What to Put in Your Retreat Booking Terms (Before Your First Guest Pays)
Most retreat leaders think hard about the experience and very little about the paperwork. A booking page, a payment link and a friendly email feel like enough, until a guest cancels late, asks for a refund, or expects something you never promised.
Booking terms are the document that answers those questions before they come up. They don't need to be long or intimidating, but they do need to exist, be clear, and be agreed to before anyone pays.
A quick note: this is general guidance, not legal advice. Have your own terms checked by a legal professional before you use them.
Why Terms Matter for Your Income
Your retreat's finances depend on decisions made well before guests arrive. Suppliers need deposits, dates are fixed, and a single late cancellation can take a real bite out of your margin. Terms turn those risks into agreed rules instead of case-by-case negotiations. Our guide to the mistakes that kill retreat profits covers why unclear policies are such an expensive gap.
What to Include
What's included and what isn't — list accommodation, meals, transfers and activities, and be explicit about what guests pay for themselves, such as flights and personal expenses
Payment schedule — the deposit, any instalments, and the date the final balance is due. Our guide to structuring deposits and payment plans goes through how to set these up
Cancellation and refund policy — what happens if a guest cancels, at which dates, and what is and isn't refundable
If you cancel or change the retreat — what happens if you need to change the dates, the venue or the program, or cancel altogether
Transfers between guests — whether a guest can pass their place to someone else
Health and fitness — a short statement that guests are responsible for deciding whether activities are suitable for them, and an invitation to check with a health professional if unsure
Travel insurance — a recommendation that guests arrange their own, and your position on what happens if they don't
Visas and travel documents — that guests are responsible for their own entry requirements. Our guide to Bali's new entry rules in 2026 is a helpful resource to share
Photo and video consent — whether you may use images of guests in your marketing
Conduct and group agreements — expectations for how guests treat each other, the venue and the local community
Keep It Readable
The best terms are ones guests actually read. Use plain language, short sections and clear headings. A long wall of legal text tends to go unread, which defeats the point. If there are key rules, such as the cancellation policy, highlight them at booking and ask guests to confirm they've read them.
Align Your Terms With Your Suppliers
Your policy should reflect what your own suppliers will and won't refund you. If your venue deposit is non-refundable but your guest deposit is fully refundable, you carry the gap. Before you finalize, check what your own commitments look like, and shape your terms around them.
Make Agreeing to Them Part of Booking
Terms only help if guests have seen and accepted them. Build acceptance into the booking process, such as a checkbox or a signed form, and keep a record. It's much easier to refer to a clear agreement than to a conversation.
When Things Change
Even good terms need a human touch when something unexpected happens. Clear, kind communication goes a long way, and a policy you can explain calmly is easier to apply fairly. Terms give you a starting point, not a script.
Frequently Asked Questions
Do I really need written booking terms? It's strongly advisable. Written terms set expectations and give you something to refer to if there's a disagreement.
Should I write them myself? You can draft them yourself as a starting point, but have a legal professional review them before you use them.
What's the most important section? For most leaders it's the cancellation and refund policy, because it directly affects your income.
Should I require travel insurance? Many leaders strongly recommend it. Whether you require it is your decision; just state your position clearly.
How do I make sure guests read the terms? Keep them short, put the key points where guests can't miss them, and ask for confirmation during booking.
Putting together the numbers and planning behind your next retreat? Book a free discovery call, and we'll talk it through with you.
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