Legal

Terms & Conditions

Last updated: 4 June 2026

1. About Us

Sutra Retreats LLC ("we", "us", "our", "Sutra Retreats") is a boutique corporate retreat planning company registered as a Limited Liability Company in the State of Delaware, USA. We operate across the United Kingdom and European Union. Our services are coordinated by Sutra Retreats. For any queries relating to these Terms, please contact us at lindsay@sutraretreats.com.

2. Our Services

Sutra Retreats provides end-to-end corporate retreat planning services, which may include:

• Retreat concept design and itinerary creation
• Venue sourcing, research and negotiation
• Supplier coordination (catering, transport, activities, facilitators)
• On-site retreat management and logistics
• Executive facilitator sourcing and coordination
• Budget planning and financial management

The exact scope of services will be outlined in a written proposal or service agreement provided to the client prior to engagement. Any services not expressly included in a written proposal are outside scope and may be subject to additional fees.

3. Enquiries & Proposals

Submitting an enquiry via our website or contacting us directly does not constitute a contractual agreement. A contract is formed only when a written proposal has been accepted and a planning fee, deposit, or retainer payment has been received by Sutra Retreats LLC. Sutra Retreats reserves the right to decline any enquiry or engagement at its sole discretion.

4. Fees & Payment

Our fees will be set out clearly in your proposal and may include:

• A planning fee or retainer, payable upon engagement
• A percentage of total retreat spend
• Milestone payments tied to retreat delivery dates

All fees are exclusive of VAT, sales tax, or applicable local taxes unless stated otherwise in the proposal. Payment terms will be specified in your proposal. Invoices not settled by the due date may incur interest at a rate of 1.5% per month (or the maximum rate permitted by applicable law, whichever is lower) on the outstanding balance, calculated from the due date until the date of payment in full. Sutra Retreats reserves the right to suspend services for any client with an outstanding overdue balance.

5. Planning Fee — Non-Refundable Policy

The planning fee (also referred to as a retainer or engagement fee) compensates Sutra Retreats LLC for the time, expertise, and resources committed to your retreat from the moment of engagement — including initial consultation, venue research, supplier outreach, concept development, and proposal preparation. This work commences immediately upon receipt of payment.

15-Day Cooling-Off Period: As a goodwill gesture, clients who wish to cancel their engagement may submit written notice of cancellation within 15 calendar days of the date the planning fee payment is received by Sutra Retreats LLC and receive a full refund of the planning fee, provided that all of the following conditions are met at the time of cancellation:

• Written notice of cancellation is received by email at lindsay@sutraretreats.com within the 15-day window;
• No venue has been contracted, reserved, or confirmed on the client's behalf;
• No supplier agreements, reservations, or bookings have been initiated or made on the client's behalf; and
• No site visits, travel, accommodation, or other out-of-pocket expenses have been incurred by Sutra Retreats LLC in connection with the engagement.

Where any of the above conditions cannot be satisfied, the planning fee will remain entirely non-refundable, even if notice is given within the 15-day window. Any third-party costs already incurred on the client's behalf will be invoiced separately and remain payable by the client regardless of cancellation.

After the 15-Day Cooling-Off Period: The planning fee is strictly and unconditionally non-refundable under any and all circumstances whatsoever, including but not limited to: change of business plans, internal restructuring, reduction in headcount, budget revisions, management decisions, dissatisfaction with venue options presented, or any other reason attributable to or arising on the part of the client.

6. Retreat Cancellation Policy

In the event of cancellation of a confirmed retreat by the client (i.e. after the planning fee has been paid and a retreat date has been agreed in writing), the following cancellation schedule applies to all fees beyond the planning fee. The planning fee is retained in all cases.

Written notice of cancellation must be submitted by email to lindsay@sutraretreats.com. Cancellation takes effect only from the date and time written notice is received by Sutra Retreats LLC. Verbal notice, voicemail, or informal messaging does not constitute valid cancellation notice.

All cancellation fees become immediately due and payable upon notice of cancellation and must be settled within 14 days of the cancellation date. Sutra Retreats LLC reserves the right to pursue any outstanding cancellation fees through legal proceedings.

7. Client Responsibilities

The client is responsible for:

• Providing accurate, complete, and timely information regarding participant numbers, dietary requirements, accessibility needs, health conditions relevant to planned activities, and budget.
• Ensuring all participants comply with venue and supplier rules, regulations, and codes of conduct.
• Obtaining and maintaining, at the client's own expense and prior to the retreat, (a) event / retreat cancellation insurance covering the client's financial exposure under these Terms, including non-refundable fees and committed third-party costs; and (b) comprehensive travel and medical insurance covering all participants. Sutra Retreats requires clients to hold such cover and accepts no liability for any loss that would have been recoverable under adequate insurance.
• Notifying us promptly of any material changes to requirements, participant numbers, or timelines. Changes requested after supplier bookings have been confirmed may be subject to additional costs.
• Ensuring all required internal approvals, sign-offs, and milestone payments are provided within the timelines specified in the proposal. Delays caused by the client do not reduce, defer, or otherwise affect the cancellation schedule set out in Clause 6.
• Ensuring the conduct of all retreat participants is respectful and lawful. Sutra Retreats reserves the right to terminate services immediately in the event of abusive, threatening, or unlawful behaviour directed at Sutra Retreats, its team, or any supplier.

Sutra Retreats maintains, or will maintain prior to delivery of the retreat, appropriate professional and public liability insurance, and will provide evidence of cover on reasonable request.

8. Third-Party Suppliers

Sutra Retreats acts as an agent and coordinator for third-party suppliers including venues, caterers, facilitators, transport providers, accommodation partners, and activity providers. Whilst we exercise reasonable care in the selection and management of suppliers, Sutra Retreats LLC is not liable for the acts, omissions, errors, delays, or insolvency of any third-party supplier.

Third-party suppliers operate under their own terms and conditions, including their own cancellation, deposit, and refund policies. These will be communicated to the client during the proposal and booking process. All third-party cancellation charges, penalties, non-refundable deposits, and related costs are entirely the financial responsibility of the client and are payable in addition to any fees owed to Sutra Retreats LLC under these Terms. Sutra Retreats LLC accepts no liability for third-party losses, penalties, or non-recoverable costs of any kind.

8a. Supplier Deposits, Advance Payments & Markup

Advance Collection of Supplier Costs: Sutra Retreats LLC operates on a collect-first basis. All supplier deposits, advance payments, and pre-payments required by third-party suppliers will be invoiced to the client and must be received in full by Sutra Retreats LLC before any payment is made to the supplier on the client's behalf. Sutra Retreats LLC is under no obligation to advance funds to suppliers from its own resources, and shall not be held liable for any loss of booking, supplier availability, or preferred dates arising from a client's failure to pay supplier deposits promptly.

Sutra Retreats' Service Margin: All supplier costs presented to the client — including venue fees, catering, accommodation, transport, activities, and any other third-party services — are quoted at Sutra Retreats LLC's invoiced rate, which includes a service margin or commission earned by Sutra Retreats LLC for its sourcing, negotiation, coordination, and management of those suppliers. This service margin is built into the invoiced cost and is not separately itemised unless agreed otherwise in writing.

On Cancellation — Supplier Costs: In the event of cancellation of a confirmed retreat by the client:

• Any supplier deposits or advance payments already collected from the client and paid to suppliers are non-refundable to the client, in accordance with the relevant supplier's cancellation terms. Sutra Retreats LLC will not be required to return any portion of such payments, as these have been disbursed to third parties on the client's instruction.
• Any supplier costs already committed to (i.e. where a supplier contract or reservation has been entered into on the client's behalf) but not yet invoiced to or paid by the client, become immediately due and payable by the client upon cancellation notice, at Sutra Retreats LLC's invoiced rate inclusive of service margin.
• Sutra Retreats LLC's service margin on all committed supplier bookings is retained in full and is not subject to any refund or offset, regardless of the timing of cancellation.
• Sutra Retreats LLC shall account to the client for any funds collected from the client for supplier costs that have not yet been committed to or paid to suppliers, less the applicable service margin. Such accounting will be provided within 30 days of the cancellation date.

For the avoidance of doubt, Sutra Retreats LLC shall at no point bear any out-of-pocket financial loss arising from a client's cancellation. All supplier commitments made on the client's behalf are made as agent for the client, and all financial obligations arising from those commitments — including cancellation penalties — rest solely with the client.

8b. Venue or Supplier Cancellation — Sutra's Response & Your Protection

Sutra Retreats is a full-service luxury retreat company. In the rare event that a confirmed venue or key supplier cancels, withdraws, becomes unavailable, or is unable to fulfil their obligations for any reason, Sutra Retreats will take ownership of the situation. We will not refer you back to the venue to manage the problem independently. You hired us to handle everything — and that includes this.

What Sutra Retreats will do:

• Notify you promptly upon becoming aware of any confirmed or likely venue or supplier cancellation.
• Take immediate action to source one or more alternative venues or suppliers of comparable standard, location, and suitability for your retreat objectives.
• Present alternative options to you within a reasonable timeframe appropriate to the circumstances and the proximity of the retreat date.
• Manage all renegotiation, re-contracting, and supplier communications on your behalf throughout the reallocation process.
• Where a direct replacement is not available or acceptable, work with you to agree a postponement, programme redesign, or alternative solution that protects your team's experience.

What this means for you: At no point will you be required to contact, negotiate with, or manage the cancelling venue or supplier directly. Sutra Retreats accepts full operational responsibility for managing third-party disruption and delivering an outcome that meets the standard you engaged us for.

Financial responsibility — venue or supplier cancellation: Sutra Retreats' operational commitment described above does not alter the financial position set out in this Clause 8 with respect to third-party costs. Specifically:

• Any deposits, advance payments, or non-refundable fees already paid to a cancelling venue or supplier — whether collected from you and passed through, or committed on your behalf — remain subject to the cancelling supplier's own terms and conditions. Sutra Retreats will use all reasonable endeavours to recover such funds on your behalf, but cannot guarantee recovery and shall not be liable for non-recoverable third-party costs.
• Where a cancelling venue or supplier offers a partial or full refund of funds already paid, Sutra Retreats will pass those recovered funds to you in full within 14 days of receipt, less any service margin already earned on those bookings.
• Any additional costs incurred in sourcing and confirming a replacement venue or supplier (including new deposits, uplift in pricing, or re-booking fees) will be presented to you in a revised cost schedule before being committed to. No additional third-party costs will be committed without your written approval, except where urgency demands immediate action to protect your retreat date, in which case Sutra Retreats will notify you at the earliest possible opportunity.
• Where a cancellation results in the retreat being impossible to proceed with despite all reasonable efforts by Sutra Retreats, and where Sutra Retreats has not itself caused or contributed to the cancellation, Sutra Retreats' liability to the client shall be limited to a credit note equal to the planning fee paid, applicable against a future engagement of equal or greater value within 18 months. No further compensation shall be payable by Sutra Retreats in respect of consequential loss, travel costs, accommodation costs booked independently, lost productivity, or any other loss of any kind.

Consequential losses: Sutra Retreats shall not be liable for any consequential, indirect, or third-party losses arising from venue or supplier cancellation, including but not limited to: flights or transfers booked independently by participants, accommodation reserved outside the Sutra-managed programme, client-side event costs, loss of revenue, or reputational damage to the client. Sutra Retreats' total liability arising from a venue or supplier cancellation, in all cases, shall not exceed the total fees paid by the client directly to Sutra Retreats LLC for the engagement in question.

9. Photography, Video & Marketing

Sutra Retreats may wish to photograph or film elements of the retreat environment, venue, and non-identifiable retreat activities for use in our portfolio, website, and marketing materials. We will always request express permission from the client before capturing any content that includes identifiable individuals. The client is responsible for obtaining consent from their own participants where required.

Where the client does not wish any photography or filming to take place, this must be communicated in writing prior to the retreat date. Sutra Retreats will always respect such requests.

10. Health, Safety & Participation

The safety and wellbeing of all retreat participants is of paramount importance. Sutra Retreats will take reasonable steps to select reputable venues and suppliers with appropriate health and safety standards. However:

• Participation in any optional activities (including but not limited to outdoor pursuits, physical challenges, wellness sessions, or adventure experiences) is entirely at the participant's own risk.
• Clients are responsible for ensuring participants are physically and medically fit to take part in any planned activities and for disclosing any relevant health conditions to Sutra Retreats prior to the retreat.
• Sutra Retreats LLC accepts no liability for personal injury, illness, or death arising from participation in retreat activities, except where such liability cannot be excluded under applicable law.
• Any specific health and safety requirements must be communicated to Sutra Retreats in writing at the earliest opportunity and no later than 30 days before the retreat date.

11. Limitation of Liability

To the fullest extent permitted by applicable law, Sutra Retreats LLC shall not be liable for any indirect, incidental, consequential, punitive, exemplary, or special loss or damage of any kind arising from or in connection with our services, including loss of profit, loss of revenue, loss of business, loss of opportunity, loss of anticipated savings, loss of data, or reputational damage, whether or not such loss was foreseeable or Sutra Retreats had been advised of the possibility of such loss.

Our total aggregate liability to the client under or in connection with these Terms, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, shall not exceed the total fees paid by the client to Sutra Retreats LLC in the three months immediately preceding the event giving rise to the claim.

Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot lawfully be excluded or limited.

12. Intellectual Property

All content, materials, concepts, itineraries, programmes, venue recommendations, and proposals created by Sutra Retreats LLC remain the exclusive intellectual property of Sutra Retreats LLC at all times. Upon receipt of full payment of all outstanding fees, a limited, non-exclusive, non-transferable licence is granted to the client to use such materials solely for the purposes of their specific retreat. No materials created by Sutra Retreats may be reproduced, shared with, sold to, or used by any third party — including for the purpose of planning future retreats independently or with a competitor — without prior written consent from Sutra Retreats LLC.

13. Confidentiality

Both parties agree to keep strictly confidential any sensitive business information, pricing structures, supplier relationships, commission arrangements, proprietary processes, or strategic information disclosed during the course of the engagement. Neither party shall disclose such information to any third party without prior written consent, except where required by law. This obligation of confidentiality survives termination of the agreement for a period of two years from the date of termination.

14. Data Protection

We handle all personal data in accordance with our Privacy Policy and applicable data protection legislation. Where we process personal data of individuals located in the United Kingdom or European Union, we do so in compliance with UK GDPR and/or EU GDPR as applicable. We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or misuse.

15. Complaints

If you have a concern or complaint relating to our services, we encourage you to raise it with us as soon as possible so that we may address it promptly. All complaints should be submitted in writing to lindsay@sutraretreats.com. We aim to acknowledge all complaints within 3 business days and provide a substantive response within 14 business days. We are committed to resolving disputes fairly and efficiently before any formal legal action is considered.

16. Force Majeure

Sutra Retreats LLC shall not be liable for any failure or delay in performing its obligations where such failure or delay results from causes beyond our reasonable control, including but not limited to: acts of God, pandemic or epidemic, government restrictions or travel advisories, war, terrorism, civil unrest, extreme weather events, natural disasters, or the insolvency or material failure of a key third-party supplier. In such circumstances, Sutra Retreats will use reasonable endeavours to reschedule the retreat or, where rescheduling is not feasible within a reasonable timeframe, refund fees paid directly to Sutra Retreats LLC excluding any non-recoverable third-party costs already incurred on the client's behalf.

17. Governing Law & Jurisdiction

These Terms & Conditions are governed by and construed in accordance with the laws of England and Wales, without regard to its conflict of law provisions. Any disputes arising out of or in connection with these Terms, including any question regarding their existence, validity, or termination, shall be subject to the exclusive jurisdiction of the courts of England and Wales, unless the parties agree in writing to resolve the dispute through mediation or arbitration in advance of legal proceedings.

The parties agree that the choice of English law as the governing law of this agreement does not affect the status of Sutra Retreats LLC as a Delaware-registered limited liability company, and does not subject Sutra Retreats LLC to any regulatory, tax, or legal obligations beyond those arising under the laws of the State of Delaware and applicable US federal law.

18. Entire Agreement

These Terms & Conditions, together with any written proposal or service agreement issued by Sutra Retreats LLC and accepted by the client, constitute the entire agreement between the parties with respect to the subject matter hereof. They supersede all prior representations, discussions, negotiations, understandings, or agreements between the parties, whether written or oral. No variation to these Terms shall be binding unless agreed in writing and signed by an authorised representative of Sutra Retreats LLC.

19. Severability

If any provision of these Terms & Conditions is found by a court of competent jurisdiction to be invalid, illegal, or unenforceable in whole or in part, that provision shall be deemed modified to the minimum extent necessary to make it valid, legal, and enforceable. If such modification is not possible, the relevant provision shall be deemed deleted. Any modification or deletion of a provision under this clause shall not affect the validity and enforceability of the remainder of these Terms & Conditions, which shall continue in full force and effect.

20. Waiver

No failure or delay by Sutra Retreats LLC in exercising any right, power, or remedy under these Terms shall operate as a waiver of that right, power, or remedy. No single or partial exercise of any right, power, or remedy shall preclude any other or further exercise of it or the exercise of any other right, power, or remedy. A waiver of any breach of these Terms shall not be treated as a waiver of any subsequent breach of the same or any other provision.

21. Changes to These Terms

We reserve the right to update these Terms & Conditions at any time. The most current version will always be available on our website at sutraretreats.com/terms. The version of these Terms in force at the time a proposal is accepted and a planning fee is paid will govern that engagement. We will notify active clients of any material changes.

22. Contact

For any questions relating to these Terms & Conditions, please contact: