governed by Australian law and shall be subject to the exclusive jurisdiction of the courts of Victoria, Australia.

Payment of a retreat deposit, or transfer of a credit as a deposit, means you have read and accepted these Terms and Conditions, including our Guest Participation Guidelines and Communicable Diseases Policy.