Legal

Terms & Conditions

Last updated: 26 March 2026

1. About Us

Sutra Retreats ("we", "us", "our") is a boutique corporate retreat planning company. Our services are coordinated by Lindsay Vogel. 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.

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 deposit or retainer has been received.

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 unless stated otherwise. Payment terms will be specified in your proposal. Late payments may incur interest in accordance with applicable law.

5. Deposits & Cancellation

Deposits are non-refundable unless otherwise stated in your proposal. In the event of cancellation by the client:

• More than 90 days before the retreat: deposit retained; no further fees payable.
• 31–90 days before the retreat: 50% of the total agreed fee is payable.
• 30 days or fewer before the retreat: 100% of the total agreed fee is payable.

If we are required to cancel due to circumstances outside our reasonable control (force majeure), we will endeavour to reschedule or provide a full refund of fees paid to us, excluding any non-recoverable third-party costs.

6. Client Responsibilities

The client is responsible for:

• Providing accurate information regarding participant numbers, dietary requirements, accessibility needs and budget.
• Ensuring all participants comply with venue and supplier rules and regulations.
• Obtaining any required travel insurance or event insurance for participants.
• Notifying us promptly of any changes to requirements or numbers.

7. Third-Party Suppliers

Sutra Retreats acts as an agent and coordinator for third-party suppliers including venues, caterers, facilitators and transport providers. We are not liable for the acts or omissions of third-party suppliers, although we will take reasonable steps to ensure quality and reliability.

Third-party supplier cancellation policies and terms will be communicated to you as part of the proposal process and may apply independently of our own terms.

8. Limitation of Liability

To the fullest extent permitted by law, Sutra Retreats shall not be liable for any indirect, incidental, consequential or special loss or damage arising from or in connection with our services. Our total liability to you shall not exceed the fees paid by you to us in the three months preceding the claim.

9. Intellectual Property

All content, materials and concepts created by Sutra Retreats in connection with your retreat (including itineraries, programmes and proposals) remain the intellectual property of Sutra Retreats until full payment has been received, at which point a licence to use such materials for your retreat is granted to the client.

10. Confidentiality

Both parties agree to keep confidential any sensitive business information shared during the course of the engagement. This obligation survives termination of the agreement for a period of two years.

11. Data Protection

We handle all personal data in accordance with our Privacy Policy and applicable data protection legislation including UK GDPR.

12. Governing Law

These Terms & Conditions are governed by and construed in accordance with the laws of England and Wales. Any disputes arising shall be subject to the exclusive jurisdiction of the courts of England and Wales.

13. 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. Your continued engagement with us following any update constitutes acceptance of the revised terms.

14. Contact

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