1. Payment Terms

A participant’s place is confirmed only after receiving either:

• the required non-refundable deposit, or
• the full payment, if the participant chooses to pay the full program fee upfront.

If a participant pays the full amount upfront, the payment still includes a non-refundable deposit component, which is used to reserve the participant’s place and secure program arrangements.

For participants paying by deposit, the remaining balance must be paid in full 45 days before the start of the the specific program.

If the remaining balance is not paid by the stated due date, Eka Mai reserves the right to release the participant’s place. The deposit remains non-refundable.


2. Cancellation by Participant

All cancellation requests must be submitted in writing.
The following refund terms apply:

• Non-refundable deposit: The deposit is non-refundable under all circumstances.
• Cancellation before the balance due date: Any amount paid above the non-refundable deposit may be refunded, minus transaction fees and any already committed third-party costs.
• Cancellation on or after the balance due date: No refunds are available.

3. Full Payment / Early Bird Payment

If a participant pays the full program fee upfront, including any early bird or discounted price, the same refund policy applies.

The non-refundable deposit component will be deducted first. Any remaining refundable amount will be calculated according to the cancellation date and the applicable terms for that program.


4. Transaction Fees

For all approved refunds, transaction fees, payment gateway fees, bank charges, and currency conversion fees are non-refundable.

A standard transaction fee may be deducted from any approved refund to cover payment processing costs.


5. Transfer of Place

A participant may request to transfer their place to another person before the balance due date, subject to written approval by Eka Mai.

The new participant must meet any program requirements and complete all required forms and payments.

A transfer administration fee may apply.


6. Travel, Flights & Personal Expenses

Eka Mai is not responsible for refunds or costs related to flights, visas, travel insurance, personal accommodation outside the program, personal transportation, medical expenses, or any other personal travel arrangements.

Participants are strongly encouraged to purchase suitable travel insurance.


7. Cancellation or Changes by Eka Mai

If Eka Mai cancels the program, participants will be offered either:

• a refund of the amount paid to Eka Mai, minus any non-recoverable third-party costs, or
• the option to transfer the payment to a future program, where available.

Eka Mai reserves the right to make reasonable changes to the itinerary, teachers, schedule, accommodation, transport, or program structure if required due to circumstances beyond its control, including but not limited to weather, travel restrictions, safety concerns, local regulations, force majeure, or changes from third-party providers.

Such changes do not automatically entitle the participant to a refund.


8. Exceptional Circumstances

Requests outside the above terms may be reviewed individually. Approval is not guaranteed and remains at the sole discretion of Eka Mai.