Terms and Conditions (Retreats & Venue Hire)

RETREATS

COST

Price The price of a retreat includes accommodation, meals, relevant course materials, spiritual teaching, and use of the woodlands, gardens and open areas. Full Board includes dinner, bed, breakfast, and lunch. Half Board includes dinner, bed, and breakfast. On-site parking is available for all at no extra charge.

Deposit Once we are able to confirm your booking, we will then be in touch for the deposit. If you are booking more than four weeks ahead of the start date, we will require a £50 deposit in order to secure your place. If booking less than four weeks ahead of the start date, we will require the full amount.

PAYMENT METHOD

Payment You can pay by either debit/credit card or a cheque/postal order. Alternatively, you can make a bank transfer to sort code 16-00-38 account number 11371954. Please remember to use your surname and the last three digits of your postcode as the reference.

If You Cancel If you wish to cancel, we kindly ask that you inform us as soon as possible so that we can give your space to someone else.

Cancellations more than 14 days before the retreatIn this case, you will be entitled to a refund of 100% of the total retreat fee, minus the £50 deposit. However, should we be able to fill your place on the retreat, the £50 deposit will also be refunded.

Cancellations within 14 days of the retreatIn this case, you will be entitled to a refund of 50% of the total retreat fee.

If We Cancel If we find it necessary to cancel for any reason, we will give you as much notice as possible and refund your deposit and/or balance. We advise you to take out your own travel insurance in case of any last-minute cancellations, particularly if you are coming from abroad, and booking flights and/or hotels.

DIETARY REQUIREMENTS

Vegetarian Ethos All meals are vegetarian and prepared in our main kitchen. We use some organic produce and have a welfare based dairy and egg policy approved by Compassion in World Farming. We also have soya and oat milk available. If you follow a vegan diet, please indicate this in the Dietary Requirements section of the Booking Form.

Food Allergies/Intolerances

Please tell us of any food allergies or intolerances you may have. The Lodge is unable to accommodate alternative diet requests without prior agreement.

*Food allergies Our kitchen is not allergen-free, and we cannot exclude the possibility of cross-contamination during food preparation. Therefore, if you have a food allergy we may use bought-in specialist pre-prepared meals. In some circumstances you may wish to bring your own food, which you are welcome to store in our retreat kitchen, where there is a microwave and small fridge provided. There is no access to the main kitchen and please do not bring any meat or fish products onto the site.

*Food intolerances When requested, milk alternatives and gluten-free breads will be provided. If you have a food intolerance, we will endeavour to provide meals omitting these ingredients. Due to the possibility of these ingredients being used elsewhere in the kitchen we cannot guarantee any dishes are completely ‘free-from’ specific ingredients.

PERSONAL DETAILS

Medical Conditions You are responsible for your own well-being. However, it would help us to be aware of any medical conditions you may have. Any information you do give us will be treated in confidence.

EMERGENCY CONTACT DETAILS

We would appreciate a contact number for the person you would want us to contact in case there is an emergency whilst you are on retreat.  It is in both of our interests to have this information, and we will only use this in an emergency.  We will not keep this information once your time on the retreat has ended.

ACCOMMODATION REQUIREMENTS

Occupancy Should you wish to share with a friend or relative, please indicate this on your form and we will try to accommodate this. If not, you will be allocated to a room to yourself.

Access Bedrooms are on the first and second floors and accessed by two staircases.

PERSONAL DATA

We will use the personal data that you have provided to fulfil your booking contract and ensure it is kept private and secure, especially where you have shared sensitive data i.e. health/dietary details.  Your information will be held only as long as we need it in relation to this booking.  We will not use your contact data to send you marketing emails. For more information about how we use your data please visit our website and read our Privacy Notice: https://www.white-eagle.org.uk/privacy-notice.  If you would like a copy of our Privacy Notice, please contact us and we will send it to you.

GENERAL INFORMATION

Minimum Age Unless otherwise stated, our retreats are open to those aged eighteen or over.

Arrival And Departure Arrival time is between 2:30 pm and 4:30 pm. On the day of departure we kindly ask that you vacate your room by 10:00 am. Please try to arrive and depart on time to keep disruption to a minimum.

Housekeepers We have a housekeeper and helper to manage the practical matters of running a retreat and ensure your stay is a comfortable one. However, there will be times when you are expected to help yourself and contribute to light household tasks.

Our Right To Refuse We reserve the right to refuse admission, or ask someone to leave, if we believe their behaviour is having a negative impact on the retreat. No refund will be given under these circumstances.

Unreasonable Damages Deliberate damage to the property, its contents or the estate, must be paid for.

Personal Property Please look after your personal possessions as they remain your responsibility at all times. Should you leave anything behind, we will hold it for three months in our Lost Property Box.

Permission To Use Your Image Occasionally, the facilitator may take photographs in the retreat house or surrounding area. Please let him/her know if you do not wish to have your image used on our website, brochures, or books.

Taking Images During Your Stay You are welcome to take photographs in the retreat house and grounds but if they include fellow retreatants, please ask for their permission beforehand. Equally, if someone asks for your permission, please feel free to decline.

DECLARATION

Signature By signing the booking form, you are declaring you are over 18 years old and agreeing to the above terms and conditions. Please retain this sheet for your reference, should you have any queries.

TEMPLE MEETING ROOM (VENUE HIRE)

Contents

1. The Booking and Payment Process
2. Our Rates
3. Function Hours and Accessing the Venue
4. Cancellations, Postponements and Refunds
5. Room Capacity and Overcrowding
6. Health & Safety
7. Breakages or Damages
8. Use of the Venue & Facilities
9. Use of the Equipment
10. Use of the Grounds
11. Advertising
12. Data Protection

1. BOOKING AND PAYMENT PROCESS

Bookings

Booking for the temple meeting room are to be made through venuehire@whiteeagle.org.uk, or through enquiries@white-eagle.org.uk in case of absence.

Booking is for the Temple Meeting Room Only, you are welcome to use the kitchen and Temple café area, coffee machine and toilets.

Please note: You will be required to send us a copy of your Public Liability Insurance when requesting to book the Meeting Room.

Payments

Payments to be made within a week of receiving the invoice from us. In the case that the session is within a week of your booking date, you must pay on the same day that  you receive the invoice.

2. OUR RATES

Hourly booking rate

The minimum booking slot is 1 hour. 30-minute slots can also be booked, providing the minimum booking slot has been met (e.g. 1hr 30 mins). The hire fee is £30 p/h (£15 for additional 30-minute slots).

If booking multiple 1-hour sessions, there is a reduced rate of £25 per hour (£12.50 for additional 30-minute slots).

If booking 6 hours or more in one session, then there is a discounted rate of £20 per hour. 

Set up and pack away time

We offer a free grace period of 30 minutes either side of your booking for you to set up for your activity and pack away afterwards. If more time is needed there will be an additional charge at the aforementioned half hour rate. 

3. FUNCTION HOURS AND ACCESSING THE VENUE

The Meeting Room is available for hire between 9am and 8:30pm (including set up and pack away times). Please ensure you leave at the time your booking ends.

The venue will be opened 30 minutes before your session starts. Should you have any issues with accessing the Temple on your arrival, please get in touch with Mark Pauley on 07884 360 660.

4. CANCELLATIONS, POSTPONEMENTS AND REFUNDS

Cancellations

Should you need to cancel or amend the date of your booking, we require a minimum of one weeks’ notice for you to qualify for a full refund.

If for any reason we should have to cancel your booking, you will receive the option of a full refund or an alternative date.

Amending the date of your booking

Alternatively, you will be permitted to amend your booking date provided you give us a minimum of one weeks’ notice. Please note that we will only be able to transfer your booking to an alternative date if the Temple Meeting Room is available on the proposed date.

5. Room Capacity and Overcrowding

The maximum capacity of the Temple Meeting room is 60 persons.

6. HEALTH AND SAFETY

Should you decide to hire, you will be provided with additional information about our Health and Safety policy.

If there is a fire, please exit the building by the nearest fire exit, the fire service will automatically be alerted, and the White Eagle Lodge will be notified. If you detect a fire, please raise the fire alarm or use the fire equipment.

A First Aid Kit can be found in the temple kitchen.

Safeguarding

Parents and carers must be with children and/or vulnerable adults at all times.

7. BREAKAGES OR DAMAGES

Should any breakages or damages occur to any property in the Temple, please report this to venuehire@white-eagle.org.uk. Alternatively, if a member of staff is present, please inform them of breakages or damage. Please also fill in the damage/breakage notebook, which can be found in the audio/visual (AV) cupboard.

We have a dustpan and brush available should you need to use it after your session.

8. USE OF THE VENUE AND FACILITIES

• New Lands Estate is a non-smoking site, please inform your guests.

• Please do not bring any meat or fish onto the premises. Vegetarian/Vegan foodstuffs are allowed.
• Dogs are not allowed in the temple complex but are welcome on the wider grounds/estate. Please keep dogs on a leash and pick up after them. Guide dogs are welcome across the estate, including the temple.
• If you need to move anything out of the meeting room (e.g. plants), please be aware of Health and Safety. Do not block corridor or fire escape routes. You will be required to return any moved items to the room when your booking ends.
• Please leave the room (and kitchen, if using) as you found it.
• No professional photography of the building without consent.
• You can open the outside doors to let air in if needed, but please make sure they are closed and locked afterwards. 
• You agree not to move or remove any images from the walls of the Temple Meeting Room.
• Please do not use any burning materials (e.g. candles and incense) or strong-smelling products.
• Please do not water the plants.
• Please do not use the main temple building for your activity. Your booking is for the Temple Meeting Room only. However, you are welcome to use the kitchen, café area and toilet facilities.
• Please do not leave children or vulnerable adults alone – they must always be accompanied.

9. USE OF THE EQUIPMENT

• Donations are welcome if using the coffee machine.
• You are welcome to top up milk, which can be found in the kitchen fridge.
• Please load the dishwasher with your used crockery and cutlery, but please do not turn it on. We will do this.
• Please do not leave any drinks near electrical equipment.
• If you require tables in the Temple Meeting Room, please specify this on the Booking Form.
• You are welcome to use the projector and/or sound system (own device to use with projector/sound system is required). Please specify on the booking form whether you will need to use the projector and/or sound system, including cable requirements.

10. USE OF THE GROUNDS

We are very fortunate to have such beautiful spaces here at New Lands, including our gardens and grounds. During your Temple Meeting Room booking, you are welcome to utilise these outdoor spaces providing there are no White Eagle Lodge activities due to occupy the same space at the same time. If you wish to use the gardens and grounds as part of your hire, please check with us at the time of booking by emailing venue@white-eagle.org.ukor by calling 01730 893 300.  We kindly ask that you avoid using the “Chakra Walk” for any specific spiritual activities, however participants are welcome to use it for walks.

11. ADVERTISING We are unable to advertise (offline or online) on behalf of non-White Eagle facilitators and their activities. If you are hiring the Temple Meeting Room, you are welcome to advertise in the Temple café area via posters/flyers during your booking session with us (e.g. on tables etc.). However, please ensure these are removed once your booking has ended.

It must be clear on your advertisements that your activity is NOT a White Eagle Lodge activity, please only use our name as an address and not as part of your activity title.

12. DATA PROTECTION

It is your responsibility to protect the personal data of anyone involved in your hiring session/s while they are on White Eagle Lodge's premises.

You must ensure that you do not leave documents/media that contains personal data in the hiring space or elsewhere on White Eagle Lodge's premises. The White Eagle Lodge does not take any responsibility for the privacy or security of the data on any document/s or other media that you leave behind.

Any personal data that you share with us during this private hire will be kept safe by White Eagle Lodge following various data protection legislation and best practice. For more information about how we hold this type of data please visit our website and read our Privacy Notice: https://www.white-eagle.org.uk/privacy-policy/