Terms & Conditions of Sales & Bookings

D&D Retreats (hereafter “we”, “us”, “our”)
By making a booking with us, you accept and agree to these terms.

1. Booking and Payment

  1. A deposit is required at the time of booking to secure your place.

  2. Your booking is confirmed only once the deposit has been received and we have issued a booking confirmation.

  3. The remaining balance must be paid no later than 60 days before the retreat start date to confirm your place.

  4. If the balance is not received by the deadline, we reserve the right to release your place and offer it to another guest.

  5. Deposits are strictly non-refundable, except if we cancel the retreat.

2. Age Restriction

All guests must be 18 years or older at the start of the retreat.

3. Cancellation and Refunds by You

  1. To cancel, you must notify us in writing via email.

  2. Deposits are non-refundable in all cases unless we cancel the retreat.

  3. Cancellations within 60 days of the retreat are non-refundable.

  4. If you cancel more than 60 days before the retreat and have paid more than the deposit, we may, at our discretion, offer a partial credit toward a future retreat.

  5. If we are able to re-sell your place, we may, at our discretion, offer a partial refund minus any costs incurred.

4. Changes and Cancellation by Us

  1. We may cancel or make reasonable changes to a retreat if required, for example due to low numbers, venue issues, or events beyond our control.

  2. If we cancel, you will receive a full refund of all monies paid, including your deposit.

  3. We are not responsible for additional costs such as travel, accommodation, or lost income as a result of cancellation or rescheduling.

5. Accommodation and Room Allocation

  1. Each booking is for one suite for your private group. You will never share with strangers.

  2. We will allocate suites ahead of the retreat and reserve the right to change the suite or configuration if necessary, for example due to maintenance or operational requirements.

  3. Suites include private facilities and are described in the booking information.

  4. Check-in from 3 pm on the first day. Check-out by 11 am on the final day.

  5. You are responsible for any damage caused by you or your party and agree to reimburse repair or replacement costs.

6. Food, Allergies and Dietary Requirements

  1. Meals are prepared by professional chefs with attention to quality and safety.

  2. You must inform us of allergies and dietary requirements at least 14 days before the retreat.

  3. We will make reasonable efforts to accommodate dietary needs, but we cannot guarantee that any dish will be entirely free from specific allergens including nuts, gluten, dairy, soy, shellfish or others.

  4. Guests with severe allergies should consider their own safety and take appropriate precautions, including carrying prescribed medication.

7. Code of Conduct

  1. We aim to provide a welcoming and inclusive environment. Respect for fellow guests, staff and the venue is required.

  2. We may ask a guest to leave immediately if their behaviour causes distress, disturbance or risk to others. In such cases, no refund will be issued.

  3. Alcohol may be enjoyed responsibly. Antisocial behaviour will not be tolerated.

8. Liability

  1. We will provide the retreat with reasonable care and skill.

  2. We are not responsible for loss, damage or theft of personal property.

  3. Except where caused by our negligence, we are not liable for injury, illness or other loss suffered during your stay.

  4. Participation in activities including tabletop gaming and group dining is voluntary and at your own risk.

9. Photography and Media

  1. Guests may take photos and video for personal use.

  2. We may photograph or film during the retreat for promotional use. By booking, you grant permission unless you notify us in writing before arrival.

10. Governing Law

These terms are governed by the laws of England and Wales. Any disputes are subject to the exclusive jurisdiction of the courts of England and Wales.

11. Legal Notice

D&D Retreats is operated by Jamie McGowan, trading as a sole trader.
Business Address: 42 Cambria Close, Caerleon, Newport, NP18 1LF, United Kingdom.
Email: hello@DnDRetreats.com

© 2025 D&D Retreats. All rights reserved.