Refund Policy

Be The Change Whole Health Services LLC
Effective Date: 6/1/2026

This Refund & Return Policy applies to all coaching services, classes, workshops, digital products, and retreats offered by Be The Change Whole Health Services LLC  (“Company,” “we,” “our,” or “us”). By purchasing any service or event, you agree to the following terms in accordance with the laws of the Commonwealth of Virginia.

​

1. Coaching Services Refund Policy

One-on-One Coaching Packages

Due to the time, preparation, scheduling, and intellectual property involved in coaching services:

• All coaching sales are generally final.

• Refund requests for unused coaching packages must be submitted in writing within seventy-two (72) hours of purchase to jmreavis@btconsultingservices.org.

• Approved refunds for unused services may be subject to a 10% administrative and processing fee.

• No refunds will be issued once coaching sessions have begun or after any portion of the package has been used.

• Missed appointments or no-shows are non-refundable.

Payment Plans

• Clients enrolled in payment plans remain financially responsible for the full balance of the agreed package.

• Failure to complete sessions does not cancel payment obligations.

​

2. Group Classes & Workshops Refund Policy

Live Online or In-Person Classes

• Refund requests made at least seven (7) days before the class date may receive a full refund minus any processing fees (generally 10%).

• Refund requests made less than seven (7) days before the class are eligible for account credit only.

• No refunds will be issued after the class has started.

Recorded Classes & Digital Content

Because digital products are immediately accessible:

• All sales of recorded classes, downloadable materials, guides, and digital content are final and non-refundable.

​

3. Retreat Refund Policy

Retreat planning involves advance contractual commitments for lodging, transportation, staffing, meals, and venue reservations. Therefore, the following cancellation terms apply:

Retreat Deposits

• All retreat deposits are non-refundable and non-transferable unless otherwise stated in writing, and at the discretion of the Company.

International Retreat Refund Policy (For Retreats Booked 12+ Months in Advance)

For paid in full or 2-payment plan:

• Cancel within 14 days of booking → Full refund, minus deposit and/or processing fee

​

For all other payment plans please see tiered Refund Schedule

• 180-280 days before retreat, 75% refund minus deposit

• 120–179 days, 50% refund minus deposit

• 90–119 days, 25% refund minus deposit

• Less than 90 days, No refund

Local Retreat Refund Policy

• Cancellations made 60-90 days or more before the start date may receive a refund minus the non-refundable deposit and administrative costs.

• Cancellations made 30–59 days before the retreat are eligible for a 50% refund of amounts paid excluding deposits.

• Cancellations made less than 30 days before the retreat are non-refundable.

Transfers

• At our discretion, retreat registrations may be transferred to another person or future retreat if requested in writing before the applicable deadline. This will be reviewed and decided at the discretion of the company.

Company Cancellation

If Be The Change Whole Health Services LLC cancels a retreat, participants will receive either:

• A full refund of payments made to the Company minus processing fees, or

• The option to transfer payments toward a future retreat.

The Company is not responsible for:

• Airline cancellation fees

• Travel expenses and costs outside of the accommodations and inclusions specifically advertised as part of the retreat package.

• Hotel costs outside retreat accommodations

• Personal expenses or third-party bookings

*****In the event of cancellations caused by the retreat venue due to unforeseen circumstances, natural disasters, government restrictions, or other events beyond our control, resolution and next steps will be managed by the retreat venue in coordination with Be The Change Whole Health Services LLC. Any refunds, credits, rescheduling options, or accommodations will be subject to the policies and capabilities of the retreat venue and associated vendors. Travel insurance is strongly recommended and should include trip cancellation, medical coverage, and travel interruption protection. *****

​

4. Medical Emergencies & Special Circumstances

Exceptions to this policy may be considered for:

• Medical emergencies

• Death in the immediate family

• Severe unforeseen circumstances

Documentation may be required. Approval of exceptions is solely at the discretion of the Company.

​

5. Chargebacks & Payment Disputes

By purchasing services, you agree to contact us first to attempt resolution before initiating a chargeback or payment dispute with your financial institution.

Fraudulent or abusive chargebacks may result in:

• Immediate termination of services

• Collection efforts

• Legal action where permitted under Virginia law

Policies for Payment Defaults

If you stop paying your payment plan:

• Your spot may be forfeited

• Prior payments may become non-refundable

• Participants may be eligible for reinstatement into their payment plan if the missed payment is paid in full within ten (10) days of the original due date. This grace option may be used only once during a six (6) month payment plan and up to two (2) times during a twelve (12) month payment plan. This grace period applies to retreats scheduled 12+ months in advance only unless otherwise stated by Company.​

​

6. Contact Information

For refund requests or questions regarding this policy, contact:

Be The Change Whole Health
📧 jmreavis@btconsultingservices.org