Updated May 2025
Soul House Retreat & Guest Agreement
Welcome to Soul House, your sanctuary for restoration, connection and creativity. Whether you’re hosting a retreat, joining one, or enjoying a private stay, this agreement is here to set the scene for a smooth, respectful and soul-nourishing experience for everyone.
1. Arrival & Departure
1.1 Check-in is from 3pm on your arrival day.
1.2 Check-out is by 10am on your final day.
1.3 Early arrivals or late departures may be arranged depending on availability, with advance
notice and can be subject to an extra charge.
2. What’s Included – Retreats
2.1 Exclusive use of Soul House villa for the duration of your retreat.
2.2 Accommodation for up to 10 guests in the main villa.
2.3 Daily housekeeping and use of pool, garden & yoga shala.
2.4 Optional add-ons such as meals, workshops and facilitators, arranged and paid in advance.
3. Final Guest List & Dietary Requirements
3.1 Please confirm your final guest list, room allocations and all dietary requirements at least 14 days before arrival.
3.2 Last-minute changes may not be accommodated, especially for meals.
4. Meal Plans & Changes
4.1 All meals must be pre-paid and confirmed before your stay.
4.2 We require 48 hours’ notice for any changes or cancellations to meals.
4.3 We are unable to offer refunds for meals cancelled within 48 hours of service.
5. Booking & Payment
5.1 Provisional Hold
A £500 non-refundable deposit secures your retreat dates for 14 days.
- 5.1.1 If you decide not to go ahead, just let us know via email.
- 5.1.2 If you do proceed, we’ll confirm the next steps based on your chosen payment plan. 5.2 Instalment Options Choose between:
- Option 1: Two instalments
- 5.2.1 50% due 14 days after initial deposit
- 5.2.2 Remaining 50% due 3 months before the retreat
- Option 2: Four instalments
5.2.3 Divided into 4 payments, final payment due 3 months before the retreat 5.3 Retreats booked less than 3 months in advance require full payment upfront.
5.4 For Villa and Jungle Chalet bookings for private guests, the amount needs to be paid in full up front. Villa and Jungle Chalet bookings are refundable by 50% if cancellation happens more than 90 days before the booking start date.
5.5 Private Villa and Jungle Chalet bookings cancelled within less than 90 days of the booking date and non-refundable. Bookings can be transferred to another party for the same dates. Moving a booking to another date is negotiable if both parties can agree on a future date within a year of the original booking.
6. Chalet Bookings
6.1 Three jungle chalets (max 3 guests each) are available for additional accommodation. 6.3 Each chalet is £150 per night.
6.4 Chalet bookings follow the same cancellation policy as villa bookings.
7. Music, Noise & Community Respect
7.1 Please keep noise low after 9:30pm. 7.2 Quiet hours are from 10pm–8am.
7.3 All guests and facilitators are expected to treat the space, staff, and neighbours with care and respect.
7.4 To maintain a safe and peaceful atmosphere, we reserve the right to end a stay early without refund in cases of serious disturbance or disrespect.
8. Use of the Property
8.1 Soul House is to be used for private accommodation and pre-approved retreat activities only.
8.2 Events, classes, and external services must be discussed and approved in advance. 8.3 We welcome creative proposals, just let us know your plans in writing.
9. Damages & Guest Conduct
9.1 Please inform us of any damages or breakages immediately.
9.2 We may need to charge for significant damages or extra cleaning, and we appreciate your care of the space.
9.3 You are responsible for the conduct of any third-party guests or facilitators you bring in.
10. Maximum Occupancy
10.1 Main villa: up to 10 guests.
10.2 Additional capacity: 3 jungle chalets, 9 guests max (3 per chalet).
10.3 To ensure everyone’s comfort and safety, we ask that you check in with us before bringing
extra guests beyond the agreed occupancy.
11. Cancellation Policy
11.1 Cancellation by Retreat Leader / Booking Holder
- Deposit (£500) is non-refundable.
- Cancellation more than 90 days before retreat start:
→ 50% of remaining balance (excluding deposit) is refundable.
Cancellation within 90 days of retreat: → No refund.
11.2 Transference of Dates
We allow dates to be transferred to a future date where convenient and agreed by both parties. The future dates must be within 1 year of the original booking. Soul House reserve the right to increase the price for future bookings.
11.3 Cancellation by Soul House
If we must cancel your retreat due to unforeseen circumstances, we will offer a full refund or reschedule where possible.
We are not responsible for your external expenses (e.g. flights or insurance).
11.4 Third-Party Service Cancellation
If a class, therapist, or third-party provider that we have organised becomes unavailable, we’ll aim to offer a suitable replacement.
Refunds for these changes are not guaranteed but we’ll always support you in finding a solution.
11.5 Covid or Public Health Situation
In the event of travel restrictions, quarantine requirements, or other public health measures, Soul House will work with you to reschedule your booking. Standard cancellation terms apply unless otherwise agreed in writing.
11.6 Cancellation of Yoga and Sound Healing Classes
Cancellation Policy for Classes: If Soul House arranges yoga or sound healing classes and a it needs to be cancelled:
- Within 24 hours: 100% of the class price is due.
- Within 48 hours: 50% of the class price is due. 12. Transport Policy Organised Transport: If Soul House organizes transport for guests (e.g., airport transfers or excursions) through a third-party service provider, Soul House is not liable for any accidents, injuries or incidents that occur during transport. The transport provider’s terms and conditions apply.
13. Travel Insurance
13.1 All guests are required to have valid travel insurance before arrival.
13.2 Insurance should cover cancellation, medical emergencies and personal belongings.
13.3 Neither Soul House nor its team can accept responsibility for personal loss, injury, illness or damage during your stay.
14. Liability & Assumption of Risk
14.1 You acknowledge that participation in retreats involves personal responsibility and risk. 14.2 Soul House is not liable for any loss, injury, or damage sustained during your stay. 14.3 You agree to hold Soul House harmless for any claims arising from your use of the property or facilities.
14.4 Guests participate in all activities at their own risk and are responsible for ensuring that they are medically and physically fit to do so. Soul House is not liable for any injuries sustained during yoga, wellness, or physical activities.
15. Force Majeure
15.1 We are not responsible for cancellations caused by events outside our control, such as natural disasters, public health events, or political unrest.
15.2 In such cases, we will work with you to reschedule your retreat where possible, but refunds are not guaranteed.
16. Access & Security
16.1 Lock valuables in the provided safes and ensure doors are locked when leaving.
16.2 Soul House staff may enter the property for necessary maintenance or safety checks. 16.3 We aim to notify you in advance wherever possible.
17. Booking Confirmation
17.1 Your booking is confirmed when your deposit or instalment is received and we’ve sent you a written confirmation.
17.2 Payment Methods: Payments should be made via bank transfer or other mutually agreed-upon methods.
17.3 Please do not book travel until your dates are confirmed.
18. Governing Law
18.1 Jurisdiction: These terms and conditions are governed by the laws of Sri Lanka.
18.2 Mediation is the first agreed upon method of any dispute resolution should there be a disagreement. Soul House reserve the right to choose a mediator of their choice.
19. Additional Terms for Retreat Organizers
19.1 Due Diligence: Retreat organizers must ensure that all participants are fit for the retreat, particularly regarding any existing injuries or mental health considerations. Organizers must take full responsibility for the safety and well-being of all participants.
19.2 Travel Insurance: Retreat organizers must confirm that all participants have travel insurance, including coverage for cancellation and medical emergencies.
20. Photography & Media
20.1 By participating in a retreat or private booking at Soul House, you agree that any photographs or video taken during your stay may be used for promotional purposes, unless you notify us in writing prior to your stay.
20.2 If any guest prefers not to be photographed, they are responsible for informing the organiser or photographer at the start of the retreat.
House Rules Summary
- Respectful Conduct: Treat the property and all its contents with care and respect.
- Noise: Observe quiet hours from 21:30 pm to 08:00 am.
- Damage: Any damage to the property or its contents must be reported immediately and may incur repair or replacement costs.
- Pets: Pets are not allowed without prior approval.
- Visitors: No additional visitors are allowed without prior consent from the property owner.
- Environmental Responsibility: Please dispose of waste in the designated bins.
- Safety: Ensure all doors and windows are closed when leaving the property.
- Cleaning: You are responsible for cleaning up after yourself and leaving the property in a reasonable condition.
- Travel Insurance: Organisers must ensure all participants have comprehensive travel insurance. Private villa booking guests must have comprehensive travel insurance. By confirming the reservation, guests and retreat organizers acknowledge that they have read, understood and agree to all of the above.
- Event Use: The villa is to be used for retreat or priavte booking purposes only. No loud parties or events are allowed.
- Smoking: Smoking is allowed only in designated outdoor areas. Violation of this policy will result in a cleaning fee of $100.
- Excessive alcohol use or any illegal substance use is not permitted on the property. Soul House reserves the right to ask guests to leave with no refund if behaviour poses a risk to others or the environment.
Soul House is not responsible for any items lost or left behind. We are happy to assist in returning items, but guests are responsible for shipping costs.