Terms & Conditions for booking with The Sharpham Trust
THIS PAGE UPDATED: Thursday 4 February, 2021
Coronavirus Temporary Cancellation & Transfers Policy
We have introduced temporary T&Cs during the current crisis.
These apply to residential retreats only. For our online retreats, see section 3. Standard Cancellation Policy below.
|Cancellation or transfers||Result|
6 weeks or more before retreat
where a retreat has been cancelled due to the virus
As a charity we are asking people who wish to cancel or whose retreat is not going ahead to consider turning their fee or part of it in to a donation to help the Trust get through this difficult period.
People who have booked can transfer to a future date up to 12 months after the cancelled retreat (this means you need to book a retreat that takes place within 12 months of the cancelled retreat).
Deposit/fees paid are fully refundable. Refunds will be processed two weeks prior to the relevant retreat.
The option to refund will be available for up to 30 days after the start date of your cancelled retreat, thereafter only a transfer/credit or donation will be available.
If within two weeks of the start of the retreat someone who has booked either:
* has Coronavirus symptoms
* has been told to self-isolate by the authorities
* is affected by local lockdown rules preventing travel
In exceptional circumstances people who have booked can transfer to a future date up to 12 months after the cancelled retreat.
A credit for a transfer is valid up to 12 months after a cancelled retreat (this means you need to book a retreat that takes place within 12 months of the cancelled retreat).
The Trust will hold your booking as a credit and contact you about which retreat you would like to transfer to at a later date.
If future retreats were to be cancelled you will still be able to receive a refund.
Standard Terms & Conditions
1.1 Your booking is only secured after payment of your deposit (where relevant) or full payment.
1.2 If you have paid a deposit, the remaining balance will automatically be debited from your account 4 weeks before your retreat starts, and an email reminder will be sent to you in advance of the payment being taken. If you have concerns about paying the balance amount, please contact us as soon as possible on 01803 732542.
1.3 If you have only paid a deposit and your retreat is less than 4 weeks away, then your card will be charged for the remaining balance in the next few working days following your booking.
2. Booking Form and Medical Information
2.1 Once you have booked on to a retreat or course, you'll receive a link to a confidential booking form where you can provide information about any physical or mental health issues. Your booking is not confirmed until you have completed this form.
2.2 It’s essential you complete our confidential booking form as soon as possible to ensure we can best accommodate your needs. If you do not fill in the booking form at least one week prior to the retreat or course you may not be able to attend. In these circumstances no refund can be offered.
2.3 If you are supported by a community mental health care team, we ask you to confirm that you have spoken to a psychiatric nurse or other relevant professional or therapist to help you decide if a mindfulness course or retreat is right for you at this time. We may follow up with you to discuss this further. In some cases it might be advisable for you to wait until you’re feeling more psychologically resilient or try a more gentle introduction to mindfulness such as a 1-day Introduction course or similar. If it’s not the right time to come on a retreat – you will of course be offered a full refund, or transfer to a course at a later date. If you have any question or concerns or would like to discuss whether a retreat or course is suitable for you then please contact us.
3. Standard Cancellation Policy
If you have to cancel, let us know as soon as possible: cancellation charges are dependent on how far we know in advance of the course.
We wish we could offer a refund to all of those who ask us for compensation in relation to illness, family emergencies, bereavement, injury, etc. However as a small charity we regret that we are not able to underwrite these kinds of costs and as such our policy is non-negotiable.
|6 weeks or more||
Residential retreats: Deposit/fees paid are fully refundable minus a £15.00 admin fee
Mindfulness courses: Fees paid are fully refundable minus a £15.00 admin fee
|6 weeks or less||
Residential retreats: Loss of £100 deposit, or equivalent, if full fee has been paid in advance
Mindfulness courses: Refund in full minus 30%
|3 weeks or less||
Residential retreats: The full fee is payable unless the retreat is fully booked and we are able to re-sell your place. If your place does re-sell then loss of £100 deposit, or equivalent, if full fee has been paid in advance
Mindfulness courses: Full fee payable unless the course is fully booked and we are able to re-sell your place. If we are able to re-sell your place then we can refund you in full minus 30%
|1 week or less||Online retreats:
There is a minimum donation of £10 for our 1-day online retreat, £20 for a 2-day retreat and £30 for a 3-day retreat.
Any payment of a donation will not be refunded 7 days or less before the start of the online retreat.
4. Standard Transfer Policy
4.1 If you need to transfer to an alternative course/residential retreat, we are only able to transfer your booking with at least 3 weeks notice, and a £15 admin fee will apply.
4.2 If less than 3 weeks notice, we can only transfer your booking if the residential retreat or course is fully booked and we are able to re-sell your place. A £15 admin fee will apply. Please note: we can only transfer your booking ONCE.
4.3 We strongly recommend you take out your own insurance in case you have to cancel through illness or unforeseen circumstances. Guest First insurance forms are available by calling Guest First on 0345 90 80 101.
4.4 Spaces on Sharpham Trust retreats cannot be sold on by a retreatant. Please see our cancellation policy above if you're unable to attend.
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5. If we have to cancel a Sharpham Trust retreat or course
5.1 Sharpham reserves the right to cancel a course or retreat for whatever reason, which may be owing to insufficient numbers, the availability of staff or tutors, or other reasons beyond our control.
5.2 In this event, however, your course fee will be refunded in full. Every endeavour will be made to inform you of this at least one week prior to the course.
5.3 Sharpham can accept no further liability for course cancellations beyond the course fee refund.
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6. MindfulnessUK Integrating Mindfulness & Compassion Qualification
6.1 Cancellation more than 6 months before the course start date – full refund less a £15 admin fee.
6.2 Cancellation between 1 - 6 months before the course start date - loss of 40% of the total cost of the fee, plus £15 admin fee.
6.3 Cancellation less than 1 month before the course start date - liable for the full fee unless we are able to re-sell the space in which case loss of 40% of the total cost plus £15 admin fee.
6.4 Travel to Sharpham House is not included in the price.
6.5 If we have to cancel the residential retreat at Sharpham House due to government guidelines surrounding covid the retreat will take place online over the same dates. In this instance there will be a refund of £420 for the accommodation, food, refreshments and admin costs. If trainees do not wish to undertake the course online they can transfer their payment to 2022 or they can request a full refund, however if the course has started and they have already been sent resources and joining materials etc there will be a 5% cancellation fee.
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7.1 The Sharpham Trust holds full Public Liability and Employer’s Insurance through NFU Mutual.
7.2 The Sharpham Trust can accept no responsibility for accident or loss while on one of our courses, retreats or programmes, although all reasonable efforts are made to ensure safety and enjoyment throughout.
7.3 Any valuables should be locked in the office safe.
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8. Partipant behaviour on a course or retreat
8.1 The Trust reserves the right to ask participants to leave a course, retreat or event if their behaviour is deemed inappropriate or is impacting negatively on the experience of other participants. The full fee may not be returned in such cases.
8.2 We also ask participants who want to leave any of our courses or retreats unexpectedly to inform the leader beforehand.
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9. Public events
9.1 For all public events below £20 all tickets/bookings are non-refundable and non-transferable.
9.2 For public events above £20
|More than 4 weeks before the event||Full refund less 10% admin fee|
|Less than 4 weeks before the event||All tickets/bookings are non-refundable|
9.3 Transfers for events (not courses or retreats)
If you need to transfer to an alternative event, we are only able to transfer your booking with at least 2 weeks notice, and a 10% admin fee will apply. If less than 2 weeks notice, we can only transfer your booking if the event is fully booked and we are able to re-sell your place.
We wish we could compensate people for unforeseen circumstances (injury, family emergency, etc), however as a small charity we regret are not able to underwrite these kinds of costs and as such our policy is non-negotiable.
10. The Bathing House
10.1 We rent out The Bathing House, on the Sharpham Estate, for short breaks.
If you would like to know more about the information on this page, please contact:
Tel: 01803 732542
Email: [email protected]