Cancellation Policy

Xenia Retreats — Cancellation Policy

1. Booking & Payment

  • Full payment is required at the time of booking to confirm your place.

  • Bookings are only considered confirmed once full payment has been received and a confirmation email has been issued by Xenia Retreats.

  • All prices are quoted in the stated currency and must be paid in full at the time of booking.

2. Guest Cancellations

  • Cancellations made 60 days or more before the retreat start date:
    You will receive a full refund, minus any bank transfer or payment processing fees.

  • Cancellations made less than 60 days before the retreat start date:
    Payments are non-refundable, as retreat costs and commitments will have already been incurred.

  • No-show:
    If you fail to arrive or participate without prior notice, you will forfeit 100% of the booking value.

3. Transfer or Rescheduling

  • You may request to transfer your booking to another person or to a future retreat date up to 45 days before the original start date, subject to availability and approval.

  • A small administration fee may apply to cover processing costs and any price differences between retreat dates.

  • No transfers or date changes are permitted within 45 days of the retreat start date.

4. Cancellation by Xenia Retreats

  • Xenia Retreats reserves the right to cancel or reschedule a retreat for reasons beyond our control (e.g., insufficient bookings, natural disasters, illness, or other force majeure events).

  • In the unlikely event we must cancel a retreat, you will be offered:

    • A full refund of all payments made, or

    • The option to transfer your booking to a future retreat of equal value.

  • We are not responsible for any additional costs incurred by guests (such as flights, transport, or visas).

5. Force Majeure / Unforeseen Circumstances

  • If external circumstances (e.g., travel restrictions, natural disasters, or public health emergencies) prevent the retreat from going ahead, we will offer either a full refund or credit towards a future retreat, depending on the situation.

  • We strongly recommend all guests purchase comprehensive travel insurance that includes trip cancellation coverage.

6. Refunds & Processing

  • Eligible refunds will be processed to the original payment method within 14 days of receiving your cancellation request.

  • Any bank or processing fees incurred during refund transactions are the responsibility of the guest.

7. Early Departure or Partial Attendance

  • No refunds will be provided for early departures, missed sessions, or partial attendance once the retreat has started.

8. Policy Agreement

  • By booking with Xenia Retreats, you acknowledge that you have read, understood, and agreed to this Cancellation Policy.

  • We encourage all guests to review their confirmation details carefully and ensure they have appropriate travel insurance coverage.