Heartwood Cove Policies and Conditions

Backer Agreement / Policy

Use of Funds: All contributions are designated to support the mission and vision of Heartwood, including but not limited to the development of Heartwood Cove.

Contingency: If Heartwood Cove is not secured, sold, or deemed unsustainable for long-term operations, contributions will be redirected toward securing and developing a successor property or alternative project that fulfills the same mission.

Transferability:
Backer benefits (such as retreat nights or event passes) are non-transferable except where expressly permitted (e.g., giftable retreat passes), and cannot be resold or exchanged for monetary value.

Scheduling & Availability:
Retreat-night and program access benefits are subject to availability and must be booked in advance. Blackout dates may apply during peak seasons, special events, or maintenance closures.

Non-Equity Status:
Contributions do not provide equity, ownership, voting rights, or liability in Heartwood Cove or related entities. Backers are recognized as supporters, not shareholders.

Tax Status:
Contributions are not tax-deductible unless specifically stated and confirmed by Heartwood in accordance with Canadian regulations.

Program Changes:
Heartwood reserves the right to modify retreat offerings, programming, or facilities as needed to align with sustainability, community, or operational priorities. Equivalent value will be honoured where specific benefits are no longer available.

Force Majeure:
Heartwood Cove shall not be held responsible for failure to deliver specific benefits or experiences due to circumstances beyond its control, including but not limited to natural disasters, pandemics, government restrictions, or other force majeure events.

Conduct & Community Standards:
All backers and their guests are expected to uphold Heartwood’s values of respect, inclusivity, and stewardship. Benefits may be revoked for conduct that undermines community wellbeing or safety.

Communications Consent:
By becoming a backer, individuals consent to receive communications and updates from Heartwood Cove regarding projects, benefits, and recognition.

Amendments:
Heartwood Cove reserves the right to amend these terms and conditions as necessary, provided that such changes remain consistent with the mission and intent of honouring backer support.

Refunds: Contributions are considered gifted support and are non-refundable, regardless of changes to property ownership or location.

Duration of Benefits: Retreat-night and event access benefits are valid for the operational life of Heartwood Cove or the length stated in the perk, or a successor property established by the Heartwood team, for a maximum of 20 years.

Termination of Benefits: In the event of a property sale, transfer, or foreclosure with no successor site, retreat-night and access benefits will end.

Recognition: Naming rights and donor recognition will continue permanently in Heartwood’s public records (digital archive, publications, and commemorative installations), even if the property ceases operations.

Heartwood Cove Membership Agreement / Policy:

For Annual Membership

By purchasing a Heartwood Cove Membership, you agree to the following terms and conditions:

1. Membership Benefits

  • Members receive access to exclusive updates, invitations to Heartwood events, and special member-only offers.

  • Discounts or early booking access (if applicable) will be clearly stated in promotional materials.

  • Membership does not include free retreat nights unless specified in a separate backer agreement.

2. Duration & Renewal

  • Membership is valid for 12 months from the date of purchase.

  • Memberships are renewable annually at the then-current rate.

  • Members will be notified prior to renewal with an option to continue or cancel.

3. Use of Funds

  • Membership fees directly support the mission of Heartwood Cove: to create a sanctuary for creativity, community, wellness, and environmental stewardship.

4. Non-Equity Status

  • Membership is a community support program. It does not grant ownership, equity, voting rights, or liability in Heartwood Cove or related entities.

5. Non-Refundable

  • Membership fees are non-refundable, even if benefits are unused or if Heartwood events or operations are temporarily suspended.

6. Code of Conduct

  • Members and guests are expected to uphold Heartwood’s values of respect, inclusivity, and stewardship of the land and community.

  • Membership privileges may be revoked for behaviour inconsistent with these values.

7. Communication & Privacy

  • By joining, members consent to receive emails and updates from Heartwood Cove.

  • Personal information will be used only for membership administration and will not be shared without consent.

8. Termination or Change

  • Heartwood reserves the right to amend membership benefits, policies, or fees at any time to better serve the community, with notice provided to members.

  • In the event Heartwood Cove ceases operations, memberships will expire without refund, but recognition of support will continue in our community records.

By signing up, you acknowledge and agree to these membership terms

Heartwood Cove Membership Competition Rules:

Annual Original Painting Naming Contest

1. Contest Sponsor

This contest (“Contest”) is organized and sponsored by Heartwood Cove Retreat Centre (“Sponsor”).

2. Eligibility

  • Open only to active Heartwood Circle Members in good standing as of the entry deadline.

  • Entrants must be 18 years of age or older at the time of entry.

  • Contest is void where prohibited by law.

3. Contest Period

  • The Contest opens on stated date at 12:00 AM PST and closes on stated at 11:59 PM PST.

  • All entries must be received within this period to be eligible.

4. How to Enter

  • Eligible members may submit one (1) title suggestion (maximum five words) for the featured Autumn Skye painting.

  • Entries must be submitted via [Google Form / email / membership portal link].

  • No purchase beyond membership is necessary to enter.

5. Judging Criteria

Entries will be judged by a panel of three (3) individuals selected by the Sponsor. Judging will be based on the following criteria:

  • Creativity – 40%

  • Originality – 40%

  • Relevance to Theme – 20%

The entry with the highest combined score will be declared the grand prize winner. Two (2) additional runner-up winners will also be selected. In the event of a tie, the Sponsor reserves the right to determine the winners at its discretion.

6. Prizes

  • One (1) Grand Prize Winner: An original Autumn Skye painting, approximate retail value (ARV) $10,000 CAD.

  • Two (2) Runner-Up Winners: Each will receive a signed limited edition canvas print of the Autumn Skye painting, approximate retail value (ARV) $800 CAD each.

Total Prize ARV: $11,600 CAD.

  • Prizes are non-transferable and not redeemable for cash or substitute goods.

  • Winners are responsible for any taxes or duties associated with prize receipt.

7. Winner Notification

  • Winners will be notified via email and/or phone within five (5) business days after judging is complete.

  • If a winner cannot be reached within ten (10) days, an alternate winner may be selected.

  • Winners will also be publicly announced on Heartwood Cove channels and/or at the annual gathering.

8. Publicity & Rights

  • By entering, participants grant the Sponsor the right to use their submitted title, name, and likeness for promotional purposes related to the Contest and Heartwood Cove, without additional compensation.

  • The winning title will become the official name of the painting and may be used in exhibitions, publications, and sales materials.

9. General Conditions

  • Sponsor reserves the right to cancel, suspend, or modify the Contest if fraud, technical failures, or any other factor impairs its integrity.

  • Decisions of the judges and Sponsor are final and binding.

  • Sponsor is not responsible for lost, late, misdirected, or incomplete entries.

10. Liability Release

By participating, entrants agree to release and hold harmless Sponsor, Autumn Skye, and any affiliated parties from any liability, claims, or damages arising from participation or prize acceptance.

11. Governing Law

This Contest is governed by the laws of the Province of British Columbia and the laws of Canada applicable therein.