Company retreat planning terms

These terms are between your company and the RetreatBird entity named in your written fee confirmation (“we”, “us”). They apply when a company asks us to plan a retreat, offsite or incentive trip. Individual travellers booking a retreat on the marketplace are covered by the terms of service instead.

Everything is done remotely and in writing. The service is:

• Remote sourcing — finding venues that state they can take your group, and putting your dates and questions to them.
• A venue shortlist — the venues, what each said about your dates, and a line-item budget.
• Contract support— going through the venue’s contract with you, putting your questions and changes to the venue, and checking it matches what was agreed in the plan.
• Programme planning — the itinerary: sessions, meals, rooms and transfers, planned with the venue.

We do not operate the retreat. We are not on site, we do not run the venue, transport, catering or activities, and we do not book flights. The venue and any other supplier you contract with operate their part of the retreat under their own contract with you.

The first plan — venues, their answers on your dates and a line-item budget — costs nothing and puts you under no obligation. It is yours to keep whether or not you go any further. Nothing is payable to us unless you ask us to run the booking.

If you ask us to run the booking, our fee is one flat amount for the whole booking, set by the size of your group:

• It is never a percentage of what you spend, and never charged per head. There is no upper limit on group size: 100 people or more is one band, whatever the number.
• The band is set by the headcount you give us when you ask us to run the booking. The amount is confirmed to you in writing before anything is booked, and once confirmed it is fixed for that booking.
• Amounts are in euros. Whether any tax applies is stated in that written confirmation.

• The first half (50%) when you approve the venue shortlist or the itinerary.
• The second half (50%)when you sign the venue’s contract.

Nothing is payable to us before you approve the shortlist or itinerary.

If no venue on the approved shortlist confirms your dates, we put alternatives to you. If you decline those alternatives, we refund the first half of the fee in full within 14 days.

You contract with the venue directly, on the venue’s own contract, and you pay the venue directly. The same goes for any other supplier. We never take, hold or pass on money for the venue, flights or anything else. The only payment you make to RetreatBird is the planning fee above.

The venue’s own terms — its deposit, payment schedule and cancellation policy — are set by the venue and are part of your contract with it. We put them in your plan in writing so you can read them before you commit.

Venues may pay us a commission on a booking we arrange. It is paid by the venue, not by you, and it is not added to your planning fee. If a venue in your plan pays us one, that is written in your plan next to the venue before you approve anything.

Our total liability to you in connection with the planning service is limited to the planning fee you have paid us. We are not responsible for how the venue or any other supplier performs their contract with you. Nothing in these terms limits any liability that cannot be limited by law.

The service runs in writing, start to finish — there is no call at any stage. Your fee band and the two payment points are confirmed to you in writing before anything is booked. That written confirmation names the RetreatBird entity you contract with and, where it differs from this page, it governs.