Read Rest Retreat Limited Terms & Conditions of Contract 2025 and 2026

Please read the following terms and conditions before confirming your booking.

It is agreed that the following terms set out the total agreement made between the parties and that no variation or modification of this contract shall be effective unless agreed by both parties in writing.

 

DEFINITIONS.

For the purpose of this agreement, Read Rest Retreat Limited (also known as the ‘retreat organisers’) and “the Retreat Guest” shall, where the context so admits include their successor in title.  

All contracts, verbal or writte,n are only accepted on the basis that the Terms of Contract of Read Rest Retreat Limited are the only ones applicable. Payment of the non-refundable booking fee will count as acceptance of this Contract.

Other Terms and Conditions proffered by the Retreat Guest are specifically excluded unless agreed in writing beforehand by the Read Rest Retreat Limited.

When a Retreat Guest’s preference is not to rely on email confirmations, hardcopy paperwork must be supplied; if none is provided, then the email traffic will constitute a contract in law.

• BOOKING & PAYMENTS

[a] The Booking fee secures your place on the specified Read Rest Retreat Limited reading retreat. This is non-refundable and non-transferable in the event of cancellation on your part. Payment of the booking fee assumes agreement of the Terms and Conditions of Contract 2025. You will have been supplied a copy of these terms and conditions either as a paper copy and/or digitally. Payment of the booking fee will be considered as proof of your acceptance of these terms and conditions if a signed paper copy is not provided.  

[b] The non-refundable booking fee is a flat fee of £450 and will be taken off the balance payment. 

[c] All payments shall be made in British Pounds Sterling (GBP). Payments made in any other currency will be subject to currency conversion fees.

[d] The non-refundable booking fee is non-transferable and cannot be moved or applied to future retreats. Should you wish to attend a different retreat, a new booking will need to be made, and a new non-refundable booking fee must be paid.

[e] Following payment of the non-refundable booking fee, the balance due is to be paid eight weeks before the retreat.  All payments must be made by online transfer or through the online payments website using our preferred partner, Stripe. 

[f] You are welcome to pay your balance in advance of the due date and accept that all fees, including the balance when paid, are non-refundable. It is recommended that you take out travel insurance should the unthinkable happen.

[g] If a Retreat Guest fails to respond to communication and does not make the required payment by the specified deadlines, their place at the retreat may be forfeited at the discretion of the organiser. If the place is forfeited, no refund will be issued on any monies paid.

[h] It is the guest’s responsibility to ensure that the required communications and payments are made in accordance with the contract of terms and conditions for their chosen retreat. In the event of this happening Read Rest Retreat Limited reserves the right to offer the space to another guest if communication is not forthcoming within a reasonable period.

• CANCELLATION

[a] The Client may cancel this contract at any time by giving written notice to Read Rest Retreat Limited, but in doing so shall forfeit any monies so far paid unless within the 14-day cancellation or ‘cooling off’ period which commences on the date the booking has been accepted/confirmed by Read Rest Retreat Limited.  If you have paid the Booking Fee onlin,e you will receive your Booking Fee minus an administration fee of £100. 

[b] Cancellation of your place on the retreat more than 12 weeks before the booked retreat will result in a full refund of the balance payment. The non-refundable booking fee is non-refundable.  

[c] Cancellation of your place on the retreat 8 – 12 weeks before the booked retreat will result in a refund of 50% of the balance. The non-refundable booking fee is non-refundable.  

[d] We are unable to offer a refund if you cancel your place on the retreat within 8 weeks of the booked retreat.

[e] All cancellations must be made in writing. 

[f] If the retreat is cancelled by Read Rest Retreat Limited or the chosen venue, Read Rest Retreat Limited will do their best to find an alternative host venue. If this is not possible within the time frame available, the retreat will be cancelled and full refunds, including the booking fees will be made. 

[g] We reserve the right to cancel the retreat in the following circumstances:

• Force Majeure: Circumstances beyond our reasonable control, including but not limited to natural disasters (e.g., wildfires, floods), pandemics, civil unrest, extreme weather events, or government-imposed travel restrictions.

• Insufficient Participants: If the minimum number of participants required to run the retreat is not met.

• Other Reasons: In rare cases, we may need to cancel the retreat due to unforeseen circumstances such as staff illness or host venue-related issues.

[h] If we have to cancel the Retreat, we will notify you as soon as possible, and you will be offered a full refund of all payments made for the retreat (see above).

• INSURANCE & TRAVEL

[a] Guests are strongly encouraged to purchase comprehensive travel insurance even when in their home country.

[b] Retreat guests are responsible for the booking and funding their own travel to and from the retreat location. Read Rest Retreat Limited are not responsible for cancelled, delayed, or missed flights, and no refunds will be issued in relation to travel disruptions caused by airlines, airports, or personal circumstances. 

[c] Read Rest Retreat Limited cannot be held liable for any additional expenses, such as travel costs, accommodation outside of the retreat, or loss of income due to a cancellation. We recommend securing flexible travel options and appropriate insurance to protect against such risks.

[d] It is your responsibility to ensure you have adequate travel insurance for this trip. Our insurance means we cannot drive you anywhere, but we can provide details of local taxi firms as required.

[e] Read Rest Retreat Limited does not accept any liability for loss, damage or theft of your personal effects; it is your responsibility to ensure you keep your valuables secure.  

• BOOKING POLICY FOR SHARED ROOMS

[a] There will be instances in some at our host venues where there are shared room options. 

[b] When booking a shared room, both guests are jointly responsible for the total cost of the room. If one guest is no longer able to attend, the failure to arrange a replacement guest for the shared room shall result in one of the following:

1. Finding a Replacement: The remaining guest may find someone to take over the shared booking with them. This replacement must be approved by Read Rest Retreat Limited and is subject to availability and suitability.
2. Upgrading to Solo Occupancy: If no replacement is found, the remaining guest will be required to pay the difference between the shared room rate and the solo occupancy rate in order to retain the room.
3. Failure to arrange a replacement or cover the solo occupancy fee may result in forfeiture of the booking, in accordance with our standard cancellation policy.

• HEALTH & SAFETY & GENERAL CONDUCT

[a] Retreat guests will be required to comply with all health and safety measures implemented by the retreat organisers and the host venue. 

[b] The retreat organisers and host venue are not liable for any injuries, illnesses, or accidents that occur during the retreat, except when caused by clear negligence on our part.

[c] The Read Rest Retreat Team will not tolerate verbal or physically abusive behaviour under any circumstances.

[d] Uncontrolled conduct by any person that interferes with the Read Rest Retreat Team’s ability to safely run the event may seriously affect the quality of the retreat and retreat activities. No liability will be accepted by Read Rest Retreat Team for any quality reduction as a result of such behaviour. 

[e] If a Retreat Guest is unable to control their conduct, resulting in what the Read Rest Retreat or venue Team(s) feels to be an unacceptable degree of misconduct, or if any such conduct injures or damages the fabric of the building we are in or the professional reputation Read Rest Retreat, it will result in the immediate departure of the Retreat Guest at fault and further action will be taken. The Retreat Guest understands that in such an event, no refund will be granted and claims for damage or injury from Read Rest Retreat are likely to be the result.

• RESPECT & KINDNESS

We value Respect and Kindness and ask that you follow these guidelines for the Read Rest Retreat reading retreat that you are booking and attending.

[a] Treat all participants, staff, and facilitators with courtesy and compassion. Listen actively and allow others to finish speaking. Assume good intentions; seek clarity rather than confrontation. Respect each person’s boundaries, comfort levels, and personal space. Use inclusive language and avoid assumptions about others’ identities, beliefs, or experiences. Be mindful of cultural, generational, and accessibility differences. This retreat welcomes women of all backgrounds and life experiences. Respect privacy; this means no outing, stereotyping, or intrusive questioning. Please do not share others’ personal stories, photos, or words without consent and be mindful and respectful of confidentiality. You are always free to share your own experiences and reflections.

[b] Please respect physical and emotional boundaries. Participation in any activity, conversation, or group discussion is optional. If someone wishes to withdraw, that decision must be respected without pressure or judgment. We encourage you to discuss books, ideas, and opinions with curiosity, and not competitively. Debate ideas, not individuals. Avoid interrupting, dismissive language, or personal criticism. Take responsibility for the impact of your words, even if unintended.

[c] The retreat environment should remain safe, peaceful, and restorative for all. Participants are encouraged to speak with the retreat facilitator if they feel unsafe, disrespected, or need support. The organisers reserve the right to ask guests to leave to maintain the well-being of the group.

[d] We are currently a Women only reading retreat. We ask that no one puts us in a situation where we have to turn someone away from the host venue because they have not taken this into consideration when booking. 

• HOST PROPERTIES

[a] Some of our host properties are very old buildings and buildings of historical importance. This means that not all of them will have the up-to-date access for guests with specialist needs as a modern hotel would have. Should you require specialised facilities, please speak to us before you confirm your booking so that we can advise which Retreats will be able to accommodate your requirements.

[b] This also means that we will require you to take reasonable care at the host venues, as there may be uneven surfaces, steep stairs, low doorways, and nearby bodies of water. Accordingly Read Rest Retreat Limited no responsibility or liability for personal injury or death, loss, damage, or expense whilst attending one of the retreats.  

[c] Assistance animals may attend by prior arrangement, depending on the property and other guests attending. Please speak to us before you confirm your booking so that we can advise which Retreats will be able to accommodate your requirements. We do not accept pets.  

[d] Any damage to the host property caused by a retreat guest(s) will be the responsibility of the individual(s) involved.

 

8. DIETARY REQUIREMENTS

[a] While we try to accommodate your dietary needs, we cannot guarantee an allergy-free diet as the kitchens we use are not entirely under our control. Reading Retreat will not assume any liability for adverse reactions from the food consumed, or items one may come in contact with whilst staying at the property.

[b] Retreat guests must inform the organisers of any medical conditions, allergies, or dietary restrictions prior to the retreat on the {XXXX} form.

 

9. GUEST AUTHOR

[a] Should the advertised author be unable to attend due to circumstances beyond our control, we will endeavour to arrange another author and will keep you updated of any changes.  Author attendance is not a guaranteed element of the Retreat.

 

10. RETREAT IMAGERY 

[a] The definition of ‘Ownership of Imagery’ for this contract refers to both stills imagery and videography/film. 

[b] Read Rest Retreat Limited retains the entire copyright in the Photography and Videography Works at all times, throughout the World. 

[c] Read Rest Retreat Limited will be creating imagery when time permits for our own historical record and these may well be shared online including but not inclusive of social media and in printed materials. If you would prefer us not to share photographs with your face visible in them, please declare this during the registration process.

 

11. COMPLAINTS & APPLICABLE LAW.

[a] In the unlikely event of a complaint, this should first be raised by the Client with Read Rest Retreat Limited before you leave the retreat. If both parties are unable to reach a satisfactory resolution within 30 days, both parties agree to resolve the dispute through binding arbitration rather than in court. The arbitration will be conducted in England in accordance with the rules of the Central Arbitration Committee or another mutually agreed upon arbitration service.

[b] By registering for the retreat, you waive any right to participate in a class action or jury trial. Each party shall bear its own legal costs unless otherwise determined by the arbitrator. By following this process, it reduces lengthy legal proceedings which are not good for either party. We always want to focus on reaching a fair and efficient outcome for all parties.  

[c] We reserve the right to amend these Terms and Conditions from time to time. Any changes will be posted on our website www.readrestretreat.co.uk.

[d] It goes without saying that if you have any questions regarding these terms and conditions, please contact us at [insert email address]

[e] The contractual relationship between Read Rest Retreat Limited and the Client shall be governed by the laws of England & Wales.

[f] By booking and attending a Read Rest Retreat reading retreat you accept these Terms & Conditions.