Introduction

We're delighted that you're considering joining us on a Passports & Paperbacks retreat. Our retreats are designed to bring together keen travellers and book lovers in carefully curated destinations where guests can relax, connect, and immerse themselves in a shared love of literature.

The terms below explain what you can expect from us, and what we ask from you when booking a retreat.

By making a booking, you confirm that you have read and accepted these terms.

1. Your Booking

Your place on a retreat is confirmed once we have received the required deposit or full payment and issued a booking confirmation.

All bookings are subject to availability. We reserve the right to decline a booking where we believe attendance may not be suitable for the retreat environment or where previous behaviour has caused concern for the safety, comfort or enjoyment of others.

The person making the booking is responsible for ensuring that all information provided is accurate and up to date.

2. Payment Information

Securing Your Place

A deposit is required to reserve your space on a retreat. The amount payable will be clearly stated at the time of booking.

As we make commitments to venues, accommodation providers, and suppliers well in advance, deposits are non-refundable.

Final Balance

Unless otherwise specified, the remaining balance must be paid no later than 60 days before the retreat begins.

If payment is not received by the due date, we may release your place and treat the booking as cancelled.

Instalment Plans

Where an instalment option is offered, all payments must be made according to the agreed schedule. Missing payments may result in cancellation of your booking. Full payment must be received by 60 days before the retreat start date.

3. If You Need to Cancel

We understand that plans can change.

If you are unable to attend a retreat, you must notify us in writing as soon as possible.

Passports & Paperbacks shall not be responsible for any additional costs incurred by participants, including flights, transport, accommodation, visas, insurance, loss of earnings, or other consequential expenses.

We strongly recommend booking flexible travel arrangements and obtaining comprehensive travel insurance.

Cancellation More Than 60 Days Before Retreat Start Date

You will receive a refund of any payments made beyond your deposit (the deposit is non-refundable due to commitments to suppliers).

Cancellation Less Than 60 Days Before Retreat Start Date

Unfortunately for cancellations made less than 60 days before the retreat start date, no refund will be available.

This policy reflects the costs we incur when organising accommodation, experiences, and retreat arrangements in advance.

We strongly recommend purchasing travel insurance that includes cancellation cover.

4. Transferring Your Place

If you can no longer attend a retreat, you may request to transfer your place to another person.

Any transfer must be approved by Passports & Paperbacks before it is finalised, and an administration fee may apply.

We reserve the right to decline a transfer request where practical arrangements prevent us from accommodating the change.

Please note that deposits cannot be transferred to another retreat in the event that you are no longer able to attend.

5. Cancellation by Passports & Paperbacks

Passports & Paperbacks reserves the right to cancel a Retreat due to reasons including:
 

• Insufficient participant numbers;

• Venue or supplier issues;

• Serious staff illness;

• Government restrictions;

• Force Majeure events; or

• Any other circumstances beyond our reasonable control

If we cancel a Retreat, participants will be offered either:
 

• A full refund of all monies paid; or

• A transfer of funds to a future Retreat, subject to availability

As previously stated, Passports & Paperbacks shall not be responsible for any additional costs incurred by participants, including flights, transport, accommodation, visas, insurance, loss of earnings, or other consequential expenses. We strongly recommend booking flexible travel arrangements and obtaining comprehensive travel insurance.

6. Travel Arrangements

Unless specifically stated otherwise, participants are responsible for arranging their own:
 

• Transport/transfers

• Flights

• Transfers

• Visas

• Travel documentation

• Travel insurance

It is your responsibility to ensure that all required documents remain valid for the duration of your trip.

Passports & Paperbacks cannot be held responsible for costs arising from incorrect or expired travel documentation.

7. Travel Insurance

We strongly encourage every guest to purchase comprehensive travel insurance as soon as their booking is confirmed.

Your policy should ideally cover:
 

• Trip cancellation

• Medical expenses

• Lost luggage

• Personal belongings

• Travel disruption

8. Health, Wellbeing & Accessibility

Guests are responsible for assessing whether a retreat is suitable for their personal circumstances and health requirements.

Any medical conditions, accessibility needs, allergies, or dietary requirements that may affect your participation should be disclosed before the retreat begins.

While we will always do our best to accommodate reasonable requests, we cannot guarantee that every venue, activity, or destination will be suitable for all needs.

9. Community Expectations

Passports & Paperbacks retreats are built around connection, respect, and shared experiences.

We ask all participants to behave in a considerate manner towards fellow guests, accommodation staff, local communities, and retreat hosts.

Behaviour that is abusive, threatening, discriminatory, disruptive, or unsafe may result in removal from the retreat without refund.

10. Personal Property

Guests remain responsible for their own belongings throughout the retreat.

Passports & Paperbacks accepts no responsibility for lost, stolen or damaged personal items.

Any damage caused by a participant to accommodation, furnishings, equipment, or third-party property may be charged directly to that participant.

11. Photography & Content

During our retreats, photographs and videos may be captured to help promote future Passports & Paperbacks experiences to our community.

These images may appear on our website, social media channels, marketing materials, and promotional content.

If you would prefer not to appear in photographs or video content, please let us know before the retreat begins and we will make reasonable efforts to respect your preference.

12. Limitation of Liability

Passports & Paperbacks acts as organiser of the retreat experience and works with a range of independent accommodation providers, activity hosts, transport companies, and other suppliers.

While we carefully select our partners, we cannot accept responsibility for the acts, omissions, or services of independent third parties.

Nothing within these terms limits any rights you may have under applicable consumer protection legislation or excludes liability that cannot legally be excluded.

13. Privacy

Any personal information provided to us will be handled in accordance with our Privacy Policy and applicable data protection laws.

Information will only be used for purposes connected with your booking, participation, and communication with Passports & Paperbacks unless you have agreed otherwise.

14. Governing Law

These terms are governed by the laws of England and Wales.

Any dispute arising in connection with a booking or retreat will be subject to the jurisdiction of the courts of England and Wales.

Contact

For questions regarding your booking or these terms, please contact:

Email address: passportsandpaperbacksretreats@gmail.com

We look forward to welcoming you on a future reading retreat.