Newport Rhode Island Retreat Terms & Conditions

Newport Mahjong Retreat Terms & Conditions

1. Agreement to Terms

By registering and submitting payment for the Mark Your Mahjong Newport Mahjong Retreat (the “Event”), you (“Attendee”) acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions (“Agreement”). This Agreement constitutes a legally binding contract between you and Mark Your Mahjong, LLC (“Company,” “we,” or “us”).

2. Event Details

The Event is organized and operated by:

Mark Your Mahjong, LLC
Event: Newport Mahjong Retreat
Dates: June 8–11, 2027 (3-night stay)
Location: The Vanderbilt, Newport, Rhode Island

What Is Included

Your retreat registration includes:

  • Three-night hotel stay at The Vanderbilt in Newport, Rhode Island, based on the Single or Double Occupancy rooming option selected at registration
  • Sunset Welcome Social rooftop gathering at The Vanderbilt
  • Curated Mahjong play throughout the retreat
  • Mansion Tour of The Elms (1 ticket per guest)
  • Mahjong Lunch at The Carriage House
  • Morning Mahjong Club: Full Breakfast, Mimosa & Coffee setup at The Vanderbilt on Day three
  • Tennis Hall of Fame experience- private docent-led tour, optional tennis clinic on either grass court or regular court
  • Mahjong playing essentials, including tiles, mats and racks
  • Curated retreat gifts and amenities
  • Additional experiences and special touches included in the final retreat itinerary

The final schedule, activity details and timing will be provided to Attendees prior to the Event and are subject to change.

What Is NOT Included

Unless expressly stated otherwise in the final itinerary, registration does not include:

  • Airfare or transportation to and from Newport, Rhode Island
  • Airport transfers
  • Meals, beverages or dining expenses outside of those specifically listed as included in the retreat itinerary
  • Personal expenses, hotel incidentals, parking or other charges incurred individually by an Attendee
  • Optional activities or services not expressly included in the retreat itinerary
  • Travel insurance
  • Transportation outside of scheduled group transportation
  • A current National Mah Jongg League card. Attendees are responsible for bringing their own 2027 card for play.

3. Registration & Payment

Two registration options are available:

Single Occupancy: $6,600 per person
Double Occupancy: $4,750 per person

All fees are quoted in U.S. dollars.

Double Occupancy pricing is per person and is based on two registered Attendees sharing one hotel room. Attendees registering for Double Occupancy may identify a preferred roommate. Roommate requests will be accommodated whenever possible but are not guaranteed unless both parties have completed registration.

Payment Process

Full payment is collected securely through our website at the time of registration. Registration is not confirmed until payment has been successfully received.

By completing payment, you confirm your spot on the retreat and authorize the Company to use collected funds to secure hotel accommodations, activities, transportation, vendors, food and beverage commitments, and other expenses related to the Event.

Space is limited, and registrations are available on a first-come, first-served basis.

4. Cancellation Policy & Refunds

Cancellation by Attendee

We understand that plans can change. However, Mark Your Mahjong makes significant financial commitments to hotels, venues, transportation providers and other vendors well in advance of the retreat. Many of these payments become non-refundable as the Event approaches.

For that reason, all Attendee cancellations are subject to the following schedule:

Cancellation on or before January 31, 2027:
Refund of the amount paid, less a $500 non-refundable administrative and booking fee.

Cancellation February 1–March 9, 2027:
50% refund of the total retreat fee paid.

Cancellation March 10–April 9, 2027:
25% refund of the total retreat fee paid.

Cancellation on or after April 10, 2027:
No refund.

To cancel, Attendee must notify the Company in writing via email at ashley@markyourmahjong.com. Cancellations are effective on the date written notice is received.

Refunds, when applicable, will be returned to the original form of payment whenever possible.

Substitutions

If an Attendee is unable to attend, she may request to transfer her registration to another eligible guest, subject to Company approval and hotel/vendor restrictions.

Substitution requests received at least 30 days before the Event may be accommodated at no additional fee.

Substitution requests received fewer than 30 days before the Event are subject to availability, the ability to modify hotel and vendor reservations, and a $100 processing fee.

The Company cannot guarantee that substitutions will be possible after hotel rooming lists, transportation manifests or other vendor commitments have been finalized.

No-Show Policy

Attendees who fail to arrive without prior written notice will be considered a no-show and will not be entitled to a refund or credit.

Travel Insurance

Because unexpected circumstances can arise, Attendees are strongly encouraged to purchase comprehensive travel insurance after registering for the Event.

Attendees are responsible for reviewing and selecting their own travel insurance coverage. Mark Your Mahjong does not provide or sell travel insurance and makes no representations regarding coverage offered by third-party insurers.

5. Cancellation or Modification by the Company

The Company reserves the right to cancel, postpone or modify the Event when reasonably necessary.

If the Company cancels the Event for reasons within its reasonable control, including insufficient enrollment, Attendees will receive a refund of payments made directly to the Company.

The Company will not be responsible for additional expenses incurred by Attendees, including airfare, airport transportation, travel insurance, personal expenses or separate travel arrangements.

Force Majeure

The Company shall not be held liable for cancellation, postponement, interruption or modification of the Event resulting from circumstances beyond its reasonable control, including but not limited to severe weather, hurricanes, natural disasters, fire, pandemics, government actions or restrictions, war, terrorism, civil unrest, strikes, transportation disruptions, venue closures, or other events constituting force majeure (“Force Majeure Event”).

In the event of a Force Majeure Event, the Company will make commercially reasonable efforts to reschedule the Event or provide a comparable alternative.

If rescheduling is not possible, the Company will refund amounts it is able to recover from hotels, venues and other vendors, less non-recoverable costs already incurred on behalf of the Event and its Attendees.

The Company shall not be responsible for losses beyond funds actually recovered or retained by the Company.

Hotel Non-Performance

If the contracted hotel is unable to fulfill its obligations due to closure, property damage, overbooking or another circumstance outside of the Company’s control, the Company will make reasonable efforts to secure comparable alternative accommodations.

If comparable accommodations cannot reasonably be secured, any refund relating to accommodations will be limited to the amount the Company is able to recover from the hotel or applicable third parties.

The Company shall not be liable for incidental, consequential or indirect damages, including lost airfare, transportation expenses or personal expenses.

Activity & Itinerary Modifications

The published itinerary represents the Company’s current plans for the Event. Specific activities, venues, meals, instructors, transportation arrangements, start times and other itinerary details may change.

The Company reserves the right to substitute, modify, reschedule or cancel individual activities due to weather, vendor availability, venue requirements, safety considerations or other circumstances.

Where reasonably possible, the Company will provide a comparable alternative experience.

No partial refund will be issued solely because an individual activity, venue, meal, transportation arrangement or itinerary item is modified or replaced when a reasonable alternative is provided.

6. Limitation of Liability & Release

To the fullest extent permitted by applicable law, Mark Your Mahjong, LLC, its owners, officers, employees, agents and contractors shall not be liable for injury, illness, death, loss, theft, damage, delay or expense arising out of or relating to participation in the Event, including but not limited to:

  • Acts or omissions of third-party vendors, hotels, venues, transportation providers or activity providers

  • Personal injury or property damage sustained during the Event

  • Theft, loss or damage to personal belongings

  • Travel delays, missed flights or transportation disruptions

  • Costs or losses resulting from Event changes, cancellations or circumstances outside the Company’s reasonable control

By registering, Attendee acknowledges the inherent risks associated with travel and participation in group activities and voluntarily assumes those risks to the extent permitted by law.

7. Attendee Responsibilities

Attendees are responsible for:

  • Ensuring they possess valid identification and any necessary travel documents

  • Arranging their own transportation to and from Newport, Rhode Island

  • Arriving on time for scheduled activities and transportation

  • Bringing a current National Mah Jongg League card for Mahjong play

  • Paying personal hotel incidentals and expenses not included in registration

  • Conducting themselves respectfully toward fellow Attendees, hotel staff, vendors and Company representatives

The Company reserves the right to remove an Attendee from the Event for behavior that is disruptive, dangerous, abusive, harmful or materially interferes with the experience of other guests. An Attendee removed for such conduct will not be entitled to a refund.

Attendees with dietary restrictions, accessibility needs or other accommodations should notify the Company in advance. The Company will make reasonable efforts to communicate such requests to applicable venues and vendors but cannot guarantee that every request can be accommodated.

8. Health, Safety & Optional Activities

Certain retreat activities may involve physical activity, walking, stairs, uneven surfaces, sports or other inherent risks.

Participation in optional activities, including any tennis or athletic activities, is voluntary and at the Attendee’s own risk.

Attendees are responsible for determining whether they are physically able to participate in an activity and may elect not to participate.

The Company reserves the right to modify or cancel activities when health, weather or safety concerns arise.

9. Privacy & Photography

Professional photography and/or videography may take place throughout the Event.

By attending the Event, Attendees consent to being photographed or filmed and grant Mark Your Mahjong permission to use Event photography and video for promotional, social media, website, advertising and other marketing purposes.

Attendees who do not wish to be photographed or filmed should notify the Company in writing prior to the Event.

The Company will handle personal information collected during registration in accordance with applicable privacy laws and will not sell Attendee personal data to third parties.

10. Rooming & Hotel Policies

Attendees are responsible for complying with all policies established by The Vanderbilt during their stay.

Single Occupancy registration provides one hotel room for the registered Attendee.

Double Occupancy registration provides shared accommodations for two registered Attendees.

Room type, bed configuration, location, view and other specific hotel room requests are subject to hotel availability and are not guaranteed by Mark Your Mahjong.

Any additional nights, room upgrades, spa services, parking, room service, minibar charges or other hotel incidentals outside of the retreat package are the responsibility of the individual Attendee.

11. Governing Law & Dispute Resolution

This Agreement shall be governed by and construed in accordance with the laws of the State of Texas, without regard to its conflict-of-law provisions.

Any dispute arising out of or relating to this Agreement shall first be subject to good-faith mediation between the parties.

If mediation is unsuccessful, disputes shall be resolved through binding arbitration in accordance with the rules of the American Arbitration Association.

Venue shall be in the county in which Mark Your Mahjong, LLC is domiciled.

Nothing in this section shall prevent the Company from seeking injunctive or other equitable relief in a court of competent jurisdiction.

12. Modifications to These Terms

The Company reserves the right to update or modify these Terms and Conditions when reasonably necessary.

Attendees will be notified of material changes using the email address provided at registration. Continued participation in the Event following notification constitutes acceptance of the updated Terms.

13. Entire Agreement

This Agreement constitutes the entire agreement between the Attendee and Mark Your Mahjong, LLC concerning the Event and supersedes prior communications, representations or agreements, whether oral or written, relating to the matters addressed herein.

14. Contact Information

For questions regarding these Terms and Conditions, cancellations or the Newport Mahjong Retreat, please contact:

Mark Your Mahjong, LLC
Email: ashley@markyourmahjong.com