Booking & Deposit
• Your retreat dates are only confirmed once we have received your signed Venue Hire Agreement and the 20% deposit.
• All deposits are non-refundable, regardless of the reason for cancellation.
• In exceptional cases, and at our discretion, a deposit may be transferred to another date within the same season. This incurs an admin fee of 20% of the deposit, and is possible only if the change is requested at least 120 days before the original retreat start date and the new dates are available.
• The Shanti Space is not responsible for any bank charges incurred during payment transfers.
Payment Schedule
• 20% deposit due on booking
• 20% due 5 months before arrival
• Final balance (60%) due 45 days before arrival
• For bookings made less than 5 months before arrival, the first two payments (40%) are due on booking. For bookings made less than 45 days before arrival, the full amount is due on booking.
• All payments are non-refundable once received, except as set out under Cancellations and Pandemics & Global Disruptions below.
Capacity
• June to September (with glamping): up to 28 guests, plus 2 chefs in two single chef rooms.
• October to May: up to 22 guests, plus 2 chefs.
Responsibility & Group Management
• Retreat Leaders are responsible for maintaining the Retreat Leader Sheet, including room configurations (twin/king) and payment tracking.
• Please email confirmation of each payment, including a payment reference and organiser name.
• The organiser is fully responsible for all guest bookings.
• An additional €25 fee per person is charged for day visitors or external guests. Please let us know in advance so we can accommodate them.
Travel Responsibility
• The Shanti Space is not liable for the loss of, or damage to, personal belongings, or for any travel-related issues encountered by guests.
• Guests are responsible for holding valid travel documents, including passports and visas, and for meeting Portugal's entry requirements.
• The organiser and their guests are solely responsible for all travel arrangements and associated risks.
On-Site Guidelines
• Guests have complimentary access to:
- Wi-Fi
- Gardens and shared public spaces
- Towels (not for beach use)
• Organisers may not alter room layouts, décor or furnishings without prior written approval. Any special requests must be sent in advance.
• A €500 damage deposit is due before arrival, payable by PayPal or cash. It is refunded after the retreat if there is no damage. Any damage beyond the deposit must be reimbursed by the organiser.
Cancellations by the Organiser
• All cancellations must be made in writing by email. The 20% deposit is always retained.
• More than 90 days before arrival: all other payments are held as credit.
• 45 to 90 days before arrival: 50% of other payments is held as credit, and 50% is retained.
• Less than 45 days before arrival: all payments are retained, with no credit.
• Credit can be used for a new booking with arrival within 12 months of the original date, subject to availability. It cannot be transferred or exchanged for cash, and a new 20% deposit applies.
Cancellations by The Shanti Space
• The Shanti Space reserves the right to cancel a booking due to exceptional or unforeseen circumstances beyond our control. In such cases, we will refund all payments made for the cancelled retreat period. We strongly advise organisers to take out comprehensive retreat insurance to cover this possibility.
• We are not responsible for exchange rate fluctuations between payment and refund dates.
• No refunds or credits will be issued for guest no-shows, late arrivals or early departures, personal emergencies, illness, or weather-related changes.
Pandemics & Global Disruptions
• If the retreat cannot go ahead due to legal restrictions, mandatory lockdowns, travel bans or other circumstances beyond our control (including pandemics, epidemics, natural disasters, states of emergency, war or armed conflict, strikes, major infrastructure failures and extreme weather events), the 20% deposit is retained and we refund 50% of all other payments made.
• If at least 60 days' notice is given, we may instead offer to reschedule free of charge, subject to availability.
• No refund will be given if a guest is unable to attend due to illness, injury or testing positive for a contagious illness. It is the guest's responsibility to stay healthy and insured in the lead-up to and during their travels.
These terms form part of our Venue Hire Agreement, which is signed before each booking is confirmed. Please make sure you have read and understood them before confirming your booking.
We look forward to welcoming you and supporting your retreat.
Wishing you a beautiful and transformational experience at The Shanti Space.