Tryst Retreats CIC Terms of Venue Hire

Thank you for considering hiring the Tryst Retreats CIC Group Space. We have some asks and reminders for you to be in agreement with so that we may continue to sustainably offer the space, and for your group experience to go as smooth as possible.

We ask that:

  • you send each of your participants this link – Looking Forward To Hosting You – it explains things to bring for comfort and well-being and how to get here – satnav most often takes you to a neighbour, Callander Holiday Park.
  • you ask your participants to consider car share where possible.
  • two weeks out from your event you confirm:
    • a copy of your schedule so that the running of the centre can continue in a way that is mindful of your presence
    • confirmation of how you would like to use the space – this is so we can schedule the required resource to get the space ready for you and your group
  • at the start of your event participants are briefed on housekeeping by one of the onsite staff before you start

Just a wee reminder:

  • We are a smoke, vape, pet, alcohol and recreational drug free space.
  • We have wi-fi available to facilitators to access online content for their event. Coming to a rural retreat centre is an opportunity for a digital detox and to deepen connection with the Self, other visitors and the beautiful natural environment that we are part of. As such you will not find a television here and wi-fi is not available to guests. If guests need to use a digital device we ask that they do so in their room and away from communal areas. Wi-Fi is switched off automatically during “quiet time” 9pm to 8am.
  • We ask that guests remove their outdoor shoes at the entrance hall before stepping into the homely space.
  • Staff live on site and we have a quiet time policy from 9pm to 8am.

Non-residential Day Events 

  • Hiring times are from 10am to 4pm unless you have agreed otherwise.
  • Participants may arrive up to 30 mins before the agreed start time to allow a settling in and to orientate themselves. Facilitators may arrive up to 1 hour before to set up. We ask that the venue is vacated by participants within 30 mins of the agreed end time of your event.
  • The hire includes group room, lounges, dining facilities (if you have hired a kitchen and arranged a caterer), a range of teas and coffee at the refreshment bar and grounds.

Payment Terms

  • We ask that you pay your remaining balance 2 weeks before your event.

Residential Events

  • The space is available for participants from 4pm of your day of arrival until 2pm on your day of departure, unless you have agreed otherwise. We ask that guests check out of their rooms by 10am.
  • We will be ready to hand over the space to facilitators 2 hours before participants arrive to set up. We ask that the venue is vacated and handed back by 3pm on departure.
  • You have the option of asking us to sell ground floor twin rooms you are unable to fill. If we sell them, the income we receive will be deducted from your amount payable.
  • We do not have the necessary facilities, insurance or local authority permissions for onsite camping. Guests can purchase camping

permits from the National Park Authority to camp offsite in the immediate vicinity – Loch Venachar for instance is a gorgeous place to do so.

Payment Terms

  • Following your 25% deposit we ask that you pay a 2nd 25% payment 12 weeks out, a 3rd 25% payment 8 weeks out and a final 25% payment 4 weeks out. The staged payments allow you to spread your/our risk. The payments are non-refundable.

Catering

  • Your participants are welcome to bring their own meal on a “leave no trace” basis which includes removing waste and rubbish from the site. We have a guest fridge it can be stored in and there is a microwave to warm it up if needed.
  • If you have arranged a caterer we will need their contact details to brief them on the use of the kitchen, the facilities available and our expectations for when they hand it back.
  • If you have not arranged a caterer or hired the kitchen we ask that you do not use it – it is not available for participant general use.

 

Cancellations

  • You can see a copy of our cancellation policy here.

 

Public liability

  • We have public liability insurance. We expect that you have practitioner public liability insurance appropriate to the event you are facilitating.

Thank you for trusting us with your group.

Deep peace to you and your participants

Tryst Retreats Team