Terms & Conditions
For booking with The Sharpham Trust.
THIS PAGE UPDATED: Friday 20 June 2025
Standard Terms & Conditions
1. Deposits
2. Booking Form and Medical Information
3. Standard Cancellation Policy
4. Illness before or during a retreat
5. Late arrival
6. Standard Transfer Policy
7. If we have to cancel a Sharpham Trust retreat or course
8. Mindfulness-Based Nature Connection Training
9. Insurance
10. Participant behaviour on a course or retreat
11. Public events
12. The Bathing House
13. Point Field Campsite
14. Sharpham Gift Vouchers
1. Deposits
1.1 Your booking is only secured after payment of your deposit (where relevant) or full payment.
1.2 If you use a credit or debit card to pay for your deposit, we will retain access to your card in order to settle the balance (see clause 1.3). Your card details are held securely in our booking engine Retreat Guru. If you do not want this to happen, contact our Programme Administrator on [email protected] or 01803 732542 and we'll arrange a bank transfer. Our data protection & privacy policies are here.
1.3 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.
1.4 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 is 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 our weekly online meditation 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
3.1 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.
3.2 We strongly recommend you take out your own insurance in case you have to cancel through illness or unforeseen circumstances. The Trust cannot offer refunds to people who have suffered travel delays, including those caused by strike action.
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.
For cancellations related to Sharpham Gift Vouchers, see below.
Cancellation date |
Result |
|
6 weeks or more |
Residential retreats: Deposit/fees paid are fully refundable minus a £20 admin fee Young People's Tree Planting Retreat: Fee paid is fully refundable minus a £20 admin fee Mindfulness courses: Fees paid are fully refundable minus a £20 admin fee |
|
6 weeks or less |
Residential retreats: Loss of £100 deposit, or equivalent, if full fee has been paid in advance Young People's Tree Planting Retreat: Loss of £50 fee 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 £20 for our 1-day online retreat and £40 for a 2-day retreat. Any payment of a donation will not be refunded 7 days or less before the start of the online retreat. |
4. Illness before or during a retreat
|
4.1 If a booker falls ill |
Residential retreats: The full fee is payable unless the retreat is
|
|
4.2 If you develop |
You will be asked to self-isolate and return home as soon as |
5. Late Arrival
5.1 It is important that participants arrive in time to attend the opening briefing which covers essential information about your retreat - including health & safety. Late arrivals can also be de-stabilising and negatively affect the experience of other participants attending the retreat. Because of this the cut off for late arrivals is 10am on the first morning of the retreat (if your retreat is at Sharpham House, The Coach House or the Woodland) and 9.15am on the first morning if your retreat is at The Barn.
If you think you are unable to arrive on time for a retreat then please contact us to discuss before travelling. If you are delayed during travelling then contact us to let us know.
5.2 We are unable to offer refunds for participants who cannot attend because they are unable to arrive before 10am on the first morning. We advise taking out appropriate insurance to cover such an eventuality.
6. Standard Transfer Policy
6.1 If you need to transfer to an alternative course OR residential retreat OR you want a credit, we are only able to transfer your booking with at least 3 weeks notice, and a £20 admin fee will apply.
6.2 If less than 3 weeks notice, we can only transfer your booking if the residential retreat or course that you are booked on is fully booked and we are able to re-sell your place. A £20 admin fee will apply. Please note: we can only transfer your booking or hold a credit ONCE.
6.3 Credits are valid for 12 months and must be used on a retreat or course that takes place within 12 months of the transfer date. If you choose not to book onto another retreat or course within 12 months your payment will be donated to the Trust’s General Fund.
6.4 If future retreats were to be cancelled by The Trust you will still be able to receive a refund. See section 5.
6.5 We strongly recommend you take out your own insurance in case you have to cancel through illness or unforeseen circumstances. The Trust cannot offer refunds to people who have suffered travel delays, including those caused by strike action.
6.4 Spaces on Sharpham Trust retreats cannot be sold on by a retreatant. Please see our cancellation policy above if you're unable to attend.
7. If we have to cancel a Sharpham Trust retreat or course
7.1 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.
7.2 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.
7.3 Sharpham can accept no further liability for course cancellations beyond the course fee refund.
7.4 For cancellations related to Sharpham Gift Vouchers, see below.
8. Mindfulness-Based Nature Connection Training
8.1 If you need to cancel your booking with 6 weeks or more notice then the deposit/fees paid are fully refundable minus a £20 admin fee.
8.2: If you need to cancel your booking with 6 weeks or less notice then you will lose your £100 deposit, or equivalent, if the full fee has been paid in advance.
8.3: If you need to cancel your booking with 3 weeks or less notice then the full fee is payable unless the training is fully booked and we are able to re-sell your place. If your place does re-sell then the deposit/fees paid are refundable minus the £100 deposit, or equivalent.
8.4: Travel to Sharpham House is not included in the price.
9. Insurance
9.1 The Sharpham Trust holds full Public Liability and Employer’s Insurance through NFU Mutual.
9.2 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.
9.3 Any valuables should be locked in the office safe.
10. Participant behaviour on a course or retreat
10.1 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.
10.2 We also ask participants who want to leave any of our courses or retreats unexpectedly to inform the leader beforehand.
11. Public events
11.1 For all public events below £20 (except Sharpham Wild About Trees Project events - see below) all tickets/bookings are non-refundable and non-transferable.
11.2 For public events above £20 (except Sharpham Wild About Trees Project events and Awakening Relations Event Series - see below).
Cancellation date |
Result |
|---|---|
| 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 |
11.3 Transfers for events (except courses, retreats & Sharpham Wild About Trees Project events - see below).
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.
11.4 For Sharpham Wild About Trees Project events
Cancellation date |
Result |
|---|---|
| More than 5 working days before the event | Full refund |
| Less than 5 working days before the event | All tickets/bookings/donations are non-refundable |
Transfers to other events are not available.
11.5 Awakening Relations Event Series
Cancellation date |
Result |
|---|---|
| More than 3 weeks before the first date of the series of 4 events | Refund less 10% admin fee |
| More than 3 weeks before the first date of the series of 4 events | All tickets/bookings are non-refundable |
If you are unable to attend 1 or more of any of the 4 dates there will be no refund for the missed date/s
Transfers to other events are not available.
11.6 For cancellations related to Sharpham Gift Vouchers, see clause 13 below.
12. The Bathing House
12.1 We rent out The Bathing House, on the Sharpham Estate, for short breaks.
12.2 Rentals are handled by Helpful Holidays. Click here to find out more about The Bathing House and click here to book it with Helpful Holidays Please note their Terms & Conditions.
13. Point Field Campsite
13.1 Point Field is an unsupervised campsite on the banks of the River Dart. Find out more about staying here on this page.
13.2 A non-refundable 30% deposit is required upon booking, with the balance due 3 weeks in advance of your stay. If you book with less than 3 weeks notice you will be required to pay in full at the point of booking.
13.3 In the event of wet weather, we reserve the right to cancel your booking and will refund your payment in full.
13.4 If you have to cancel, let us know as soon as possible: cancellation charges are dependent on how far we know in advance of your stay.
We wish we could compensate people for unforeseen circumstances (poor weather, injury, family emergency, 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.
Cancellation date |
Result |
|---|---|
| 3 weeks or more |
Cancellation: Loss of 30% deposit Transfer: If you need to transfer to an alternative date a £20 admin fee will apply. We can only transfer your booking once and transfers must be within the same year (from the currently bookable dates) |
| 3 weeks or less |
Cancellation: The full fee is payable unless we are able to re-book your date(s). If your date(s) does re-book then loss of 30% deposit or equivalent, if full fee has been paid in advance. Transfer: We can only transfer your booking if your date(s) has been re-booked. A £20 admin fee will apply. We can only transfer your booking once and transfers must be within the same year (from the currently bookable dates) |
13.5 Access is not straightforward. Please ensure you read the camping guidelines here.
13.6 If you drive onto the field and get stuck we will charge you £120 to tow you off.
14. Sharpham Gift Vouchers
14.1 We have gift vouchers to buy that can be redeemed against our retreats, courses, events, foraging and fermenting days.
14.2 Sharpham gift vouchers ARE valid for use against the following:
- retreats in Sharpham House, The Coach House, Woodland and at The Barn
- our 8-week mindfulness courses
- foraging and fermenting days
14.3 Sharpham gift vouchers are NOT valid for the following offers:
- books
- Sharpham Meadow Natural Burial Ground
- Point Field camping
- hire of Sharpham House or Bathing House
- purchases at Sharpham Cheese.
14.4 Gift vouchers are valid for up to 12 months. You must use your gift voucher on a retreat, course or event that takes place within 12 months of the date of purchase. Unused gift vouchers or monies will be donated to the Trust's General Fund, helping towards our vision of a more sustainable & mindful world.
14.5 There is no guarantee that a particular retreat, course or event will run in the 12 month period from purchase or that places will be available when you decide to redeem your gift voucher. We recommend that you book as early as possible to avoid disappointment.
14.6 Gift vouchers can be redeemed over the phone or via email only. Redemption contact details are provided on the gift voucher. Your gift voucher redemption is not confirmed until you have received a confirmation email from us.
14.7 Gift vouchers cannot be exchanged for cash and are non-refundable.
14.8 In the unlikely event that a course needs to be cancelled by Sharpham, a new gift voucher will be issued and will be valid for a further 12 months. In the event that a course is cancelled by a gift voucher holder, no refund will be given.
14.9 If a booking is placed using a gift voucher and then cancelled by the booker, the gift voucher portion of payment will be donated to The Trust.
14.10 If you need to transfer to an alternative date OR you want a credit the following applies:
Residential retreats
- Over 3 weeks notice - £20 admin fee
- Less than 3 weeks notice - we can only transfer your booking if the residential retreat is fully booked and we are able to re-sell your place. A £20 admin fee will apply
Events
- Over 2 weeks notice – 10% admin fee will apply
- 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. A 10% admin fee will apply
Please note: we can only transfer your booking or hold a credit ONCE
14.11 Prices of our retreats, courses and events may change between the time a gift voucher is purchased and used.
14.12 Our retreats and courses are for people aged 18+ only.
