A retreat venue contract is one of those documents that’s easy to skim past when everything about the relationship feels warm and promising. But a good contract isn’t a sign of distrust – it’s what protects both sides if something doesn’t go to plan, and it forces a level of clarity that benefits everyone before a single guest arrives.
A quick note before we go further: this is general guidance based on common practice in the retreat and hospitality space, not legal advice. Contract law varies by country and situation, and it’s genuinely worth having a lawyer review any agreement before you sign, particularly for an international booking.
Capacity and space allocation
The contract should state exactly how many guests the venue is confirmed for, which rooms or room types are included, and what happens if your final guest count comes in under or over your original estimate. Ask specifically what space is guaranteed for group sessions – not just guest beds – and at what times.
What’s included versus what’s billed separately
Every inclusion should be itemised: meals, transfers, linens, laundry, use of shared spaces, staff support, and any equipment (yoga mats, props, sound systems). Anything not explicitly included should be assumed to cost extra – get those extras priced in writing too, so there are no surprises once you’re on-site.
Payment schedule and currency
Clarify the deposit amount, the balance due date, the currency the contract is priced in, and who absorbs any exchange rate movement between booking and final payment. For international bookings, this last point is easy to overlook and can meaningfully affect your margin if currency shifts significantly.
Cancellation and rescheduling terms – both directions
This needs to cover two separate scenarios: what happens if you, the facilitator, need to cancel or postpone the retreat, and what happens if the venue needs to cancel on you (renovation delays, unforeseen closures, force majeure events). Ask for specifics on refund percentages at different notice periods, not just a vague “cancellation policy applies” clause.
Individual guest cancellations
Separately from the retreat as a whole, clarify what happens if one guest cancels their spot. Is that guest’s payment refundable, transferable to another attendee, or forfeited? This should be spelled out clearly enough that you can pass accurate information on to your own guests in your booking terms.
Liability and insurance
Understand what insurance the venue carries, what it covers, and what you’re expected to carry yourself, particularly around guest injury during activities you’re leading. This is worth a specific conversation with your own insurer, not just the venue, so you understand where any gaps sit.
On-site support and points of contact
Get in writing who is responsible for what once your group arrives – housekeeping, meals, guest coordination, emergency contact – and what hours that support is available. A verbal assurance of “we’ll take care of everything” is worth far more once it’s specific and in writing.
Weather, force majeure, and contingency plans
Especially relevant for venues with outdoor practice spaces or excursion components. What’s the backup plan if weather disrupts a planned activity, and does the contract address extreme scenarios – natural events, travel restrictions – that are outside anyone’s control?
How Soul House approaches this
We provide a fully itemised written agreement for every retreat we host, specifically so facilitators aren’t left interpreting a vague package description. If you’re preparing to sign a venue contract for the first time and want a second opinion on what’s reasonable to ask for, we’re happy to talk it through – and we’d still encourage you to have your own lawyer review anything before you sign. You can find out more and make an enquiry here.
