Terms and conditions - Retreats

Retreats General Policies

Booking and Refund Policy

1. Non-Refundable Six Months Before Departure

Cancellations made within six months of the retreat start date are non-refundable This is due to the advanced planning, venue bookings, and associated costs incurred. Cancellations made before the six month period will be refunded within 4 weeks of the requested refund date. 

2. Travel Insurance

All participants are responsible for obtaining their own travel insurance. This should cover trip cancellation, medical needs, and any personal belongings.

3. Personal Responsibility

Participants are solely responsible for their own health, safety, and belongings throughout the duration of the retreat, both in transit and on-site.

4. Health Declarations

Any existing medical conditions, allergies, or access needs must be disclosed at the point of booking. This enables us to plan appropriately and ensure a safe and inclusive environment for all.

5. Drug Use

The use or possession of illegal drugs is strictly prohibited on all retreats. Anyone found in breach of this policy will be asked to leave the retreat without refund.

6. Resale Prohibition

Retreat bookings are non-transferable and may not be resold, including through third-party platforms or any services operated by The Guitar Social or its community.

Cancellation by The Guitar Social

While we make every effort to ensure that retreats go ahead as planned, there may be rare occasions where we need to cancel.

1. Cancellation by Us

If The Guitar Social cancels the retreat for any reason within our control, you will receive a full refund of the retreat fee paid, issued within 12 weeks of the cancellation date.

2. Force Majeure / Events Beyond Our Control

In the event that a retreat must be cancelled due to circumstances beyond our control—including but not limited to natural disasters, acts of war, pandemics, travel restrictions, or other force majeure events—we regret that refunds cannot be offered. We strongly advise all participants to secure comprehensive travel insurance that covers such situations.

Code of Conduct

To ensure a welcoming, respectful, and safe space for all participants, we expect the following:

1. Respect for Others

Treat all fellow attendees, staff, hosts, and local communities with kindness and consideration.

2. Inappropriate Behaviour

Any inappropriate, discriminatory, aggressive, or sexually inappropriate behaviour will not be tolerated. This includes unwanted advances, offensive comments, or any behaviour that makes others feel unsafe or uncomfortable.

3. Participation and Attitude

Retreats are collaborative, creative, and social. We ask that all participants arrive with an open mind, a respectful attitude, and a willingness to engage in a positive and supportive way.

4. Right to Refuse Participation

We reserve the right to refuse participation or remove anyone from the retreat who violates this Code of Conduct or endangers the experience of others.

Expectations 

When booking a retreat you can can expect the following

  1. An invite to The Guitar Social whatsapp Community, where you will be able to find a group associated with your retreats. 
  2. 3 months prior to departure you will be provided with flight details, offering suggested flights that you may wish to book to arrive at the same time as the majority of the other guests. 
  3. 2 Weeks prior to departure you will be provided with a package of resources related to the learning element of your retreats. It is your duty to either print or store these on a device where you will be able to access them during your retreat. 
  4. 1 week prior to departure details of your room allocation

If the following schedule of expectations is not met, then please get in touch with any Guitar Social team member raising your concerns

Confirming the retreat

Retreats are not confirmed until the minimum amount of bookings have been met. The confirmation is made by Thomas Binns, director of The Guitar Social, only. 

Three months prior to the retreat start date you will have been notified as to whether the retreat is confirmed, at this point, you can safely book your flights. The Guitar Social is not responsible for any losses incurred where flights have been booked,  or any other arrangements have been made, before your trip is confirmed by Thomas Binns.

Non Occurrence of planned retreat

In the extremely rare circumstance where a retreat does not go ahead a refund will be issues within 4 of the date where non occurrence is confirmed.