Ratnakara Terms and Conditions for Event Guests

By completing an on-line reservation/booking or by making payment against an invoice from us, you accept these Terms and Conditions as a binding contract with Ratnakara on behalf of yourself and any other members of your party.  Ratnakara cannot accept your booking without a completed online reservation or a request to proceed given in writing by email.  A written/emailed confirmation sent to you by Ratnakara means Ratnakara has accepted your booking.

EMAIL ADDRESS & TELEPHONE

It is vital that we have a valid email address for you. If you change your email after making your booking you should inform us immediately as our preferred method of contacting guests is by email.  We also need a mobile telephone number should we need to contact you at short notice so please make sure you have supplied one together with the country code.

BOOKING & PAYMENT

Full payment is required upon booking.  This is taken in good faith and is not refundable.  Once this payment has been paid it secures your room(s) and dates.  We cannot guarantee any booking until your payment has been received.  Payments are made though our online booking system via PayPal or via credit card.

ARRIVAL AND DEPARTURE TIMES

Unless otherwise stated in the event details,  guest rooms will be ready from 2pm on day of arrival. If your flight is delayed or cancelled, please contact Ratnakara by email as soon as is possible.

Unless otherwise stated in the event details please be ready to leave by 11am on your departure day.

TRAVEL TO RATNAKARA

Travel and airport transfers are not included in the event price.  We are happy to assist with arranging transport to or from Colombo Bandaranaike International Airport, Matara Railway Station or elsewhere.  Please contact us with your requirements.

CANCELLATION AND REFUNDS

All event purchases and reservations are non-refundable.  No exceptions to this policy can be made for any reason, therefore holiday insurance with a cancellation policy to cover any such rare occurrence is strongly recommended.

RIGHT TO CHANGES

Ratnakara reserves the right to amend the booking dates.  This may be due to several reasons, not limited to but including, war, adverse weather conditions, riots and or matters concerning participant’s safety, operational circumstances such as damage caused by fire, or the villa becoming unusable due to utility company work or lack of services, leaks, repair work or any other such reason.  In these exceptional circumstances the booking may need to be adjusted accordingly. Ratnakara is not liable for any additional costs or losses that may be incurred by the guest due to the change of booking.  This includes, but is not limited to, any extra hotel reservations or car rentals, or the cost of non-refundable airline tickets.  We strongly advise that your travel insurance covers holiday curtailment.

Where a teacher or facilitator advertised for an event is not able to teach due to reasons outside our control, we reserve the right to replace them with another teacher or facilitator and attempt to reduce the impact of the change.  In the event that a replacement teacher cannot be found Ratnakara will offer a partial refund and the booking will remain on a full-board and lodgings basis.

In the event that before your arrival or during your stay your choice of room becomes unavailable or unusable for any reason we reserve the right to offer you an alternative room of the same level of quality, or to refund all monies paid to date and cancel the booking.  We reserve this right in the case of availability clashes, unexpected, unforeseen or uncontrollable situations.  Should Ratnakara successfully be able to you offer a similar room, a pro-rated refund for the difference will be refunded if the room offered is a lower cost for the same period.  If Ratnakara is not able to offer a similar room then a full refund of monies paid will be returned, or in the case that some time has been used already at the room before it becomes unavailable then a pro-rata refund will be given.  This constitutes the maximum liability of Ratnakara.  Ratnakara is not responsible for any other expense or costs incurred including rearranging or cancelling flights or car hire.  We strongly recommend holiday insurance cover.

TRAVEL INSURANCE

Ratnakara recommends that you take out adequate travel insurance, including cover for medical treatment, accidents and repatriation, and holiday cancellation and curtailment.

It is your responsibility that you arrange, or ensure you have, appropriate comprehensive travel insurance. This should include cover for illness, personal injury and travel delay/cancellation. We assume that such a policy is in force before you depart. You should bring the policy with you in case of an emergency.

PHOTOGRAPHY

We will at times take photographs during events for our website and promotional material, including adverts.  You agree to have your photograph taken.  If you should like to opt out please let us know this when you arrive.

SMOKING

Smoking is not permitted inside the buildings or in the pool at any time.  Guests may smoke outside so long as they are well away from windows, doors and other openings to the buildings.  Please respect the beauty of Sri Lanka and ensure that cigarette butts are disposed of in the ashtrays provided and not dropped in the grounds or elsewhere.

SWIMMING POOL

A lifeguard is not employed at the premises and use of the swimming pool is entirely at your own risk.  Due to its infinity design, entry and exit to the pool should only be made via the steps.  Jumping from the roof garden in to the pool is strictly prohibited.  The owners and managers of the premises shall not be held responsible or held liable for any damages or injuries incurred as a result of using the swimming pool.

OUR RESPONSIBILITY

We are responsible for providing the services listed on our website, where it is within our control. Ratnakara cannot guarantee that all items listed on our website will be functional at all times, however all endeavours will be made to rectify any problems as soon as we possibly can. We reserve the right without prior notice to withdraw any part or all of the facilities available, and to make such changes as may be necessary. Furthermore, it is agreed by you that the owners of the property and the operators of the events/s at Ratnakara are not the guardians of any guest’s safety and they, individually or collectively, cannot be held liable in any way for any occurrence, which might result in illness, injury, death or other damage, loss or theft to the customer, his property, or his family, heirs, or assigns.  The liability of Ratnakara is limited to a total of the booking price irrespective of the title/claim.

PERSONAL BELONGINGS

Any valuables left at the property are the guests’ sole responsibility and neither Ratnakara nor the staff can be held responsible for any loss or damage of personal property.

LIABILITY/YOUR HEALTH

All yoga, exercise and any other event activities are undertaken at your own risk.

For your own wellness and safety, you must comply fully with all and any health and safety regulations introduced by Ratnakara.  It is your responsibility to ensure that you are medically, mentally and physically fit and able to use our facilities and participate in any of our event activities, including yoga and periods of silence. Customers who have injuries or mental or physical illnesses are advised to seek doctor’s advice prior to attending our events. Ratnakara is not liable for any injuries you may contract during an event.

If you have any health conditions, including mental health conditions, you will need to inform Ratnakara of these.

LOST AND FOUND

Items left at a property will be returned only upon request and at the guest’s expense.  Ratnakara is not liable for lost items.

WEATHER CONDITIONS

Weather conditions can be unpredictable, and can change quickly and significantly.  Ratnakara cannot be made liable for unpleasant or unsuitable weather conditions and no refunds are made for such conditions.

CONSTRUCTION WORK

Ratnakara cannot predict construction plans in the area and therefore cannot be held responsible for any inconvenience.  In the event of building works taking place by local authorities, private developers or neighbours, it is important to note that we are not responsible for such work and we are unable to stop such work taking place and we are unable to control the level of noise.  We cannot be held responsible for any building works that take place during your retreat.  No refunds can be given in the event of nearby construction.

FORCE MAJEURE

Means any unusual and unforeseeable circumstances beyond our normal control, which the consequences of could not have been avoided even when exercising all due care.  Such circumstances or events include, but are not limited to, war, or threat of war, riot, civil unrest, industrial disputes or strikes, unavoidable technical problems with the villa, transport, or closure or congestion of airports, terrorist activity, natural disasters, industrial disasters, fire, theft, flooding and adverse weather conditions. In the event of any of the above refunds or compensation payments cannot be made.

VERBAL CHANGES

Verbal changes of contract are not valid unless agreed and confirmed in writing by Ratnakara.

PRINTING, TYPING, TERMS & CONDITIONS, CALCULATION ERRORS AND OMISSIONS

Ratnakara reserve the right to correct any printing or typing errors, omissions or calculation mistakes at any time.  We also reserve the right to amend our terms and conditions that apply to your booking at any time and without prior notice.

CONTRACT, COMPLAINTS AND SUGGESTIONS

Ratnakara is confident that you will not have any cause for concern during your stay.  However, if you should have any problems during your stay this should first be brought to the attention of the onsite staff.

If you are not satisfied with the local resolution, then, any further comments or suggestions should be put in writing, within 14 days of your return, specifying the problems.