Hiring the Retreat Centre

Please contact the retreat centre manager manager@balabrook.org.uk to request a copy of our Terms & Conditions and Hire Rates. We ask you to read them carefully so that you know what to expect and to minimise any possible misunderstandings. While our lives are still subject to the uncertainties of the pandemic, there are some provisions relating specifically to Covid-19 and the implications for how the retreat centre is able to operate.

Our rates are based on a minimum number of ten people staying (reduced to eight during the pandemic). In reality retreats may have less than ten which will increase the cost per person per night. When there are more than 10 people staying, the extra places will be charged at the reduced rate and the course leader becomes entitled to a free place.

At present, planning restrictions limit the number of people staying to fifteen although we hope to increase the number of nineteen in the near future.

There are two rates per person per night: a premium rate for Thursday, Friday and Saturday night and a standard rate for Sunday, Monday, Tuesday and Wednesday night.

Please ask for our current prices by writing to manager@balabrook.org.uk

How it Works

Booking enquiries are handled by the retreat centre manager on manager@balabrook.org.uk

To make a booking, please first ensure that your booking fits with the ethos and purpose of the Trust.

Then, using the Check in and Check out search function at the bottom of this page, check the availability of the dates you would like and submit a preliminary on-line booking application. The form will appear once you have searched for some dates and clicked on the ‘Enquire Now’ button. Please note, we cannot offer same day changeovers.

We will provisionally reserve your selected dates and will send you the Terms & Conditions (with hire rates). Once the booking has been agreed you will receive an invoice for the 25% deposit and a hirer’s agreement. When we have received your deposit, we will confirm the booking on the website.

Please note if you wish to make multiple booking enquiries, please contact the manager directly.

Three months before the date of your booking, we will invoice you asking you for an interim 35% payment.

Four weeks before the booking takes place, we will invoice you for payment of the outstanding balance on the minimum payment plus a
refundable £100 deposit to cover extra cleaning costs, hire of towels and any significant breakages or damage.

Immediately after the retreat has taken place we will send you a final invoice based on the actual number of participants.

In normal circumstances, the initial 25% deposit is non-refundable.

The interim payment of 35% may be refunded provided another booking is secured and payment has been made for the same dates. If there is no replacement booking, we will expect to receive the full payment calculated on the basis of ten participants attending the retreat.

If you think there are special mitigating and exceptional circumstances, you can write to the manager requesting a refund. The manager will consider each case on its merits.

Money accruing from cancellations will be held in our Dana Fund to help subsidise assisted places on courses run by Spanda Trust.

If we are operating under Government regulations, there will be specific Health and Safety guidelines to follow.

We may, if circumstances dictate, reduce the minimum number in our Terms and Conditions from ten to eight persons. This includes the cook and retreat leader.

The free place and reduced places only apply once ten persons have booked.

Using the 2 meter social distancing guideline, there is space for ten people to practise in the yoga studio and twelve people in the annexe (Shraddha).

Whilst planning retreats subject to Covid-19 restrictions, it is worth noting that there are eight bathrooms with toilets in the main house and a toilet in the porch for use in the daytime by anyone sleeping in Shraddha. At Shraddha, from January 2022 there will be two toilets and shower rooms. We will also only allow people from the same household or established social bubble to share a room.

If the retreat centre has to be closed in response to a change in government guidelines and your booking can no longer take place, we will refund any payments made.

If you prefer you can transfer them to a future booking.

If the retreat leader decides to cancel a booking for other Covid related reasons e.g. travel restrictions preventing participants from attending, the initial deposit and the interim payment can be transferred to a future booking.

Please enter into conversation with us before making the commitment to go ahead/cancel a booking if you are unsure of what you want to do. Our position is that we want to enable retreats to go ahead as much as we possibly can but as a shared responsibility with retreat leaders.

If you are unable to hold your event for any other reason, our standard cancellation procedures apply.

Two weeks prior to your booking, we will ask you for a copy of your up-to-date public liability insurance certificate. Your insurance must cover you for working within a residential setting, as our insurance will not cover accidents to people and our property which are not our fault.

You must return the Guest Accommodation List to the manager at least a week before your retreat.

For your reference, we will send you Covid health and safety guidelines.

Please return documents to us no later than one week prior to the start of your event. You can send the documents electronically or by post.

On the opening day of the retreat course leaders (and helpers) should aim to arrive at 2pm. Arrival may be later, or earlier by prior agreement and on the basis of an extra charge of £25 per hour, but must be agreed in advance with the manager.

You will be met by the manager who will handover the house to you and go through current Covid regulations. This handover will take approximately an hour.

Departure times: Monday by 10am, Tuesday to Saturday by 1pm, Sunday by 5pm. Later times may be possible but must be agreed with the manager in advance and subject to a £25 an hour charge.

The beds will be made up and ready for guests. The bathrooms and toilets will be stocked with anti-viral cleaning products for guests to use.

Please note that guests are asked to bring their own towels. Spare towels can be hired at a cost of £6.

The kitchen will be clean, tidy and well stocked with tea towels, aprons, oven gloves, washing up liquid, washing up cloths and anti-viral and anti-bacterial kitchen spray. You will find a small hoover, dustpan and brush, mop and buckets in the utility cupboard.

It is the responsibility of the course leader to ensure that guests and helpers know what is expected of them. All communal areas, including the kitchen, must be tidied and left clean. The Welcome Pack has a checklist of tasks for leaders, kitchen team and guests.

Guests are asked to strip their beds and leave their bedrooms and bathrooms clean and tidy. Laminated guidance will be available in each bedroom and on the main noticeboard, clearly stating the contribution expected from all guests.

An extra cleaning charge may be levied on the hirer if the premises are left in an unacceptable state. Please notify the retreat centre manager by email if there have been any damages or breakages.

  1. You make a provisional booking on the website calendar and we will respond to your request within 3 days. We will send you the hire rates and Terms and Conditions.
  2. When the booking is agreed we send you the Hire Agreement and an invoice for the 25% non-refundable deposit.
  3. On receipt of the payment of the deposit and a signed copy of the Hire Agreement, we secure the booking on your behalf and make this clear on the website calendar.
  4. Three months before the date of the retreat, we send you an invoice for the 35% interim payment
  5. You make the payment.
  6. We send out a reminder four weeks before the retreat is due to take place, asking for payment of the remaining 40% of the minimum payment and a £100 returnable deposit. We ask you to send us an up-to-date copy of your public liability insurance certificate and the Guest Accommodation list. We include in our reminder Covid-19 health and safety guidelines.
  7. You make the 40% payment (with the £100 deposit) and send your insurance certificate to the manager at least two weeks before the retreat starts. You send your Guest Accommodation list at least one week before the retreat starts.
  8. Immediately after the retreat has taken place, we make any final adjustments with regard to the number of participants and the £100 returnable deposit (i.e. extra cleaning costs, hire of towels, damages and breakages, late departures).
  9. We send you an invoice with the final balance and either return the deposit (or some of it with an explanation as to why part of it is being withheld) or set it against the cost of extra guests.
  10. You make any final payment still outstanding.

Register Your Interest to Hire

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Please check your dates here

Please note that we do not offer same day changeovers. Despite this system allowing them to be booked, if a day on the calendar on the right is partially pink, we will not be able to accommodate you on that day.

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