Retreat Terms and Conditions

Your contract is with Wellbeing with Gemma, Beddall Way, Telford, Shropshire, TF1 5FN

1. BOOKING PROCESS:



(a) To secure your place, a non-refundable 35% deposit is required upon booking.


(b) The full balance is due 60 days before the retreat start date, unless otherwise agreed in writing.


(c) Monthly payment plans are available for most retreats, with the final payment due no later than 60 days before the first day of the retreat unless otherwise agreed in writing. No reminders will be sent for monthly payments. Failure to meet payment deadlines allows us to cancel your reservation, retain your payments, and apply the Cancellation Charges as outlined in Section 2.


(d) If a deposit or part payment has been made, a final request will be sent to you 70 days before your departure date. The balance payment becomes due 60 days before your departure date. Failure to pay the balance within 14 days of the due date gives us the right to cancel your place, retain your payments, and apply Cancellation Charges as set out in Section 2.

(e) For bookings made within 60 days of the departure date, full payment is due immediately upon confirmation unless otherwise agreed in writing. Subsequent cancellations will incur Cancellation Charges as outlined in Section 2.


(f) Your booking is considered definite, and a contract will exist between you and Wellbeing with Gemma only when a confirmation email has been sent. No contract exists between us prior to the issuance of the confirmation email.




2. CANCELLATION POLICY:




i) CANCELLATION BY THE ATTENDEE


(a) To cancel your retreat, you must submit a written notification via email to gemma@wellbeingwithgemma.com. Cancellation will take effect on the day we receive your notification.



(b) Our cancellation policy is as follows:



• Any cancellation incurs a £100 administration fee.


• Up to 90 days before arrival: free cancellation and return of deposit (minus cancellation fee).


• Up to 61 days before arrival: option to change to a future retreat with no cancellation fees (any difference in pricing will apply) OR 65% refundable.


• 60 days or less: no refund if you decide to cancel.




(c) Spots are fully transferable subject to approval from the host.

(d) COVID-19:

• If you test positive for COVID-19 before the retreat or have to remain home as a caretaker, we can transfer the retreat payment towards another retreat valid for 2 years (additional fees may apply).


• If unforeseen changes occur after your payment, and if your country or the retreat location closes, or any other reasons prevent you from attending (e.g airline cancellations with no available options), we will issue a partial refund.


• We request you use discretion, stay updated on developments, and provide notice as early as possible. Inform us of any concerns so that we can monitor developments.

  

ii) CANCELLATION OR POSTPONEMENT BY US:



(a) Wellbeing with Gemma reserves the right to cancel your retreat up to 60 days before the start date, offering a full refund of all monies paid.


(b) Wellbeing with Gemma reserves the right to postpone and reschedule your retreat up to 60 days before the start date. Options include transferring your 35% deposit to new dates or issuing a voucher for any other retreat. Other retreat payments will be refunded.

(c) No compensation will be paid for cancellations or changes due to force majeure, including war, riot, pandemic, natural disasters, etc. Wellbeing with Gemma is not responsible for travel expenses, so flexible flight arrangements are recommended.



3. INSURANCE:



Travel insurance is mandatory for all retreats. Details must be provided a minimum of 60 days before the retreat. Failure to provide necessary information may result in cancellation without a refund.



You are responsible for arranging comprehensive travel insurance, covering planned activities, travel delays, cancellations, medical expenses, and personal belongings. The policy should include coverage for COVID-related issues. We recommend obtaining insurance within 15 days of booking.



4. ADVANCE GUEST INFORMATION:




All guests must complete our confidential Guest Survey 60 days before the retreat. Attendance in yoga classes requires the submission of this form in advance.



5. FOOD ALLERGIES AND DIETARY REQUESTS:

Inform us in writing before booking if you have food allergies or dietary requests. Without written confirmation, alternatives cannot be guaranteed. No refund will be given for non-attendance due to dietary restrictions.




6. LOCAL CUSTOMS AND GROUP CONDUCT:



Familiarise yourself with the local customs of the country you are visiting. Inappropriate behavior may lead to expulsion from the retreat without a refund.



Unacceptable behaviour comprises verbal abuse, aggressive conduct, violence, persistent disruptive actions, excessive consumption of alcohol or drugs, sexual harassment (including comments and unwanted touching), as well as unwelcome behaviour causing intimidation, offense, or humiliation based on personal characteristics such as age, race, gender, disability, religion, or sexuality. This also encompasses culturally disrespectful or insensitive behavior.

In the event of such conduct, no refund will be provided, and any expenses incurred for early departure must be undertaken by the guest.

7. SURCHARGES:



We reserve the right to increase transfer and excursion prices for variations in costs. No price increase will be issued within 30 days of departure, and any increase ≤ 2% will be absorbed by us.




8. RETREAT PRICES:



Our retreat prices include accommodation, advertised meals, and all group yoga classes, unless stated otherwise in your booking confirmation email.

Prices exclude flights, travel insurance, tips and excursions, unless specifically stated. 

We understand the importance of transparency in our pricing, and we reserve the right to amend the retreat price at any time before the event. However, if you have already booked your space and paid your deposit, you are entitled to the price agreed upon during the booking process. 

Your confirmed booking and deposit payment lock in the agreed-upon price, providing you with the assurance and financial security for the retreat you have chosen.




9. FLIGHTS:



We do not book flights for guests. It is your responsibility to confirm flight times and check in with your airline.




10. TRANSFERS




In cases where transfers are included as part of the retreat package, it is essential to provide your flight details within 30 days of the retreat. This timeframe is crucial for organising seamless transfers through our designated transport company.


We emphasise that if flight details are not provided within this stipulated 30-day period, we regrettably cannot guarantee the provision of the pre-arranged transfers. 

Your timely cooperation ensures that we can make the necessary arrangements for a smooth and hassle-free transition from your arrival to the retreat location.



11. OUR LIABILITY TO YOU:


(a) We accept responsibility for ensuring that the retreats you book with us are supplied as described and that the services we are contractually obliged to provide are to a reasonable standard. We accept responsibility for the acts and/or omissions of our employees, agents, and suppliers except where they lead to death, injury, or illness (see below).



(b) We accept responsibility for death, injury, or illness caused by the negligent acts and/or omissions of our employees or agents, together with our suppliers and subcontractors, servants, and/or agents of the same while acting within the scope of, or in the course of their employment in the provision of your holiday. We will, accordingly, pay to our client such damages as might have been awarded in such circumstances under English law.



(c) Optional trips booked locally are not our responsibility. However, please note the following: 

There are risks inherent with any activity holiday and with physical exercise such as yoga, hiking, kayaking, riding, and diving. We strongly recommend that you consult your doctor before travel to advise on your ability to undertake strenuous exercise and the activities and travel involved in your particular trip. You should make him/her and us aware of any medical condition that may affect your ability and comfort when undergoing vigorous exercise.



12. PASSPORTS, ADDITIONAL INSURANCE, VISAS, COVID, AND OTHER HEALTH REQUIREMENTS:



You are responsible for ensuring that you have a valid passport, any necessary visas, and any necessary or required COVID documentation, vaccines, or other health requirements for your trip.


If you are planning on horse riding or cycling on your retreat, you may need extra insurance for this. Horse riding is not suitable for beginners on our retreats. Please note that you will be asked to sign a waiver form before you ride.



13. COMPLAINTS


We strive to ensure that your retreat experience with Wellbeing with Gemma meets your expectations. However, if you encounter any issues during your retreat, please follow our complaint resolution process:



(a) Prompt Notification: In the event of any problem, please inform a member of our team immediately, allowing us the opportunity to address and resolve the issue promptly.



(b) Formal Complaints: If your concern cannot be resolved locally, please submit a formal written complaint within a reasonable time, preferably within 30 days of your return from the retreat. Complaints should be sent to gemma@wellbeingwithgemma.com.



(c) Include Details: When filing a complaint, please provide detailed information, including the nature of the issue, dates, and any relevant documentation. This will assist us in thoroughly investigating and addressing your concerns.



(d) Our Commitment: Wellbeing with Gemma is committed to resolving complaints in a fair and timely manner. We will acknowledge receipt of your complaint promptly and keep you informed of the investigation and resolution process.



(e) Resolution: We aim to address and resolve complaints within a reasonable timeframe, taking into consideration the nature of the issue. Our goal is to ensure that you are satisfied with the resolution and that your feedback contributes to our continuous improvement.



(f) External Resolution: If, after following our internal complaints process, you remain dissatisfied with the outcome, you may seek external resolution through relevant authorities or legal channels.



Your feedback is invaluable, and we appreciate your cooperation in providing us with the opportunity to address any concerns and enhance your overall retreat experience.

14. CONTRACTURAL AGREEMENT


Acceptance of these terms and conditions constitutes a contractual agreement between yourself and Wellbeing with Gemma. This contract is formed on the terms outlined in these Booking Conditions, subject to English and Welsh law, and falls under the exclusive jurisdiction of the English and Welsh Courts.