Terms of collaboration – Behind the Retreat

Scope of Services

Behind the Retreat provides practical organisational support for retreats and immersions.
This includes practical coordination, structural support and on-site presence, as described on the website and agreed upon per collaboration.

Behind the Retreat does not act as a travel organiser or retreat organiser.

Roles & Responsibilities

The retreat organiser remains the juridical organiser of the retreat and carries full responsibility for:

  • the content and program

  • participant experience

  • pricing and payments from participants

  • legal, insurance and regulatory matters

Behind the Retreat supports the organiser by holding the practical structure and flow of the retreat and by guiding the organiser through practical and technical aspects where relevant.

Pricing Structure

Pricing is calculated using a day-based structure, based on the number of on-site retreat days.
Travel-related costs are added separately.

A detailed proposal outlining the scope, number of days and pricing is shared and agreed upon before the start of any collaboration.

Payment Terms

  • 30% of the total agreed day fees is payable upon confirmation of the collaboration

  • The remaining 70% is payable no later than 90 days before the start of the retreat

  • All fees must be fully paid before the retreat starts

Invoices are payable within the stated payment term.

Travel-Related Costs

All travel-related costs connected to the retreat are covered by the organiser.

Travel costs are:

  • approved in advance

  • paid upfront by the organiser or reimbursed immediately after booking

Bookings are made independently after written approval.

Cancellation by the Organiser

If the retreat is cancelled or postponed by the organiser, the following applies to the total agreed day fees:

  • more than 90 days before the retreat start: the initial 30% payment remains non-refundable

  • between 90 and 30 days before the retreat start: 70% of the total agreed day fees remain due

  • less than 30 days before the retreat start: 100% of the total agreed day fees remain due

All pre-approved and incurred costs remain fully payable.

Agreement & Contract

These working conditions provide a general framework.
A separate collaboration agreement is signed for each retreat, outlining the specific scope, dates, pricing and practical arrangements.

In case of discrepancies, the signed collaboration agreement prevails.

Contact

For questions regarding these working conditions, please get in touch via the contact details provided on the website.