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Terms & Conditions
Important Info
  • Booking Process

    1 - Complete the ONLINE FORM ( - express your needs. We will be in touch.

    2 - You will be sent an information pack, which includes a sale brochure PDF, dossier and full description of the venue.

    3 - FREE RETREAT COACH CONSULTATION, with Tessa - planning your ideal event! - 30 mins.

    4 - You will receive a PROPOSAL / ESTIMATE, based on your ideas and chosen add ons. Once we agree, you will be sent a booking form to complete the reservation, and a payment plan. You have 3-5 days to pay the deposit and return the booking form, to save the dates.

    5 - Reservation Contract - please complete and return your Reservation Contract ( promptly, in order to process the reservation.

    After initial inquires and a free consultation with Tessa, you will complete a Booking Request Form. Sent to: Dates can not be reserved until the Booking Request Form is completed. On receipt of the Booking Request Form, dates will be temporarily reserved, with 3 business days to process. Payment plan: Once both parties are in agreement an payment plan will be issued within 48 hrs of agreement (business working hours), with a deposit payment is essential to finalise reservation, within 3 business days. Not paying the deposit payment plan will result in cancellation of the dates in reservation.

    6 - RECEIVE YOUR HOST MARKETING PACK - via we-transfer or shared google drive.

  • Payment Conditions
    We have 3 different payment plans, depending on how far in advance you book your retreat.

    The Host will be expected to pay the Invoice in instalments. The 1 Year Plan being the best value, as you receive free gifts and a discount.

    1 Year Plan (reservations 12-10 months prior) - 500 deposit, plus 5 Instalment payments.

    10% at 8 months prior, 
20% at 6 months prior, 
20% at 4 months prior, 
40% at 2 months prior,
10% at 2 weeks prior

    1 Year Plan STEALTH BIRD DISCOUNT 5% discount: Free gift: Two Free guided walks Free gift: Free 1 hr Yin Yoga class Free gift: Free Hatha Yoga or Meditation Class

    Medium Plan (reservations 8-6 months prior) - 650 deposit, plus 3 Instalment payments.

    Last Minute Plan (reservations less than 6 months) - 800 deposit, plus

    2 Installment payments.

    You will receive full details before booking.

  • Cancellations Policy
    We offer Marketing and sales support, social media support, retreat coaching with event planning tools & templates, facebook advertising support & ongoing personal support, as YOUR SUCCESS IS OUR SUCCESS! In rare situations that cancellation of the retreat or event is unavoidable, we offer the following terms:

    Deposit is non-refundable, non-exchangeable.

    * If the Host needs to cancel the reservation dates 8 months prior, you will not incur any further costs (just loss of deposit).

    * 6 months prior, your previous Instalment payment will be exchanged for the following year, with a 20% fee.

    * 5 to 4 months prior to event date, instalment payments will be transferred to the following year, with an administration fee of 30%.

    * 4 to 2 months prior to the event date, instalment payments will be transferred to the following year, forfeit 50% fee.

    Less than 2 months will forfeit all pre-payments.

    It would be very rare to reach this stage and be unable to make the last payment. We offer support at every stage to avoid the situation of cancellation

  • Covid-19 Policy 2024 & 2025
    In case of any circumstances related to COVID-19 (Coronavirus) that affect your retreat, we’re offering our Safe and Flexible options for retreat leaders, teachers and participants who have already booked a retreat.

    Option 1: Postponing/Rescheduling. If you prefer to choose a more convenient time to travel, you can change your retreat attendance to another date without any penalty.

    Option 2: Retreat voucher. You have 14 months to use the amount on the voucher, even if your retreat reservation doesn't allow a refund or change.
    This means that you can use the amount as if it were cash for one or more retreats and for anyone you want as new booking, until you have used up the voucher balance.

  • Your Groups Travel Arrangements
    Any transport costs from home to our accommodations are not included in the price. Karmavida is not responsible for any consequence stemming from cancellations or delays of any travel company you hire, or any irregularity in the documentation required for the trip.

    It is YOUR responsibility to make sure your guests have travel insurance that covers any activity proposed in your Retreat Itinerary. We recommend that each trip member purchase individual travel insurance for their trip. It can be a minimal expense for the benefits it provides. We highly suggest that you include the “cancel for any reason” option and a policy that includes medical coverage. All guests will also have to sign a Health Form (PARq) and a no-responsibility disclaimer. Disclaimer forms are provided. We can help arrangements for airport transfers, paid directly to the service provider.

  • General Terms
    You will be supplied a terms and conditions document to sign with all the terms and conditions, for you to read and sign in agreement.

    Anything you do not understand, you will have the chance to discuss with Tessa via email, Zoom or WhatsApp chat.

  • How much does it cost?
    Please see the RETREAT VENUE page for prices 2025.
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