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Terms & Conditions for ‘Living Fearlessly with Change’ course

10 month course Booking Terms & Conditions: ‘Living Fearlessly with Change’ (only).
Please read all of the course details and Terms & Conditions below before booking.

Course Guidelines – Your Commitment:

  • Participants are asked to commit to completing the whole 10 month course.
  • Participants are asked to commit themselves to all aspects of this course, with the intention to participate fully and therefore be of support to each other, as well as getting the most from it.

Applying for the Course

  • Please fill out an application form and this will be reviewed by the teachers of the course. We will let you know the outcome of your application within 2 weeks.
  • We need to know your full name, address and phone number, your email address, your age and gender (so that we can allocate rooms appropriately) and any medical condition that may affect your retreat stay.
  • If you are offered a place, we will ask you to pay a deposit.
  • Your booking is confirmed once a deposit has been paid and you have received written confirmation of your place from Gaia House.

Booking: Deposits, Payments and Cancellation

  • All bookings are provisional until confirmed by Gaia House admin.
  • Deposit: An initial, non-refundable deposit payment of £200 will secure your place if you’re accepted on the course.
  • Participants are welcome to pay for the course with a monthly payment plan, which takes into account the following minimum payments:
Minimum amount to be paid By date:
£200 Deposit on booking
£400 1 May 2019
£560 1 July 2019
£700 1 September 2019
£820 1 December 2019
  • Please note that bookings made from 1st May 2019 onward will require the ‘minimum’ payment amount (£400 or £560 depending on the date) as a deposit.
  • Booking Conditions may be subject to alteration.


  • Please note that the initial deposit is non-refundable and non-transferable and that the ‘minimum payments’ are also non-refundable and non-transferable. If you have paid more than the minimum payment amount at a given date, the difference will be refunded.
    • The reason that we ask for non-refundable two thirds of course fees by the start of the course is that once the course has started we are no longer able to fill the places. We appreciate your understanding with this.
  • Cancellations can be made by phone or email. Please note that cancellations can only be accepted from the named retreatant and not from third parties. Any refunds may take up to 5 working days to be processed.
  • Gaia House reserves the right to cancel any bookings that are deemed unsuitable or inappropriate.
  • Exceptional Circumstances
    At our discretion, Gaia House may waive cancellation fees in exceptional circumstances. Requests for this should to be made in the form of a letter addressed to the Admin Manager, setting out why you needed to cancel your booking.
  • If you wish to cancel this course and change to a completely different course or retreat, it is necessary for you to cancel the old booking and book the new one. The usual cancellation fees apply. Please ensure that you are clear about your dates and retreat costs before you book.
  • Travel Arrangements – All bookings are provisional until confirmed by Gaia House admin. When applying for this course, please do not make any travel arrangements until after you receive confirmation of your booking. Gaia House cannot be held liable for travel costs.
  • Weather Conditions – If you have to cancel your retreat due to adverse weather conditions our Cancellation Policy (above) still applies. Any particular cases may be submitted to the Admin Manager and each case will be considered individually.

Information about Retreats

Retreat guidelines

To provide an atmosphere and environment conducive to meditation during the retreats on this course, it is essential that all participants are aware of these guidelines:

  • Please respect the silent atmosphere throughout the retreat centre and grounds.
  • Please engage in at least four sessions of meditation practice.
  • Everyone is asked to contribute one hour of work per day & clean their own rooms on the day of departure.
  • We encourage sensitivity towards all living beings and a non-harming relationship to all life.
  • A retreatant takes only that which is clearly given.
  • No smoking, alcohol or recreational drugs is permitted in any area of the retreat centre, including the garden and grounds.
  • Retreatants are asked to abstain from all sexual contact during their retreat.
  • Continuity and steadiness are essential factors in the deepening of meditation. Retreatants are asked to participate for the full retreat and shorten a retreat only after discussion with your Teacher.
  • Retreatants are requested to commit themselves fully to the retreat and to stay within the immediate vicinity of the retreat centre and grounds, except in an emergency. Walking in the nearby countryside is fine.
  • If you need to leave your retreat for any unexpected or urgent reason, please discuss this with your Teacher.

Please read through the Frequently Asked Questions about the practical side of coming on retreat. If you have any other queries, please contact us, and we will be happy to help.

Extra Nights not available.

  • It is not possible to arrive early or stay an extra night when coming to the retreats at Bala Brook.

Food Policy

  • During the retreats the food will consist of a healthy, balanced vegetarian diet that may include eggs and dairy produce. Lunch is a substantial meal, with a lighter supper of soup, bread and spreads.
  • Vegan, non-dairy and wheat/gluten-free options are available – please request when you register on arrival.
  • A Simple Diet of rice, steamed vegetables and plain pulses or tofu can be provided at lunch time. The Simple Diet is intended to meet the nutritional needs of retreatants whilst being as plain as possible. If you would prefer this option, please request the Simple Diet when you register on arrival.
  • We are not able to cater for any other individual dietary needs or preferences outside of the diets outlined above.
  • Food Allergy/Sensitivity: Whilst cooks endeavour to label any potential `problem’ ingredients, we cannot guarantee to do so. Retreatants with a severe allergy should have the Simple Diet at lunch. We cannot label the ingredients of soups or left-overs at tea-time.
  • If you have any particular medical needs or any other questions about the food served during the retreat please contact Reception before you book.

Work Sessions during the Retreats

  • We ask that you help support the running of the retreat during your stay by offering one hour’s work per day, helping with the running of the retreat centre.
  • All retreatants are also asked to clean their own rooms on the day of departure.
  • If you are unable to do a work session, or can offer only light work, please let Reception know when booking and mention when you register on arrival.


  • Bala Brook Retreat Centre offers simple shared accommodation. Rooms are for two or three, same-sex, and usually with people of similar age.
  • Single Rooms: We have a very limited number of single rooms. People with medical needs are given priority, followed by consideration of age or other personal circumstances. If you need a single room, please request this at the time of booking, stating clearly the reasons for your request (which will be treated as confidential).
    • Please note: We are unable to meet requests for single rooms made on arrival.
    • We regret we are unable to guarantee single rooms for retreats.
    • If you are unable to share a room please contact Reception before making a booking.

Access for People with Disabilities

  • If you have any mobility or special needs please phone the Outreach Officer before booking your retreat – we will be happy to give you information about the retreat centre and discuss your needs.