Terms and Conditions for all bookings
CONTENTS
1. DEFINITIONS
2. ACCEPTANCE & RESPONSIBILITY
3. CHECK IN/ OUT
4. BOOKING
5. CHILDREN
6. FACILITIES AND ACCOMMODATION
7. CANCELATION OR VARIATION BY ORGANISER
8. COVID-19
9. SECURITY BOND
10.CATERING
11.ORGANISERS RESPONSIBILITIES
12.PARTIES AND NOISE
13.SAFETY AND AMENITY
14.LINEN
15.LOST PROPERTY
16.PROBLEMS OR COMPLAINTS
1. DEFINITIONS
“Booking,” means the period for which you have paid to stay at the Property.
“Property” means The Open Mind Space ‘Sunquncha Temple Retreat' NSW and all its fixtures, fittings and equipment.
“Management” means the owners and managers of the Property.
"Guests" mean the persons who stay overnight in the Property during the Booking.
“Organiser” means the person making the booking in the case of any group booking. In the case of a single person booking, the Organiser is also the Guest. Organisers are responsible for their guests and, in the case of a Retreat, for the running of their classes etc. Any reference to ‘you’ in this document means the Organiser and their guests for whom the organiser is financially liable during the booking. The Open Mind Space is in contract only with the Organiser. The Organiser is in contract with their Guests.
“Retreat” means classes, workshops or other programs provided by an organiser for their guests, with the explicit permission of The Open Mind Space. A retreat may be a single day with no overnight stay or may include overnight stays two nights or more.
“Visitor" means a person an Organiser permits to visit the Property during the day during the Booking. There is a charge for visitors. If a visitor says overnight they are a guest.
2. ACCEPTANCE & RESPONSIBILITY.
2.1. Payment of the Deposit constitutes a contract between the Organiser and The Open Mind Space and your acceptance of these Terms and Conditions.
2.2. You acknowledge and consent that The Open Mind Space can collect and keep personal information about you, including your name, address, credit card or payment details, email address and telephone number. You further acknowledge The Open Mind Space may also need to disclose your personal information as required by law, or in order to fulfill our contractual obligations with another as determined as reasonably necessary to review, maintain or improve functions, activities or services relating to the design or delivery of your booking.
2.3. We recommend all guests purchase travel insurance since Management is not responsible for any injuries, illness or accidents that may occur prior to arrival or whilst staying at our property.
2.4. We recommend all organisers purchase public liability and professional indemnity insurance since Management is not responsible for any injuries, illness or accidents that may occur prior to arrival or whilst staying at our property.
2.5. You acknowledge and agree to not share the specific address of the property in any way other than with guests or services associated with your event. This includes but is not limited to social media, websites, posters and other marketing material. We reserve the right to immediately cancel your booking if the property address is publicly shared.
3. CHECK IN/ OUT
3.1. Check in time for a Retreat Organiser is not before 14.00 the day prior to event. Check out time for retreat guests using tent accommodation is 17.00 on final day of multi day retreat.
3.2. Early Arrival / Late departure may be requested and is subject to prior arrangement and availability. Extra charges may apply.
3.3. You must notify Management of expected arrival / departure times at least 1 week prior.
4. BOOKING
4.1. A 20% deposit is required to secure facility booking & 30% deposit to secure catering. An invoice will be sent with credit card or bank transfer options.
4.2. A booking/catering is never confirmed until deposit payment is received.
4.3. The minimum number of tents hired is 3 for multi-day events. This will be charged as a minimum, regardless of the final number of guests.
4.4. Minimum nights stay policy of 2 nights and this will be charged as a minimum for a multi-day booking.
4.5. Full payment is required 28 days prior to arrival.
4.6. If full payment is not received on time your booking will be cancelled automatically without notice or liability to you and no refund of deposit will be provided.
4.7. If booking is made within this 28 day period full payment is required to secure the booking.
4.8. Payments of the amount due must be received in Australian Dollars net of any bank or other transaction charges.
5. CHILDREN
5.1. We reserve the right to limit the number of children depending on number of adults present and the nature of the event.
5.2. No Children under the age of 14yrs are allowed to stay in retreat tents due to safety.
6. FACILITIES AND ACCOMMODATION
6.1. Accommodation pricing is based on a maximum of 2 people per tent. 7x 5m Glamping Bell tents available. Each tent contains:
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2x king single beds incl: mattress, linen, doonas, extra blanket (pillows to be supplied by guests).
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1x camp stove fire place. (seasonal)
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1x rechargable light
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1x tissue box
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2x hot water bottles (seasonal)
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2x umbrella (seasonal)
6.2. Included facilities for Hirer and participants are:
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the 10m Dome, it's surrounding deck and grassed area,
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2x waterless toilets with toilet paper and hand washing area,
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Internal dome fireplace & supplied firewood,
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Air conditioning in the dome,
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Yoga props: Bolsters (18), Straps (18), Blocks (18) and Yoga Mats (18),
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Dome blankets (18)
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Bluetooth Speaker
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Outdoor fire pit with bench seats
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Filtered rain tank water for drinking
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Standard sized fridge for food storage
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Sealed Common Food Storage Area for Guests (no open food in tents)
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2x large trestle tables with bench seats
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Cutlery & Plates for up to 20ppl + Serving Plates & Utensils
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2x Dispenser Thermos (eg for tea, hot water)
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2x Showers
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The hirer has access to two private rooms with queen bed in each the night prior, during and one night post event included in the hire fee.
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Live-In Managers for on site support.
6.3. Exclusions
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Use of candles outside of containers or naked flame is NOT permitted during your booking. If using incense, please let us know prior to your event, bring your own and ensure you are implementing safety first. Any incense MUST be in a vessel and any spillage will incur an additional cleaning fee. It's your responsibility to make sure any flammable material has been extinguished and any ash has been cleaned up before you leave the space.
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We do not provide marketing of any kind.
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We do not provide a client booking service.
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We do not supply Wi-Fi in the Dome. There is 4G coverage on the property for most service providers. *No service for Vodafone.
Alcohol or smoking is not permitted anywhere on the property. Illicit substances or any 'medicines' not readily available to the general public including but not limited to Rapé, Psilocybin, Mapacho, Ayahuasca, Kambo are not permitted on the property.
6.4. Out of Bounds Areas:
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You are not permitted to access any areas labelled 'Staff Only'.
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You are not permitted to access any machinery or on site vehicles unsupervised.
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You are not permitted to access any buildings, residential houses or sheds not associated with the retreat space.
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You are not permitted to access any tents or facilities if not hired by you.
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You are not permitted to access any part of the property between the residential houses & The Bucketts Way road.
7. CANCELATION OR VARIATION BY ORGANISER
7.1. If you wish to vary or cancel your booking, please contact us immediately by email to hello@theomspace.com.au
7.2. There is a 48hr cooling off period after booking/agreement signing where all monies are refundable.
7.3. After the initial 48hr cooling off period your 20% facility deposit & 30% catering deposit is non-refundable in the event of a cancellation.
7.4. No money refundable in the event of a cancellation made within 28 days of the booking date.
7.5. A variation of the Booking which reduces the number of nights stay or changes the dates will incur an administration charge of $150.
7.6. An administration charge of $150 will be charged for any other type of variation.
7.7. If you have paid more than the deposit or paid in full and cancel your booking you will be refunded the additional amount (subject to the above clauses).
7.8. Should you be eligible for a refund it will be made through your chosen payment method at time of Booking.
7.9. Guests are responsible for taking out travel and health insurance and checking with their provider to ensure that they have adequate coverage, should they not be able to attend for any reason.
7.10. The Open Mind Space Retreat may become unavailable for your occupancy due to unforeseen circumstances beyond our control (force majeure) such as war, strife, civil disobedience, strikes, terrorist activity, fires, floods, other natural disasters, public health orders etc. No compensation or refund will be made in these circumstances, unless The Open Mind Space is able to recover any related sums from their own insurer. In the event of cancellation arising from circumstances beyond our control, sums recovered by us will be distributed equitably to the organiser.
7.11. If such cancellation is NOT due to circumstances beyond our control, we will endeavour to transfer your payment as a credit to alternative dates OR, if suitable dates cannot be found, we will provide a full refund.
7.12. In case of no show full fees are still due.
8. COVID 19
8.1. A credit for booking will be provided, for the time being, in the following circumstances:
8.1.1. Cancellation of Booking or reduction or variation of guests due to an unforeseen change to the NSW Public Health Order (e.g. enforced lockdowns, restrictions on amount of participants or travel).
8.1.2. Interstate guests unable to attend due to unforeseen and enforceable restrictions from their State or Territory Government (does not apply to unenforceable advice).
8.2. No other credits or refunds will be considered.
8.3. If any of the above results in tent hire numbers falling below 3, payment for a minimum of 3 is still required.
9. SECURITY BOND
9.1. A credit card authorisation must be provided to Management upon confirmation of your Booking for a security bond. $1 will be initially charged to confirm details and refunded after event. Credit Card details are automatically destroyed by the system 28 days after your booking.
9.2. Any damage, loss or expense incurred by Management as a result of your breach of these Terms & Conditions will be charged against the credit card. Examples of this include but are not limited to any breakage, damage or excess cleaning requirements, extra guests or visitors beyond those declared and paid for.
10. CATERING
10.1. The Open Mind Space supplies catering in conjunction with Marco Schmutz of Conscious Flow. Full menu options and quote can be provided at time of booking. You do have access to a standard fridge for additional food storage.
10.2. The Open Mind Space and/or Conscious Flow is NOT responsible for any human bodily reactions from the catered food supplied, including, but not limited to;
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Allergic reactions
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Choking
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Food poisoning
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Irritable Bowel
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Irritation
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Indigestion
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Physical injury, including but not limited to cuts and burns
And/or medical treatment costs including, but not limited to, the above human bodily reactions from the catered food supplied.
10.3 As a condition of booking we do not accept external caterers. The Open Mind Space in conjunction with Conscious Flow are the sole caterers for any retreats and hire bookings.
10.4 A 30% deposit is required to confirm catering choices and is subject to cancelation clauses.
11. ORGANISERS RESPONSIBILITIES
11.1. Retreat Organisers are responsible for the Dome and Equipment. The dome may be set up by you as you wish, using your own equipment and the equipment provided. At the conclusion of your retreat all equipment must be cleaned and replaced neatly as found.
11.2. Organisers are responsible for the protection and safety of their guests. Retreat organisers must have own professional and personal insurances. Certificates of Currency may be required to be provided to Management. The Open Mind Space holds Public Liability Insurance but will take no responsibility for damage or injury resulting from the action or instruction of a retreat facilitator.
11.3. Organisers are responsible for making guests aware of safety issues and dangers on the property and for ensuring you are aware of all possible safety issues relating to the property. These include, but are not limited to:
- open dams
- uneven natural ground
- wildlife
- bush fire
- tank water
- food hygiene
- machinery and equipment
11.4. The Open Mind Space takes no responsibility for injury or inconvenience resulting from natural events or from the natural environment including that within the property.
11.5. You are on notice that The Open Mind Space, its employees and agents shall have no liability, in the full extent of the law, howsoever caused to you or any dependant for personal injury or death suffered by you or any dependant arising in any way whatsoever from the supply by The Open Mind Space of services including but not limited to accommodation, catering, experiences and recreational activities. You acknowledge that some recreational services are dangerous activities with many inherent risks as a result of which personal injury (and sometimes death) are common. You by your participation accept all risks of personal injury or death in any way whatsoever arising from your participation in such recreational activities and you and any dependants release and forever discharge The Open Mind Space and its employees and agents from all and any liability and claims arising from the supply and/or provision of its services.
11.6. You acknowledge and agree that The Open Mind Space takes no responsibility for loss or damage to personal property, equipment and vehicles before, during or after the booking whatsoever.
11.7. You acknowledge The Open Mind Space does not provide transportation services whatsoever to or from the event. Any claims including but not limited to accident, injury and damage resulting from any such transport should be directed to the third party.
11.8. You must ensure that your guests comply with all applicable Safety Rules and all instructions from Management and the caretakers of the Property concerning occupancy, property, health, safety and quiet enjoyment of the Property and our neighbours.
11.9. You are responsible for damage, breakages, theft and loss of the Property and any part of it during your stay. You must notify us of this immediately. Management may recover from you, repair or replacement cost (at Management's discretion) .
11.10. Only the guests nominated and agreed in the Booking may stay in the Property overnight. If any other guests stay extra charges will apply or the agreement may be terminated without refund.
12. PARTIES AND NOISE
12.1. No parties are permitted.
12.2. No weddings are permitted without prior approval.
12.3. Disturbance to our neighbours, including excessive noise, is prohibited and may result in termination and eviction without refund and extra charges may be made for security and other expenses.
12.4. Excessive Noise is defined as any noise audible outside the dome between 10pm and 8am Sunday to Thursday and between midnight and 9am on Fridays and Saturdays.
13. SAFETY AND AMENITY
13.1. Smoking & Alcohol is not permitted anywhere on the Property.
13.2. Absolutely no smoking, no fires or bbq during total fire ban days.
13.3. You will be provided with our latest Welcome Guide before your stay. This includes important safety information. It is an essential condition of any stay that you read, understand and comply with this guide.
13.4. No outdoor shoes to be worn inside the dome or tents.
13.5. No footwear, glass or alcohol in the dome, additionally no open food in the tents.
13.6. Pets are not allowed at the Property unless agreed in advance by management.
13.7. Remove all Garbage. We are a ‘leave as you found’ site. Please take all rubbish with you where possible. We have composting, recycling and general rubbish bins. We will dispose of one standard general rubbish bag per event. There is a $100 charge if you or your guests leave any rubbish or food inside tents/dome. This covers clearing costs as animals/rodents infest areas quickly.
13.8. This is a bushfire area. It is your responsibility to be aware of the bush fire danger day by day and to adhere to any fire bans. Please check http://www.rfs.nsw.gov.au
13.9. No fires allowed between October and April without a permit.
13.10. Read and be aware of The Open Mind Space Bush Fire Plan, which is available from management.
14. LINEN
14.1. We supply linen & blankets which must be left where supplied in the tents.
14.2. Guests are required to supply own pillows and towels if choosing to use the showers.
14.2. Cleaning and linen change usually occurs weekly or more often upon request and at additional cost.
15. LOST PROPERTY
15.1. Management takes no responsibility for personal property left on the property and requests that all guests check carefully that they take all their belongings when they leave.
15.2. Any found property will be retained for a period of time and then disposed of or donated to charity.
15.3. You may collect lost property from The Open Mind Space retreat in person. If requested we may be able to take lost property to The Open Mind Space Studio in Broadmeadow, Newcastle. It may be collected from there by appointment. No time frame for taking or collection of property will be given and no guarantee or responsibility will be taken by management.
15.4. Lost property will never be posted.
16. PROBLEMS OR COMPLAINTS
16.1. In the case of any problem or complaint, you must inform Management at the earliest opportunity so Management has the chance to rectify the situation as quickly and efficiently as possible. You must allow repair/service access to the property during reasonable hours.
16.2. Any complaint, which cannot be resolved locally, must be notified in writing to Management prior to departure from the Property.
16.3. Failure to follow this procedure this may hinder the ability of Management to rectify the problem or complaint and reduce or extinguish any claim you may have.
Updated 30 Oct 2023.