Eden Retreat Booking Terms, Participation Agreement and Code of Conduct

​

Retreat dates: 21–26 September 2027     

Location: Thessaloniki, Greece

​

Eden Retreat is operated by DSLK Events Ltd, (company number 17196839) , trading as Eden Retreat. 

These terms apply to all bookings for Eden Retreat. Please read them carefully before booking.

 

By submitting a booking and paying a deposit or full balance, you confirm that you have read, understood and agreed to these terms.

​

Nothing in these terms affects your statutory consumer rights.

​

1. Eligibility and bookings

​

1.1 You must be aged 18 or over on the first day of the retreat to make or attend a booking.

1.2 Bookings must be made by the person who will attend the retreat. A place cannot be purchased as a surprise gift without the prior written agreement of Eden Retreat.

1.3 Your booking is not confirmed until:

• we have received your completed booking form;

• you have accepted these terms; and

• we have received the required deposit or full payment.

1.4 You are responsible for ensuring that all information provided during the booking process is complete and accurate.

1.5 Eden Retreat reserves the right to refuse a booking where there is a reasonable safety, welfare or operational reason for doing so.

​

2. What your booking includes

​

Your retreat package includes the services listed on the Eden Retreat booking page and in your booking confirmation.

​

Depending on the package selected, this may include:

• 5 nights’ hotel accommodation;

• the room type and occupancy selected at booking;

• access to the scheduled Eden Retreat workshops;

• access to the retreat studio;

• a welcome dinner;

• a farewell dinner;

•  excursion;

• Breakfast at the hotel daily

• Eden Retreat merchandise; and

• any other items expressly stated in your booking confirmation.
   

Only the services specifically listed as included form part of your booking.

​

3. What is not included

​

Unless specifically stated otherwise, your booking does not include:

​

• flights or other travel to and from Greece;

• airport transfers;

• passport, visa or entry costs;

• travel insurance;

• additional meals, drinks or personal purchases;

• local tourist or accommodation taxes payable directly by guests;

• medical treatment;

• additional hotel charges;

• room service;

• baggage fees; or

• any activity or service not expressly included in the package.

 

You are responsible for budgeting for all additional expenses.

​

4. Prices and payment

​

4.1 The total cost of your booking will be shown at checkout and in your booking confirmation.

4.2 A deposit of £250 is required to secure your place.

4.3 Your deposit, instalment amounts and payment dates will be shown at checkout and confirmed in your individual booking confirmation.

4.4 Where you select a payment plan, you are responsible for ensuring that each payment is made by its due date.

4.5 We may send payment reminders as a courtesy, but it remains your responsibility to keep your payments up to date.

4.6 If a payment is missed, we will contact you and allow a period of 7 days for the overdue payment to be made.

4.7 If payment remains outstanding after that period, we may treat the booking as cancelled by you. The cancellation provisions in section 6 will then apply.

4.8 Any bank charges, currency conversion fees or payment-provider charges incurred by you are your responsibility.

​

5. Deposits and advance payments

​

5.1 Your deposit secures your place and allows Eden Retreat to commit to accommodation, instructors, venues and other suppliers.

5.2 Deposits and advance payments are subject to the cancellation terms below.

5.3 Where Eden Retreat is entitled to retain an amount following cancellation, the amount retained will be limited to reasonable administration costs and losses that we have incurred or are committed to and cannot reasonably recover.

5.4 This does not affect any refund or cancellation rights you may have under applicable consumer or package-travel legislation.

​

6. Cancellation by you

​

6.1 If you wish to cancel your booking, you must notify Eden Retreat in writing at edenpoleretreat@gmail.com 

6.2 Your cancellation will take effect from the date we receive your written notice.

6.3 Cancellation charges will reflect the reasonable losses and non-recoverable costs caused by the cancellation. These may include:

• administration costs;

• hotel charges;

• studio costs;

• instructor commitments;

• excursion costs;

• transaction fees; and

• other supplier costs that Eden Retreat cannot recover.

6.4 Subject to any statutory rights that apply, the following cancellation schedule is intended to apply:

• Cancellation 181 days or more before the retreat: 50% of the total booking price will be retained as the cancellation charge, and any amount paid above this will be refunded.

• Cancellation between 180 and 61 days before the retreat: 75% of the total booking price will be retained as the cancellation charge, and any amount paid above this will be refunded.

• Cancellation 60 days or fewer before the retreat: 100% of the total booking price will be retained and no refund will be payable, except where required by law.

6.5 If we are able to resell your place, we will take this into account when calculating any cancellation charge or refund.

6.6 You are strongly advised to obtain comprehensive travel insurance immediately after booking. Your insurance should cover cancellation due to illness, injury, bereavement, travel disruption and other circumstances that may prevent you from attending.

6.7 Requests for exceptional consideration may be reviewed at the organisers’ discretion, but this does not guarantee that a refund or credit will be offered.

​

7. Transferring your booking

​

7.1 You must not sell or transfer your booking privately without first contacting Eden Retreat.

7.2 You may request to transfer your booking to another eligible attendee by contacting us in writing.

7.3 Any request must be made with reasonable notice and is subject to:

• the replacement attendee satisfying all booking requirements;

• completion of a new booking and health-information form;

• acceptance of these terms;

• availability and supplier agreement;

• payment of any reasonable administration charge; and

• payment of any additional costs charged by the hotel or other suppliers.

7.4 Where applicable package-travel legislation gives you a legal right to transfer your booking, that right will take priority over this section.

​

8. Cancellation by Eden Retreat

​

8.1 Eden Retreat may cancel the retreat where it is necessary to do so, including because:

• minimum booking numbers have not been reached;

• the hotel, studio or another essential supplier becomes unavailable;

• an instructor or essential member of the delivery team becomes unavailable;

• there are serious safety or welfare concerns;

• travel restrictions make delivery impracticable; or

• unavoidable and extraordinary circumstances prevent the retreat from taking place.

8.2 If Eden Retreat cancels the retreat, we will inform you as soon as reasonably possible.

8.3 Where required by applicable law, you will be entitled to a full refund of all payments made to Eden Retreat, paid without undue delay and no later than 14 days after the booking contract is terminated.

Where legally permitted, we may also offer you the option of transferring your payment to a rearranged retreat or accepting a suitable alternative. You will not be required to accept a credit or alternative in place of any refund to which you are legally entitled.

8.4 Eden Retreat will not be responsible for losses connected with arrangements you booked independently, including flights, additional accommodation, transport or other travel costs, except where liability cannot legally be excluded.

8.5 You should ensure your travel insurance covers cancellation of independently booked arrangements.

 

9. Changes to the retreat

​

9.1 Retreat schedules, instructors, workshops, venues, accommodation, excursions and activities may occasionally need to change.

9.2 Eden Retreat may make reasonable minor changes where necessary, provided they do not materially alter the overall retreat experience.

9.3 This may include:

• changing the workshop timetable;

• changing the order of activities;

• substituting an instructor;

• replacing a workshop with a reasonably comparable session;

• replacing the studio, hotel, excursion or supplier with a suitable alternative; or

• adapting an activity because of weather, safety or operational requirements.

9.4 If a significant change is required before the retreat, we will notify you as soon as reasonably possible and explain any options or rights available to you.

9.5 Instructor substitutions or minor timetable changes will not automatically entitle you to cancel or receive a refund, unless the overall retreat is materially changed or applicable law provides otherwise.

 

10. Travel documents and entry requirements

​

10.1 You are responsible for arranging your own journey to and from Greece.

10.2 You are responsible for ensuring that you have:

• a valid passport;

• any required visa or travel authorisation;

• suitable travel insurance;

• any required health or vaccination documentation;

• sufficient time remaining on your passport;

• complied with airline requirements; and

• checked the latest official travel and entry guidance.

10.3 Eden Retreat is not responsible if you are unable to travel because you do not have the correct documents, arrive late, miss your flight or fail to comply with entry requirements.

10.4 No refund will normally be due where you cannot attend because of an issue with your independently arranged travel or documentation, subject to your statutory rights.

 

11. Travel insurance

​

11.1 It is a condition of booking that you obtain suitable travel insurance for the full duration of your trip.

11.2 Your policy should include, as appropriate:

• overseas medical treatment;

• emergency repatriation;

• personal accident cover;

• cancellation and curtailment;

• missed departure and travel disruption;

• loss, theft or damage to personal belongings;

• participation in pole fitness, dance and physical workshops; and

• any relevant infectious-disease or COVID-related cover available under the policy.

11.3 You are responsible for checking that pole fitness and all planned activities are covered by your policy.

11.4 Eden Retreat may request evidence that appropriate insurance is in place.

11.5 Failure to obtain suitable insurance is at your own risk and does not make Eden Retreat responsible for costs that would otherwise have been covered by insurance.

 

12. Health, injuries and participation

​

12.1 Pole fitness and dance are physically demanding activities and involve an inherent risk of slips, falls, strains, impact injuries and other injury.

12.2 By participating, you confirm that:

• you are physically capable of taking part;

• you will participate within your own ability and experience;

• you will follow reasonable safety instructions;

• you will use equipment only as instructed;

• you will stop if you feel pain, dizziness, illness or discomfort; and

• you understand that you may opt out of any activity at any time.

12.3 You are responsible for deciding whether an activity is appropriate for you.

12.4 You must notify Eden Retreat before attending of any relevant:

• injury;

• health or medical condition;

• disability;

• pregnancy;

• allergy;

• medication;

• mental or physical health requirement; or

• accessibility need

that may affect your participation or require reasonable planning.

12.5 You should also notify the relevant instructor of any injury or condition before each workshop where it may affect your participation.

12.6 Eden Retreat may reasonably require medical clearance before allowing participation where there is a genuine safety concern.

12.7 An instructor may ask you to adapt or stop an activity if they reasonably believe continued participation may place you or another person at risk.

12.8 You remain responsible for managing any pre-existing condition and for obtaining appropriate medical advice before attending.

12.9 Nothing in these terms excludes or restricts liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence.

 

13. Emergency assistance

​

13.1 You must provide an emergency contact as part of your booking.

13.2 If you become unwell or injured and are unable to provide instructions, you authorise Eden Retreat to seek reasonable emergency medical assistance on your behalf.

13.3 You remain responsible for medical, transport, repatriation and associated costs not covered by Eden Retreat or your insurance.

13.4 Eden Retreat will only share health or emergency information where reasonably necessary and in accordance with its privacy notice.

​

14. Code of Conduct

​

14.1 Eden Retreat has been created with community, inclusion and mutual respect in mind.

14.2 You agree to behave politely and respectfully towards:

• other attendees;

• organisers;

• instructors;

• hotel and studio staff;

• drivers, excursion providers and other suppliers;

• members of the public; and

• anyone else involved in the retreat.

14.3 The following behaviour will not be accepted:

• harassment, intimidation or bullying;

• discriminatory, hateful or degrading conduct;

• unwanted sexual behaviour or comments;

• violence, threats or aggressive behaviour;

• deliberate damage to property;

• behaviour that creates a genuine risk to safety;

• repeatedly disrupting workshops or activities;

• filming or photographing someone after they have asked you not to;

• serious or repeated breaches of hotel, studio or supplier rules; or

• conduct that is reasonably likely to cause serious distress, danger or disruption.

14.4 If you experience discomfort or have concerns about another person’s actions, you are encouraged to speak to an instructor or contact the organisers as soon as possible.

14.5 Eden Retreat will consider concerns sensitively and take proportionate action where reasonably necessary.

14.6 Depending on the seriousness of the situation, Eden Retreat may:

• give a verbal or written warning;

• require someone to leave a particular workshop or activity;

• impose reasonable conditions on continued participation;

• exclude someone from remaining retreat activities; or

• require someone to leave the retreat.

14.7 Immediate removal may be necessary where there is a serious safety, welfare or safeguarding concern.

14.8 Where you are removed because of your own serious misconduct, you will be responsible for arranging and paying for any alternative accommodation, transport or early return travel.

14.9 Any refund for unused services will depend on the circumstances, the losses incurred and any applicable legal rights. Removal for serious misconduct will not automatically entitle you to a refund.

 

15. Alcohol, drugs and unsafe participation

​

15.1 You must not participate in workshops or physical activities while under the influence of alcohol, illegal drugs or any other substance that makes participation unsafe.

15.2 Prescribed and over-the-counter medication may be used as directed, but you must not participate where the medication impairs your coordination, judgement or ability to exercise safely.

15.3 If an instructor or organiser reasonably believes that you are not fit to participate safely, you may be prevented from joining or continuing the activity.

15.4 This decision will be made in the interests of your safety and the safety of others.

 

16. Accommodation and room arrangements

​

16.1 You must comply with all reasonable hotel rules, including check-in, check-out, noise, smoking, visitor and security requirements.

16.2 Room-sharing requests will be considered but cannot be guaranteed unless expressly confirmed in writing.

16.3 Where you book a shared room without a named roommate, Eden Retreat may allocate another attendee to share with you.

16.4 We will take reasonable care when arranging room allocations but cannot guarantee compatibility between roommates.

16.5 If your named roommate cancels, we may:

• allocate a replacement roommate;

• offer you an alternative room arrangement;

• ask whether you wish to pay an applicable single-room supplement; or

• offer another reasonable solution.

16.6 You must not allow an unregistered person to stay overnight in your room.

16.7 You are responsible for incidental costs charged to your room.

16.8 You are responsible for leaving your room in a reasonable condition.

 

17. Damage and additional costs

​

17.1 You are responsible for deliberate damage or damage caused by your negligence to:

• hotel rooms and facilities;

• the studio;

• poles and equipment;

• vehicles;

• excursion facilities; or

• property belonging to Eden Retreat, suppliers or other attendees.

17.2 You may be required to pay reasonable repair, replacement, cleaning or supplier charges resulting from your actions.

17.3 This does not make you responsible for fair wear and tear or damage that you did not cause.

 

18. Personal belongings

​

18.1 You are responsible for your possessions throughout the retreat.

18.2 You should use any hotel safe or secure storage available and ensure that your belongings are covered by your travel insurance.

18.3 Eden Retreat is not responsible for loss, theft or damage to personal possessions unless it results from Eden Retreat’s negligence or liability cannot otherwise legally be excluded.

18.4 Lost property will be handled in accordance with the relevant hotel, studio or supplier’s procedures.

 

19. Instructors, choreography and intellectual property

​

19.1 Choreography, teaching materials, class plans and instructional techniques delivered at Eden Retreat remain the intellectual property of the relevant instructor or rights holder.

19.2 Workshops are provided for your personal development and non-commercial use.

19.3 You must not copy, reproduce, distribute, sell or commercially teach substantial retreat class content without the express permission of the relevant instructor.

19.4 You may use skills and inspiration developed through the retreat in your own personal practice, performances and creative work, provided you do not present another instructor’s complete choreography or teaching material as your own.

19.5 Workshop filming is only permitted where the instructor has expressly given permission.

 

20. Photography and filming

​

20.1 Photography and filming may take place during the retreat for documentation and promotional purposes.

20.2 We will provide further information about how photographs and recordings may be used.

20.3 You may tell Eden Retreat if you do not wish to appear in identifiable close-up promotional photographs or footage. We will take reasonable steps to respect this request.

20.4 It may not be possible to exclude individuals from incidental background footage of group activities or public areas, but we will not deliberately feature you where you have opted out.

20.5 You must respect the wishes of attendees who do not want to be photographed or filmed.

20.6 Separate consent may be requested for testimonials, interviews or content in which you are a principal identifiable subject.

 

21. Personal data and privacy

​

21.1 Eden Retreat will collect and use personal information for purposes including:

• administering bookings and payments;

• arranging accommodation and room allocations;

• delivering retreat services;

• managing dietary and accessibility requirements;

• responding to emergencies;

• communicating essential retreat information; and

• meeting legal, insurance and safety obligations.

21.2 Necessary information may be shared with suppliers such as the hotel, studio, instructors, and excursion providers where required to deliver your booking.

21.3 Health information will be handled with additional care because it is sensitive personal data.

21.4 Further details about how information is collected, used, retained and shared will be set out in the Eden Retreat Privacy Notice.

21.5 Marketing communications will only be sent where Eden Retreat has a lawful basis to do so. You can unsubscribe from optional marketing at any time.

 

22. Dietary and accessibility requirements

​

22.1 You must notify Eden Retreat of any allergies, dietary requirements or accessibility needs by 14 days before the retreat. 

22.2 We will take reasonable steps to pass relevant requirements to our suppliers.

22.3 While reasonable efforts will be made, Eden Retreat cannot guarantee that kitchens, restaurants or suppliers can provide completely allergen-free environments.

22.4 You are responsible for checking ingredients and speaking directly to service providers where you have a serious allergy.

22.5 Please contact Eden Retreat before booking if you need to confirm whether your accessibility requirements can be accommodated.

 

23. Activities provided by third parties

​

23.1 Some services may be delivered by independent suppliers, including the hotel, studio, instructors, and excursion providers.

23.2 You must comply with the reasonable terms and safety instructions of those suppliers.

23.3 Nothing in this section removes any responsibility Eden Retreat has under applicable package-travel or consumer legislation.

 

24. Complaints and problems during the retreat

​

24.1 If you experience a problem, you should inform an Eden Retreat organiser as soon as reasonably possible.

24.2 This gives us an opportunity to investigate and attempt to resolve the issue during the retreat.

24.3 If the problem relates to the hotel, studio or another supplier, you should also report it promptly to that supplier where appropriate.

24.4 If the matter is not resolved, you should submit a written complaint to edenpoleretreat@gmail.com within 28 days of the retreat ending.

24.5 Please include:

• your name and booking reference;

• a clear description of the issue;

• when and where it occurred;

• who you reported it to;

• any relevant evidence; and

• the outcome you are seeking.

24.6 Failure to report an issue during the retreat will not remove any statutory rights, but it may limit our ability to investigate or put matters right at the time.

 

25. Events beyond our reasonable control

​

25.1 Eden Retreat will not be responsible for failing to perform an obligation where performance is prevented by circumstances beyond our reasonable control, except where applicable law requires otherwise.

25.2 Such circumstances may include:

• severe weather or natural disaster;

• wildfire, flood or earthquake;

• war, terrorism or civil unrest;

• epidemic or pandemic;

• government restrictions;

• airport or airspace closure;

• widespread transport disruption;

• industrial action;

• serious public-health risks;

• utility failure;

• supplier insolvency; or

• closure of essential venues.

25.3 Where these circumstances arise, we will communicate with attendees and take reasonable steps to reduce disruption.

25.4 Any refund, alternative arrangement or cancellation right will be determined in accordance with applicable law and the circumstances at the time.

 

26. Liability

​

26.1 Eden Retreat will exercise reasonable care and skill in providing the services included in your booking.

26.2 You accept the inherent risks associated with pole fitness, dance, physical exercise and travel.

26.3 Eden Retreat is not responsible for injury, loss or damage caused by:

• your failure to follow reasonable instructions;

• participation outside your ability;

• undisclosed medical conditions;

• your own negligence or misconduct;

• independently booked travel or activities;

• the actions of an unconnected third party; or

• circumstances that Eden Retreat could not reasonably have avoided,

except where Eden Retreat is legally responsible.

26.4 Nothing in these terms excludes or limits liability for:

• death or personal injury caused by negligence;

• fraud or fraudulent misrepresentation;

• breach of statutory rights; or

• any other liability that cannot lawfully be excluded or limited.

26.5 Any limitation of liability in these terms is subject to applicable consumer and package-travel legislation.

 

27. Severability

​

If any provision in these terms is found to be invalid, unlawful or unenforceable, the remaining provisions will continue to apply.

​

28. No waiver

​

If Eden Retreat does not immediately enforce a provision of these terms, this does not mean that it has waived the right to enforce it later.

 

29. Governing law and jurisdiction

​

29.1 These terms are governed by the laws of England and Wales, subject to any mandatory consumer protections that apply in the country where you live or where the services are provided.

29.2 The courts of England and Wales will have jurisdiction, except where applicable consumer law gives you the right to bring proceedings elsewhere.

 

30. Acceptance of terms

​

By completing your booking, you confirm that:

• you are aged 18 or over;

• you have read and understood these terms;

• you agree to follow the Code of Conduct;

• you understand the physical risks involved in pole fitness and dance;

• you will obtain suitable travel insurance;

• the information you have provided is accurate; and

• you agree to be bound by these terms, subject to your statutory rights