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 understandings. 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. But this will impact on the actual 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.

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.

We will provisionally reserve your selected dates and send you the Terms & Conditions (with hire rates) and a deposit payment form. Once 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.

We require payment of a 25% non-refundable deposit to secure your booking.

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

The final payment of the outstanding balance is due one week before the booking takes place. It will be based on the number of participants submitted on the accommodation list. You will be sent a reminder via email.

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 trustees requesting a refund. The trustees 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.

Whilst we are operating under the uncertainty of Covid-19, there are specific Health and Safety guidelines to follow.

The minimum number in our Terms and Conditions will be reduced from ten to eight persons. This includes the cook and retreat leader.  The free place and reduced places still apply once ten persons have booked.

There is space for ten people to practise in the yoga studio and twelve people in the annexe (Shraddha) provided the Covid Health and Safety guidelines are followed.

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 send you a ‘Hirers Welcome Pack’. This will comprise five documents.

To be returned:
Hirer’s agreement form
Copy of your public liability insurance certificate
Accomodation list

For your reference:
Covid health and safety guidelines
Checklist of cleaning tasks on your departure

Please sign the hirer’s agreement form and attach a copy of your up to date public liability insurance certificate.

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

On the opening day of the retreat, guests may arrive from 4pm onwards. Course leaders (and helpers) may arrive from 2pm. Arrival may be earlier by prior agreement and on the basis of an extra charge of £25 per hour.

We expect the retreat centre to be empty by 5pm on Sundays, 10am on Mondays and Fridays and at 3pm on all other days.

Monday is our refresh and maintenance day.

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. Please leave payment for any towels used in the tin in the scullery.

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 staff 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.

Register Your Interest to Hire

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