FOLLETO INFORMATIVO DEL ANFITRIÓN

These conditions apply to group reservations, retreat organisers and venue-rental bookings made directly with Alaya Retreat Centre.

1. RESERVATION CONFIRMATION

A reservation is only considered confirmed once:

the agreed booking details have been confirmed in writing;
the organiser has accepted the applicable reservation conditions; and
the initial 30% deposit has been received.

Until the deposit has been received, Alaya Retreat Centre reserves the right to offer the requested dates to another group.

2. PAYMENT SCHEDULE

The payment schedule is as follows:

30% deposit upon confirmation
Additional 20% 90 days before arrival
Remaining 50% 30 days before arrival

The initial 30% deposit is non-refundable.

Reservations made within 90 days of arrival require payment of at least 50% upon confirmation.

Reservations made within 30 days of arrival require full payment upon confirmation.

If a scheduled payment is not received by the due date, Alaya Retreat Centre reserves the right to cancel the reservation and apply the applicable cancellation conditions.

3. CANCELLATION BY THE ORGANISER

All cancellations must be made in writing.

Cancellation charges are calculated on the total contracted value of the reservation.

The following cancellation charges apply:

180 days or more before arrival: 30% of the total reservation value
90–179 days before arrival: 50% of the total reservation value
60–89 days before arrival: 75% of the total reservation value
30–59 days before arrival: 90% of the total reservation value
Less than 30 days before arrival: 100% of the total reservation value

Any payments already made will be deducted from the applicable cancellation charge.

If the applicable cancellation charge exceeds the amount already paid, the organiser remains responsible for payment of the outstanding balance.

4. CREDIT FOR FUTURE BOOKINGS

For cancellations made at least 180 days before arrival, Alaya Retreat Centre may allow 75% of the original 30% deposit to be transferred as credit toward one future group reservation.

This credit:

must be used within 12 months of the original arrival date;
is subject to availability;
may only be transferred once;
has no cash value;
cannot be refunded;
cannot be transferred to another organiser without written approval.

Any future reservation will be subject to the prices and conditions applicable at the time of the new booking.

5. CHANGES OF DATES

A request to move a confirmed reservation to different dates is subject to availability and written approval by Alaya Retreat Centre.

A change of dates does not automatically constitute a cancellation-free transfer.

Depending on how close the request is made to the original arrival date, the applicable cancellation conditions may apply.

Any approved date change may also be subject to revised pricing if the new dates fall within a different season or pricing period.

6. REDUCTION IN PARTICIPANT NUMBERS

The organiser may reduce the originally contracted number of participants by up to 10% until 30 days before arrival, provided that any agreed minimum group size or minimum venue charge is respected.

The final number of participants must be confirmed no later than 30 days before arrival.

After this date, the confirmed number becomes the minimum billable number.

No reduction in the total invoice will be made if fewer participants ultimately attend.

Additional participants may be added subject to availability and the applicable per-person rate.

7. MINIMUM GROUP SIZE OR MINIMUM VENUE CHARGE

Where a minimum group size or minimum venue-rental amount has been agreed, this minimum remains payable regardless of the final number of participants.

This condition takes precedence over any reduction in participant numbers.

8. NO-SHOWS AND EARLY DEPARTURES

No refund or reduction will be provided for:

no-shows;
participants arriving later than planned;
participants leaving earlier than planned;
unused accommodation;
unused meals;
unused facilities;
activities or services not attended by participants.

9. OPTIONAL SERVICES AND EXTRAS

Additional services such as:

massages;
horse sessions;
workshops;
transfers;
additional meals;
extra accommodation;
equipment rental;
special staffing;

are subject to availability and may have separate cancellation conditions.

10. CATERING AND SPECIAL REQUIREMENTS

Final dietary requirements and special meal requests must be communicated no later than 14 days before arrival.

Requests received after this date will be accommodated where reasonably possible but cannot be guaranteed.

11. DAMAGE AND ADDITIONAL COSTS

The organiser is responsible for any damage caused by participants to the accommodation, facilities, furniture, equipment or property during the stay, except for normal wear and tear.

Any exceptional cleaning, repair or replacement costs may be charged separately.

12. FORCE MAJEURE

In exceptional circumstances beyond the reasonable control of either party, including government restrictions, natural disasters, major infrastructure failure or other events that make the event impossible to perform, both parties will seek a reasonable solution in good faith.

Where appropriate, rescheduling may be offered subject to availability.

13. INSURANCE

Alaya Retreat Centre strongly recommends that organisers obtain appropriate:

event cancellation insurance;
travel insurance;
liability insurance;
participant cancellation coverage.

The organiser remains responsible for complying with the agreed payment and cancellation conditions regardless of whether individual participants are insured.

14. ACCEPTANCE OF CONDITIONS

Payment of the initial deposit constitutes acceptance of these Group Reservation & Cancellation Conditions unless otherwise agreed in writing.

Any exception or modification must be confirmed in writing by Alaya Retreat Centre.