Terms & Conditions

1. Booking Your Retreat

A place on a Utopia Retreats retreat is reserved once we have received the required £200 deposit.

The total price of the retreat is £1,200 per person, unless otherwise stated at the time of booking.

Your £200 deposit forms part of the total retreat price and the remaining £1,000 balance is payable by monthly instalments in accordance with the payment schedule provided to you at the time of booking.

Your booking is personal to you and cannot be transferred to another person without our prior agreement.

2. Payment Terms

The £200 deposit is required to secure your place.

Monthly instalments must be paid on the agreed dates. It is the guest's responsibility to ensure that payments are made on time.

If a payment is missed, we will contact you to request payment.

If payment remains outstanding, we reserve the right to treat this as a cancellation by the guest and apply the applicable cancellation terms set out below.

The full balance must be paid by the final payment date stated in your booking confirmation.

Failure to make the final payment does not automatically cancel your contractual obligations.

3. Deposit

The £200 deposit is non-refundable, except where you have a legal right to a refund under applicable consumer or package travel legislation, or where Utopia Retreats agrees otherwise.

The deposit is used to secure your accommodation and enable us to make advance commitments to accommodation providers and other retreat suppliers.

4. Cancellation by the Guest

You may cancel your booking at any time before the start of the retreat.

Where applicable package travel legislation applies, any cancellation charge will be appropriate and justifiable and will take into account the timing of the cancellation, costs already incurred by Utopia Retreats, costs that can reasonably be recovered or avoided, and whether your place can be resold.

Unless a different cancellation schedule is stated in your booking confirmation, the following standard cancellation charges will apply:

More than 12 weeks before the retreat

Your £200 deposit will be retained.

Any additional payments you have made will be refunded, less any reasonable and non-recoverable costs already incurred by Utopia Retreats as a result of your booking.

12–8 weeks before the retreat

A cancellation charge of 50% of the total retreat price (£600) will apply.

Any amount you have already paid above £600 will be refunded.

If you have paid less than £600 at the time of cancellation, you will remain responsible for the difference, subject to applicable law.

Less than 8 weeks before the retreat

A cancellation charge of up to 100% of the total retreat price (£1,200) may apply, subject to applicable law and taking into account any costs that Utopia Retreats is able to recover or avoid and any ability to resell the place.

If your place is successfully resold, we will take the resulting saving or recovered income into account when calculating any cancellation charge.

If you request it, Utopia Retreats will provide an explanation of how any applicable cancellation charge has been calculated.

5. Illness, Injury or Personal Circumstances

If you are unable to attend because of illness, injury, a family emergency, bereavement, change of circumstances or any other personal reason, our standard cancellation terms will continue to apply.

Unfortunately, Utopia Retreats cannot be responsible for circumstances beyond our control that prevent an individual guest from attending.

We strongly recommend that you take out suitable travel insurance including cancellation and curtailment cover as soon as you make your booking.

Where appropriate, you may be able to make a claim against your travel insurance for cancellation costs.

6. Transferring Your Place

If you are unable to attend, you may ask us to transfer your place to another person.

Any transfer must be agreed by Utopia Retreats in advance and in writing.

The replacement guest must meet any requirements applicable to the retreat and must agree to these Terms & Conditions.

We may charge a reasonable administration or supplier fee arising from the transfer.

A transfer will only be possible where it is practical to do so and where the relevant accommodation and service providers permit the change.

A transfer does not create an automatic right to a refund.

7. Travel Insurance

We strongly recommend that every guest purchases comprehensive travel insurance immediately after booking.

Your insurance should, where appropriate, cover:

• cancellation and curtailment;
• illness or injury;
• personal emergencies;
• travel disruption;
• loss, theft or damage to personal belongings;
• medical expenses;
• repatriation;
• and any other risks relevant to your individual circumstances.

Utopia Retreats is not responsible for costs that could reasonably have been covered by appropriate insurance.

You are responsible for checking that your insurance is suitable for the destination and activities included in your retreat.

8. Utopia Retreats Cancelling or Changing a Retreat

We work hard to ensure that every retreat takes place as advertised. However, circumstances can occasionally arise that make it necessary to cancel, postpone or make changes to a retreat.

If Utopia Retreats cancels a retreat before departure, we will inform you as soon as reasonably possible and provide the refund or alternative arrangements required by applicable law.

Where applicable package travel legislation applies, your statutory rights will apply, including rights relating to cancellation, significant changes and unavoidable and extraordinary circumstances.

Where we are required to provide a refund, we will process it within the period required by law.

We will not be responsible for additional compensation where applicable law provides an exemption, including certain circumstances involving unavoidable and extraordinary circumstances.

9. Changes to the Retreat

We reserve the right to make reasonable changes to the retreat where necessary, including changes to instructors, therapists, activities, menus, accommodation arrangements or the order in which activities take place.

Where a change is significant, you will be informed and any rights you have under applicable law will apply.

We will endeavour to provide an alternative of a similar standard wherever reasonably possible.

10. Minimum Numbers

Where a minimum number of guests is required for a particular retreat to operate, this will be stated in the retreat information provided at the time of booking.

If the minimum number is not reached and we are entitled to cancel the retreat under applicable law, we will notify you within the required timeframe and provide the refund or alternative arrangements required by law.

11. Accommodation

Accommodation will be provided as described at the time of booking.

Room arrangements, including single or shared occupancy, will be confirmed as part of your booking.

Where a shared room has been booked, Utopia Retreats cannot guarantee a particular roommate unless this has been specifically agreed in writing.

Guests are expected to respect the accommodation, other guests and any house rules applying to the property.

Any damage caused deliberately or through negligent or unreasonable behaviour may be charged to the guest responsible.

12. Activities and Physical Exercise

Some Utopia Retreats activities may include Pilates, yoga, walking, hiking, swimming, sound baths, breathwork, wellness activities and other physical or wellbeing activities.

You participate in activities at your own discretion and should inform Utopia Retreats before the retreat of any relevant limitations, allergies, dietary requirements or other information that may reasonably affect your participation.

You should only participate in activities that you feel are appropriate for you.

If you feel unwell, injured or unable to participate safely, you should stop the activity and inform the retreat host or relevant practitioner.

Utopia Retreats does not provide medical advice or medical treatment.

13. Health, Allergies and Dietary Requirements

You must tell us about any significant dietary requirements, allergies or other relevant requirements at the time of booking or as soon as you become aware of them.

We will pass relevant information to our suppliers where necessary.

While we will take reasonable care to accommodate dietary requirements that have been notified to us, we cannot guarantee an environment completely free from allergens.

Guests remain responsible for making appropriate decisions about their own health and wellbeing.

14. Liability

Nothing in these Terms & Conditions excludes or limits any liability that cannot legally be excluded or limited.

This includes liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot legally be excluded or limited.

Subject to the above, Utopia Retreats will not be responsible for loss, damage, expense or inconvenience arising from circumstances that are outside our reasonable control or from a guest's own acts or omissions.

Where applicable package travel legislation applies, Utopia Retreats' liability will be subject to the rights and protections provided by that legislation.

Nothing in these Terms & Conditions affects your statutory consumer rights.

15. Personal Belongings

Guests are responsible for their own personal belongings.

Utopia Retreats accepts no responsibility for loss, theft or damage to personal possessions except where we are legally responsible.

Guests are advised to keep valuables secure and to ensure that appropriate travel insurance is in place.

16. Behaviour

Utopia Retreats aims to provide a relaxed, safe and enjoyable environment for everyone.

Guests are expected to behave respectfully towards other guests, hosts, instructors, therapists, accommodation providers and other suppliers.

We reserve the right to ask a guest to leave a retreat, without refund where permitted by law, if their behaviour is seriously disruptive, threatening, abusive, dangerous or causes significant distress or risk to others.

This does not affect any statutory rights the guest may have.

17. Alcohol

Where alcohol is provided as part of a retreat, guests are responsible for consuming it responsibly.

Utopia Retreats reserves the right to refuse further alcohol to a guest whose behaviour becomes unsafe, inappropriate or disruptive.

Guests must comply with any alcohol rules applying to the accommodation or venue.

18. Photography and Marketing

From time to time, photographs may be taken during Utopia Retreats retreats for promotional purposes.

We will seek appropriate consent before using identifiable photographs of guests for marketing purposes.

If you do not wish to appear in promotional photographs, please tell us before or during the retreat.

19. Complaints

If you have a problem during your retreat, please tell the Utopia Retreats host as soon as reasonably possible so that we have an opportunity to resolve it.

If a problem cannot be resolved during the retreat, please put your complaint in writing to us as soon as reasonably possible after returning home.

Where applicable package travel legislation applies, you retain any rights you have under that legislation.

20. Unavoidable and Extraordinary Circumstances

Utopia Retreats will not be responsible for circumstances that could not reasonably have been avoided or overcome, including events such as serious natural disasters, war, terrorism, significant security risks, serious public health events or other circumstances meeting the legal definition of unavoidable and extraordinary circumstances.

Where applicable package travel legislation applies, your statutory rights in relation to such circumstances will continue to apply.

21. Governing Law

These Terms & Conditions are governed by the laws of England and Wales.

Nothing in these Terms & Conditions affects any mandatory consumer rights that apply to you under the law.

22. Important Information

By making your booking, you acknowledge that:

• the total retreat price is £1,200 per person unless otherwise stated;
• a £200 deposit is required to secure your place;
• the remaining balance is payable by monthly instalments;
• cancellation charges may apply if you cancel;
• cancellation charges will be subject to applicable law and will take into account relevant costs, savings and the ability to resell your place;
• you should obtain appropriate travel insurance;
• you should provide us with relevant dietary, health and accessibility information before the retreat;
• and these Terms & Conditions form part of your booking agreement with Utopia Retreats.