Last updated: April 2026

These Terms & Conditions (“Terms”) govern participation in educational travel programs offered by Optimistic Expeditions LLC, a Washington State limited liability company, doing business as Immersive Explorations ("IE"). By applying for, registering for, or participating in an IE program, you agree to these Terms.

1. Program Nature & Scope

Immersive Explorations delivers in‑person, experiential educational programs for health professionals and their guests. Programs may include lectures, workshops, site visits, culinary activities, walking, light hiking, yoga or movement sessions, and cultural experiences facilitated by IE staff and third‑party partners.

IE programs are educational in nature. They are not medical treatment, therapy, or clinical care.

2. Eligibility & Participation

Participants must:

• Be at least 18 years of age

• Be physically and mentally capable of participating in program activities

• Disclose any relevant medical conditions that may affect safe participation

IE reserves the right to decline or discontinue participation if a participant’s involvement poses a risk to themselves or others.

3. Fees, Payments & Deposits

• A non‑refundable deposit is required to reserve a place in the program

• The remaining balance must be paid according to the payment schedule provided at registration

• Failure to complete payments by required deadlines may result in forfeiture of the reservation

All prices are per person unless otherwise stated.

4. Cancellation & Refund Policy

Participant‑Initiated Cancellations

• Deposit: Non‑refundable once paid

• 90+ days before departure: Program fees refundable minus deposit

• 60–89 days before departure: 50% of program fees refundable (deposit excluded)

• Less than 60 days before departure: No refunds

• No‑shows or early departures: No refunds

Transfer Credit

• IE may offer program credit, at its discretion, for documented hardship (e.g., illness, family emergency)

• Credits are valid for 12 months from the originally scheduled program departure date

• Credits are non‑transferable and may be applied only to IE‑operated programs

5. Force Majeure

IE is not responsible for delays, cancellations, or changes resulting from circumstances beyond its reasonable control, including but not limited to:

• Natural disasters

• Pandemics or public health emergencies

• Government travel restrictions

• Political instability

• Labor strikes or transportation disruptions

In such cases, IE may:

• Reschedule the program

• Offer partial refunds

• Issue program credit

Refunds, if any, are limited to recoverable costs. IE is not responsible for airfare, personal travel arrangements, or incidental expenses.

6. Trip Insurance

IE strongly encourages participants to purchase comprehensive travel insurance, including:

• Trip cancellation/interruption

• Medical care and evacuation

• Lost or delayed baggage

Trip insurance is not mandatory, but participants assume all financial risk for costs not recoverable from IE.

7. Assumption of Risk

Participants acknowledge that international travel and experiential learning involve inherent risks, including but not limited to illness, injury, accidents, environmental conditions, food exposure, and transportation incidents.

By participating, you voluntarily assume all such risks.

8. Liability Waiver & Release

To the fullest extent permitted by law, participants release and hold harmless Optimistic Expeditions LLC (dba Immersive Explorations), its owners, employees, contractors, partners, and affiliates from liability for injury, illness, loss, damage, or expense arising from participation, except where caused by IE’s gross negligence or willful misconduct.

IE is not liable for acts or omissions of third‑party vendors, accommodations, guides, or transportation providers.

9. Medical Disclaimer

IE does not provide medical diagnosis, treatment, or individualized medical advice. Educational content is informational only.

Participants are responsible for:

• Managing their own medical conditions

• Carrying required medications

• Securing appropriate medical care while traveling

10. Continuing Medical Education (CME)

Where applicable:

• CME credit eligibility is based on attendance and participation

• Credits are awarded post‑program

• IE does not guarantee CME credits if sessions are missed or disrupted

Accrediting bodies retain final authority over credit issuance.

11. Guests & Non‑CME Participants

Guests are welcome unless otherwise stated.

• Guests do not receive CME credit

• Guests must comply with all Terms & Conditions

• Guests participate at their own risk

12. Code of Conduct

Participants are expected to:

• Respect fellow participants, hosts, staff, and local communities

• Comply with local laws and cultural norms

• Follow safety guidance provided by IE

IE reserves the right to remove participants for unsafe or disruptive behavior. No refunds will be issued in such cases.

13. Governing Law & Jurisdiction

These Terms are governed by the laws of the State of Washington, without regard to conflict‑of‑law principles. Any disputes shall be resolved exclusively in Washington State courts.

14. Photography & Media Use

To help share the story of Immersive Explorations and inspire future participants, we may capture photographs and video during our programs. These may be used in our marketing materials, website, social media, and educational or community-related content.

We aim to do this in a way that reflects the spirit of the experience and represents participants respectfully. We will avoid using names or identifying details without your permission.

If you prefer not to appear in photos or videos, you may opt out at any time—either in advance of the program or during the experience—by notifying our team. We will make reasonable efforts to honor your preferences.

We may also invite participants to share their own photos or videos from the experience. By submitting images to us, you grant Immersive Explorations permission to use them for similar purposes, unless you let us know otherwise.

15. Acceptance of Terms

By submitting an application, submitting deposit or other payment for the program, checking the acceptance box, or participating in an IE program, you acknowledge that you have read, understood, and agreed to these Terms.