DISCLAIMER:

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Clients should ensure they understand and accept the terms and conditions as set out below. Your statutory rights are not affected.

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​1. Medical & Health

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• All clients attending Lights Out Retreats (LOR) Retreats should be aware of and accept the risks involved in undertaking intense periods of physical activity.

• Unless otherwise disclosed in writing to LOR ahead, the Client confirms that they are in good mental and physical health and are unaware of any reason why they may be particularly unsuited to taking part in the activity and/or service agreed upon or may be likely to suffer illness or injury during the activity and/or service.

• You are required to fill out a medical form ahead flagging any personal health issues.

• If you have any medical conditions that you are concerned about, these must be discussed with LOR and flagged prior to booking.

• LOR may ask for letters from your Doctor if certain issues are raised on the medical form.

• All clients are advised to seek medical advice from their GP before booking.

• Failure to disclose any serious illness, injury, or high dose of medication enables LOR to reserve the right to refuse the client to partake in strenuous exercise and could result in LOR cancelling the retreat place without a refund.

 

​2. Insurance

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• Travel Insurance with comprehensive Personal accident and cancellation insurance is mandatory for our retreats.

 

​3. Booking Conditions

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• To place a booking LOR requires a completed booking form with a deposit (25% of stay).

• Booking terms and conditions are then accepted by the client.

• LOR reserves the right to decline any booking at their discretion.

• To book a place on the LOR retreat you have to arrive on day one of the course at the specified time unless otherwise agreed ahead.

• Clients who can not arrive on day one of course need prior agreement at booking with LOR.

• Clients can not leave during the course and then return unless agreed by LOR in advance.

• Should there be a medical reason for not being able to attend, a Doctor’s note is required in order to amend or change the booking free of charge. Changes to bookings are all subject to availability.

 

​4. Fee and Payment Terms

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• The balance of the fee is payable in full, 6 weeks prior to arrival at the retreat venue and before the commencement of the retreat unless agreed otherwise on confirmation of booking.

• In the event that the balance is not paid LOR, will have the discretion to treat the booking as cancelled by the client and resell the retreat space.

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5. Client Alterations

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• Where a client wishes to change their booking dates, the following conditions apply. Notification by the client must be made in writing and within the notice period defined below:

• We require a minimum of 21 days' notice to change your dates plus an administration fee of £150

• A booking (date or name) can be changed without incurring the admin fee, only if full payment has been received and changes are made in excess of 2 weeks before the booking arrival date.

• You can not leave the retreat early and return at a later date to complete your stay.

• Late Arrivals For any clients who intend to arrive after the stated 3pm transfer deadline we offer a pickup service at an additional cost of £85 to cover the travel to the Villa. The trip coordinator is on-site to assist with check-in. After 10 pm an additional £25 per hour (on top of the initial £85) is payable. Late arrivals also need to flag and agree on their timings in advance with the Bookings Manager (info@lightsoutretreats.com)

 

​6. Cancellation by LOR

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• We try our best not to cancel a confirmed booking but reserve the right to do so.

• If we cancel a confirmed booking before your retreat LOR will offer the Client another available date (with pro-rata refund/price increases as appropriate).

• Force Majeure: LOR cannot accept liability or pay any compensation (including the refund of any monies paid e.g. deposit etc.) where the ability to perform our obligations under our contract with you is prevented or affected by or you otherwise suffer any damage, loss or expense of any nature, as a result of “force majeure”. In these booking terms and conditions, “force majeure” is defined as any unavoidable and/or extraordinary circumstances beyond our control for which we (or our third-party service providers) could not have avoided, even if all reasonable measures had been taken. This may include, whether actual or threatened, such events as war, riot, civil strife, terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, epidemics, fire, and other situations which are outside our control. Clients are advised to take out adequate travel insurance to cover such eventualities.

 

​7. Cancellation by the Client

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• If the client wishes to cancel the Contract they must advise LOR in writing.

• The 25% deposit is non-refundable.

• If it is less than 6 weeks before the start date then you sacrifice your space and deposit.

• If it is more, you have the ability to change your date to a later retreat with a £150 administration charge.

 

​8. Responsibilities of the Client

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• Clients shall be held responsible to make compensation for any damage they cause to the contents and furnishings of the villa during their stay, except for wear and tear.

• LOR accepts no responsibility for the loss, damage, or theft of personal possessions, which includes, but is not limited to, clothing passed to third party cleaners, clothing, jewelery or similar items of value, personal equipment, or the like, used on retreat. All retreaters are advised to ensure that they are adequately insured against these events and not to bring valuables to camp.

• The Client is also responsible for their own personal medical requirements and personal footwear equipment and clothing unless otherwise stated.

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​9. Camp Etiquette and Dress Code

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• LOR asks that clients wear appropriate gym attire at all times during training including sports shoes, fitness clothing, and correct underwear support. Bare chests and torsos are not permitted on camp.

• LOR reminds guests that we are a residential mixed-gender facility and to dress appropriately during non training times – being mindful and respectful of all cultures, races, and religions whilst on the retreat.

• LOR reserves the right to speak to clients about their attire and dress at any point during their stay should they be causing offence to other guests or contravening camp etiquette.

 

​10. Alterations by LOR

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• We make every effort to ensure the accuracy of our literature. However changes can occur despite our best endeavours and we reserve the right to change any price or other particulars before the Client books (in which case we will tell you before your booking becomes binding).

• If there is a ‘Major Change’ to a confirmed booking we will inform the Client as soon as is reasonably practical and offer you the choice of accepting the change, receiving a full refund or transferring to another available date.

• If there is any change other than a ‘Major Change’ we are not obliged to inform you in advance (but we will do so where practicable) nor are we obliged to pay you compensation. If we become unable to provide a major proportion of the services you have booked with LOR we will make every effort to arrange alternative arrangements for you at no extra charge and where appropriate refund the Client pro rata for services not received. If the client wishes to make major changes to the agreed programme additional costs may be added at the company’s discretion.

• The programmes we publish in our literature and on our website and describing the courses are designed to be illustrative in order to best explain the scope and type of activities you will be undertaking. It is very unlikely that any one programme could be or would be followed precisely as it is published. Several factors outside of our control will determine this and dictate what can be accomplished reasonably during your course. The most influential factors will be the weather and the physical fitness of course participants.

• Taking these factors into consideration and the aims of the course as described in our literature the Course Director will construct the best programme possible. The Course Director will review and may alter the programme as the course progresses in response to the changing influence of these factors.

 

​11. Conditions of Service

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As part of the continual review of safety and associated considerations the conditions of booking are subject to change clarification and modification at any time. Only the retreat director or their appointed deputy is empowered to vary or waive any of the Conditions of Booking. Such decisions are totally at the discretion of the course director or the appointed deputy.

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• LOR 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 the weather and physical fitness of the client.

• Our retreat Director guides instructors and leaders will do their utmost to ensure that any problems are solved for the benefit of the retreat participants as a whole. Signing the booking form signifies your acceptance of the retreat Director’s authority to make decisions affecting the group or individuals.

 

​12. Acceptance of Authority

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• LOR Staff will use their best endeavours to resolve problems to the benefit of the Client as a whole.

• The Client must refrain from any conduct which may give offence or cause danger or damage to any person or property.

• If LOR or any of its staff believe that the Client is in breach of this obligation likely to breach it or is otherwise unfit to partake in the activity LOBR or its staff may in their absolute discretion refuse the booking or have the Client removed from any property or facility. LOR will owe the Client no liability in such circumstances and the Client will be solely responsible for any costs incurred.

• The retreat Director may require an individual or number of persons to leave the group if they believe that the Client’s health and safety are at risk if an illegal act has been committed or the Client has behaved in a way as to endanger safety enjoyment or the welfare of the group as a whole. In the event of this action the Client involved shall not be entitled to any refund from retreat and will be required to meet all expenses involved in their immediate extraction.

 

13. Complaints​

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• If there is a problem during the activity and or service period you must report it to in the first instance the instructor of your activity. If it is still unresolved you must then report it to the director of LOR immediately so that prompt and effective efforts can be made to resolve the problem.

• In the unlikely event that the problem cannot be resolved at this time and you wish to raise a complaint, full written details must be sent to LOR within 28 days of the activity and or service finishing. Please include your booking reference number / party details and exact full details of your complaint on your letter; please include your daytime and evening contact telephone numbers. Failure to take these steps will prejudice our ability to resolve your problem and/or investigate it fully therefore any right to compensation you may otherwise have had will be lost or substantially reduced.

 

14. Media​

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• LOR reserves the right to take any recordings of the Client during the activity and /or services and the Client accepts that all rights whatsoever arising in the recordings shall be solely owned by LOR.

• The Client accepts and agrees that any recordings may be used by LOR at its absolute discretion in any manner including but not limited to its website, social media, marketing, PR, promotional material and advertisements.

 

15. Copyright​

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• LOR reserves all copyright which may subsist in the products of, or in connection with, the provision of all activities, services or facilities.

• LOR reserves the right to take such actions as may be appropriate to restrain or prevent infringement of such copyright.

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16. Law and Jurisdiction

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• This agreement shall be construed in accordance with the laws of England and Wales the Courts of England and Wales shall have exclusive jurisdiction in relation to any matters arising out of this Agreement.

 

Your statutory rights are NOT affected by any of our terms and conditions

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Lights Out Retreats Limited Registered Company No. 15048642