Retreat & Event Booking & Cancellation Policy

 

We put a great deal of planning, preparation and financial commitment into our retreats and events. Venues, accommodation, facilitators and other services are often booked and paid for many weeks or months in advance.

 

This policy is designed to provide flexibility for our guests while protecting the genuine costs and financial commitments involved in delivering our retreats and events.

 

By paying your booking deposit or making a payment towards a retreat or event, you confirm that you have read and accepted these booking terms.

 

Booking Deposits

 

A deposit is required to secure your place.

 

The amount of the deposit will be clearly stated when the retreat or event is advertised.

 

More Than 16 Weeks Before

 

If you cancel more than 16 weeks before the start date, your deposit will be refunded, less any reasonable non-recoverable costs already incurred specifically in relation to your booking.

 

Within 16 Weeks

 

If you choose to cancel within 16 weeks of the retreat or event, your booking deposit is non-refundable.

 

This reflects the increasing financial commitments involved in securing venues, accommodation, facilitators and other arrangements.

 

Guest Cancellation

 

If you need to cancel your booking, please contact us as soon as possible.

 

Our standard cancellation schedule is:

 

More than 16 weeks before:

Payments refunded, less any reasonable non-recoverable costs already incurred specifically in relation to your booking.

 

8–16 weeks before:

Booking deposit retained. Any additional payments will normally be refunded, subject to any further genuine non-recoverable costs or financial losses already incurred.

 

4–8 weeks before:

Deposit plus up to 50% of the remaining retreat/event price may be retained.

 

Less than 4 weeks before:

Up to 100% of the total retreat/event price may be retained.

 

Cancellation charges are not intended as a penalty. Any amount retained will reflect the reasonable financial loss resulting from the cancellation, including relevant venue, accommodation, facilitator and other committed costs.

 

Any costs that we are able to avoid because of your cancellation will be taken into consideration.

 

Reselling Your Place

 

We will make reasonable efforts to refill cancelled retreat places where practical.

 

If your place is successfully resold, this will be taken into consideration when calculating our financial loss and any refund due to you.

 

We will not seek to recover the same financial loss twice.

 

Where appropriate, you may also ask to transfer your booking to another suitable person. Transfers must be agreed with us in advance.

 

Payment Deadlines

 

Unless otherwise stated when booking, the final balance for retreats and residential events is due 8 weeks before the start date.

 

Payment deadlines form part of your booking agreement.

 

If payment has not been received by the agreed date, we will contact you with a payment reminder.

 

If payment remains outstanding, we will issue a final reminder.

 

Unless an alternative payment arrangement has been agreed with us, if payment remains outstanding 14 days after the original payment deadline, we reserve the right to treat the booking as cancelled by the guest and release the place or accommodation for resale.

 

Money already paid will then be dealt with in accordance with the guest cancellation terms above.

 

Failure to respond to messages does not pause payment deadlines or prevent your booking from being cancelled for non-payment.

 

If you are experiencing difficulty making a payment, please contact us before the deadline. Where reasonably possible, we are happy to discuss an alternative payment arrangement.

 

Accommodation & Room Allocation

 

Where accommodation is included, you are booking the room type and occupancy advertised, rather than a specific bedroom or building.

 

Examples may include:

 

- Double room – single occupancy

- Double room – shared occupancy

- Twin room – shared occupancy

- Single room

 

You are very welcome to request a preferred room, building, location or area of the venue and we will always do our best to accommodate preferences.

 

However, specific rooms, views, floors or buildings are not guaranteed unless we expressly confirm in writing that they form an essential part of your booking.

 

Room allocations may reasonably change due to guest numbers, cancellations, venue requirements, accessibility requirements or other operational circumstances.

 

Where a change is necessary, we will endeavour to provide the room type booked or suitable accommodation of an equivalent or higher standard.

 

If a particular room, building, location or environmental feature is essential to your ability or decision to attend, please discuss this with us before booking so that we can confirm whether it can be guaranteed.

 

Shared & Twin Room Bookings

 

Where two guests wish to share a room, each guest's place is only secured once their required deposit has been received.

 

If one person subsequently cancels or fails to make their required payments, this may affect the room arrangements available to the remaining guest.

 

We will discuss the available options with the remaining guest. These may include another suitable shared room, another person taking the available place or single occupancy where available and subject to the applicable price.

 

Programme & Activity Spaces

 

We aim to deliver the advertised retreat or event experience wherever reasonably possible.

 

Reasonable changes may occasionally be necessary because of guest numbers, facilitator availability, venue requirements, weather, safety considerations or other operational circumstances.

 

This may include changes to the timing or order of activities, the facilitator delivering an activity, or the room, building or space in which an activity takes place.

 

A change to the room or space used for an activity does not constitute cancellation of that activity.

 

Where a significant part of the booked experience cannot be provided, we will contact affected guests to discuss the available alternatives.

 

If We Cancel

 

If we cancel a retreat or event because we are unable to provide it and cannot offer a suitable alternative, payments made to us for the cancelled booking, including the booking deposit, will be refunded.

 

We cannot accept responsibility for separate costs independently incurred by guests, such as travel, childcare or accommodation booked separately. Appropriate insurance is therefore recommended where applicable.

 

Circumstances Outside Our Reasonable Control

 

Circumstances outside our reasonable control may occasionally prevent a retreat or event from taking place as planned.

 

These may include severe or dangerous weather, venue closure, government restrictions, emergencies, significant transport disruption or other exceptional circumstances.

 

Where reasonably possible, we will reschedule or relocate the affected retreat/event rather than cancel it outright, and payments will normally be transferred to the rearranged event.

 

Where rescheduling or providing a suitable alternative is not reasonably possible, bookings will be dealt with fairly in light of the circumstances and applicable consumer rights