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Retreat Leader Terms and Conditions

These Retreat Leader Terms & Conditions (“Retreat Terms”) govern all retreat bookings hosted at Hidden Leaf Baja. The Retreat Terms are incorporated into the Rental Terms by reference. Except where expressly stated otherwise, the Rental Terms continue to apply and control. In the event of any conflict between these Retreat Terms and the Rental Terms , the Rental Terms shall prevail unless explicitly modified herein.

Retreat Concierge Services
If you engage Hidden Leaf Baja’s Retreat Concierge Services, those services are governed by the Retreat Concierge Services Terms & Conditions set forth below. The Retreat Concierge Services Terms apply only to concierge services, scope of work, fees, credits, rescheduling, and service-related obligations. They do not modify or replace these Retreat Terms, the Rental Terms, the Rental Rules, or the Master Liability Waiver, except where expressly stated.

Master Applicability Clause

These Terms apply exclusively to retreat bookings and override the Rental Terms & Conditions only with respect to payment schedules, deposits, refunds, cancellation policies, and any financial obligations specific to retreats.

For all non-financial matters, these Retreat Terms incorporate the following rules by reference:

Vendor rules
Quiet hours and noise limits
Damage and property protection policies
Hot tub & pool rules and disclaimers
Liability limitations (via the Master Liability Waiver)
Assumption of Risk
Personal property responsibility
Conduct requirements & prohibition on illegal acts
Culinary Provider Policy
Visitor limits and access rules
Cleaning rules
Mechanical failure & service interruption clause
All other property-use obligations

These policies appear in the following governing documents, which these Retreat Terms automatically incorporate:

Rental Terms & Conditions
Rental Rules
Master Liability Waiver & Assumption of Risk

If any conflict arises between these Retreat Terms and the Rental Terms or Rental Rules on property-use matters, these Retreat Terms will clarify application, but the Rental Terms and Rental Rules control on all operational rules unless expressly modified here.

Rental Period

We will make the Property available for your occupancy at 3:00 PM on your Check-In date, and you must vacate the Property by 10:00 AM on your Check-Out date unless we agree otherwise. If Guest or any member of the Rental Party remains on the Property beyond the Check-Out time, you will be responsible to pay an additional full night rate. The Property requires a 4-night minimum stay for retreats.

Reservation Deposit and Final Payment

A “Reservation Deposit” is required to secure your reservation to book the Property. You agree to pay the rental rate and fees, collectively referred to as the “Total Amount Due.” Due to the exclusivity and limited availability, deposits are non refundable under any circumstances at any time. The Reservation Deposit will be applied toward the Total Amount Due. Full payment of all fees, less the Reservation Deposit, is due 60 days before Check-In. Reservations made within 60 days of Check-In must be paid in full at the time of booking. Failure to complete all payments by the Check-In date will result in loss of entry to Hidden Leaf, no refunds will be given. By booking with Hidden Leaf you are stating that:

You have authorised our use of the Debit/Credit card on file.
You will not charge back, dispute, reverse any payments.
We reserve the right to ban any account/person without notice for any reason.

Hidden Leaf Baja is located in an area that requires IVA and lodging tax, so you must pay this tax before or at checkout. We calculate the fee per night of your stay.

If the retreat was booked using an approved financing plan, the financing schedule controls. The standard 60-day payment deadline does not apply to financed bookings.

Kitchen Access for Retreats

Participants may use the kitchen only for light personal cooking. All group meal preparation must be performed solely by an HLB-approved chef. All kitchen use—whether by Participants or approved chefs—must comply with the Culinary Provider Policy and the kitchen rules set forth in the Rental Terms & Rental Rules.

Support Services

We offer three tiers of services:

Gather (no charge): We refer you to our curated chefs, practitioners, and service providers.
Retreat: We coordinate and book chefs, practitioners, and participant transportation.
Concierge: Includes everything in the Retreat tier, plus marketing consultation, itinerary planning, logistical coordination for activities and excursions, content creation, and more.

The Retreat and Concierge tiers are available at an additional charge. If you opt out of these options, we cannot coordinate or book practitioners, engage with participants, arrange transportation, or schedule massage services. Should you request any of these support services after opting out, we reserve the right to automatically charge your payment method on file.

Reservation Change

If you would like to change your Reservation Date more than 90 days before Check-In, this is possible, however this may incur a 5% administration charge plus any difference in the rate (if applicable).

Additional Night(s)

If you or someone in your Rental Party requests to stay for an additional night(s), please inquire directly with the Property Host for pricing.

Guest Insurance

When you book a retreat at Hidden Leaf Baja, we strongly encourage you to carry travel insurance to cover trip cancellations, personal belongings, and any unforeseen circumstances during your stay or your participants’ stay.

Guest Insurance options:

Retreat rental hosts must obtain appropriate liability insurance, such as event insurance or renter’s insurance, to cover potential property damage and participant injuries. Proof of insurance may be requested at the time of booking.

Hidden Leaf Baja is not liable for any loss, damage, or injury not covered by the guest’s or host’s insurance policy. Any coverage limitations or exclusions are the responsibility of the insured party. For insurance referrals, please visit our Rental Insurance page.

Cancellation/Refund Policy

If you cancel your reservation after paying your Reservation Deposit or Total Amount Due, we will apply those payments as a credit toward rescheduling your retreat or booking the property for personal use within 18 months of the Check-In date. You are booking the entire Hidden Leaf Property, your reservation does not allow for refunds, discounts or credits if you are not using all of the rooms. For example, if someone in your Rental Party cancels a single room or you choose to downgrade any room, we do not offer refunds, discounts, or credits.

We highly recommend insurance for all Guests. You must purchase your own travel insurance separately, as we do not include it in the retreat booking price. You are responsible for reading and understanding our cancellation policy before you book. Please require your Rental Party to purchase travel cancellation insurance!

If Hidden Leaf Has To Close / Postpone For Any Reason

We reserve the right to close or postpone a reservation in our sole discretion. If we close or postpone a reservation, we will work with you and use reasonable efforts to reschedule the postponed retreat within twenty four (24) months from the Check-In date. We apply any reservation fees you paid to the rescheduled retreat only and transfer those fees as a credit.

Hidden Leaf does not reimburse you for any expenses you incur while preparing for a rescheduled retreat, including accommodations, airline tickets, lost work time, or other related costs. We will not pay for any loss with flights.

Hidden Leaf reserves the right to cancel any reservation if, in its opinion, the performance of the reservation will damage the reputation or goodwill of Hidden Leaf. If this situation occurs, we will issue you a full refund of the reservation price. We strongly encourage all Guests and Rental Party members to purchase their own travel insurance, since the retreat price does not include it.

Meals

Not included.
Upon booking, referrals to local chefs will be provided.
If you would like us to book and coordinate the logistics and details of your retreat, we can do so at an additional cost.

Flights and Transportation

Please book your flights independently and within the timeframe your facilitator provides. We handle your airport transportation, and we need your flight details ahead of time to ensure smooth coordination. Please note that failure to do so may result in waiting extended periods of time for the next available group or having to organize any-time transportation at an additional cost to yourself. Guests who book transportation independently will need to take full responsibility for their transportation.

If you would like us to book and coordinate the transportation and details of your retreat, we can do so at an additional cost.

Room Damages

If your Rental Party guests damage a room or any of the Property we will automatically deduct the cost of repairing / replacing / redecorating from your Security Deposit and charge your registered card.

Comments and Complaints

If you are unhappy with the Property for any reason, notify the Property Host immediately so we can take the necessary steps to address the issue. You may lose the ability to make a claim later, if you do not give us an opportunity to resolve a concern during your stay.

If a problem arises during the retreat or services, you must first report it to the Property Host. If we do not resolve it promptly, you must then email us at stay@hiddenleafbaja.com so we can address it as quickly as possible. You will not be able to pursue any further action against us, if you fail to provide notice following this process.

Master Liability Waiver Incorporated

You acknowledge and agree that the Hidden Leaf Baja Master Liability Waiver & Assumption of Risk applies to all retreat-related activities, use of the property, wellness services, and any third-party practitioner or vendor interactions during your retreat. This waiver is incorporated by reference into these Retreat Terms. If any conflict exists between these Retreat Terms and the Master Liability Waiver, the Master Liability Waiver will prevail.

Health Restrictions

You agree to sign a waiver with Hidden Leaf at least 30 days before your Check-In Date.

Exclusions

While we strive for accuracy, some amenities or services may become unavailable due to mechanical issues, weather, staff illness, or other circumstances beyond our control. Hidden Leaf may amend or cancel services as needed and is not liable for refunds or compensation resulting from such changes or disruptions. We will not accept liability for:

Any of the above events, or others beyond our control.
Loss, injury, or damage (to you) or your personal property.
Physical, medical or psychiatric conditions developing during or after your retreat.

Check that your holiday / business insurance policy covers these and other contingencies.

Indemnity + Liability

The Hidden Leaf Baja Master Liability Waiver & Assumption of Risk is fully incorporated into these Retreat Terms. By participating in this retreat, you acknowledge and agree that:

The indemnification obligations stated in the Master Liability Waiver apply to you in full, including responsibility for any losses, claims, damages, or liabilities arising from your participation or actions on the property.
The limitation of liability provisions in the Master Liability Waiver govern all claims, including those involving injury, illness, property damage, or any activities undertaken during the retreat.
If any conflict exists between these Retreat Participant Terms and the Master Liability Waiver as they relate to liability, indemnification, or assumption of risk, the Master Liability Waiver shall prevail.

You agree that your participation in any activities at the property—whether physical, wellness-related, or recreational—is subject to, and governed by, the Master Liability Waiver.

*It is your sole responsibility to purchase full & adequate liability, medical, professional, travel or holiday insurance for the full duration of the retreat.

Intellectual Property Rights

Unless otherwise indicated, our Site is our proprietary property and all source code, databases, functionality, software, website designs, audio, video, text, photographs, and graphics on our Site (collectively, the “Content”) and the trademarks, service marks, and logos contained therein (the “Marks”) are owned or controlled by us or licensed to us, and are protected by copyright and trademark laws and various other intellectual property rights and unfair competition laws of The United States, international copyright laws, and international conventions. The Content and the Marks are provided on our Site “AS IS” for your information and personal use only. Except as expressly provided in these Terms, no part of our Site and no Content or Marks may be copied, reproduced, aggregated, republished, uploaded, posted, publicly displayed, encoded, translated, transmitted, distributed, sold, licensed, or otherwise exploited for any commercial purpose whatsoever, without our express prior written permission.

Provided that you are eligible to use our Site, you are granted a limited license to access and use our Site and to download or print a copy of any portion of the Content to which you have properly gained access solely for your personal, non-commercial use. We reserve all rights not expressly granted to you in and to our Site, the Content and the Marks.

Work Product

We consider all reports, documentation, files, media, and other materials we create or produce in connection with our services to be “Work Product.” Work Product exclusively belongs to Hidden Leaf. To the extent that any Work Product constitutes a work made-for-hire owned by you, we agree to assign and transfer all of the right, title and interest in such Work Product to you.

Proprietary Material

You do not gain any ownership rights in our proprietary software, documentation, tools, techniques, methodologies, or other materials that fall outside the Work Product (“Hidden Leaf Proprietary Material”). However, if we incorporate any Hidden Leaf Proprietary Material into any Work Product, or any of the Work Product requires Hidden Leaf Proprietary Material in order to operate or otherwise be use-able by you, we grant you a nonexclusive, royalty free, fully paid, perpetual, irrevocable license to use Hidden Leaf Proprietary Material aspart of the Work Product.

Third Party Proprietary Material

You do not under these Terms acquire any ownership rights in and/or to any software, documentation, tools, techniques, methodologies or other material which is proprietary to any third party (“Third Party Proprietary Material”). You will be responsible for obtaining any necessary licenses for Third Party Proprietary Material. We may not incorporate any Third Party Proprietary Material into the Work Product without the prior written consent.

Photo / Video Release – Use of Image

You grant Hidden Leaf the absolute and irrevocable right to use, republish, and copyright any photographic portraits, images, or videos featuring you that we capture during the retreat, for commercial use in connection with Hidden Leaf. You hereby release and discharge Hidden Leaf from any and all claims and demands arising out of or in connection with the use of the photographs and video footage, including without limitation any and all claims for libel or invasion of privacy.

Confidentiality

The parties agree to keep this Agreement and all related confidential information private, except for information already public through no wrongful act or information the law requires us to disclose. Confidentiality will continue to apply after termination of these terms.

Privacy Policy

We care about data privacy and security. By using our Site, you agree to be bound by our Privacy Policy posted on our Site, which is incorporated into these Terms. We host the Site on servers located in the United States. If you access our Site from any other region of the world with laws or other requirements governing personal data collection, use, or disclosure that differ from applicable laws in the United States, then through your continued use of our Site, you are transferring your data to the United States, and you agree to have your data transferred to and processed in the United States.

Applicability of Rental Terms

All provisions outlined in the Rental Terms, which are not specifically addressed in these Retreat Terms, remain applicable and in full effect. Guests hosting retreats are bound by both these Retreat Terms and the Rental Terms and are governed by all stipulations set forth in both documents. In the event of any inconsistency between the two, the specific provisions in these Retreat Terms will take precedence for retreat-related matters.

By booking a retreat with us, you agree to adhere to all terms and conditions, policies and rental rules on this site.

For any questions or queries, please email us at stay@hiddenleafbaja.com

Retreat Concierge Services

These Retreat Concierge Services Terms (“Concierge Terms”) govern the planning, coordination, and support services provided by us to you for the Retreat Concierge Services.

These Concierge Terms apply in addition to the following governing documents, which are incorporated by reference and control where applicable:

Retreat Leader Terms
Rental Terms
Rental Rules
Master Liability Waiver & Assumption of Risk

If any conflict arises, these Concierge Terms control only with respect to concierge services, fees, credits, rescheduling, and scope of work. All property-use, liability, vendor, insurance, and participant matters remain governed by the terms listed above.

Scope of Concierge Services

Retreat Concierge Services are planning and coordination services, not event execution guarantees. Services may include, depending on the tier selected:

Retreat pricing guidance and payout modeling
Logistics planning and scheduling
Coordination of approved chefs, practitioners, and transportation
Participant experience coordination
Marketing consultation and outreach support (if selected)
1:1 coaching and strategy sessions

Specific deliverables, timelines, and service levels are outlined in your signed Concierge Proposal or Pricing Agreement.

Fees, Deposits & Payment Structure

The Retreat Concierge Services Agreement with Financing Terms governs all fees, deposits, setup charges, installment plans, interest, refunds, cancellations, defaults, and payment schedules for Retreat Concierge Services and is incorporated by reference.

Without limiting the foregoing:

A non-refundable deposit is required to initiate Concierge Services and reserve HLB’s availability.
Concierge Services fees reflect front-loaded strategic planning, coordination and coaching work that begins immediately upon engagement.
Once services commence, fees are earned as work is performed and are non-refundable, except as expressly stated in the Financing Terms.

To the extent of any inconsistency, the Retreat Concierge Services Agreement with Financing Terms controls all financial matters.

Rescheduling Policy

To prevent indefinite postponement and to fairly allocate resources:

Each retreat booking includes up to one (1) reschedule of retreat dates within 12 months.
A second (2) reschedule may be permitted at HLB’s discretion, subject to availability and an administrative fee.
No further reschedules will be permitted after two (2) total date changes, regardless of reason.

If you choose not to proceed with a retreat after rescheduling:

Concierge Services fees already paid will not be refunded.
Any unused portion of the Concierge Services fee may be issued as a non-transferable credit for future services or stays at Hidden Leaf Baja, valid for 18 months.
Credits may not be redeemed for cash and may not be transferred to third parties.

This policy reflects the reality that concierge services involve front-loaded planning, and coaching work that cannot be recovered once performed.

Minimum Participation Thresholds

If your retreat does not meet the minimum participant threshold outlined in your proposal:

You may reschedule in accordance with the Rescheduling Policy above, or
Proceed at a reduced margin or adjusted scope (subject to written agreement).

Failure to meet minimum occupancy does not entitle you to a refund of Concierge Services fees.

Marketing, Promotion & Content Creation

Marketing support and content creation (photography, videography, campaigns) are optional add-ons unless expressly included in your proposal.

Marketing outcomes are not guaranteed.
Content created during the retreat may be used by HLB for portfolio and promotional purposes unless otherwise agreed in writing.
Any paid advertising spend is billed separately unless stated otherwise.

Retreat Leader Responsibilities

You agree to:

Provide timely decisions, approvals, and required information
Communicate participant expectations clearly
Ensure participants comply with Retreat Participant Terms & Waivers
Maintain appropriate insurance coverage as required by Retreat Leader Terms

Delays or lack of responsiveness may affect timelines but do not excuse payment obligations.

You acknowledge that you remain the primary creator, facilitator, and leader of your retreat. Concierge Services support—but do not replace—your role.

You are responsible for:

Developing a clear and comprehensive retreat plan outlining objectives, schedule, activities, and intended outcomes
Designing the retreat program, including workshops, sessions, activities, and free time
Identifying, inviting, and managing speakers, facilitators, and instructors aligned with your retreat goals
Communicating with existing and prospective participants to generate interest and registrations
Creating and managing email campaigns and participant communications
Supplying participants with retreat information, including schedules, packing lists, and preparation guidance
Facilitating workshops, group discussions, and experiential activities
Addressing participant needs and concerns promptly and professionally
Ensuring participant safety and well-being by adhering to applicable health and safety guidelines
Collecting participant feedback and evaluating retreat outcomes
Reviewing retreat performance and identifying improvements for future offerings
Following up with participants after the retreat to maintain connection and encourage ongoing growth

HLB’s role is to support, coordinate, and advise—not to assume responsibility for retreat content, facilitation, or participant outcomes.

No Substitution for Legal, Financial, or Medical Advice

Concierge Services provide planning guidance and operational support only. HLB does not provide legal, tax, financial, or medical advice. You remain responsible for your own business decisions, compliance obligations, and retreat facilitation.

Limitation of Liability

All liability, indemnification, and assumption of risk provisions are governed by the Master Liability Waiver & Assumption of Risk, which these Concierge Terms incorporate by reference.

Termination

HLB may terminate Concierge Services if:

Payments are not made as agreed
You violate Retreat Terms or Rental Rules
Continued performance would harm HLB’s reputation or operations

In such cases, earned fees remain due, and any credits issued are subject to Section 3.

Entire Agreement (Concierge Services)

These Concierge Terms, together with your signed Concierge Proposal and the governing documents listed above, constitute the entire agreement related to Retreat Concierge Services.

Last updated 01/11/2026