Being Positioned Wellness Retreat Application

Hi friend!

We're so glad you found us. When I was first diagnosed with Neurofibromatosis Type 2 (NF2), I felt like my future had suddenly been stolen from me. All of my hopes, dreams, and plans - gone the second my doctor delivered the news. Since you’re reading this, I bet you’ve felt that too.

At the time, I didn’t realize the possibilities or purpose that would come from my diagnosis. A year later, my husband and I quit our jobs and began traveling so that I could experience the world before losing my hearing. During our adventures abroad, I began to understand the beauty hidden in my condition. Traveling empowered me in ways I never thought possible and reminded me that our biggest struggles can lead to our biggest blessings.

Thanks to the support of family and friends, we formed Being Positioned to grant Journeys (trips) to qualified adults diagnosed with critical, life-altering, rare genetic disorders. We hope to provide individuals with a memorable, once-in-a-lifetime travel experience.

And now we’re thrilled to host a faith-based wellness retreat in partnership with KALEO Retreats to go alongside our Journey program.

We can’t take away your condition, but we can help change how you view it. We want to show you that good things can come from your disorder and help you realize that you, too, are Being Positioned.

 
Christina Menkemeller
(Founder of Being Positioned)

Things to Know Before Completing this Application:

The Being Positioned Wellness Retreat is designed to be a restful and enriching experience for women with NF1, NF2, Schwannomatosis and VHL. While we will do our best to accommodate different physical needs, all participants must be able to care for themselves independently throughout the retreat. This includes managing personal care, mobility, and medications without the assistance of a caregiver.

Here are a few important details to consider:

• There is an elevator inside the retreat home for accessing all floors.

• Temporary grab rails can be installed as needed.

• A wheelchair-accessible entry point to the beach is available.

• There are a couple of low steps at the front and back entrances of the home—our team will be happy to assist you getting in and out as needed.

• Bathrooms are not fully ADA-compliant and may not meet all accessibility standards.

If you have specific questions or concerns about mobility or accessibility, please don’t hesitate to reach out before applying. We want to ensure this experience is both safe and supportive for everyone who attends.

 

Travel Reminder

While the retreat itself is fully covered by our generous donors, participants are responsible for arranging and paying for their own transportation to and from Blue Mountain Beach, Florida. If you are not within driving distance, we recommend researching flight prices ahead of time to ensure this is a cost you feel comfortable committing to if selected.

If flight cost is a barrier for you applying for the retreat, please email hello@beingpositioned.org so our team can discuss possible solutions.

The two closest airport options are:

• Northwest Florida Beaches International Airport (ECP) – Approximately 45 minutes from Blue Mountain Beach

• Destin–Fort Walton Beach Airport (VPS) – Approximately 1 hour and 15 minutes from Blue Mountain Beach

Our team will provide complimentary transportation from ECP to the retreat house. However, we are unable to offer pick-up from VPS, so please plan accordingly if you choose to fly into that airport.

If you have any questions about travel logistics, don’t hesitate to reach out—we’re happy to help however we can!

 

FAQ

While we’re happy to answer any of your questions, many of those responses can be found in the FAQ section of our retreat webpage: https://beingpositioned.org/retreat/

For all other questions, please email rebekah@beingpositioned.org.

 

 

Step 1 — Application Requirements:

Please include a) a full-face photograph, b) personal letter, and c) personal reference contact information, as detailed below:

a) Photograph: 

• Clear and recent (within the past year; no sunglasses). It may also include family, pets, etc., but the focus needs to be on you.
• Your photo has no impact on the application evaluation process, it simply helps our team put a face to your name as we get to know each applicant. 

b) Your letter should:

Be a maximum of two pages in length and answer the following prompt:

We’d love to get to know you better. Please share a bit about your journey with NF1, NF2, Schwannomatosis or VHL so far. You’re welcome to include any experiences with surgeries, hearing loss, balance issues, treatments like chemotherapy or radiation, or anything else that has shaped your path.

We’d also love to know:

• What drew you to this retreat?
• What do you hope to gain or experience during your time with us?
• Is there anything specific you're struggling with right now—physically, emotionally, or spiritually—that you hope this retreat might support?

Lastly, are you a Christian or do you follow a particular faith or spiritual practice? This won’t impact your eligibility in any way, it simply helps us better understand and care for the unique individuals joining us.

This is a space to be real, not perfect. We’re not looking for polished answers, we just want to understand your story and how we can best support you if you’re selected to attend the retreat.

c) One personal reference:

• A friend or relative we may contact for more information on your behalf if needed. 
  • Please provide their full name, relationship, phone number, and email.

Note: Once you start filling out the application, click the save button on the bottom right corner of each page to prevent losing your progress. You’ll be asked to enter your email and will receive a link from Jotform to return and continue later (to be safe, wait until you receive the email before closing anything out). The form will not auto-save, so if your computer crashes, etc. you will have to start again. Medical forms must be uploaded during the application, so we strongly recommend having them completed and ready before starting. We also encourage using a computer instead of a phone when filling out this application. 

*If you are applying for the retreat, but are waiting on your medical form to be completed by your medical team, please email hello@beingpositioned.org to let us know.

Step 3 — Retreat Agreement:

Being Positioned Retreat Agreement
In partnership with Roya Productions, LLC/ KALEO Retreats

Please initial items 2, 3, 4, 5, 6, 14, 18 and 21 in the spaces provided below:

 

1. Granting of Participation. Being Positioned, Inc. (“BP”) is partnering with Roya Productions, the creators of KALEO Retreats (“KALEO”), to host a multi-day, faith-based wellness retreat (the “Retreat”). Your participation in the Retreat is subject to the terms of this agreement. BP and Roya Productions reserve the right, in their sole and absolute discretion, to accept or deny any applicant and to determine the structure, schedule, and nature of the Retreat.

 

2. Permission to Disclose Medical Condition. You grant BP and Roya Productions the right to disclose and share relevant medical or accessibility information between their teams solely for the purpose of planning and facilitating your safe and appropriate participation in the Retreat.

3. Waiver. You waive any rights to bring claims against BP, Roya Productions, and their respective officers, directors, agents, and employees, and all affiliated parties for any injury, damage, or loss suffered during or in connection with the Retreat, regardless of cause. This waiver applies to all activities, transportation, lodging, meals, and associated programming.

4. Release. You release BP, Roya Productions, and their respective officers,
directors, agents, employees, and all affiliated parties from all liability for any injury, damage, loss, or claim arising from your participation in the Retreat, whether caused by negligence or otherwise.

5. Indemnity. You agree to indemnify and hold harmless BP and Roya Productions, including their officers, directors, agents, and employees, from all liabilities, claims, damages, and expenses (including reasonable attorneys’ fees) arising from your actions, breach of this agreement, or participation in the Retreat.

6. Assumption of Risk. You understand that participation in Retreat activities—such as light movement, outdoor experiences, breathwork, group discussion, journaling, or faith-based practices—may carry certain inherent risks. You voluntarily accept all risks, known or unknown, associated with participating.

7. Retreat Activities Are Not Medical Advice. You understand that nothing presented at the Retreat by BP, Roya Productions, or their facilitators constitutes medical advice, diagnosis, or treatment. All activities are intended for spiritual, emotional, or personal reflection. You should consult your own licensed medical provider before making changes to your health practices.

8. Facilitator Background and Nature of Programming. You understand that Retreat sessions are led by a combination of Being Positioned staff, including its founder, guest facilitators, and occasional licensed professionals. Certain sessions are informed by personal experience, education, faith-based reflection, and wellness practices that the facilitators have found meaningful in their own lives. While some contributors may hold professional licenses or certifications, many sessions are not provided in a licensed medical, nutritional, therapeutic, or clinical capacity. Participation does not create a professional–client, therapist–patient, or practitioner–patient relationship of any kind. You agree to treat all content as educational, experiential, and reflective in nature and to consult qualified professionals before making changes to your health, nutrition, or lifestyle practices.

9. Mental and Emotional Fitness to Participate. You affirm that you are emotionally and mentally able to participate safely in a group retreat environment that includes personal reflection, faith-based discussion, and group sharing. You represent that you do not currently have a condition, diagnosis, or untreated mental or emotional health concern that would require clinical supervision or pose a risk to yourself or others during the Retreat. You understand that BP and Roya Productions do not provide mental health treatment, crisis intervention, or therapeutic services and do not have licensed mental health professionals on site. You agree to notify BP prior to the Retreat if there are any mental or emotional health considerations that could impact your participation or the safety of the group.

10. Personal Responsibility. You are responsible for managing your physical and emotional well-being during the Retreat. You agree to participate only in activities you feel safe and comfortable engaging in and to communicate concerns as needed.

11. Medical Insurance. You affirm that you are covered by medical insurance for the duration of the Retreat or accept full financial responsibility for any medical costs that may arise.

12. Medical Emergencies. In the event of an emergency, you authorize BP and Roya Productions to secure necessary medical care on your behalf. You are responsible for all related expenses.

13. No Caregivers or Companions Permitted. Due to the limited size and specific nature of this Retreat, you may not bring caregivers, friends, or additional attendees unless expressly permitted in writing by BP.

14. Health Status Notification. You agree to inform BP of any significant changes to your physical or emotional health prior to the Retreat that may affect your participation.

15. Participant Conduct. You agree to uphold a spirit of mutual respect, kindness, and safety. BP and Roya Productions reserve the right to remove any participant whose behavior is disruptive, unsafe, or inconsistent with the values of the Retreat. No refunds will be issued in such cases.

16. Substance-Free Environment. The Retreat is alcohol- and drug-free, including the use of tobacco. The use of alcohol or illegal substances at the Retreat or in Retreat accommodations is strictly prohibited.

17. Faith-Based Nature of the Retreat. You acknowledge that this is a Christian faith-based experience. While people of all backgrounds are welcome, all programming will reflect Christian values, including prayer, scripture, worship, and reflection. The Retreat is hosted in collaboration with KALEO, a retreat experience created and led by Roya Productions.

18. Expenses. BP will cover the cost of your lodging, meals, scheduled Retreat activities, and materials. You are responsible for all transportation to and from the Retreat, including airfare, baggage fees, rental cars, gas, or any other travel-related expenses. Our team will provide complimentary transportation from Northwest Florida Beaches International Airport (ECP) to the retreat house. However, we are unable to offer pick-up from Destin–Fort Walton Beach Airport (VPS), so please plan your travel accordingly if you choose to fly into that location. Any incidental personal expenses incurred during the Retreat are also your responsibility.

19. Dismissal or Cancellation. BP and Roya Productions reserve the right to cancel your participation or dismiss you from the Retreat at any time if your behavior poses a risk to yourself or others, or violates the terms of this agreement. No reimbursement shall be made in such cases. BP and Roya Productions reserve the right to remove any participant whose behavior indicates they are unable to safely participate in the Retreat environment, including behavior related to undisclosed mental or emotional health concerns.

20. Photo/Media Release. You grant BP and Roya Productions the irrevocable right to take photographs, video, and audio recordings during the Retreat and to use your name, likeness, voice, and story in promotional or educational materials, including on websites, social media, print, and video, without compensation. This includes the right to edit and publish the materials at their discretion and to share across digital and print platforms for any lawful purpose now or in the future.

21. Confidentiality Respect. While the Retreat may involve group sharing, you are encouraged to respect the confidentiality and privacy of other participants’ stories and experiences.

22. Grant of Right of Publicity. You understand and agree that participation may result in publicity, whether or not BP or Roya Productions actively promotes your involvement. You hereby grant full permission to both organizations to use your name, likeness, and personal story for public-facing materials.

23. Intellectual Property and Program Integrity. All content, materials, and experiences shared during the Retreat are the intellectual property of BP and Roya Productions. You may not record, reproduce, teach, or use them commercially or non-commercially without written permission.

24. Non-Solicitation. You agree not to solicit, hire, or attempt to engage BP or Roya Productions staff, facilitators, or contractors for your own events or services without written consent.

25. Damage to Property. You agree to be financially responsible for any damage you cause to the Retreat property, venue, furnishings, or facilities, whether intentional or accidental.

26. Entire Agreement. This agreement constitutes the full understanding between the parties and supersedes all previous discussions. No oral statements or external documents will alter this agreement unless in writing and signed by both parties.

27. Severability. If any part of this agreement is found to be unenforceable, all other parts shall remain valid.

28. Acknowledgment of Understanding. By signing below, you confirm that you have read, understand, and voluntarily agree to all terms of this agreement. You acknowledge that you may be waiving certain legal rights, including the right to sue.

29. Force Majeure. You understand and agree that the Retreat may be canceled, modified, or delayed due to circumstances beyond the control of BP and Roya Productions, including but not limited to natural disasters, acts of God, weather events, war, terrorism, civil unrest, government orders, pandemics, public health emergencies, or other unforeseeable events (“Force Majeure Events”). In the event that a Force Majeure Event makes it unsafe or impractical to hold the Retreat as scheduled, BP and Roya Productions shall be excused from further performance under this Agreement without liability. You acknowledge that if the Retreat is canceled, shortened, or rescheduled due to a Force Majeure Event, BP and Roya Productions are not responsible for reimbursing any personal travel expenses, including flights, ground transportation, or incidental costs incurred by you. We strongly recommend that you purchase refundable airline tickets or travel insurance.

30. Governing Law and Dispute Resolution. This Agreement shall be governed by and construed in accordance with the laws of the State of Georgia, without regard to its conflict of law provisions. Any dispute, claim, or controversy arising out of or relating to this Agreement, or the breach, termination, enforcement, interpretation, or validity thereof, shall be submitted to final and binding arbitration under the Commercial Rules of the American Arbitration Association. The arbitration shall be conducted in Atlanta, Georgia. The prevailing party may recover reasonable attorneys’ fees and costs. If any provision of this Agreement is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect. This Agreement may be executed electronically or in counterparts, each of which shall be deemed an original.

BY SIGNING BELOW, I AFFIRM AND ACKNOWLEDGE THAT I HAVE READ THIS AGREEMENT, HAVE RETAINED A COPY, AND FULLY UNDERSTAND AND AGREE TO ITS PROVISIONS. I AM AWARE THAT BY SIGNING BELOW, I MAY BE WAIVING CERTAIN LEGAL RIGHTS, INCLUDING THE RIGHT TO SUE. ALL APPLICANTS MUST SIGN THIS AGREEMENT.

Step 4 — Contagious Disease and COVID-19 Liability Waiver:

In consideration of being allowed to participate in a Being Positioned, Inc. (“BP”) retreat (referred to herein as the “Retreat”), the undersigned participant agrees to the following:

I acknowledge that contagious illnesses, including COVID-19, its variants, and other viruses such as the flu, may be encountered in any public or group setting. I understand that while BP and its partner, Roya Productions (creators of KALEO Retreats), will take reasonable precautions, there is no way to eliminate the risk of exposure to such illnesses during participation in a group retreat.

I have reviewed the most current Centers for Disease Control and Prevention (“CDC”) guidance regarding COVID-19 and understand that recommendations may change frequently. I accept full responsibility for staying informed of updated public health information and for making personal decisions in consultation with my healthcare provider, including any decisions regarding vaccinations, masks, or other precautionary measures.

I agree to use common-sense precautions during the Retreat and to follow all applicable health guidelines provided by BP, Roya Productions, and any venue or lodging where retreat activities occur. This includes complying with posted signs or instructions related to contagious disease prevention.

By signing this waiver, I acknowledge and voluntarily assume the inherent risks associated with group gatherings, including the risk of exposure to or infection by contagious diseases such as COVID-19 and its variants. I understand that such exposure could result in personal injury, illness, disability, or even death. I further understand that these risks may arise from my own actions or the actions, omissions, or negligence of others.

If I believe I was exposed to or became ill with COVID-19 or another contagious illness during or after the Retreat and I choose to pursue testing or medical treatment, I accept full financial responsibility for any related costs.

I hereby voluntarily assume all risks and agree to release and hold harmless Being Positioned, Roya Productions, and their respective directors, officers, employees, agents, contractors, and volunteers from any and all liability, claims, demands, damages, costs, or expenses related to illness, disability, or death resulting from participation in the Retreat, even if caused by the negligence or omissions of the released parties.

MY WAIVER APPLIES EVEN IF ANY ILLNESS OR ILL EFFECTS ARISE FROM THE NEGLIGENCE, ACTS, OR OMISSIONS OF THE PARTIES RELEASED HERE.

Please note: Being Positioned generally aligns with the guidance of the CDC's recommendations. While BP and Roya Productions do not currently require COVID-19 vaccination for participation, the CDC continues to recommend that individuals be up to date on vaccinations before engaging in travel or group gatherings.

I HAVE BEEN ADVISED TO READ AND UNDERSTAND THIS AGREEMENT BEFORE SIGNING. I AM AWARE THAT BY SIGNING BELOW, I MAY BE WAIVING CERTAIN LEGAL RIGHTS, INCLUDING THE RIGHT TO SUE.