MOTION RETREATS
Booking Terms & Conditions
Organiser: Motion London Ltd, trading as MOTION
Address: Cornerstone Studios, 1 Addington Square, London, SE5 7JZ, United Kingdom
Email: hello@motionlondon.co.uk
Please read these Terms & Conditions carefully before booking.
These Booking Terms & Conditions form part of the contract between you and Motion London Ltd ("Motion", "we", "us" or "our").
By booking a retreat and making payment, you confirm that you have read, understood and accepted these terms, provided they were made available to you before payment.
Your booking confirmation, retreat itinerary, accommodation details and any additional written information incorporated into your booking before confirmation also form part of your contract.
Nothing in these terms excludes or restricts your statutory rights under applicable UK consumer and travel legislation, including the Package Travel and Linked Travel Arrangements Regulations 2018 where applicable.
1. Booking Procedure & Payments
(a) Booking Confirmation & Acceptance of Terms
All guests must read and accept these Booking Terms & Conditions before making a booking.
By paying the deposit or making any payment towards a retreat, you confirm that you have read, understood and agreed to be bound by Motion Retreats' Booking Terms & Conditions, including the payment schedule, cancellation policy and guest responsibilities.
Payment constitutes acceptance of these Terms & Conditions, provided they have been made available to you before payment.
Your booking is confirmed, and a legally binding contract is formed, once Motion London Ltd issues written booking confirmation by email.
The person making the booking is responsible for providing accurate information and ensuring that all guests included in their booking have received and accepted these Terms & Conditions.
(b) Payment Schedule
The following payment schedule applies:
At booking: A non-refundable 25% deposit is required to secure your place.
16 weeks before departure: A second payment is due, bringing the total paid to 50%.
8 weeks before departure: The remaining 50% balance is due.
Guests may choose to pay the full retreat price at the time of booking.
All payments are subject to the cancellation terms in Section 4 and applicable statutory rights.
(c) Bookings Made Closer to Departure
Between 8 and 16 weeks before departure: 50% of the total retreat price is payable at booking.
8 weeks or less before departure: 100% of the total retreat price is payable at booking.
(d) Interest-Free Payment Plans
Motion may offer flexible, interest-free payment plans agreed in writing at the time of booking.
No additional interest or administration fees apply where payments are made according to the agreed schedule.
An agreed payment plan does not change the total retreat price or the cancellation charges outlined in Section 4.
(e) Payment Reminders & Late Payments
Motion will endeavour to issue payment reminders:
17 weeks before departure for the second payment.
9 weeks before departure for the final balance.
Guests remain responsible for making payments by their due dates, regardless of whether a reminder is received.
If payment is overdue, Motion will contact the guest and provide a reasonable opportunity to resolve the outstanding balance.
If payment remains outstanding, Motion may cancel the booking and apply the cancellation charges outlined in Section 4, subject to applicable law.
Any outstanding cancellation charges remain payable to the extent legally recoverable.
(f) Booking Enquiries
To book, email hello@motionlondon.co.uk with your preferred retreat and room option.
2. Cancellation, Changes or Postponement by Motion
(a) Cancellation by Motion
Motion reserves the right to cancel a retreat where necessary, including due to insufficient guest numbers, circumstances beyond our control or operational reasons.
If Motion cancels your retreat before departure, you will be offered:
A full refund of all retreat payments made; or
The option to transfer your payments to an alternative retreat, subject to your agreement.
Any refund will be made within 14 days where required by the Package Travel Regulations.
Any additional compensation required by law will also be provided.
(b) Minimum Guest Numbers
Where a retreat is subject to a minimum number of participants, this will be disclosed before booking.
If the minimum number is not reached, Motion may cancel the retreat by providing notice within the following statutory limits, where applicable:
20 days before departure for retreats lasting more than 6 days.
7 days before departure for retreats lasting 2–6 days.
48 hours before departure for retreats lasting less than 2 days.
A full refund of retreat payments will be provided.
(c) Changes to Retreat Arrangements
Motion may make minor, reasonable changes to the retreat itinerary, class timetable, instructors or other arrangements where necessary.
We will endeavour to provide suitable alternatives of an equivalent standard.
Where a significant change is required to an essential element of the retreat, guests will be informed promptly and offered the options and refunds required by applicable law.
(d) Unavoidable and Extraordinary Circumstances
Circumstances beyond Motion's control may include war, terrorism, civil unrest, natural disasters, serious public health emergencies, severe weather, government restrictions or significant transport disruption.
Where such circumstances prevent the retreat from proceeding, Motion will comply with applicable legal obligations regarding refunds, alternative arrangements and compensation.
(e) Independent Travel Arrangements
Unless expressly included in your booking confirmation, flights and other independent travel arrangements are not part of your booking with Motion.
Guests are responsible for arranging suitable travel insurance and considering flexible travel arrangements.
Motion is not ordinarily responsible for losses arising from independently booked travel, except where liability arises under applicable law.
3. Travel Insurance
Comprehensive travel insurance is a mandatory booking requirement.
Guests must obtain suitable insurance covering the full duration of their trip and provide evidence of cover no later than 8 weeks before departure, or promptly after booking if the retreat begins within 8 weeks.
Insurance should include:
Emergency medical treatment and hospital expenses.
Medical repatriation.
Trip cancellation and curtailment.
Travel delays and disruption.
Personal belongings and luggage.
Participation in Pilates, yoga, fitness and other planned retreat activities.
We strongly recommend arranging insurance immediately after booking.
Motion may request evidence of adequate insurance before departure.
Where a guest fails to provide the required evidence after reasonable written notice and an opportunity to remedy the issue, Motion may cancel the booking, subject to applicable law and the cancellation terms in Section 4.
Guests remain responsible for understanding their insurance policy, including exclusions, excesses and claim requirements.
4. Cancellation by You
All cancellations must be submitted in writing by the person who made the booking to hello@motionlondon.co.uk.
The effective cancellation date is the date Motion receives your written notice.
(a) Cancellation Charges
The following cancellation charge schedule applies:
16 weeks or more before departure: non-refundable 25% deposit retained.
Less than 16 weeks but more than 8 weeks before departure: Up to 50% of the total retreat price.
8 weeks or less before departure: Up to 100% of the total retreat price.
(b) Reselling Cancelled Places
Motion may attempt to resell a cancelled place but cannot guarantee that a replacement guest will be found.
Any successful resale and resulting reduction in Motion's losses will be taken into account when calculating cancellation charges.
(c) Early Departure
Guests who voluntarily leave a retreat early or choose not to participate in included activities will not ordinarily be entitled to refunds for unused services.
Guests are responsible for additional costs arising from voluntary early departure.
5. Acknowledgement of Risks
Guests acknowledge that travel, Pilates, yoga, barre, fitness and wellness activities involve inherent physical risks.
Participation in all retreat activities is voluntary.
Guests agree to:
Follow reasonable instructions provided by instructors and retreat staff.
Inform instructors of relevant health conditions, injuries or physical limitations.
Participate within their own physical capabilities.
Stop participating if they experience pain, dizziness or other concerning symptoms.
Act responsibly and avoid putting themselves or others at unnecessary risk.
Motion may restrict participation in an activity where there are reasonable health or safety concerns.
Guests are responsible for damage or loss caused by their deliberate misconduct or negligence, to the extent permitted by law.
Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, fraud or any liability that cannot lawfully be excluded.
6. Health, Medical Information & Guest Responsibilities
Guests must provide accurate and relevant health information before departure and notify Motion of any material changes.
This includes medical conditions, injuries, pregnancy, mobility limitations or other circumstances that may affect safe participation.
Guests are responsible for seeking appropriate medical advice before travelling or participating in physical activities.
Motion's instructors may offer suitable modifications where reasonably practicable, but cannot guarantee that every activity will be appropriate for every guest.
Motion reserves the right to restrict participation where necessary for safety.
Where a guest has specific accessibility or medical requirements, these should be discussed with Motion before booking so we can confirm whether reasonable arrangements can be made.
Medical information will be handled in accordance with applicable data protection law.
7. Food Allergies & Dietary Requirements
Motion will provide meals as advertised in the retreat description and booking confirmation.
Our retreats may offer vegetarian and vegan menus, depending on the specific retreat.
Guests must notify Motion in writing of food allergies, intolerances and dietary requirements before their booking is confirmed.
We will confirm which requirements can reasonably be accommodated.
While reasonable precautions will be taken, we cannot guarantee an entirely allergen-free environment where food is prepared in shared kitchens or facilities.
Guests with severe allergies should contact Motion before booking to discuss suitability.
Where Motion cannot reasonably accommodate an essential dietary requirement, this will be communicated before the booking is confirmed.
Guests must notify retreat staff promptly of any concerns regarding food safety or dietary requirements.
Nothing in this section excludes Motion's legal responsibilities relating to food safety, negligence or contracted meal arrangements.
8. Guest Conduct & Behaviour
Motion is committed to providing a safe, respectful and inclusive retreat environment.
All guests are expected to treat fellow guests, instructors, staff, accommodation providers and local communities with respect.
Unacceptable conduct includes:
Harassment, discrimination, intimidation or bullying.
Verbal or physical aggression.
Threatening or abusive behaviour.
Illegal drug use or unlawful activities.
Excessive alcohol consumption that endangers others or disrupts the retreat.
Deliberate or reckless damage to property.
Repeated failure to follow reasonable safety instructions.
Motion reserves the right to take proportionate action where guest behaviour presents a serious safety concern or materially disrupts the retreat.
For serious misconduct, this may include immediate removal from activities or termination of the guest's participation.
Where participation is terminated due to serious misconduct, the guest may be responsible for reasonable additional costs directly resulting from their actions.
Any refund entitlement will be determined according to applicable law and the circumstances.
Guests are responsible for reasonable repair or replacement costs arising from property damage caused by their negligence or deliberate actions, excluding fair wear and tear.
9. Retreat Activities & Excursions
Motion will provide the classes and activities specifically included in the retreat booking confirmation.
Participation is voluntary.
Additional excursions, treatments, activities or experiences may be available at an extra cost.
Unless expressly stated otherwise, optional activities are not included in the retreat price.
Where an optional activity is independently arranged and purchased directly from a third-party provider, that provider's applicable terms may apply.
Motion remains responsible for services included in the contracted retreat package to the extent required by law.
Guests arranging independent activities outside the retreat programme are responsible for ensuring those activities are suitable and appropriately insured.
10. Retreat Prices & Surcharges
The retreat price confirmed at booking is the agreed price, subject only to changes permitted by applicable law.
Where the Package Travel Regulations apply, any permitted price increase must result directly from changes in passenger transport costs, relevant taxes or fees, or exchange rates.
Any increase must be notified with a clear explanation and calculation no later than 20 days before departure.
Where a permitted increase exceeds 8% of the total package price, guests will have the cancellation and refund rights provided by law.
Where applicable, guests will also benefit from corresponding price reductions resulting from decreases in the relevant costs.
Prices for optional activities or services purchased separately may vary before purchase.
11. What's Included & Excluded
Included in the retreat price:
Accommodation for the booked room category.
Meals and refreshments specifically advertised as included.
Scheduled Pilates, yoga, barre and other classes listed as included.
Retreat activities expressly included in the booking confirmation.
Not included unless expressly stated:
Flights.
Airport transfers and independent transport.
Travel insurance.
Optional excursions and activities.
Personal purchases.
Additional treatments or services.
Meals or drinks not listed as included.
Other expenses not expressly included in the booking confirmation.
The specific inclusions and exclusions for each retreat will be confirmed before booking.
12. Flights, Transfers & Travel Arrangements
Unless otherwise stated in writing, guests are responsible for arranging and paying for their own flights and travel to and from the retreat destination.
Motion may provide general travel recommendations for convenience.
Where transfers are offered by Motion, their price, arrangements and whether they form part of the contracted package will be confirmed before purchase.
Guests should allow sufficient travel time and notify Motion promptly of delays.
Where a guest arrives late due to independently arranged travel, Motion will make reasonable efforts to assist but cannot guarantee replacement of missed services.
Any statutory rights remain unaffected.
13. Motion's Liability & Responsibilities
(a) Delivery of Retreat Services
Motion is responsible for providing the services included in your booking contract with reasonable care and skill.
Where the Package Travel Regulations apply, Motion accepts responsibility for the proper performance of the travel services included in the package, including those delivered by third-party suppliers.
(b) Third-Party Services
Motion is not ordinarily responsible for independently purchased services outside the contracted retreat package.
This does not exclude liability where Motion is legally responsible for the relevant service.
(c) Personal Property
Guests are responsible for taking reasonable care of their personal belongings.
Motion is not responsible for loss, theft or damage arising from circumstances for which it is not legally liable.
(d) Injuries and Medical Expenses
Guests are responsible for arranging appropriate travel and medical insurance.
Motion is not liable for injuries, illness or medical expenses arising from circumstances for which it is not legally responsible.
(e) Limitations of Liability
Any limitation of compensation for losses other than personal injury will apply only where permitted by applicable law.
Nothing in these terms excludes or restricts liability for:
Death or personal injury caused by negligence.
Fraud or fraudulent misrepresentation.
Breach of statutory obligations where liability cannot legally be excluded.
Any other liability that cannot lawfully be limited or excluded.
(f) Assistance to Guests
Where the Package Travel Regulations apply, Motion will provide appropriate assistance to guests experiencing difficulties, in accordance with its statutory obligations.
14. Passports, Visas & Travel Requirements
Guests are responsible for ensuring they meet the passport, visa, entry and health requirements applicable to their destination.
Motion will provide legally required general information regarding passport, visa and health formalities before booking.
Guests must ensure their travel documents remain valid for the required period and comply with applicable destination entry requirements.
Motion is not responsible for losses resulting from a guest's failure to obtain required documents or comply with entry requirements, except where Motion has failed to meet its own legal obligations.
15. Complaints & Dispute Resolution
We want every guest to have a positive experience.
If an issue arises during the retreat, guests should notify a Motion representative as soon as reasonably possible so that we have an opportunity to investigate and resolve the matter.
Where an issue cannot be resolved during the retreat, guests may submit a written complaint to:
Please provide relevant booking details and a description of the issue.
Motion will acknowledge complaints within a reasonable period and investigate them fairly.
Guests are encouraged to raise complaints promptly, but failure to do so does not automatically remove statutory rights.
Where applicable, Motion will provide information about available alternative dispute resolution procedures.
16. Governing Law & Jurisdiction
These Booking Terms & Conditions are governed by the laws of England and Wales.
Disputes will be subject to the jurisdiction of the courts of England and Wales, except where mandatory consumer protection rules provide a guest with the right to bring proceedings in another competent jurisdiction.
Nothing in these terms affects any mandatory legal rights available to consumers.
17. Accommodation & Supplier Changes
Motion works with accommodation providers, instructors and other suppliers to deliver its retreats.
Where reasonably necessary, Motion may make minor changes to accommodation arrangements, instructors or suppliers.
Any alternative accommodation will be of a comparable standard wherever reasonably practicable.
Guests will be notified of significant changes as required by applicable law.
Where a change materially alters an essential element of the contracted retreat, guests will be offered their applicable statutory options, including cancellation and refund rights where required.
Specific room categories and agreed special requirements will be honoured unless a change is permitted by law or agreed with the guest.
18. Photography & Marketing
Photographs and videos may be taken during retreat activities for operational, community and promotional purposes.
Guests will be informed where photography or filming is planned.
Motion will seek appropriate permission before using identifiable guest images for promotional purposes.
Guests who prefer not to appear in photographs or videos should inform the retreat team.
Any processing of personal information will comply with applicable data protection legislation.
19. Personal Information & Data Protection
Motion collects and processes personal information necessary to administer bookings, communicate with guests and deliver retreat services.
This may include contact information, booking details, dietary requirements and relevant health information.
Personal data will be handled in accordance with applicable UK data protection legislation, including the UK GDPR and Data Protection Act 2018.
Where required, appropriate consent or another lawful basis will be obtained for processing sensitive personal information.
Guests may request further information about how their data is used by contacting hello@motionlondon.co.uk.
Further details are available in Motion's Privacy Policy.
20. Package Travel Protection & Statutory Rights
Where a retreat constitutes a package under the Package Travel and Linked Travel Arrangements Regulations 2018, Motion will comply with the applicable requirements.
These include, where relevant:
Providing prescribed pre-contract information and booking documentation.
Accepting responsibility for the proper performance of included travel services.
Providing applicable cancellation, transfer and refund rights.
Providing assistance to guests experiencing difficulties.
Maintaining legally required insolvency protection.
Where statutory insolvency protection is required, the relevant provider and contact details will be supplied in the prescribed booking information and confirmation documentation.
The statutory package travel information form will be provided before the guest enters into the contract.
Nothing in these Booking Terms & Conditions overrides any mandatory rights under the Package Travel Regulations or other applicable consumer protection legislation.
Motion London Ltd
Cornerstone Studios, 1 Addington Square, London, SE5 7JZ
hello@motionlondon.co.uk