Questions to Ask Before Booking a Retreat

Before you pay a deposit, ask what the total cost is, what happens to your money if you or the organiser cancel, who leads the sessions and what they are qualified in, how many guests there will be, and how you get there. A well-run retreat answers all of these in writing before you book.

Why ask questions before booking?

Retreats vary a lot. Two weeks that look the same in photos can differ in group size, what is included, how qualified the teachers are and how flexible the booking terms are. Below are the questions we think every guest should ask, with the answers we give at SOLARA, so you can see what a clear answer looks like.

What is the total cost, including extras?

Ask for the full price per person and a list of what isn't included. Our prices are per person, in euros, and include VAT and local accommodation and tourist taxes. Each retreat page lists what is and isn't included. Flights, travel insurance and optional activities are not included. Transfers are the only extra offered at checkout: the shared airport shuttle for Coastline Flow is €45 each way, for example, while airport transfers in Bali are included.

How much is the deposit, and is it refundable?

Our deposits are shown on each retreat page and are usually €350 to €500 per person. They are not refundable, except when SOLARA cancels the retreat. If you cancel more than 60 days before arrival, you can move your deposit once to another retreat within 12 months.

When is the balance due?

The balance is due 60 days before arrival for our European retreats and 75 days before for Bali. We send reminders 14 days and 3 days before the due date. If you book inside that window, you pay in full when you book.

What happens if I need to cancel?

Ask for the exact terms, in days before arrival. Ours are:

• More than 60 days before arrival: the deposit is retained, or you can move it once to another retreat.
• 30 to 60 days before arrival: 50% of the total price is retained.
• Less than 30 days before arrival: no refund.

You can also transfer your place to another person free of charge up to 14 days before arrival, or move to a different retreat once, free of charge, up to 60 days before. This is why travel insurance with cancellation cover matters.

What happens if the organiser cancels?

This is the question many guests forget. If SOLARA cancels a retreat for any reason, you can choose a full refund of everything paid to us within 14 days, or a transfer to another retreat. We are not responsible for flights, so we recommend flexible tickets.

How many guests and facilitators will there be?

Our groups are usually between 10 and 16 guests, depending on the retreat and the property. Coastline Flow is capped at 14, Words by the Sea at 10. Each retreat lists its facilitators, and a SOLARA host is on site for every retreat as well.

What are the facilitators qualified in?

Ask for specific qualifications, not just years of experience. Our facilitator profiles list them. Inês Duarte holds an E-RYT 500 with Yoga Alliance, Marcus Hale has completed MBSR teacher training, and Sofia Brandt is an International Mountain Leader (UIMLA) and Wilderness First Responder. If a retreat touches on mental health, also ask what it is not. Our meditation and breathwork weeks are not therapy and are not a substitute for medical or psychological care.

What does a typical day look like?

Ask to see the full itinerary and which parts are optional. On our retreats every session is optional. Weather or local conditions sometimes mean we move or swap sessions, and we always explain why and offer an alternative.

Which meals are included?

Count the meals. Coastline Flow includes 14: 5 breakfasts, 3 lunches, 1 picnic lunch and 5 dinners. Lunch on arrival day is not included on most retreats. Ask how dietary needs are handled. We cater for vegetarian, vegan, gluten-free and dairy-free diets, but our kitchens are not allergen-free, so tell us about allergies when you book.

Is my room private or shared, and what about the bathroom?

Our shared rooms are twin rooms with two single beds. Most have a private bathroom, but the twin rooms at Sjövik Lodge in Sweden share a bathroom between two rooms. Private rooms are priced per person, with no hidden single supplement.

What is the accessibility like?

Ask for specifics rather than "accessible" or "not accessible". Monte da Luz has four ground-floor rooms with step-free access, but gravel paths and a 10 cm step into the shala. Rumah Tirta is built on a slope with no step-free route to the pavilion. Please contact us before booking so we can talk through your needs.

How do I get there from the airport?

Ask where transfers leave from and what time you need to land. For Coastline Flow, the shared shuttle leaves Lisbon Airport at 12:30, so you need to land by 11:30. In Bali, private transfers run between 08:00 and 20:00. Each destination page has the full travel details.