Terms and Conditions for Retreats

Please read these terms carefully before booking. By registering, you confirm that you have read, understood and agreed to them.

 

Scope: These terms apply to all retreats you book and pay for through Hipsy. They do not apply to retreats organised through Oost West Centrum; for those, Oost West Centrum’s own terms and conditions apply.

1. Who these retreats are for

  1. Our retreats are for men aged [18]+ who want to do personal work in a group of men.
  2. You join for the whole retreat. Arriving late or leaving early is only possible by prior agreement, as the group process depends on everyone being present from start to finish.
  3. No children or animals are allowed.

2. Booking, payment and cancellation

  1. You register and pay through Hipsy. The full amount is paid at registration, and your place is confirmed once we receive your payment.
  2. What the price includes is described in the information for each retreat. Anything not listed there, such as travel to and from the venue, insurance and personal expenses, is not included.
  3. If you cancel:
      • 60 days or more before the start date: we refund the full amount.
      • 59 to 30 days before the start date: we refund 50%;
      • fewer than 30 days before the start date, or if you do not show up: no refund.
      • The number of days is counted from the date we receive your cancellation in writing (by email) to the first day of the retreat.
      • In all cases, the registration fees charged by Hipsy are not refunded.
      • You may transfer your place to another man, subject to our approval, at no extra cost.
  4. Hotel bookings you make yourself (e.g. extra nights) are between you and the hotel; check their cancellation terms directly.
  5. If we cancel (for example because of too few participants, illness of the facilitation team, or circumstances beyond our control), we refund the full amount you paid us. We are not liable for travel or other costs you have made, which is why we strongly recommend cancellation insurance.

3. Travel and insurance

  1. You organise and pay for your own travel to and from the venue.
  2. Make sure you have a valid ID card or passport (and a visa if required) and travel insurance that covers medical costs. We strongly recommend cancellation insurance as well.
  3. If you would like to explore the area, please plan extra days before or after the retreat. Our gatherings are not tourist trips; any excursions during the retreat are part of the work.
  4. For retreats abroad, bring local currency for personal purchases.

4. How we work: Open Space

We work with the principles of Open Space: we create the programme together, on the spot. Each day we meet in a circle twice (morning and evening), and together we shape the rest of the day around what feels most important in that moment. This asks for your personal engagement: bring your talents, your questions, your feelings and your dreams.

 

The Open Space principles are:

  1. Whoever is there are the right people.
  2. Whatever happens is the only thing that could have happened.
  3. Whenever it starts is the right time.
  4. When it’s over, it’s over.
  5. The Law of Two Feet: if you are not learning or contributing where you are, you are free to move somewhere you can.
  6. Expect the unexpected.

Preparing yourself. The more fully you engage, the more the retreat may bring you. We invite you to tune in during the weeks before and ask yourself: What is my intention? What do I want to achieve? What is my pitfall or my shadow? How can I prepare myself?

5. Facilitators

The facilitation team for each retreat is listed in the retreat information. Illness or scheduling conflicts may mean a listed facilitator cannot attend. To keep the retreat safe and professionally held, we may replace a facilitator, including at short notice. A change of facilitator is not a reason for a refund.

6. Health and wellbeing

  1. Our retreats focus on personal growth and healing in a group. They are not therapy or medical treatment, and our facilitators do not act as therapists or doctors.
  2. If you have a history of mental health conditions (for example a personality disorder, psychosis, bipolar disorder, severe depression, or another psychiatric diagnosis), or are currently in treatment or taking psychiatric medication, please contact us before booking. The Open Space way of working may not suit everyone, and we would like to talk this through with you first.
  3. Please tell us in advance about any physical health conditions, allergies or medication that we should know about. This information stays confidential.
  4. You remain responsible for your own wellbeing throughout the retreat and are free to step back from any activity at any time.

7. Group agreements and conduct

  1. Confidentiality. What other participants share during the retreat stays within the group. You are free to speak about your own experience, but not about anyone else’s in a way that could identify them.
  2. Respect. We treat each other with respect, regardless of faith, background, age or sexual orientation.
  3. Drugs and alcohol. No drugs of any kind are permitted. No alcohol is permitted for the full duration of the retreat.
  4. Local culture. Wherever we are, we are guests; abroad, often in another culture and sometimes another religion. Please respect local customs, rules, dress codes and formalities. Holding rituals or ceremonies in public spaces on your own initiative is not allowed.
  5. Photos. Please do not take photos or recordings of other participants without their consent. If we want to use photos for promotion, we will always ask first.
  6. If a participant seriously or repeatedly breaks these agreements, or endangers the safety of himself or others, the facilitators may ask him to leave the retreat. In that case, no refund is given and any extra costs are his own.

8. Food

The food is mainly vegetarian; depending on the country or venue, fish or meat may sometimes be served. Please tell us about any dietary needs when you book. We will pass them on to the venue, but cannot guarantee that every requirement can be met, so please bring what you need to be sure.

9. Language

The retreat is held in Dutch. If one or more participants do not speak Dutch, the main language will be English.

10. Our values

Our work aims to bring together men of all faiths, backgrounds and ages, and to recognise one another as part of one humanity and one earth. We focus on the heart rather than the mind.

 

These retreats are not a place to promote conspiracy theories or political or ideological agendas. If you raise such views, the facilitators will ask you to leave them outside the circle. If you continue after being asked, you may be asked to leave the retreat without a refund (see section 7).

11. Responsibility and liability

  1. Your participation is entirely at your own risk and on your own responsibility. We do everything we reasonably can to make your stay safe and comfortable, but we cannot take responsibility for your safety, nor for your emotional, physical or financial wellbeing, during or after the retreat.
  2. The retreat can bring up strong emotions and inner processes. You decide for yourself how far you go in any exercise or process, and you are responsible for looking after yourself, including after the retreat has ended.
  3. We are not liable for any damage, injury or loss arising from your participation, including loss, theft or damage to your belongings, and costs arising from travel delays, illness, or circumstances beyond our control.
  4. Where liability cannot be excluded, it is limited to the price you paid for the retreat. This limitation does not apply where the law does not allow it.

12. Privacy

We use your personal details only to organise the retreat and keep you informed about our activities. We do not share them with third parties, other than the venue where needed (for example for room allocation or dietary needs). You can ask us at any time to see, correct or delete your data.

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