Payment Policies

Participants can choose from "Payment in Full" or "Non-refundable Deposit" payment options.  However, if the "Non-Refundable Deposit" option is chosen, payment in full must be made within 60 days of submission of € 500 (Euro) Non-refundable Deposit in order to hold the reservation.  If payment in full is not made within this period, Registration and Deposit may be forfeit.

In general, payment in full is required no less than 90 days of the of the workshop start date.  No participant will be admitted to our FCO Airport Transfer vehicle with an outstanding balance. 

• For Spring Workshops, payment must be made before February 15
• For Summer Workshops, before March 1
• For Fall/Winter Workshops, by June 1.

If payment in full is not made by these dates, respectively of Workshop timing, as per the above, both Registration and Deposit MAY BE FORFEIT.

Our decision to offer Workshops is based on achieving small enrollment minimums, with this in mind, all payments are non-refundable after payment in full has been made.  However, under certain circumstances (see below) credit from one workshop may be utilized for another Workshop or Residency within a one-year period.

Session Cancellation by ICARTS

ICARTS only “cancels” retreats in the event of low enrollment or in circumstances in which providing the opportunity to re-schedule is not possible.  Each ICARTS Workshop requires a minimum number of participants enrolled - including the Residency Program. While the minimum enrollment number may vary according to the timing and duration of the session, the minimum is typically, six (6), to nine (9).  If the minimum number of participants is not reached, we reserve the the right to cancel those programs.

When a condition arises that results in a cancellation, participants will be notified and the class will be rescheduled to a later date. In event that ICARTS determines that enrollment for a particular session/Retreat is insufficient, ICARTS will typically offer you:

• (a) an option to join an alternative session/course/tour/event, within a one-year period or
• (b) to defer your participation until the rescheduled date of the intended workshop or
• (c.) In certain circumstances a refund MAY BE offered

In circumstances in which travel is interrupted due to travel restrictions or health protocols, Force Majeure (such as a: strike, riot, acts of God) ICARTS WILL NOT CANCEL, but will re-schedule the same workshop within  the soonest reasonable opportunity or in the succeeding calendar year.  In case of death or illness. of instructor, a substitution will be made at the discretion of ICARTS.  Beyond these factors, all reasonable effort will be made to schedule the Workshop with the same Instructor, however, in cases where this is not possible a Full Refund (minus the € 500 Euro Deposit) MAY BE Offered.

Cancellation by the Participant

Observing the above dates and criteria, cancellation by the participant is not possible once Payment in Full has been made.  However, in certain circumstances - such as illness of the participant or illness or death of a close relative or spouse - payment may be applied to another workshop within a one-year period. Candidates seeking to cancel due to personal hardship, illness, or death should contact the ICARTS in writing, stating full personal and course details. In this case, fees paid  – excluding deposit - MAY BE applied to another workshop within a one-year period. However, this withdrawal and substitution may not cause the enrollment to fall below the minimum number, in this case substitutions cannot be made.

In cases of Force Majeure (such as a: strike, riot, acts of God, unforeseen illness or death, or death of a family member) we highly recommend that your travel insurance policy include coverage for any trip cancellation that may occur prior to or afterdeparture. Policy coverage varies. Often, it is advantageous to purchase your coverage prior to reservation payments with us and your flight provider. Check your specific policy carefully for more information. See the travel insurance section of the ParticipantHandbook for more information.