Kuan Yin Retreat 2020

Terms & Conditions


All participants must make themselves aware of the terms and conditions and accept the risks associated with the retreat activities. Each guest must be responsible for taking out the appropriate personal accident, holiday and cancellation insurance for the full duration of the retreat: this is a condition of booking.

Your contract is with Sophie Bashford, 24 Falmer Gardens, Brighton, East Sussex, BN2 6NE, United Kingdom.

Interpretation & Definition

In the agreement unless otherwise specified the following expressions refer to the following meanings.

Booking – The booking made by the client with Sophie Bashford.

Contract – The contract between the client and Sophie Bashford under which the services are provided by Sophie Bashford to the client.

Client – The person, business or company who makes the booking with Sophie Bashford. All individuals to whom services are provided by Sophie Bashford must be a minimum of 24 years of age.

Payment – The total fee will be due for payment 6 weeks in advance of the retreat commencement date.

Fee – The amount payable to Sophie Bashford under the contract.


A deposit payment of 350.00GBP per person will be required to reserve each place at the retreat. This deposit is non-refundable or transferable. This deposit does not guarantee your place at the retreat: the full balance payment must be received at least 6 weeks prior to commencement in order for your place to be held. If this amount is not received by the deadline given, your place is effectively cancelled by you and will be re-sold.

The headings in these conditions are for convenience only and shall not affect their interpretation.



A contract for the services is made between Sophie Bashford and the client and will only exist on the issue of an emailed confirmation of booking by Sophie Bashford or a member of her Retreat team, plus receipt of the deposit payment. The payment of the deposit and completing the acceptance form constitutes your acceptance of the contract and it’s terms laid out below.

The contract is subject to these booking conditions which the client has been deemed to have read and fully understood. These booking conditions can only be varied by written agreement between Sophie Bashford and the client.



  1. a) On making a booking with us, each person booking must accept the terms of these Booking Conditions and pay a non- refundable, non-transferable deposit of £350 per person. The balance of the retreat fee must be paid at least 6 weeks before the retreat commences. For bookings made within 6 weeks of commencement, the full balance becomes due immediately. Any cancellation of a confirmed booking or late or non-payment of the balance will carry cancellation charges as set out below. If you fail to pay the full balance for the retreat within the terms set out below, your place is effectively cancelled and will be re-sold. Your deposit is non-refundable and non-transferable to other events.
  2. b) Your booking is considered definite and a contract will exist between you and Sophie Bashford only when the deposit has been received (or, in the case of bookings made less than 6 weeks prior to departure, when the full balance is required at time of booking) and a confirmation receipt is sent to you via email. No contract will exist between us prior to our issuing the confirmation receipt. If the balance of the price of the event is not paid in time, we reserve the right to cancel your place, retain your deposit and apply the Cancellation Charge set out below.

Cancellation by you

You  may cancel your place at any time providing that the cancellation is made by the person who made the booking and is communicated to us in writing. Cancellation will take effect the day such notification is received by us. If you fail to pay your deposit or balance by the due date then your place on the event will be automatically cancelled and the following charges will apply.

As cancellation incurs administrative costs, we will retain your deposit and, in addition, will apply cancellation charges shown below:


Less than 44 days 100% of retreat fee
Less than 60 days 75% of retreat fee
Less than 90 days 50% of retreat fee

Deposit is non-refundable or transferable. Cancellation charges are non-transferable to other events unless we can fill the unused place on the cancelled event.

Once the event has commenced, no refund or part refund or unused portion of the event will be repaid in the event of cancellation by you. If the reason for cancellation is covered under the terms of an Insurance Policy, you may be able to reclaim these charges.

Under no circumstances will we be able to refund the cost of your flights or tickets for any other forms of travel.

Note: If the reason for your cancellation is covered under the terms of your insurance policy you may be able to reclaim these charges.

Cancellation by Sophie Bashford

Sophie Bashford will always endeavour to fulfil confirmed bookings, however, Sophie Bashford does reserve the right to cancel. If Sophie Bashford cancels a booking prior to the commencement of the services the client will be offered an alternative date, or a refund.

Force Majeure

Sophie Bashford cannot accept liability for cancellations, changes or delays caused by any events which Sophie Bashford, or the supplier of the service(s) in question, could not, even with all due care, foresee or avoid. Such events may include: war, or threat of war, riots, civil strife, terrorist activity, industrial disputes, natural or nuclear disaster, fire, technical problems to transport, closure or congestion at airports.


All participants must be covered by their own travel insurance to include personal loss, damage or injury and all activities that they decide to participate in during the retreat. Sophie Bashford will not be liable for any loss, damage or injury. Your holiday travel insurance should cover these and other contingencies. Sophie Bashford accepts no liability for: cancellation, delays or changes caused by war, threat of war, closure of airports, industrial action, natural disaster, technical problems to transport, staff cancellations or other events beyond our control, participants’ medical or psychiatric conditions which may develop during or subsequent to the retreat, loss of, or damage to, personal property or participants.



Sophie Bashford reserves the right to alter the content of the services at any time without notice to the client due to certain factors, including, but not limited to, maintenance work, mechanical faults, weather conditions, staff sickness, physical fitness of the clients and other situations out of her control.

Any information on/about our services published by Sophie Bashford for her website, social media advertising and literature is designed for illustrative purposes only.

If the client elects not to participate in any of the services being provided, Sophie Bashford has no obligation to provide an alternative activity or service and the client will not be entitled to a refund.

If Sophie Bashford believes that a client’s health and safety is at risk, or a client has failed to disclose any relevant health information in accordance with the terms and conditions, Sophie Bashford may at her absolute discretion make decisions affecting the client and where necessary may terminate the contract immediately.

The client must refrain from any illegal act or any conduct which may give offence or cause danger or damage to any person or property. If Sophie Bashford or any of her staff, consultants or agents become aware of any such action then Sophie Bashford or any of her suppliers may at their absolute discretion have the client immediately removed from any property or facility without refund. Sophie Bashford will have no liability to the client under such circumstances.

Liability & Responsibility

The retreat starts and finishes at the retreat venue Garth Barns, Wales. Sophie Bashford is not responsible for your travel to or from this point or for any expenses, including travel accommodation, subsistence and loss of earnings, caused by delayed return to your departure point, howsoever caused.

Sophie Bashford is not responsible for death or personal injury caused by any client taking transportation to and from the venue.

It is the client’s responsibility to arrive at the venue in good time for the commencement of the retreat. Sophie Bashford cannot accept any responsibility for missed service provisions that are due to delayed arrival of any client/s, and can give no discounts nor refunds for any retreat activities that are missed.

The client understands that attending any activity or service provided by Sophie Bashford is entirely at their own risk. By attending any activity or service provided by Sophie Bashford the client agrees to assume these risks and agrees to release and discharge Sophie Bashford and her agents from any and all claims for liability.

Sophie Bashford also accepts no liability for any client’s mental, emotional, spiritual or physical conditions which may develop during or subsequent to the retreat.

If you have had any major physical or emotional illness within the past 5 years, or are under medical or psychiatric supervision, you must notify us of the details at the time of booking and, where appropriate, enclose a doctor’s certificate of fitness to travel.

Sophie Bashford has the right to terminate a retreat if a client is harming the reputation of Sophie Bashford or causes offence to other clients or representatives of Sophie Bashford and Sophie Bashford will have no further contractual obligations to the client. If a client is prevented from travelling because in the opinion of any person in authority he/she appears to be unfit to travel or likely to offend other retreat participants, Sophie Bashford’s responsibility for your retreat ceases and no refund or compensation will be paid.

Sophie Bashford will not be held responsible for any theft or loss of personal possessions from the venue premises or vehicles, or at any location during the retreat. All clients should ensure that their possessions are covered by personal travel insurance.

*It is the sole responsibility of the client to purchase full and adequate medical, personal injury and and holiday insurance for the duration of their retreat with Sophie Bashford.



If a guest requests additional night/s at the venue, it must be understood that they will be provided strictly on accommodation only basis, and additional nights will not include any of the services provided during the retreat.

All clients undertake not to damage their accommodation, and to abide by local regulations (especially in relation to noise). Clients are liable for the cost of any damage to accommodation and Sophie Bashford shall be entitled to recover costs from the clients if necessary before homeward transfer.

Retreat fees

The retreat fees include full-board accommodation including breakfast, lunch and dinner everyday and all retreat work given by Sophie. One-to-one consultations with Sophie Bashford and/or support staff are taken at the client’s own risk. Extra alcoholic & soft drinks and massage/holistic treatments may be purchasable at the venue as optional extras.

Our fees exclude flights, taxi, rail or bus travel, travel insurance, tips, excursions, trips and transfers to and from the airport and venue.

Any additional excursions or trips arranged by the client are not included in the retreat price.

Any activities, spa and/or hammam treatments undertaken by the client for the duration of the retreat are participated in entirely at the risk of the client. Sophie Bashford accepts no responsibility or liability for all and any activities and/or treatments undertaken by the client at any time.

Sophie Bashford accepts no responsibility nor liability for any accident, illness or physical and/or emotional trauma whilst traveling to and from, and/or during, any excursions off-site.

Passports, Visas & Health Requirements

You are responsible for ensuring that you have a valid passport and any necessary visas and any necessary or required inoculations or other health requirements. Sophie Bashford does not accept any responsibility if you cannot travel because you do not have the correct documents to travel.

Travel Advice

It is vital that you are aware of current Foreign Office travel advice before you make your holiday arrangements. It is agreed by all who travel to a retreat with Sophie Bashford and anyone booking through Sophie Bashford that they will make themselves fully aware, both before booking and again prior to the outward journey, of up-to-date travel advice for their destination, available from the Foreign Office Travel web site ( http://www.fco.gov.uk ). This information is also accessible via a travel advice line in the UK on 0870 6060 290. If you are coming from outside the UK contact your Government Travel Office for their advice on health and travelling abroad.



We request that all complaints be made immediately while on retreat so Sophie Bashford and her staff can help solve any problems that arise as quickly as possible. Written complaints are to be received within 7 days after your return from the retreat.

Please note that Sophie Bashford is not responsible for the individual behaviour of any group member or other guest at your accommodation.


Transfer fees are not included in the price of the retreat.

It may sometimes be necessary to combine, on certain transfers, customers arriving or departing on more than one flight, which may require additional waiting time at your airport or resort.

If the flight of a participant on a group transfer is seriously delayed (by one hour or more) it is possible that we may have to arrange a private transfer. In these circumstances a private transfer supplement would be payable to the retreat venue. If you arrive on a different day to the start date of the retreat, or very late, you may have to pay a higher rate of transfer cost. Transfers may include linking up with, or possibly waiting for others to arrive.


Sophie Bashford reserves the right to take photographs and digital recordings of the client during the services, and the client accepts that all rights whatsoever arising in the recordings shall be solely owned by Sophie Bashford.

The client accepts and agrees that any recordings may be used by Sophie Bashford at her absolute discretion in any manner, including but not limited to her website, promotional material and advertisments.

If the client does not wish to be represented by photographic or any other digital media on this retreat, he/she must inform Sophie Bashford of this prior to the commencement of the retreat.


Sophie Bashford reserves all copyright which may subsist in the products or, or in connection with, the provision of all activities, services or facilities. Sophie Bashford reserves the right to take such actions as she deems appropriate or necessary to restrain or prevent infringement of such copyright.


This agreement is governed by and shall be construed in accordance with the laws of England.

The parties submit all their disputes arising out of or in connection with this Agreement to the exclusive jurisdiction of the Courts of England.


Credit: this document was created using a Contractology template available at http://www.contractology.com