Retreat Booking Terms & Conditions 

At 4C’s Garden, we aim to make every stay, retreat, group booking and event as smooth as possible. When a booking is confirmed, accommodation, facilities, staffing and other resources may be reserved specifically for you.

Please read the following terms carefully before making payment.

Booking Confirmation

A quotation, enquiry or provisional discussion does not constitute a confirmed booking.

Your booking is only confirmed once:

• You have accepted the final quotation or booking details;

• All required booking information has been provided; and

• The required deposit or full payment has been received by 4C’s Garden.

Until these requirements have been met, dates, accommodation and facilities remain subject to availability.

For bespoke retreats, group stays, events and venue hire, your booking confirmation will clearly state what is included in your package.

Anything not specifically listed as included is not part of the agreed package and may be charged separately.

If you want to ensure your dates are free for your retreat we suggest booking at least 30 days beforehand. 

Payment Terms

Unless otherwise stated in your individual quotation:

All quotes are valid for 24hrs only. 

A 50% non-refundable deposit is required to secure your booking.

The remaining 50% balance must be paid no later than 14 days before your arrival or event date.

For bookings made within 14 days of arrival, full payment will be required at the time of booking.

If the outstanding balance is not received by the payment deadline, 4C’s Garden reserves the right to cancel the booking and retain the non-refundable deposit.

Once the final payment deadline has passed, all payments made towards the booking are non-refundable, subject to the cancellation terms below.

Cancellations by the Guest

If you need to cancel your booking, please notify 4C’s Garden in writing as soon as possible.

Unless different cancellation terms are stated in your individual booking confirmation:

More than 30 days before arrival or event

The 50% booking deposit remains non-refundable.

Any amount paid above the deposit will be refunded.

15–30 days before arrival or event

The deposit remains non-refundable.

At the discretion of 4C’s Garden, any additional amount paid may be transferred as credit towards a future booking, subject to availability and agreed timescales.

14 days or less before arrival or event

The full booking amount is non-refundable.

No-show

No refund or credit will be provided.

Where a bespoke quotation contains different cancellation terms, the terms stated in that quotation or booking confirmation will apply.

Changes to Your Booking

Requests to change your:

• Booking date

• Guest numbers

• Accommodation

• Room allocation

• Catering

• Programme times

• Facilities

• Event or retreat requirements

must be made as early as possible.

All changes are subject to availability and may result in a revised quotation or additional charges.

Reducing guest numbers after a booking has been confirmed does not automatically result in a refund or reduction in price, particularly where accommodation, catering, staffing or facilities have already been reserved.

Bespoke Retreat & Group Packages

Retreat and group packages may be individually designed around the requirements provided by the organiser.

Before a quotation is prepared, organisers may be asked to complete our Retreat Enquiry & Requirements Form.

It is the organiser’s responsibility to provide accurate information, including:

• Total number of attendees

• Number of overnight guests

• Room requirements

• Catering requirements

• Food allergies and intolerances

• Dietary requirements

• Facilities required

• Exclusive-use requirements

• Programme times

• Additional services required

Your final quotation will specify exactly what is included.

If your requirements change after your quotation has been issued or after your booking has been confirmed, please contact us as soon as possible.

Additional requirements are subject to availability and may incur an additional charge.

Catering & Final Guest Numbers

Final catering numbers, menu selections and details of any food allergies, intolerances or dietary requirements must be provided by the deadline given by 4C’s Garden.

Once catering arrangements have been confirmed, reductions in guest numbers may not qualify for a refund.

Additional meals, drinks, refreshments or other items not included in your package can be purchased separately, subject to availability.

Early Check-In & Late Check-Out

Standard check-in and check-out times will be stated in your booking confirmation.

Early check-in and late check-out may be available on request and subject to availability.

Where available, an additional fee may apply and will be confirmed before the request is accepted.

Cancellation by 4C’s Garden

In the unlikely event that 4C’s Garden needs to cancel a confirmed booking due to circumstances within our control, we will aim to offer one of the following:

• A suitable alternative date;

• An equivalent arrangement where reasonably possible; or

• A refund of payments made for services we are unable to provide.

We will contact the booking organiser as soon as reasonably possible.

Circumstances Beyond Our Control

4C’s Garden cannot accept responsibility for circumstances outside our reasonable control that prevent or significantly affect the provision of services.

This may include, but is not limited to:

• Severe weather

• Government restrictions

• Civil disturbance

• Utility or infrastructure failure

• Natural disasters

• Other exceptional circumstances

Where possible, we will work with the organiser to find a reasonable alternative arrangement.

Refunds

Where a refund is approved by 4C’s Garden, the customer will be asked to provide the necessary bank or payment details.

Approved refunds will be processed within 7- 10 working days.

Any applicable third-party banking or transaction charges may be deducted where appropriate.

Where a refund is provided as an exceptional gesture of goodwill, this does not change our standard policy or create an entitlement to a refund for future bookings.

Guest Responsibility

The person making the booking is responsible for ensuring that all members of their group are aware of and comply with the relevant booking terms and 4C’s Garden rules.

The organiser is also responsible for providing accurate information regarding guest numbers, accommodation, catering, allergies, dietary requirements and programme arrangements.

Contact Us

If you need to cancel, amend or discuss your booking, please contact us as soon as possible