Guest and Retreat Guidelines

Last Updated: June 2025

General Overview

Peace Retreat is a wellness-focused retreat center located in Playa Negra, Costa Rica. We provide lodging, meals, yoga spaces, and staff support to retreat leaders hosting group experiences centered on healing, movement, or mindfulness.

Our property includes multiple room types (cabinas, jungle bungalows, shared dorms, and private rooms), a yoga shala, studio space, swimming pool, traditional sweat lodge, bonfire circle, onsite spa services, restaurant, community washroom, green areas, and multiple resting areas throughout the grounds for quiet reflection and relaxation.

Standard check-in time is 3:00 PM and check-out time is 11:00 AM. Early check-in or late check-out is subject to availability.

This fact sheet outlines rules, responsibilities, and policies to ensure smooth operation, accountability, and mutual respect. These guidelines apply to retreat leaders, retreat participants, Airbnb guests, and individuals on custom stay packages. Please review the relevant section that applies to your role or type of booking

SECTION I — GROUP RETREATS

1. RETREAT HOST RESPONSIBILITIES

Contractual Obligations:
- All group retreats must have a signed agreement with Peace Retreat.
- The Retreat Host is solely responsible for ensuring timely payments.
Participant Communication:
- Hosts are responsible for all communication with their participants before arrival, including travel details, required forms, and expectations.
- Peace Retreat provides a "Host at Peace Intro Letter" which outlines key participant information.
- Retreat Leaders must submit all shuttle information and dietary restrictions at least 30 days prior to the retreat start date. Peace Retreat is not responsible if a guest misses a scheduled group or private shuttle.
Rooming Assignments:
- Hosts must provide a final rooming list at least 7 days before arrival.
- Any rooms blocked for groups but not assigned to individuals 30 days prior to the retreat start date will be released and made available for other bookings.
- Groups of 14 people or fewer may share the property with another group.
- Groups not booking the entire property should expect to share the space with individual guests and other bookings unless otherwise agreed upon in writing.
- Changes after this time may be subject to additional charges or may not be guaranteed.
- Peace Retreat offers a variety of room types; placements are made according to the group’s agreement and guest preferences when possible.
- Requests for private rooms (not shared) during group retreats are subject to a $330 fee per room, pending availability.
Excursions & Ceremonies:
- Any additional activities (e.g., Sweat Lodge, Cacao Ceremony, Excursions) must be confirmed in advance and paid in cash on arrival.
- Local excursions require a minimum of 2 sign-ups to run; full-day excursions require a minimum of 4 participants.
- Requests that do not meet these minimums may still be accommodated depending on availability, but may incur an additional cost.
- These activities are subject to availability and may be rescheduled or canceled due to weather or staff availability.
Transportation:
- Most retreats include two group shuttles for arrival and departure, but this may vary depending on your specific agreement with Peace Retreat.
- Additional private or off-schedule shuttles are available at an extra charge.
Early Arrivals & Late Departures:
- Early check-in is subject to availability. Guests may arrive early, leave baggage, and enjoy the property, but rooms are not guaranteed before check-in time.

2. PROPERTY RULES

Front desk hours are typically 6:00 AM to 8:00 PM daily.

Respect for Property:
- Any damages to facilities, rooms, equipment, or communal areas caused by guests, retreat participants or leaders will be billed to the Retreat Host. Please refer to our inventory document for a full list of items and associated costs.
- An inventory is taken before and after each retreat.
Quiet Hours:
- Quiet hours begin at 10:00 PM. Sound systems or loud group activities must end by this time unless otherwise agreed upon.
Shared Spaces:
- The yoga shala, studio, pool, sweat lodge, bonfire area, spa, restaurant, community washroom, green areas, and resting areas are shared spaces.
- Areas marked Staff Only are restricted and should not be entered by guests at any time.
- Any items taken from the Peace Retreat store must be brought immediately to the front desk to be billed to the guest's account.
- Out of respect for other guests, we kindly ask for general silence in shared areas when silent classes (such as yoga, meditation, or breathwork) or spa sessions are in progress. Please help us maintain a peaceful and undisturbed atmosphere. Retreats will be assigned private times where possible, but coordination with other guests may be required.
- Do not flush any paper, sanitary products, or foreign items in the toilets. Use the designated bins provided.
- Food is not allowed in rooms. Guests may use the shared guest fridge. Property damage or fumigation needs resulting from food in rooms may incur a fee.
Staff Respect & Conduct:
- Our team is here to support you. Verbal abuse, disrespect, or inappropriate requests made to staff will not be tolerated.
Health & Safety:
- All participants must have health insurance. Peace Retreat is not liable for any health-related emergencies or outcomes.
- In case of injury or health emergencies, guests will be referred to the nearest clinic or hospital.
- Any injuries, accidents, or emergencies must be reported to Peace Retreat management immediately.
- Peace Retreat is not responsible for lost, stolen, or unattended personal items. Please store valuables securely and keep belongings with you. All rooms have a safe deposit box to safely secure valuables.
- All guests are encouraged to provide an emergency contact upon check-in for safety purposes.

3. PAYMENTS & CANCELLATION POLICY

Payments:
- All payments must be made according to the timeline outlined in your agreement.
- If an activity (e.g., shuttles, ceremonies, excursions) is booked through Peace Retreat, all payments must be made directly to Peace Retreat. Guests should not pay providers directly, except for optional tips.
- Tips for Peace Retreat staff are pooled and distributed evenly among all team members (excluding spa therapists, drivers, or other third-party providers who may be tipped individually).
- Payments not received on time may result in the cancellation of your retreat with no refund.
- All payments are subject to local tax. All guests must leave a credit or debit card on file upon check-in. We do not accept American Express.
Group Retreat Cancellation by Retreat Host:
- All payments made are non-refundable upon cancellation by the Retreat Host.
- Cancellations must be submitted in writing.
- If cancelled more than 180 days prior to the retreat start date, payments may be transferred to a new retreat date within 12 months.
- Cancellations made less than 180 days before the retreat start date are non-refundable and non-transferable.
Group Retreat Cancellation by Peace Retreat:
- Peace Retreat may cancel a retreat if payments are not made on time. In this case, payments are non-refundable.
- Peace Retreat is not liable for cancellations due to force majeure (e.g., natural disasters, political unrest).
- Travel insurance is strongly recommended.
Onsite Activity Cancellations:
- Peace Retreat reserves the right to cancel or reschedule activities such as classes, ceremonies, excursions, or shuttles due to weather, staffing, or unforeseen issues.
- Any activities canceled by the Retreat Host with less than 48 hours' notice are non-refundable.

4. COMMUNICATION & SUPPORT

Retreat Planning Tools:
- Each group is provided access to planning tools such as shared Google Drive folders and guest tracking sheets.
- Hosts must use the Remote Registration Form, Shuttle List, and Participant List for organization.
Onsite Contact:
- During your retreat, a Peace Retreat liaison (such as Mónica or Kevin) will be your point of contact for support.
- For urgent needs, please use WhatsApp for direct and timely communication.

5. SPA & SWEAT LODGE GUIDELINES

Spa Etiquette:
- Guests should arrive 15 minutes early and check in at the front desk to relax and prepare.
- Please shower before massage or body treatments.
- Late arrivals may result in shortened sessions to honor the next appointment.
- Spa services are quiet spaces; cell phones should be silenced.
- Spa appointments must be scheduled in advance.
  - If not staying at Peace Retreat, 50% payment is required at the time of booking, and the remaining 50% is due after the session.
  - Spa charges can be added to your guest account and paid by card.
  - All spa services are subject to tax.
Sweat Lodge Safety:
- Participation is voluntary and not recommended for those with heart conditions, high blood pressure, or who are pregnant.
- Guests must hydrate before and after the ceremony.
- Please avoid alcohol or heavy meals beforehand.
- Inform the facilitator of any health concerns prior to entry.
- Guests may exit the lodge at any time if they feel unwell or uncomfortable.

SECTION II — INDIVIDUAL BOOKINGS

1. GENERAL INFORMATION

Individual guests are welcome to stay at Peace Retreat outside of group retreat dates.
Guests may book accommodations, join yoga classes, and request add-on services (e.g., spa, ceremonies, or excursions).
Room options include cabinas, bungalows, shared dorms, and private rooms depending on availability.

2. CHECK-IN & SERVICES

Standard check-in time is 3:00 PM and check-out time is 11:00 AM.
Early check-in may be available, but rooms are not guaranteed before this time.
Activities and spa services must be booked in advance and are subject to availability.
Guests may enjoy access to the yoga shala, studio, pool, sweat lodge (when available), bonfire, spa, restaurant, green areas, community washroom, and resting areas.

3. PAYMENTS & CANCELLATION

Payments for individual bookings are typically made in advance via our booking platform.
Refunds are only available if cancellation is made at least 14 days before check-in. Within 14 days, payments are non-refundable.
Activities canceled with less than 48 hours' notice are non-refundable.

4. ON-PROPERTY RULES

Quiet hours begin at 10:00 PM.
Respect shared spaces and fellow guests.
Any damages to rooms or property will be billed to the guest.
All guests must have health insurance. Emergencies are referred to the nearest clinic.

5. SPA & SWEAT LODGE GUIDELINES

Spa Etiquette:
- Guests should arrive 15 minutes early and check in at the front desk to relax and prepare.
- Please shower before massage or body treatments.
- Late arrivals may result in shortened sessions to honor the next appointment.
- Spa services are quiet spaces; cell phones should be silenced.
- Spa appointments must be scheduled in advance.
  - If not staying at Peace Retreat, 50% payment is required at the time of booking, and the remaining 50% is due after the session.
  - Spa charges can be added to your guest account and paid by card.
  - All spa services are subject to tax.
Sweat Lodge Safety:
- Participation is voluntary and not recommended for those with heart conditions, high blood pressure, or who are pregnant.
- Guests must hydrate before and after the ceremony.
- Please avoid alcohol or heavy meals beforehand.
- Inform the facilitator of any health concerns prior to entry.
- Guests may exit the lodge at any time if they feel unwell or uncomfortable.

FINAL NOTES

By confirming your stay or retreat at Peace Retreat, you acknowledge and agree to these terms.
These rules are in place to protect both parties and ensure an enjoyable, seamless, and professional experience.
For questions or clarifications, contact operations@peaceretreatcostarica.com or your assigned liaison.

We are grateful to host your experience and look forward to a meaningful and harmonious time together.