Terms & Conditions

Payment & Cancellation Policies 
Stays 2024 - 2025

The Retreat Costa Rica family is grateful for your future visit to our little slice of heaven. We suggest you read carefully all the information on this document.

GENERAL TERMS AND CONDITIONS

The Retreat reserves the right to correct an error at any price or services before your stay as well as any update on the hotel website www.theretreatcostarica.com.
The Retreat reserves the right to assign the rooms according to the occupancy and operation. We do not guarantee a specific room upon booking as this is subject to the hotel operation. Special requests are taken into consideration, but they are guaranteed until the check in.
International Bank Transfer payments are only accepted for reservations which arrival day is 15 days away from the time of booking as minimum. Otherwise, payment will be only received through a payment link sent by the sales and reservations department.

PAYMENT & CANCELATION POLICIES

Discounted Rates

• Online as well as Direct Reservations: must be paid in full upon booking, with a nonrefundable but flexible rebooking policy within six months.
• Rates are non-refundable so in case of cancellation, guest will get a credit to reschedule the visit within 6 months, if the below time frames are not followed, the hotel reserves the right to cancel and apply full penalty to the current booking. A written notice is required at least:
  • 7 days prior to the arrival (May 1st – November 30th)
  • 15 days prior to the arrival (January 6th – April 30th | December 1st – December 19th)
  • 30 days prior to the arrival (December 20th –January 5th).

The credit can only be rescheduled once, and it will remain with the same nonrefundable policy even though the new reservation is at non-discounted rate. If the user attempts to modify or cancel a reservation with a past credit applied, will apply full penalty. For rescheduled visits, the rate varies based on the new dates, rates available at the time of rebooking,
etc.

Non Discounted Rates

• Online Reservations: must be paid in full upon booking, with no exception. If the information provided by the user is not valid or the transaction is denied, The Retreat reserves the right to contact the user to update this information and comply with the booking procedure within the next 24 hours, otherwise the reservation will be cancelled by the hotel.
• Direct Reservations: 30% of the grand total as a deposit upon booking and there maining balance is required as follows: 7 days before (May 1st – November 30th), 15 days before (January 6th – April 30th | December 1st – December 19th) and 30 days before (December 20th –January 5th, 2025).

For cancelation a written notice is required as follows:

• Stays from May 1st – November 30th: You may cancel your reservation for no charge up to 7 days before arrival.
• Stays from January 6th – April 30th | December 1st – December 19th: You may cancel your reservation for no charge up to 15 days before arrival.
• Stays from December 20th –January 5th, 2025: You may cancel your reservation for no charge up to 30 days before arrival.

If, after those periods, you cancel for any reason, attempt to modify this reservation, or do not arrive on your specified check-in date, your payment will be non-refundable and fullpenalty applies.
For re-scheduled visits the rate varies based on the new dates, rates available at the time of re-booking, etc.

Early Cancellation Fee and no show (applies to all reservations)
Any guest who changes their departure date prior to originally scheduled or does not show on the check in day shall forfeit the full amount of the reservation.

PAYMENT & CANCELLATION POLICIES FOR ADDITIONAL SERVICES

Conference Room: Once the contract is signed, a 50% deposit is due to secure the space and the remaining balance will be charged 5 days prior the arrival. As far as cancellation, deposits are non-refundable and a written 24 hours’ notice prior to the event is required.Client can reschedule applying the deposit if the meeting is rebooked within 3 months from the original date. After this time the credit expires and cannot be used.

Extra activities, excursions, day passes and transportations: full payment is suggested in some cases at the moment of the reservation for securing the space and all cancellations require a 24 hours’ written notice to avoid penalty.

Vida Mia Spa Policies:

• Payment: is suggested in some cases at the moment of the reservation for securing the space. Please arrive at least 15 minutes prior your scheduled appointment so you can decompress and get prepared for the treatment.
• Cancellation: Treatment times are reserved especially for you. We kindly request that any cancellations or changes to your treatment time be made at 24 hours in advance for single appointments and 48 hours in advance for three or more appointments.
• Our spa facilities are a quiet zone, so we appreciate you to use a low tone of voice in all the spa building to not disturb our other guests’ tranquility. The spa offers lockers available during the guest appointment only.

FORCE MAJEURE

If for any reason beyond the Hotel’s or the individual guest’s reasonable control, including but not limited to civil disorder; disasters; acts of war; acts of God; fires; flood or other emergency conditions; any delay in necessary and essential repairs of the Hotel; the Hotel or the individual guest is unable to perform its obligations under the Agreement, such nonperformance is excused and such party may terminate this agreement without further liability of any nature, upon return of “Client’s” deposit. In no event shall the Hotel or individual guest be liable for consequential damages of any nature for any reason whatsoever.
 

Hotel General Policies

• Children: We are an adult only facility. Children under 16 are not allowed, except for our buyout package, which will require a waiver from the guest. Some considerations can be made on request.

• Smoking: We are a non-smoking facility, evidence of smoking in the guest rooms or common areas will result in a $1,000 cleaning fee.

• Pets: Animals of assistance or guide dogs are permissible, but all other pets are not allowed on property.

• Check in: Upon your check in, an amount of $1500 will be held on your credit card.

• Code of Ethics: The hotel reserves the right to refuse admission and remove from its premises any guest who does not behave within ethical manners and agreeable practices.

• Lockers: In our Spa Vida Mia, we offer lockers available during our client’s appointment only. Once finalized the treatment, please return the key to the reception.

• Spa facilities: Our spa facilities are a quiet zone, so we appreciate you to use a low tone of voice in all the spa building to not disturb our other guests’ tranquility. If this requirement is not respected, the hotel keeps the right to ask you for moving to other hotel facilities and dislodge the spa building.

Please be advised that all the information on this document is subject to change without notice, so please contact the hotel directly for further details.

Group Retreat Policies 2024

The Retreat welcomes groups and full retreat buyouts for a completely customizable experience combining our wellness philosophy with your need to socialize or conduct business. THE RETREAT´s gorgeous facilities host a wide variety of interests, from emotional workshops, yoga, Pilates, health, detox, and fitness in general, to adventure, cooking, educational, arts, and spiritual practices.

Terms, Conditions and Benefits for Groups

• A minimum of 4 nights and 10 guests + the leader is required to access group rates.
• If booking more than 4 nights a 5% discount will be applied to the accommodation rate.
• Group rates are confidential and lower than our public rates allowing the leader to increase profits.
• We promote your retreat as a complimentary service on our website and social networks.
• Group rates are occupancy based (single, double, or triple) and we do not charge extra for our premium rooms or Luxury Lofts. The Luxury Lofts are available only when booking more than 12 rooms.
• With group rates, the other hotel services remain open to external guests during the hotel's regular schedule: Spa, restaurant, yoga studio, and day passes, etc.
• If booking from 16-18 rooms, the group has free access to the yoga studio at the time of preference. Less than 16 rooms, the yoga studio will be available for the leader from 9:30am- 3:30pm and from 5:30pm-8:00pm (each case can be reviewed individually).
• Our meals serving time is scheduled by the hotel and cannot be readjusted (See schedule per meal on page 4 of this document)
• Group rates are not valid for the holiday season (Dec 16th – January 8th)

Group Incentives

• A special 40% discount over the meals included rack rate for site inspection before the group’s visit (prices vary according to the season, please contact the hotel for a personalized quote).
• With a minimum of 15 paying guests, the main leader (1) receives the stay on a complimentary basis with 3 meals included and the co- leader (2) receives a 45% discount on the meals included rate.
• From 10-14 guests the main leader (1) receives a 50% discount over the meals included room rate and the co-leader pays rack rate.

Additional Discounts:
✓ Spa Treatments, onsite activities such as (Cooking classes, Guided Hike, Tea Tasting, Yoga Class, etc) and tours & excursions: 10% if booked prior the arrival date / 5% for group participants in house.

Room distribution for groups:

• 11 rooms in single or double occupancy with 1 king-sized bed
• 4 double rooms with 2 twin sized beds or 1 king sized bed.
• 3 double rooms with 2 queen beds and a sofa bed each, option to make this room triple.

Additional services that can be booked with and additional value:

• Spa treatments
• Tours & Excursions
• Transportation (the rate varies according to the number of people sharing a car).
• Yoga classes.
• Guided nature hike.
• Tea Tasting
• Wellness cooking classes
• Conference room (maximum capacity of 15 people).

Group Rates Per night plus 13% tax

Payment Policy (2024)

To secure the space, a guaranteed deposit of $200 USD per room is required (non-refundable).

The remaining balance is required as follows:

• 90 days prior the arrival: 30% of the grand total of the reservation.
• 60 days prior the arrival: 50% of the grand total of the reservation.
• 30 days prior the arrival: Remaining balance is on due.

Group Cancellation Policy (2024)

In case the group reservation is cancelled a 10% fee will be deducted for bank and administrative fees with no exception.

• 89 – 61 days prior arrival date 40% penalty of the first payment.
• 59 – 31 days prior arrival date 100% penalty of the first and second payment.
• Cancellation of rooms 60 days prior the arrival date will incur a charge of $390 per room.
• From 30 days prior the arrival to NO SHOW: 100% penalty for total reservation.

Cancellation Policy for Extra Services: All cancellations require 48 hours written notice to avoid penalty.

Early Cancellation Fee: Any guest who changes their departure date prior to originally scheduled shall forfeit the full amount of the reservation.

No Show Policy: Subject to forfeit full payment.

Force Majeure: If for any reason beyond its control, including, but not limited to, strike, labor dispute, accident, act of war, act of God, fire, flood, earthquake, severe weather conditions or other emergency condition, the Hotel is unable to perform its obligations under this Agreement, such non-performance is excused and the Hotel may terminate the Agreement without further liability of any nature, upon return of the Patron’s deposit(s). In no event shall the Hotel be liable for indirect or consequential damages of any nature for any reason whatsoever.

Vida Mía Spa Policies 2024 - 2025

The full deposit (non-refundable) is required at the moment of the reservation for securing the space.
Please arrive at least 15 minutes prior your scheduled appointment so you can decompress and get prepared for the treatment.

Cancellation: Treatments are reserved especially for you, we kindly request that some cancellations or changes of your treatments be made at least 24 hours prior to the appointment. Treatments cancelled after 24 hours prior to the booking will incur a 100% penalty. Client can reschedule applying the deposit within 3 months from the original date of visit. After this time the credit expires and cannot be used.

If you arrive more than 15 minutes late, the booking will be automatically cancelled and might be re-scheduled only if the spa agenda permits, otherwise it would apply a 100% penalty. In case of late arrivals, the lost time of treatment will not be made up and therefore will be deducted from the total length of the treatment you booked.

Lockers: In our Spa Vida Mia we offer lockers available during our client’s appointment only. Once finalized the treatment, please return the key to the reception.

Spa facilities: The Spa facilities are open from 9:00am-8:00pm (Restaurant Gratitude opens at 11:00am). Our spa facilities are a quiet zone, so we appreciate you to use a low tone of voice in all the spa building to not disturb our other guests’ tranquility. If this requirement is not respected, the hotel keeps the right to ask you for moving to other hotel facilities and dislodge the spa building.