A NOTE BEFORE WE BEGIN

Itaiba / Kalakeli is more than just a venue, it’s a creative, conscious space designed for meaningful gatherings, retreats, and shared experiences.

This agreement is here to keep things clear, fair, and respectful for everyone involved, so you can focus on creating something beautiful, and we can ensure the space is cared for and sustained.

1. WHO THIS AGREEMENT IS BETWEEN

Host (“we/us”)
Itaiba 

Organizer (“you”)
Name: ___________________________

You are responsible for your group, participants, and any collaborators or vendors.

2. YOUR RETREAT

  • Retreat Type: __________________
  • Dates: __________________
  • Check-in / Check-out: __________________
  • Number of Participants (max agreed): __________

3. BOOKING & PAYMENTS

  • Total Fee: Security Deposit:  
  • Booking Deposit: 30% (non-refundable)

Payment Flow:

  • 30% to secure your dates
  • 50% total paid by 60 days before arrival
  • 100% paid by 30 days before arrival

Your booking is confirmed once the deposit is received.

The security deposit is returned within 7–14 days after checkout, once everything is reviewed.

4. CANCELLATIONS & CHANGES

Retreat bookings hold space for long periods, so we follow a tiered policy:

  • 60+ days before: 50% refundable (excluding deposit)
  • 30–60 days: 75% non-refundable
  • Under 30 days: fully non-refundable

Rescheduling:

  • One reschedule allowed if requested 60+ days before
  • Depends on availability
  • 10–15% rescheduling fee applies

5. USING THE SPACE

We ask that you:

  • Use the space respectfully and as agreed
  • Stay within participant limits
  • Follow local guidelines (especially around sound and timing)
  • Keep the atmosphere aligned with a conscious, respectful environment

6. DAILY FLOW & CARE

During your stay:

  • You take care of day-to-day cleanliness
  • Spaces are returned to how you found them
  • Waste is handled responsibly
  • Quiet hours are respected

Think of it as temporarily holding the space rather than just using it.

7. DAMAGE & DEPOSIT

You are responsible for your group and anything that happens during your stay.

  • Any damage will be deducted from the deposit
  • If damage exceeds the deposit, the remaining amount must be covered within 7 days

This includes furniture, structures, excessive cleaning, or misuse of the space.

8. CHECK-IN / CHECK-OUT

We’ll do a simple walkthrough together at the start and end of your stay.

An inventory or condition checklist may be used to keep things clear.

9. UTILITIES

Normal use is included.

If usage is unusually high (water, electricity, etc.), additional charges may apply.

10. VENDORS & COLLABORATORS

If you’re bringing in external people (facilitators, etc.):

  • Please check in with us first
  • You’re responsible for their conduct and impact on the space

11. SAFETY

  • Keep pathways, exits, and common areas clear
  • Follow basic safety practices
  • Any required permissions or licenses are your responsibility

12. RESPONSIBILITY & LIABILITY

We are not responsible for personal belongings, injuries, or incidents during your retreat.

By booking, you agree to take responsibility for your group and hold us free from claims related to your event.

13. IF THINGS GO WRONG

We hope this never happens, but if the space is being misused, damaged, or unsafe:

We reserve the right to end the booking without refund.

14. UNEXPECTED EVENTS

If something outside anyone’s control happens (weather, government rules, war, strikes  etc.), we’ll do our best to find a fair solution, often rescheduling where possible or refund.

15. LEGAL SIDE

This agreement follows Indian law.
Any disputes will be handled in the appropriate local courts.

16. BRAND & CREATIVE USE (ITAIBA)

We love collaboration and creative expression, and we also care deeply about how the space is represented.

  • You’re welcome to share and promote your retreat as happening at Itaiba Retreat Space
  • Please keep descriptions honest, aligned, and reflective of the actual experience offered
  • Use of our official photos, videos, or logo should be approved beforehand
  • If anything shared publicly feels misaligned or misleading, we may ask for edits or removal

Content Sharing:

  • You’re welcome to create and share content during your stay
  • We may also share photos/videos from the retreat (with respect and discretion) for our own promotion

Respecting the Space:

  • We ask that all activities, themes, and messaging stay in line with a respectful, conscious, and creative environment
  • Activities that are unsafe, illegal, or strongly misaligned with the spirit of the space are not permitted

17. SIGNING

Host Itaiba:
Signature: ______________________
Date: __________________________

Organizer:
Signature: ______________________
Date: __________________________

18. OPTIONAL DETAILS

  • Sound / music boundaries: __________________
  • Alcohol policy: __________________
  • Decoration notes: __________________
  • Cleaning expectations: __________________

This agreement is here to support a smooth, respectful, and inspiring experience—for you, your group, and the space itself.