If something is not written down in the proposal, this contract, or a later written change we both confirm, please do not assume it is included. The aim is simple: you know what you’re getting, I know what I’m responsible for, and your group gets a week that feels steady and well-held.
What you get
For your retreat dates, I provide retreat teaching and planning for your group, including programme planning and on-site teaching across arrival, full days, and the closing session, as set out in the proposal. I’ll build a clear thread through the week, teach mixed levels with options, and use participant intake and health screening to guide safe choices in the room.
The sessions included are listed below, and they run to the timetable we agree with you and the venue before the retreat starts.
* Arrival grounding session * Morning yoga flow class * Midday mobility and core * Sunset slow practice * Guided breathwork and relaxation * Closing circle and home plan
Holding the dates
I only hold your retreat dates once two things have happened: you’ve signed this agreement and I’ve received the 30% retainer. Until then, I may take another booking that lands on the same dates.
That retainer is what reserves the dates and commits my prep time. If you later cancel, whether any of the retainer comes back depends on how close the cancellation is to the start date. I set those timing windows and amounts on your booking confirmation and invoice so you can see them in black and white before you pay.
Payment
Retreat teaching and planning is paid in two stages. A 30% retainer is due when you sign this agreement, and I invoice it separately. The remaining 70% is due before the event, based on the final participant numbers, by a date I set and confirm to you in writing.
Each invoice is payable within 14 days of its date. If an invoice is going to be late, tell me early. I’ll do my best to keep things on track, but I may pause non-urgent planning work until payments are up to date.
Final numbers
Before I can lock the room plan, intensity options, and prop needs, I need your final participant count and any key needs. You’ll confirm: the final guest number, any injuries or conditions you already know about, pregnancy status where relevant, and any access or heat considerations the venue should know.
I’ll give you a written deadline for final numbers. That final count is what the balance is charged on, even if fewer people attend on the day, because I plan and reserve teaching time around that number. Any per-participant add-ons are also calculated from the same final count and invoiced with the balance.
Changes to the plan
If you want to change the programme, session count, or retreat dates after signing, message or email me as soon as you can. I will confirm what is still possible with the venue schedule and my diary, and I will price any added work before I start it. I only treat a change as agreed once we both confirm it in writing.
On the day, small timing shifts are normal. I can shorten or extend a session to fit the flow of the retreat without losing the thread of the week. If a change would materially reduce teaching time, add extra sessions, or change what I’m delivering, I’ll confirm the revised scope and fee in writing before I teach it.
Working with the venue
The venue, accommodation, catering, transport, and any other suppliers are normally booked and paid by you, and your agreements with them are separate from this one. I’m happy to liaise with the venue and host so the schedule is practical on the ground, but I’m not responsible for their performance, staffing, or facilities.
Once headcount and timetable are set, I’ll send the room setup I need, including floor space, ventilation, and sound. I’ll confirm what mats and props the venue will supply, and you’ll arrange any shortfalls so I can teach safely and on time.
Extra time and travel
Your booking covers the teaching and planning described in the proposal and the agreed timetable. If you ask me to add teaching time beyond what’s booked, add an extra session, or stay later because the day has run long, I can sometimes do it, but it needs a clear yes from you first.
I charge extra time at my rate for additional hours or sessions, and I’ll confirm that rate with you in writing. Where possible I’ll flag overtime before it happens. If something runs over unexpectedly on the day, we’ll confirm the extra time in a message as soon as the room allows, so there are no surprises later.
Moving the dates
If you need to move the retreat dates, tell me as early as you can. If I’m available and the new dates work, I’ll treat it as a postponement and move your booking across. Whether the retainer transfers, and on what terms, depends on how much work has already been done and how close we are to the original start date. I’ll confirm that in writing when we discuss the new dates.
Sometimes things happen that neither of us can control, like travel disruption, venue closure, or a safety issue that makes running sessions unrealistic. If that happens, we’ll talk quickly and decide whether the best option is to pause, shorten, or reschedule. Any work already completed remains payable.
Keeping it safe
I teach with care, offer options for mixed levels, and use intake and health screening to guide what I offer in the room. My screening is there to help me teach more safely, but it is not medical advice. If I flag that someone needs medical clearance, you agree to ask that participant to obtain it before they join the sessions.
I’m responsible for delivering the sessions and planning I’ve agreed to. I’m not responsible for venue conditions I don’t control, like floors, heat, ventilation, or equipment supplied by others. If something on-site makes a practice unsafe, I may adapt, pause, or stop a session until it’s safe to continue.
If you cancel the retreat, tell me in writing straight away. I’ll confirm the cancellation back to you in writing so we both have the same record, and I’ll set out what is still payable.
The amount you’ve paid that I keep depends on how close the cancellation is to the start date, and it steps up as we get nearer because my diary closes and the prep work is already done. I set the time windows and amounts on your booking confirmation and invoice. Any work already completed, or commitments I’ve made based on your instructions, remains payable even if the retreat does not go ahead.
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