Northern Vietnam Trail Running + Wellness Retreat (2024)

INCLUDED:

• 4 nights May de Ville Luxury Hotel and Spa in Hanoi
• 2 nights Topas Riverside Lodge
• 2 nights Topas Eco Lodge
• 1 night on the Paradise Grand ship (Halong Bay Cruise)
• 9 breakfasts
• 8 lunches
• 8 dinners
• English-speaking tour guide for the entire retreat except overnight at Halong Bay
• Running guide during runs
• Private ground transportation
• Yoga and Tai Chi Classes
• Visit to Dao Ethnic Minority Village
• 150-Minute Signature Spa Treatment at Rice Spa
• Hanoi City Jeep Tour
• Temple visit/sampan ride and running on a day excursion in Ninh Binh Province
• Dedicated retreat leader

EXCLUDED:

• Flights to/from Hanoi, Vietnam
• Alcoholic drinks
• Any additional spa treatments
• Personal incidentals (laundry, souvenirs, etc)
• Guide + driver gratuity
• Some ground transportation
• Travel/cancellation insurance
• Anything else not listed under “What’s Included"

GETTING TO HANOI, VIETNAM (HOW TO PLAN YOUR TRAVEL)

Location : Noi Bai International Airport (HAN), Sóc Sơn, Hanoi, Vietnam

This retreat will begin on Saturday, November 11, 2023 at Hanoi’s Noi Bai Airport. We recommend flights that arrive to Hanoi no later than 2:00 PM to allow you time to collect your luggage, transfer to the hotel and check-in. If you arrive early, your guide will be on hand to give you suggestions on things to do prior to the welcome meeting. The retreat will officially start at 4:00 PM with the retreat opening meeting followed by dinner.

This retreat will end on Monday, November 20, 2023 at Hanoi’s Noi Bai Airport. You will be dropped off at the airport at approximately 4:00 PM. We recommend that your departing flights depart no earlier than 7:00 PM. Post-retreat hotel rooms are available if you prefer to depart the following morning.

A VISA IS REQUIRED FOR VIETNAM (not included).

FOOD AND ACCOMMODATION

Fee Includes:

• 4 nights May de Ville Luxury Hotel and Spa in Hanoi
• 2 nights Topas Riverside Lodge
• 2 nights Topas Eco Lodge
• 1 night on the Paradise Grand ship (Halong Bay Cruise)
• 9 breakfasts
• 8 lunches
• 8 dinners

This newly opened hotel located in the heart of Hanoi’s Old Quarter features a spa, rooftop terrace, indoor swimming pool, fitness center, and sauna. There is a restaurant on site, serving a mix of Western and Asian cuisine, and just steps outside you will find restaurants, cafes, shopping and art galleries all within walking distance.

Topas Riverside Lodge

Located deep in the Sapa Valley, in the Red Dzao village of Nam Cang, Topas Riverside Lodge offers a true authentic cultural experience in a lush, riverside setting. This small, 14-room lodge is cozy, but offers modern amenities such as comfortable bedding, mosquito nets, air conditioning and heating, toiletries, hot water and a hair dryer. The onsite restaurant specializes in Northern Vietnamese cuisine, made with fresh, locally sourced ingredients.

Topas Mountaintop Ecolodge

Topas Ecolodge is a boutique resort situated atop a hillside overlooking the mountains of Hoang Lien National Park. The 49 stylish bungalows are built from white granite, each with its own spacious balcony overlooking an expansive vista of towering mountain peaks and stunning, rice terraced valleys. While staying at the lodge, indulge in a signature spa treatment at the property’s Rice Spa, or take advantage of one of the spectacular infinity pools. The onsite restaurant features a mix of European-styled plates with a distinct Vietnamese influence, using seasonal and locally sourced ingredients.

About Food in Vietnam

Vietnamese cuisine is a tantalizing blend of flavors, textures, and aromas that will leave your taste buds amazed. From the savory pho soups to the fresh spring rolls, Vietnamese food is a delicious explosion of flavors that will have you coming back for more.

One of the most iconic dishes in Vietnam is pho, a hearty soup made with rice noodles and a savory broth. This dish is typically served with slices of beef or chicken, fresh herbs, and bean sprouts. The broth is what makes pho so special, as it is simmered for hours with a blend of spices like star anise, cloves, and cinnamon. The result is a rich and flavorful soup that is perfect for any time of day.

Another must-try dish in Vietnam is banh mi, a delicious sandwich that blends French and Vietnamese flavors. The bread is a crispy baguette that is filled with a variety of meats, like pork belly or grilled chicken, and topped with fresh herbs, pickled vegetables, and a spicy chili sauce. This sandwich is a perfect option if you're on the go and looking for a quick and delicious meal.

Vietnamese cuisine is also known for its fresh and healthy spring rolls. These rolls are typically made with rice paper and filled with a variety of vegetables, herbs, and proteins, like shrimp or pork. They are then dipped in a savory peanut sauce that adds a perfect balance of sweetness and saltiness. From the savory pho soups to the fresh spring rolls, there is something for everyone to enjoy. Our retreat offers daily culinary adventures, so we encourage you to be curious and open to trying new flavors!

ON THE TRAIL

1. One pair of trail running shoes (Required). Road running shoes or minimalist shoes are not acceptable.
2. Hydration pack with bladder for at least 1.5L of water (we recommend a vest pack rather than a waist pack) with pockets for carrying food and extra clothes and water (Required)
3. Short-sleeve running shirts
4. Warm long-sleeve shirts (such as wool or another lightly insulating but wicking material)
5. Running shorts
6. Running capris or light tights
7. Lightweight, breathable running rain jacket that is easily packable (Required).
8. Three to four pairs of running socks
9. Running cap or visor
10. Sunglasses

• Optional: collapsible, lightweight trekking poles

OFF THE TRAIL

• Day pack (~20 L)*
• Casual clothes (dining is informal)
• Shoes for casual wear
• Warm jacket for cool evenings
• Bathing suit
• Journal
• Small, lightweight camera (or phone)
• Plug adapter (if traveling outside North America) for electronic devices
• Ear plugs (for sleeping)
• Sleeping attire suitable for shared sleeping quarters if sharing a room
• Other personal items/apparel and toiletries (shampoo, soap, conditioner, lotion, sunscreen, etc).

*You’ll use this day pack for extra clothing, snacks and personal items (not for running). You’ll have access to it while traveling in the van, when large luggage is not accessible. For ease of transport between hotels, please limit your luggage to one carry-on (backpack as described above is recommended) and one wheeled suitcase.

💡Note: Trail running shoes and a hydration pack are required items.

AGE LIMIT

We only offer tours and related activities to women aged 21 years and over.

INCIDENTALS

Guests are responsible for their own incidental expenses at the hotels, personal purchases, some lunches, snacks (outside of the runs) and alcoholic drinks in the restaurants. Please have cash on hand to pay for drinks during dinner.

SPECIAL DIETARY REQUESTS

In most cases we can accommodate special dietary requests. After you register for this retreat, you can indicate in the Retreat Participant Intake form your special dietary needs.

REFUNDABLE VS. NON-REFUNDABLE BOOKINGS

If you select the Refundable Booking option, your booking is eligible for refund if you are unable to attend the retreat due to one of the listed reasons (and can provide the specific documentation required), subject to the General Conditions of Refund as stated here: See: https://www.refundable.me/extended/en/.

The Refundable Booking fee is 8% of the total package price, paid across each installment. If you select refundable booking for the deposit, you cannot then change to non-refundable for the balance payment.

If you select the Non-Refundable Booking, then our normal cancellation terms and fees apply.

CANCELLATION BY YOU

Option 1: Transfer your payment to a different retreat date and/or destination taking place within the next 12 months. A $200 booking transfer fee is required to process this booking change. Deposits can only be transferred ONCE.

Option 2: Cancel your booking and receive a refund less the applicable cancellation fee ($500 for domestic retreats, and $800 for international retreats).

Option 3: If you had made a payment using our Refundable Booking option, your booking is eligible for refund if you are unable to attend the retreat due to one of the listed reasons (and can provide the specific documentation required), subject to the general conditions of refund as stated here: https://www.refundable.me/extended/en/

CANCELLATION / RESCHEDULE BY THE HOST

The host reserves the right to cancel or reschedule any trip for any reason. We do our best not cancel a tour less than 30 days before departure except for Force Majeure, natural disasters, pandemic, travel bans, war, civil unrest or other unusual or unforeseen circumstances outside the Activ Retreats control.

When a tour is canceled by Activ Retreats before the agreed date of departure for any reason, you have a number of options:

Option 1) Transfer your retreat payment (less any non-refundable costs already paid to suppliers) to the same retreat in the future, or to a different retreat. Tell us which retreat you choose and we will apply all remaining funds to your new booking. The $200 book transfer fee does not apply.

Option 2) Put your payment (less any non-refundable costs already paid to our suppliers) on file as credit with no expiration date.

Option 3) Request a refund you less any credit card processing fees, cancellation fees, and nonrefundable deposits we paid to local suppliers on your behalf. We work with our suppliers within each destination to minimize the amount of non-refundable costs and recover as much of your money as possible.

Note: If you purchased travel insurance, you can file a claim with your travel insurance provider for reimbursement of the non-refundable portion of your retreat payment. We can provide you with a receipt and notice of cancellation for this insurance claim.

To cancel your retreat, please call 970-930-1295. Please do not request a chargeback from your credit card company. We will work with you process your refund in a timely manner.

The host is not responsible for any incidental expenses or consequential losses that the Client may have incurred as a result of the booking such as visas, vaccinations, non-refundable flights or rail, non-refundable car parking or other fees, loss of earnings, or loss of enjoyment, etc. If the Client is offered a refund but requests an alternate tour of a higher value than that originally booked, then the Client must pay the difference in price.

Where, after departure, a significant element of the trip contracted for cannot be provided, Activ Retreats will make suitable alternative arrangements for the continuation of the trip. If it is not possible to provide a suitable alternative or the Client reasonably rejects any suitable alternatives, Activ Retreats will provide the Client a refund of unused tour portions. Where a significant alteration or cancellation occurs which is not due to Force Majeure or other circumstances beyond the Activ Retreats' control, Activ Retreats will in some circumstances offer compensation. Significant alterations do not include the substitution of a transportation method, modification of itineraries, change in hotel accommodation or meal offering.

RETREAT BOOKING TERMS + CONDITIONS

These are the Terms and Conditions that apply to all current bookings, regardless of the date of payment. The following terms and conditions replace the temporary Flexible Booking Terms that were put in place in spring 2020. Please read them carefully as you will be bound by them.

By making a booking with us, you accept these Terms and Conditions. A booking is accepted and becomes definite once you make a payment and we send you a confirmation email. Even after this initial confirmation, there may be changes to your booking. The host reserves the right to increase or decrease trip prices. The host reserves the right to change or update these terms and conditions at any time and without advance notice.

PAYMENT SCHEDULE

You may secure your spot in a retreat with a deposit until the “Balance Due Date” as listed in the table below. If you make a new booking after the Balance Due Date, full payment is required to secure your spot (if any are still available). Full payment of the retreat package price is due by the Balance Due Date indicated for each trip.

After booking your retreat with a payment, you will receive a booking confirmation email. Confirmation of your participation does not necessarily mean that your trip is confirmed to depart as scheduled. Retreats are typically confirmed to proceed as scheduled by the Balance Due Date specific to that retreat. If your balance payment is not received by the Balance Due Date, your deposit is forfeited and your booking is cancelled.

PRICING

All retreat prices are quoted and payable in USD. The host is not responsible for any fees incurred due to currency exchange or fees charged by your credit card/bank for processing funds in another currency.

PRIVATE ROOM CHARGES FOR SOLO TRAVELERS

Private-room accommodations are subject to a private-room package price, which guarantees a private room without a roommate (where available). See individual trip pages on our website for pricing details. In order to keep our private-room package prices as low as possible, on occasion private rooms may be smaller than shared occupancy rooms. Private-room accommodations may not available on all trips. Additionally, we cannot always guarantee private accommodations, even after reservations and confirmations have been made.

SHARED ROOM CHARGES FOR TRAVELERS WISHING TO BE PAIRED WITH A ROOMMATE

For guests who wish to book into a shared accommodate package, we are happy to pair you with a roommate. We will do our best to find a roommate; however, if we cannot arrange a match, The host may charge 50% of the private-room surcharge. Please consult specific trip pages on our website for details. This amount will be charged approximately 30 prior to departure for domestic trips and 60 days prior to departure for international trips.

AIRFARE

Activ Retreats trips do not include national or international airfare. You are responsible for your airfare and are responsible for any non-refundable expenses you incur in the event we cancel a retreat (generally not less than 90 days before it begins). We highly recommend you purchase travel insurance for all your travel expenses.

TRAVEL + HEALTH INSURANCE

The host requires international retreat participants, and highly recommends domestic retreat participants to obtain travel medical insurance with a minimum medical coverage of $100,000. This insurance must cover personal injury and emergency medical expenses including, but not limited to, helicopter evacuation, air ambulance and repatriation. It is strongly recommended the coverage be extended to include cancellation, curtailment, and all other expenses that might arise as a result of loss, damage, injury, delay or inconvenience that may occur during travel.

We have partnered with Travel Guard to offer you travel insurance options from a trusted provider.

MEDICAL CONDITIONS + SPECIAL REQUIREMENTS

You must notify us in writing during the process of booking (on your registration form) of any medical conditions, pregnancy, disability or any other mental and or physical condition which may affect fitness to travel and/or any medical condition. This includes any symptoms of Covid-19 or our suspected exposure to the virus that causes Covid-19. Failure to notify us of such a medical condition may result in your being refused travel, in which case the client is bound by the cancellation terms as laid out here.

Some retreats may be unsuitable for you due to age, mobility, disability, pregnancy or physical or mental conditions. It is your responsibility to clear major medical issues with your doctor and with our representative prior to booking. We may refuse to carry pregnant women over 24 weeks or clients with certain conditions. We are not required to provide any special facilities unless it has agreed to do so in writing. We do our best to meet clients’ special requests including dietary restrictions, but such requests do not form part of the booking contract and therefore the host is not liable for not providing these requests. Medical facilities vary from country to country and we makes no representations and gives no warranties in relation to the standard of such treatment.

EVACUATION PROCEDURES AND COSTS

Evacuations costs are to be covered by the person being evacuated. You may file a claim with your travel insurance company to try to recoup any additional costs related to injury or illness treatment or travel.

REQUIRED TRAVEL DOCUMENTS

Valid Passport: You must have a valid passport required for entry, departure and travel to retreat destinations outside the U.S. (passport must be valid 6 months past the return date), all visas, permits and certificates including vaccination certificates (if required), insurance policies, etc. are required for the whole of the journey. The Client accepts full responsibility for obtaining all such documents, visas and permits prior to the start of the retreat and is solely responsible for any adverse consequences resulting from missing or defective documentation. Any information or advice given by Activ Retreats regarding visas, vaccinations, climate, clothing, baggage, special equipment, etc. is purely advisory, provided as a courtesy to the Client and Activ Retreats is not responsible for any errors or omissions as to the information provided by third parties such as the appropriate governmental authorities.

If other documentation is required by the country, state or county (such as proof of vaccination, health declaration, affidavit, Covid-19 test results, etc), we do our best to relay that information to you during the trip planning period. However, it is ultimately your responsibility to have all the required documents completed prior to departure.

SUPPLIERS + INDEPENDENT CONTRACTORS

Hotels, shuttle services, guiding or other elements of our retreats are provided by local suppliers who may themselves engage the services of local operators and/or sub-contractors. We at all times endeavor to appoint reputable and competent local suppliers, though we cannot guarantee a certain standard of service quality or performance as these contractors are outside our direct control.

RETREAT ITINERARY CHANGES

The host and its partners reserves the right to alter retreat programs and itineraries due to weather, road conditions, local circumstances or events, which may include mechanical breakdown, flight cancellations, illness, strikes, political disputes, natural disasters and other unforeseeable factors. This includes changes or cancellation of planned runs and any other aspect of the retreat itinerary to ensure the safety of our clients and staff. We accept no responsibility for losses, expenses due to delays, changes of flights or other services because of strikes, accidents, sickness, damage, negligence, weather, war, natural disasters, changes in schedules or other similar causes. The host and its partners do not assume responsibility for accidents or deaths that can be traced to the participants’ negligence, acts of third parties or exterior circumstances.

In the event a client elects to not participate in any part of the retreat itinerary (such as a guided run, group meal or other activity), the client is not entitled to any refund.

SAFETY + TRIP ENJOYMENT

We take your safety and well-being very seriously, which is why we partner with accredited tour operators, licensed guiding companies and other trained professionals for our all of domestic and international retreats. However, you are ultimately responsible for your safety, which is why we ask all retreat participants to sign a liability waiver before departure. To avoid possibly dangerous situations, it is extremely important that you obey any rules and regulations imposed by the Activ Retreats Retreat Leaders and/or Local Guides and instructions given by them.

Activ Retreats reserves the right to prohibit any Client from continuing on a trip or participating in any runs or activities, with no right of refund if, in our opinion, that Client’s actions pose a threat to their own safety or that of others, or seriously jeopardizes the enjoyment of the other participants. The decision of the Activ Retreats Retreat Leader or representative will at all times be final on all matters likely to affect the safety and well-being of the trip. All Clients must, at all times, strictly comply with the laws, customs, foreign exchange and drug regulations of all countries visited, and Activ Retreats will not accept responsibility or liability for any Client who contravenes any laws or other regulations of any country visited.

HEALTH + FITNESS

Most of our retreats should not be overly strenuous for people who are healthy and reasonably fit. You are expected to carry your own luggage and supplies on the trail (water, snacks, additional clothes). If you are affected by any condition, medical or otherwise, that might affect your or other people’s enjoyment of the trip, you must advise us of this at the time of booking. If your health or fitness changes between the time of booking and the trip departure date, you must notify us of these changes before the trip starts.

PHOTOGRAPHY

In the course of participation in a retreat, photos or video may be taken by participants, your retreat leader or guides. These images may be used in any Activ Retreats materials, website, Facebook, etc., unless you specifically request that we not use any material in which your image is depicted. Otherwise, you agree to allow us to perpetual, royalty-free, worldwide, irrevocable license to use such images for publicity and promotional purposes.

CLAIMS + COMPLAINTS

If you have a complaint, please first inform the Retreat Leader or guide at the earliest opportunity to allow the grievance to be rectified. If satisfaction is not reached, contact us while on retreat in order to give us the opportunity to rectify the matter. Failure to indicate dissatisfaction during the retreat will result in your ability to claim compensation from us being extinguished or at least reduced. If satisfaction is still not reached through these means on retreat then any further complaint must be put in writing us within 15 days of the end of the trip.

Why we created a technology policy for our running and wellness retreats

A runner at the Iceland Trail Running + Wellness Retreat pauses mid-run to savor the view of one of the country’s largest active volcano glaciers.

The sound of running shoes crunching the soft pine needles lining the loamy trail lulls the runners into a relaxed rhythm. A forest thick with conifer tress hugs the trail, so all they can see is the well-worn trail ahead. There’s no sound of cars or traffic of any kind. Their inhalation and exhalation breath cycles fall into a similar rhythm. They’re not all running at the same pace, yet somehow are in a shared state of flow.

That is, until, a digital female voice says “workout paused.” “Workout resumed” the voice followed up.
“Ping” goes another watch from the back of the pack. “Beep, beep beep!” goes another device, its exact location indeterminate.

The group slows to a fast hike as the trail’s pitch kicks up a few notches. “Workout paused,” a sharp digital female voice declares.

The group stops at point where the trees open to reveal a view of the valley below. Runners pull out their phones to take photos of a waterfall, while many also press the “pause” button on their GPS watches. A few reply to text messages flooding in thanks to the 4G connection randomly available on the (what had seemed like a remote) mountain trail.

The technology seems radically out of place in this serene natural environment. More than half their time standing at the lookout is spent looking at glowing screens. Not only are these runners seeing and experiencing less than they would without their devices, they are checking their time, mileage and pace-per-mile, even though, it could be argued, such metrics detract from their actual experience.

A More Mindful Way to Run

Runners who chose to run without their devices reported feeling “liberated” and more relaxed throughout the retreat.

A running and wellness retreat is not only a journey to a beautiful new destination, one that offers scenery and cultural experiences you can savor and enjoy. It also offers space to be more mindful and present, if you make space for it. And our devices (watches, GPS, phones) don’t help that process in this setting.

So how does this enhance running as a mindful experience?

1. When you don’t know your pace per mile, you are better at noticing the body’s natural feedback system to gauge your effort level. Feeling tired, you slow down. Feeling charged up, you speed up.

2. When you no longer hear a “ping” for each mile completed, you are better able to focus on the process of running rather than the progress from start to finish. Knowing that your running guide is keeping you on track, you are more open to taking in your surroundings, your fellow runners and notice how your body is feeling.

3. Replacing digital cues and alarms with the sounds of nature and your own body’s movement is a powerful experience. When you pay attention, you can hear your breath (is it soft and even, or shallow and ragged?) and the sound of your feet on the ground (are they pounding or tapping lightly?). These sounds are key indicators to the quality of your running form. And you can only improve your form if you develop a high level of body awareness.

4. Metrics have nothing to do with the quality of the running experience. On retreat, we encourage another type of success measurement: your degree of joy. And joy has everything to do with how running makes you feel, and nothing to do with how far or fast you ran.

Science Supports that Ditching Devices Can Help you Run Better

Fitness writer and author of the book, Peak Performance: Elevate Your Game, Avoid Burnout, and Thrive with the New Science of Success, Brad Stulberg, who experimented with gadget-less training, reported that he had some performance breakthroughs when he ran by feel (slowing when he felt tired, and speeding up when he felt strong) rather than by pace-per mile.

But more important, in my opinion, was what Noel Brick, a sports psychologist at Ulster University in Northern Ireland, told Stulberg in an interview: “Relying on a watch excessively can promote unhelpful thoughts and emotions, such as anxiety.” This anxiety can even occur on a subconscious level, fueling negative self-talk or judgement without you even realizing it’s happening.”

Another side effect of metrics-driven anxiety is physical tension. “In a recent study, Brick and his colleagues found that runners were a whopping 10 percent faster when they were focused on relaxing or the act of running itself versus external metrics like pace,” reports Stulberg.

Even though running faster isn’t a focus of the retreats, running more relaxed is in essence a mindful running practice that lowers stress as well as increases performance. This is why posture is the focus of the first mindful running clinic our retreat leaders offer at the start of each retreat. Practice the postural cues she offers and you may notice more flow and ease throughout each run.

Enter: the Presence Policy

With that in mind, we introduced a Presence Policy for all its retreats that is designed to enhance runners’ personal experience, on and off the trails. We share this policy with all of our retreat participants prior to the retreat, and review as a group at the opening meeting.

This policy states:

• When on the trails, keep your phone in Airplane Mode. This way, you can use as much as you like to take photos (which we strongly encourage!), but aren’t distracted by incoming messages or phone calls.

• Turn off all audible sounds from your watch or GPS devices. If you have an electronic device that is making sounds, your retreat leader will ask you turn it off.

• Don’t use your device to listen to music or podcasts during retreat runs.

• Even better: leave your watch behind! There’s no need to log, map, measure or time your runs while on the retreat. You will have a richer retreat experience if you forego all forms of measurement and focus on the purpose of each day’s run: to practice mindful presence.

• Turn off your phone (or leave it in your hotel room) during Wellness Workshops, retreat meetings and during group meals. There is plenty of time in the day, while traveling from place to place or free time, during which you can catch up with friends and family, post photos to social media, etc. We simply ask that you don’t do this during group time.