Booking Terms and Conditions
Words and Water: Reading Retreat
Please read these Terms and Conditions carefully before booking your Retreat. By completing a booking, you confirm that you have read, understood and agreed to these Terms and Conditions.
These Terms and Conditions apply to bookings made directly with Words and Water (“Reading Retreat”, “we”, “us” or “our”) for Words and Water reading retreats.
Nothing in these Terms and Conditions affects your statutory rights as a consumer.
1. About Words and Water
Words and Water provides relaxed residential experiences centred around books, reading, authors, beautiful places and time away from everyday life.
A Retreat may include accommodation, meals and refreshments, author events, reading sessions, yoga/soundbath sessions, walks, visits to independent cafés or bookshops and other activities or experiences. The specific inclusions for each Retreat will be described in the relevant Retreat information provided at the time of booking.
We will take reasonable care to ensure that the Retreat is delivered substantially as described. However, individual elements may occasionally need to change for the reasons set out in these Terms and Conditions.
2. Booking and Payment
Your booking is not confirmed until we have received the required payment or deposit and sent you confirmation of your booking. By making a booking or paying any amount towards the Retreat, you confirm that you have read, understood and agreed to these Terms and Conditions.
For the February 2027 Retreat, a £250 deposit is payable when you book. The £250 deposit is non-refundable, subject to any statutory rights you may have and any circumstances where we are required by law to refund it.
For bookings made between the launch date of 1 September 2026 and 27 November 2026, the remaining balance is payable by 27 November 2026.
For bookings made on or after 27 November 2026, the full Retreat fee is payable at the time of booking.
If the balance is not paid by the required date, we will contact you to request payment. If payment remains outstanding after reasonable notice, we reserve the right to treat the booking as cancelled by you and apply the cancellation terms in Section 3.
You will not be entitled to attend the Retreat unless the full Retreat fee has been paid
14-day cancellation period
Because the Retreat is a leisure service provided on specific dates, the statutory 14-day cancellation period does not apply to this booking.
3. Cancellation by You
If you need to cancel your booking, you must notify Words and Water in writing as soon as possible.
The date on which your written cancellation is received by us will determine which cancellation terms apply.
More than 12 weeks before the Retreat
If we receive your cancellation before 27th November 2026, you will receive a refund of payments received from you, minus the £250 non-refundable deposit.
Between 8 and 12 before the Retreat
If we receive your cancellation between 27th November 2026 and 24th December 2026, you will receive a refund of 50% of the total Retreat fee, minus the non-refundable deposit.
If we receive your cancellation between 27 November 2026 and 24 December 2026 (inclusive), you will receive a refund of 50% of the total Retreat fee, less the £250 non-refundable deposit.
8 weeks or less before the Retreat
If we receive your cancellation on or after 25th December 2026, no refund will ordinarily be due, subject to any statutory rights you may have.
The cancellation charges above are intended to reflect the limited availability of Retreat places, the advance commitments we make to accommodation providers, venues, catering providers and other suppliers, and the difficulty of reselling a place at short notice.
We strongly recommend that you take out appropriate travel insurance at the time of booking to cover circumstances which may prevent you from attending, including illness, travel disruption, bereavement and other unforeseen circumstances.
Transfer to another person
Bookings are strictly non-transferable and may not be transferred or assigned to another person.
Transfer to another Retreat
Bookings cannot be transferred to another Words and Water Retreat. Any new booking will be subject to availability and the applicable price and Terms and Conditions for that Retreat.
4. Cancellation or Changes by Words and Water
We will use reasonable endeavours to ensure that your Retreat takes place on the advertised date and at the advertised location.
However, we may need to cancel, postpone, rearrange or make changes to a Retreat where this is reasonably necessary, including because of:
circumstances beyond our reasonable control;
severe weather or other environmental conditions;
illness or incapacity of key personnel;
the unavailability of an essential venue or accommodation;
failure or significant change by a supplier;
safety concerns;
government restrictions or other legal requirements; or
insufficient bookings to make the Retreat commercially viable.
We will notify you as soon as reasonably practicable if a significant change, postponement or cancellation becomes necessary.
If we cancel the Retreat
If we cancel the Retreat before it begins and you are not offered an acceptable alternative, we will refund the payments we have received from you for the cancelled Retreat, less any amounts already refunded, subject to any statutory rights you may have.
We will not ordinarily be responsible for costs you have incurred independently of Words and Water, such as travel arrangements, travel insurance or other consequential expenses, except where we are legally responsible for those costs.
If we postpone the Retreat
If we postpone a Retreat to a different date, we will offer you the opportunity to transfer your booking to the replacement date or receive any refund to which you are legally entitled. Where appropriate, we may also offer an alternative Retreat.
Change of location
If the Retreat is moved to another location on the same date, we will endeavour to provide reasonable advance notice.
Where the replacement location is within 20 miles of the originally advertised location, we will regard this as a change of location rather than a cancellation of the Retreat.
Where the replacement location is more than 20 miles from the originally advertised location, we will notify you and ask you to confirm whether you wish to continue with the booking. If you do not wish to continue because of the change, we will provide any refund to which you are legally entitled.
Changes to individual elements
We may make reasonable changes to individual elements of a Retreat where necessary, including changes to activities, walking routes, meal arrangements, venues, accommodation arrangements, timings, speakers or authors, local partners or other suppliers.
We will endeavour to maintain the overall character and quality of the Retreat. A change to an individual element will not automatically entitle you to a refund, unless applicable law provides otherwise.
5. Accommodation
Where accommodation is included, the accommodation provided will be described in the Retreat information and booking confirmation.
For the February 2027 Retreat at Thorney How, your booking confirmation will specify the room type and any other accommodation details relevant to your booking.
Due to the individual nature of the properties we use, rooms, facilities and layouts may vary.
Guests must comply with reasonable rules and requirements of the accommodation provider and must treat the property, furnishings and facilities with reasonable care.
Guests may be responsible for the reasonable cost of repairing or replacing property damaged by them through deliberate, reckless or negligent behaviour. Where a third-party accommodation provider or other supplier charges Words and Water for damage caused by a guest, we reserve the right to recover the reasonable cost from the guest responsible.
Guests must observe any stated check-in and check-out times.
Please contact us before booking if you have specific accessibility, mobility or accommodation requirements. We will provide information reasonably available to us about the accommodation, including relevant accessibility information, before booking.
When booking a twin room, you must provide the full name of the person you intend to share the room with. Your twin-room booking will only be confirmed once both guests have completed their bookings. If your nominated room-sharing guest does not book, we will contact you to discuss your booking and, if an alternative arrangement cannot be agreed, your booking may be cancelled.
6. Travel and Travel Insurance
Travel to and from the Retreat location is not included in the Retreat price and is your responsibility.
Guests are responsible for arranging their own travel to and from the Retreat and for ensuring that they allow sufficient time to arrive and depart.
Words and Water does not provide guest transport. Due to our insurance arrangements, we are unable to transport guests in our own vehicles.
We may provide details of local taxi firms or other transport providers where appropriate, but any transport arranged with such providers is at your own cost and subject to the provider’s own terms.
We strongly recommend that you arrange appropriate travel insurance at the time of booking. Your insurance should cover circumstances which may prevent you from attending, as well as appropriate cancellation, travel disruption, medical and personal belongings cover.
7. Activities and Participation
Retreats may include walks, visits, reading sessions and other activities. The activities included in each Retreat will be described in the relevant Retreat information.
Participation in activities is optional unless expressly stated otherwise. You may choose which activities, if any, you wish to join.
Unless expressly stated otherwise, our activities are informal experiences and are not professionally guided walks, outdoor instruction, specialist training or educational courses.
We will provide information reasonably available to us about activities, but you remain responsible for deciding whether the Retreat and its activities are suitable for your health, fitness, mobility and circumstances.
If you have a medical condition, injury, accessibility requirement or other circumstance that may affect your ability to participate safely or comfortably, please contact us before booking so that we can discuss the suitability of the Retreat with you.
Independent Time
The Retreat includes periods of free time and guests are welcome to spend this time as they wish.
If you choose not to participate in an organised activity, or choose to leave the Retreat accommodation or explore independently, you are responsible for making appropriate decisions about your own safety and wellbeing.
Please take particular care when walking or exploring unfamiliar areas and follow any relevant local guidance.
8. Walking and Outdoor Activities
Some Retreats include walks on public footpaths, trails, roads, pavements or other outdoor routes.
Walking routes may include:
uneven or slippery ground;
mud;
steps;
tree roots;
hills or steep sections;
low branches;
changing surfaces;
roads or road crossings; and
other natural or environmental hazards.
Weather and ground conditions can change the nature and difficulty of a route.
You should wear appropriate footwear and clothing and bring any personal medication or equipment you may require.
You must take reasonable care of your own safety and follow reasonable safety instructions given by Words and Water or any activity provider.
You may choose not to participate in an activity if you do not consider it suitable for you.
9. Severe Weather and Travel
Travel Conditions
The Retreat will ordinarily go ahead in a range of weather conditions. The Lake District can experience severe winter weather, including snow, ice, flooding and hazardous road conditions, particularly during the winter months. Guests are responsible for making their own travel arrangements and assessing whether they are able to travel safely to the Retreat.
If severe weather or other circumstances make it necessary for us to cancel or materially change the Retreat, we will notify you as soon as reasonably practicable and explain the options available to you, which may include rescheduling or a refund.
Choosing not to travel due to weather or road conditions does not, by itself, entitle you to a refund. We strongly recommend that you arrange appropriate travel insurance covering cancellation and travel disruption.
Activities
Retreat activities may take place in a range of weather conditions.
We will generally endeavour to continue with outdoor activities where conditions remain reasonably safe.
If severe weather or other environmental conditions make an activity unsafe or impractical, we may alter or shorten a route, replace an outdoor activity with an alternative, change the timing of an activity, move an activity indoors, postpone an activity or cancel an activity.
We will endeavour to provide a suitable alternative where reasonably possible. If circumstances require cancellation or significant alteration of the Retreat itself, Section 4 will apply.
10. Meals, Food and Dietary Requirements
Where meals or refreshments are included, please provide details of any dietary requirements, allergies or intolerances when booking and notify us of any changes before the Retreat.
Where we receive reasonable advance notice, we will endeavour to work with our accommodation, venue or catering partners to provide suitable alternatives.
However, food may be prepared by third parties and we cannot guarantee an entirely allergen-free environment or that food will not contain traces of allergens.
You remain responsible for informing us of relevant allergies and dietary requirements and for making appropriate decisions about food provided to you.
If you have a severe or potentially life-threatening allergy, please contact us before booking so that we can discuss whether the particular Retreat is suitable for you.
11. Authors and Guest Speakers
Where an author, speaker or other guest is advertised as attending a Retreat, we will make reasonable efforts to ensure that they attend.
However, attendance may be affected by illness, travel disruption, personal circumstances or other circumstances beyond our reasonable control.
If an advertised author or speaker becomes unavailable, we will endeavour to arrange an appropriate alternative where reasonably possible and will keep you informed of significant changes.
The non-attendance of an advertised author or speaker will not automatically entitle you to a refund, although any statutory rights you may have will remain unaffected.
12. Event Partners and Third-Party Providers
Retreats may involve independent accommodation providers, venues, cafés, bookshops, caterers, activity providers or other local businesses.
We will take reasonable care in selecting and working with third-party providers.
Where a third party provides part of the Retreat, that service may also be subject to the provider’s own reasonable terms and requirements.
Nothing in these Terms and Conditions limits any rights you may have against Words and Water where applicable law makes us responsible for the performance of the Retreat or part of it.
13. Photography and Filming
Photography and short-form filming may take place during Retreats to record and promote the Words and Water experience.
Images and footage may be used on our website, social media, newsletters and other Words and Water promotional channels.
We will endeavour to capture guests respectfully and sensitively.
When booking, you will be given the opportunity to tell us if you do not wish to appear in identifiable photographs or videos used for promotional purposes. If you subsequently change your preference, please let us know as soon as possible and we will take reasonable steps to respect your updated preference.
Our processing of personal information and images is subject to our Privacy Policy.
14. Respectful Behaviour
We want every Retreat to be welcoming, inclusive and enjoyable for all guests.
Guests are expected to behave respectfully towards other guests, Words and Water staff, accommodation providers, suppliers and members of the public.
We reserve the right to ask a guest to leave a Retreat, without refund, where their behaviour is abusive, threatening, discriminatory, violent, unsafe, seriously disruptive or otherwise materially affecting the safety, wellbeing or enjoyment of other guests or staff.
In serious circumstances, we may terminate a guest’s participation immediately.
Where we reasonably require a guest to leave because of their behaviour, the guest is responsible for arranging and paying for their onward travel and accommodation.
15. Personal Belongings
You are responsible for your personal belongings throughout the Retreat.
Words and Water accepts no responsibility for any loss, theft or damage to personal belongings, except where we are legally responsible.
Please keep valuables secure and take appropriate insurance cover for valuable possessions.
Lost Property
If you leave an item behind at the Retreat, please contact us as soon as possible.
Where lost property is found, we will make reasonable efforts to arrange its return. Any postage, courier or other delivery costs will be your responsibility.
We cannot guarantee that lost property will be recovered or returned. It is your responsibility to check your room before vacating at the end of the Retreat.
16. Age
Retreats are intended for adults aged 18 years and over.
17. Dogs and Assistance Animals
Dogs and other pets are not permitted at Retreats.
Assistance animals may be accommodated by prior arrangement, subject to the suitability of the particular accommodation, venue and circumstances of the Retreat.
Please contact us before booking if you intend to attend with an assistance animal.
18. Accessibility and Additional Needs
We want our Retreats to be as accessible as reasonably possible.
However, our Retreats take place at a variety of properties and venues, and not every location will be suitable for every accessibility or mobility requirement.
If you require particular facilities, or assistance, please contact us before booking.
We will provide information reasonably available to us about the accessibility of the relevant Retreat and will discuss reasonable options with you.
Because we rely on the physical characteristics and facilities of third-party properties and venues, we cannot guarantee that a particular Retreat will meet every individual requirement.
19. Health and Personal Responsibility
Guests are responsible for taking reasonable care of their own health and safety throughout the Retreat.
This includes making appropriate decisions about participating in activities, walking routes, weather conditions, food and drink, alcohol consumption, medication, personal mobility and other circumstances encountered during the Retreat.
Please bring any medication, medical equipment or other personal items you may require.
If you become unwell or injured during a Retreat, please inform a member of the Words and Water team as soon as reasonably possible.
Health Information
You should tell us before the Retreat about any medical condition, allergy, mobility limitation or other circumstance that may reasonably affect your ability to participate safely or comfortably.
If your circumstances change between booking and the Retreat, please let us know as soon as reasonably possible.
You are responsible for bringing any medication or medical equipment you may require.
20. Liability
Words and Water will provide the Retreat with reasonable care and skill.
Nothing in these Terms and Conditions excludes or limits any liability which cannot legally be excluded or limited.
In particular, nothing in these Terms and Conditions excludes or limits liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability which cannot lawfully be excluded or limited.
Subject to the above, and to any additional rights you may have under applicable law, you are responsible for making reasonable decisions regarding your own health, safety and personal belongings during the Retreat.
Where services are provided by third parties, our liability will be determined in accordance with applicable law and any statutory protections that apply to the Retreat.
21. Privacy and Personal Information
We collect and process personal information in order to administer your booking, process payments, communicate with you about your Retreat, make reasonable arrangements for dietary, accessibility or other requirements, and gather feedback about your experience.
We may need to share relevant information with accommodation providers, venues, caterers, activity providers, payment providers or other service providers where this is necessary to organise and deliver your Retreat.
We will handle your personal information in accordance with applicable data protection legislation and our Privacy Policy.
You can read our Privacy Policy via the “Privacy Policy” button on our website.
If you wish to request access to, correction of or deletion of personal information we hold about you, please contact hello@wordsandwater.co.uk with “GDPR request” in the subject line.
22. Complaints
If you have a problem during your Retreat, please tell a member of the Words and Water team as soon as reasonably possible so that we have a fair opportunity to try to resolve the issue while you are still attending.
If your complaint cannot be resolved during the Retreat, please contact us in writing at hello@wordsandwater.co.uk with “Complaint” in the subject line.
We will consider your complaint and respond within a reasonable period.
Nothing in this section limits any statutory rights you may have.
23. Statutory Rights
Nothing in these Terms and Conditions limits or excludes any rights or protections you may have under applicable consumer law or other legislation.
24. Changes to These Terms
We may update these Terms and Conditions from time to time for future bookings.
The Terms and Conditions applicable to your booking will be those provided to you at the time you make your booking, unless a change is required by law or is otherwise agreed with you.
25. Severability
If any provision of these Terms and Conditions is found to be invalid, unlawful or unenforceable, that provision will be treated as modified or removed to the minimum extent necessary, and the remaining provisions will continue to apply.
26. Governing Law and Jurisdiction
These Terms and Conditions are governed by the law of England and Wales.
If you are a consumer, you will also retain the benefit of any mandatory protections and rights available to you under the law applicable to your place of residence.
Nothing in these Terms and Conditions prevents you from bringing proceedings in a court which has jurisdiction to hear your claim.
27. Contact
If you have any questions before booking, including questions about accommodation, accessibility, dietary requirements, activities or whether a particular Retreat is suitable for you, please contact us before completing your booking.
Words and Water
Email: hello@wordsandwater.co.uk
Website: wordsandwater.co.uk
By completing your booking, you confirm that you have read, understood and agreed to these Terms and Conditions.