RETREAT TERMS AND CONDITIONS

RETREAT TERMS AND CONDITIONS

Please read these Terms and Conditions carefully before booking your retreat.

Your Contract is with Imogen Houldsworth of Flat 256, The Circle, Queen Elizabeth St, London, SE1 2JW.

 

 

1: BOOKING PROCEDURES 

1. On making a booking, each traveller must accept these Terms & Conditions.

2. A non-refundable, non-transferable deposit of 50% secures your place. You may alternatively pay 100% on booking; the same cancellation terms in Section 5 apply.  The deposit represents a genuine pre-estimate of the costs we incur when confirming your place (venue deposits, administration, etc.)

3. The balance is due 90 days (3 months) before the retreat start date. If we don’t receive it on time, we may cancel your place and apply the cancellation charges set out in Section 5.

4.  For bookings made within 90 days of the start date, full payment is due immediately.

5. Your booking is confirmed when we email you a confirmation — no contract exists before then.

6. You agree to complete our registration details (T&Cs, About You, Travel Insurance, Flight Details) within the timeframes we set.

 

2: EARLY BIRD RATES AND BALANCE DUE DATES

To qualify for the Early Bird Discount:

1. Pay in full or pay your deposit by the Early Bird Deadline shown on our website.

2. Pay your remaining balance by the Final Payment Due Date.
    

If you miss the Early Bird Deadline, you can still book, but the standard retreat rate will apply.

All bookings made after the Final Payment Due Date must be paid in full at the standard rate.

 

 

3: INSURANCE

 

Travel insurance is mandatory for all of our retreats and you will be asked to produce details at least 90 days before the retreat. If you do not produce the necessary information your place may be cancelled without refund.

You are responsible for arranging full travel insurance which should cover you for the activities you plan to undertake and have adequate cover for travel delay, cancellation and curtailment, medical expenses and your personal belongings. 

We strongly recommend you take out insurance at the time of booking (or within 14 days) so your deposit and balance are protected if you need to cancel.

 

4: CANCELLATION, ALTERATION, OR POSTPONEMENT BY US

 

1. Imogen Houldsworth reserves the right in any circumstances to cancel your retreat at any time before the start date, in which case we will offer a refund in full of all monies paid for your retreat. You would also be able to transfer your payment to another retreat (subject to availability).

2. Imogen Houldsworth reserves the right in any circumstances to postpone and reschedule your retreat at any time up to 60 days before the start date.  If we postpone/reschedule, you may accept the new dates or transfer to another retreat (subject to availability).

3. Compensation will not be paid if Imogen Houldsworth is forced to cancel or in any way change your retreat due to war, threat of war, riot, civil strife, industrial dispute, terrorist activity, pandemic, natural or nuclear disaster, fire, adverse weather conditions, technical or maintenance problems with transport, or other circumstances which amount to force majeure.

4. Minimum numbers: This retreat requires a minimum of 10 participants. If the minimum is not met, we may cancel up to 60 days before the start date with a full refund (no further compensation).

5. Alterations: If a listed teacher becomes unavailable, we may substitute a leader of similar experience/style. Similarly, the alteration of some amenities might take place due to maintenance work, mechanical faults, weather conditions, sickness or other situations outside our control.  Wherever possible you will be advised in advance of any alterations.  If the change of teacher or amenities is not to your satisfaction and you do not wish to accept the change, you may transfer to another retreat (subject to availability) or receive a refund.  No further compensation.

6. We are not responsible for your separate travel costs (e.g. flights). Please book flexible tickets and ensure your travel insurance covers disruption.

 

 

5: CANCELLATION BY YOU

Cancellations must be made in writing by the lead booker and take effect on the date we receive them.

Our cancellation charges reflect the genuine costs we incur at different stages (venue, catering, staffing, administration). If your cancellation reason is covered by insurance, you may be able to reclaim these charges.
 

• 90+ days before start: 50% of retreat cost payable.
   

• 60–89 days before start: 75% of retreat cost payable.
   

• Less than 60 days before start: 100% of retreat cost payable.
   

Transfers: See Section 7 for your statutory right to transfer your booking.

Re-sale option (at our discretion): If you notify us 90+ days before the retreat and we successfully re-sell your place after the retreat is otherwise full, we may transfer your booking to a future retreat; an admin fee may apply.

Shared rooms: See section 6.

 

6: ROOM SHARING AND CANCELLATIONS

 

If you request to share a room with a named friend, we’ll accommodate this where possible.

If your named roommate cancels their booking, you may arrange for a replacement person to share the room, subject to:

• our approval,

• completion of the required booking paperwork, and

• payment of an administrative fee to cover the transfer.

All replacements must be processed through us as a new booking, and the replacement guest must meet all retreat participation requirements (e.g. age, health, and room-sharing consent).

We reserve the right to refuse a transfer if the proposed participant does not meet the retreat requirements or if the change is otherwise impractical.

If a replacement cannot be found, you will need to either:
(a) pay the single-occupancy rate for the room, or
(b) cancel your booking, in which case our standard cancellation charges will apply to your portion of the booking (see Section 5).

Please note that room allocations and booking positions are non-transferable without our consent.

 

 

7: TRANSFERS TO ANOTHER PERSON

If you’re unable to attend your retreat, you may transfer your booking to another person who meets all retreat participation requirements (e.g. age, health, and room-sharing consent).

The transfer must be processed through us as a new booking, with all required forms completed.
You must give us reasonable notice of your request — at least 60 days before the retreat start date — and pay a reasonable administrative fee to cover our costs for processing the change.

Both you and the replacement guest are jointly responsible for ensuring full payment of the booking and any outstanding amounts.
We reserve the right to refuse a transfer if the proposed replacement does not meet the retreat requirements or if the change is otherwise impractical.

It’s your responsibility to find a suitable replacement; if you cannot, our standard cancellation charges (see Section 5) will apply.

 

8: ACKNOWLEDGMENT OF RISKS & INDEMNITY

You warrant that you are aware that all exercise and travel carries risks, and acknowledge you are participating willingly, and in knowledge of these risks.

You recognise that we are not able to provide you with medical advice, and that any information provided should be used as a guideline only. If you have any prior knowledge of health concerns or health risks, you acknowledge that it is your responsibility to seek clearance from a health care professional prior to attending any of our retreats.

You agree to fully indemnify without limitation any teacher(s), director(s) or contractor(s) against any injury, malpractice, mishap, or accident during any and all interactions with the company away from, or at the primary place of business for Imogen Yoga.

 

 

9: YOUR HEALTH

It is your responsibility to inform us, at the time of booking, of any physical or mental health conditions, injuries, allergies, or dietary requirements that may affect your participation in the retreat.

 

If we believe that your health, fitness, or medical condition may make participation unsafe or unsuitable, we reserve the right, in the interests of your wellbeing, to advise against or refuse participation in all or part of the retreat.

 

You acknowledge that we are not qualified to provide medical advice. If you have any concerns about your health or fitness, it is your responsibility to consult a qualified healthcare professional—ideally one familiar with yoga, fitness, or similar activities—to confirm that you are fit to participate.

 

By attending the retreat, you accept that you participate voluntarily and entirely at your own risk. You agree to take responsibility for your own physical and mental wellbeing during all activities and to inform the instructor immediately if you experience discomfort or wish to stop.

 

 

10: FOOD ALLERGIES & DIETARY REQUESTS

If you have any food allergies or dietary requests, you must contact us in writing before booking to confirm whether we can meet your needs. If we cannot confirm in writing and you are unable to consume the menu offered, no refund will be given.

 

11: OUR LIABILITY TO YOU

1. We are responsible for performing the travel services we have agreed to provide with reasonable skill and care. For packages, we are responsible for the proper performance of all travel services included in the package, whether performed by us or our suppliers.

2. We are not liable for loss, damage, injury, delay or failure that is (i) your own fault; (ii) due to a third party unconnected with the provision of the services and unforeseeable/inevitable; or (iii) due to force majeure.

3.  Nothing in these Terms limits liability for death or personal injury caused by negligence, fraud, or any liability that cannot legally be limited.

4. For non-package optional activities you purchase separately from third parties, your contract is with the provider; we are not responsible for their acts or omissions unless required by law.

5. We are not liable for participants' medical or psychiatric/emotional conditions which may become apparent through practising yoga daily on a retreat with Imogen Houldsworth.

 

12: GROUP CONDUCT

Guests must treat fellow guests, staff, and the retreat property with respect. We may ask a guest to leave if behaviour is disruptive, unsafe, or inappropriate. No refunds will be given in this circumstance and all costs for early departure must be met by the guest.

 

 

 

13: SURCHARGES

We reserve the right to increase the price of your transfer arrangements and excursions to allow for variations in transportation costs due, taxis or fees chargeable for services and the exchange rate applicable to your travel arrangements.

 

 

14: RETREAT PRICES

Our retreat prices include accommodation, meals as advertised, and group yoga classes, unless stated otherwise in your booking confirmation. Prices exclude flights, travel insurance, tips, optional activities (e.g. massage), excursions, and transfers unless otherwise stated.

 

 

15: FLIGHTS

We do not book flights for our guests. We may recommend suitable flights or provide travel directions, but we are not responsible for your transport arrangements. It is your responsibility to confirm flight times and check in with your airline before your outward and return journey.

 

16: COMPLAINTS

If you have a problem during your retreat, please inform us immediately so we can try to resolve it.  If it is not resolved locally, you must notify us in writing within 14 days of your return.  Claims made after this period may not be accepted.

Raising issues during the retreat gives us the best chance to resolve them; we cannot consider complaints raised for the first time after you return if you did not notify us while away.
 

 

17: ACTIVITIES

We love to help guests make the most of their time away and often recommend local experiences such as massages, excursions, or other activities. These optional extras are not included in your retreat package and are provided directly by independent third-party suppliers.

You’re welcome to arrange these activities during the retreat or in advance, but please note that they are booked at your own discretion and risk, and we cannot accept responsibility or liability for their provision or performance.

Only the activities and services listed in your booking confirmation form part of your retreat package and are covered by our contractual obligations.

 

18: PHOTOGRAPHY / VIDEOGRAPHY

We may take photographs and videos during the retreat for marketing and promotional purposes. By joining, you grant us the right to use these images royalty-free. If you prefer not to be included, please notify us in writing before the retreat and we will do our best to accommodate your request.

 

19: PASSPORTS, VISAS AND OTHER HEALTH REQUIREMENTS

It is your responsibility to ensure that you have a valid passport, any necessary visas, and any vaccinations or health documentation required for your trip. We are not liable for any costs, delays, or losses if you fail to arrange these in time.

 

20: COVID-19 / ILLNESS

We do not offer refunds if you are unable to attend due to illness (including Covid-19), or if you test positive during the retreat. Please ensure your travel insurance covers these risks. If you test positive during the retreat, you may be required to isolate in separate accommodation at your own expense.

 

21: EARLY DEPARTURE / MISSED DAYS

No refunds or credits will be given if you arrive late, leave early, or miss any days or activities during the retreat.

 

22: SERVICE EXCHANGE GUESTS

In some cases, a guest may attend in exchange for professional services (e.g. photography, videography). In this case:

1. The place is confirmed by a written service agreement, not by payment.

2. All other clauses of these Terms apply equally.

3. If the service provider cancels or fails to deliver agreed services, we reserve the right to recover costs (accommodation, meals, transfers) or charge a reasonable fee in place of the services.

4. Rights to photographs or media provided as part of the exchange are licensed to us on a royalty-free, worldwide, perpetual basis unless otherwise agreed in writing.
    

 

23: DATA PROTECTION

We collect and process personal data (including health and insurance information you choose to share) to administer your booking and ensure your safety. We keep it no longer than necessary, secure it appropriately, and never sell it. You can ask to access or delete your data (subject to legal retention duties) by emailing imogen@imogenyoga.com.

 

24: FINANCIAL PROTECTION

We are not currently members of ABTA or ABTOT, and your payments are therefore not protected under those bonding schemes. To give you peace of mind, we carry Event Cancellation Insurance to help protect against our own unrecoverable costs. Refunds to you will be made in line with our Cancellation Policy (Section 2) and your statutory rights.

 

25: THE CONTRACT

This contract is made on the terms of these Booking Conditions, which are governed by English law and the exclusive jurisdiction of the English courts.