You bring the retreat. We help make it happen.
Once we've explored your idea together and decided YES — we're going ahead, we move
from “could this work?” into actually building your retreat.
This page explains the general working relationship between you as the Retreat Leader and Paula Tadzik Magic Tadzik as the Retreat Organiser.
Every retreat is different, so your individual Retreat Leader Agreement will set out the exact arrangements we've agreed for yours.
Your Retreat Set-Up Fee
Once we've completed our initial exploration and both agreed to proceed, a £250 set-up fee, payable in the PLN equivalent, becomes due.
This fee covers the work involved in taking your retreat from an agreed idea into something we can prepare to sell, including the planning and development work agreed for your retreat.
The set-up fee is non-refundable once we have agreed to proceed, because the work it pays for begins at that point.
If we decide during the initial exploration stage not to proceed, there is no set-up fee.
Building your retreat together
Before anything goes on sale, we'll agree the important details.
These can include:
retreat dates and length;
intended audience;
minimum and maximum attendee numbers;
programme and teaching requirements;
accommodation arrangements;
transfers and local logistics;
your agreed Retreat Leader payment;
the level of support you want from Paula;
attendee price and payment structure;
minimum-number deadline;
cancellation arrangements; and
what is and isn't included for attendees.
We'll also agree what information we need from you before we can put the retreat on sale.
What you are responsible for
You bring the idea, expertise and audience.
As Retreat Leader, you are normally responsible for:
creating and delivering your agreed sessions, workshops or programme;
promoting the retreat to your audience;
helping us build interest before bookings open;
providing programme information, descriptions, photographs, biography and other agreed sales material when required;
supplying information needed to create and promote the retreat accurately;
being available for agreed planning conversations;
delivering the retreat programme we've advertised;
treating attendees professionally and appropriately; and
telling us promptly about anything that could affect your ability to deliver what we've agreed.
Reaching the minimum number of bookings is essential for the retreat to go ahead.
As Retreat Leader, you are responsible for promoting the retreat to your audience and generating the interest and bookings needed to reach that minimum.
We provide the agreed sales and booking infrastructure and may, at our discretion, share information about upcoming retreats through Beskidzka Apartments' own channels. However, we do not guarantee or take responsibility for generating attendees for your retreat.
You know your audience, your work and who your retreat is intended for. It remains your responsibility to attract people who are an appropriate fit for the experience you are creating.
What we are responsible for
Paula Tadzik Magic Tadzik acts as the retreat/package organiser.
Depending on the arrangements agreed for your particular retreat, we can take responsibility for areas including:
accommodation at Beskidzka Apartments;
retreat costing and practical planning;
attendee sales and booking page;
attendee booking administration;
collecting attendee payments;
agreed group transfers;
accommodation logistics;
practical pre-arrival information;
local organisation;
guest-facing retreat information and booking documentation;
financial protection arrangements required of us as organiser; and
Paula's agreed level of support before and during the retreat.
Exactly what is included will be recorded in your individual agreement.
Your payment as Retreat Leader
You are not expected to deliver your retreat for free.
Before your retreat goes on sale, we'll agree the payment you will receive for delivering it.
That amount forms part of the overall retreat financial model alongside the venue, logistics, organiser costs and other agreed costs.
Your payment will depend on the retreat we're creating and may take into account factors such as the number of leaders, attendee numbers, programme and your role.
Any figures shown during our initial discussions or on our Retreat Support information pages are examples only unless they are specifically included in your individual agreement.
When you are paid
Your individual agreement will explain exactly how and when your Retreat Leader payment is made.
Our normal model is that the agreed base payment becomes payable once:
the retreat has reached its agreed minimum number AND sufficient attendee funds have been received to cover the payment and the retreat's required commitments.
Where we've agreed an additional payment linked to bookings above the minimum number, this will normally be paid 8–10 weeks before arrival, once the required attendee balances have been received.
We'll agree the exact arrangement before the retreat goes on sale.
Your accommodation
Where agreed, accommodation for the Retreat Leader while delivering the retreat can form part of the overall retreat model.
This means we can account for the accommodation required for you to deliver the retreat when we calculate the cost of running it.
The exact sleeping arrangements will depend on your retreat, group size and number of leaders and will be agreed beforehand.
Your travel and personal expenses
Unless specifically agreed otherwise, your own travel to and from Poland is your responsibility.
Personal expenses, meals, drinks and other costs that haven't specifically been included in your agreement are also your responsibility.
If we've agreed something different for your particular retreat, it will be recorded in your Retreat Leader Agreement.
Food & drink
Food and drink are not supplied or sold by us as part of the retreat package.
We can help with local information, restaurant reservations, shopping arrangements and practical planning around meals, depending on the level of support you've chosen.
Attendees are responsible for paying directly for their own food, drinks, groceries and restaurant purchases unless a different arrangement has been expressly agreed and is legally/operationally appropriate.
Minimum numbers
Every retreat has an agreed minimum number of paying attendees.
Until that number is reached, the retreat has not received its final green light.
Before bookings open, we'll agree:
the minimum number required;
the date bookings will open; and
the deadline for reaching minimum numbers.
We'll normally set the minimum-number decision within 45 days of bookings opening. This gives you a clear initial period in which to actively promote the retreat and gives us an early indication of whether there's enough demand for it to proceed.
If we reach minimum numbers
🎉 WE HAVE A RETREAT.
We'll confirm that the retreat is going ahead and continue with the agreed arrangements.
Your Retreat Leader payment will then be handled according to the payment schedule we've agreed for your particular retreat.
If we don't reach minimum numbers
The retreat will normally be cancelled and attendee bookings will be dealt with in accordance with their booking terms, including any refunds due to them.
You will not receive your Retreat Leader delivery payment because there is no retreat to deliver.
Your £250 / PLN-equivalent Retreat Set-Up Fee remains non-refundable because the planning, costing and set-up work it covered has already been completed.
There may also be payment-processing charges that are not returned to us when attendee payments are refunded.
For this reason, before bookings open you'll provide an authorised payment method and agree that, if the retreat does not reach minimum numbers, the actual non-recoverable payment-processing costs associated with those attendee payments can be charged to that payment method, up to a maximum of 750 PLN.
This is not an additional Retreat Support fee.
If we reach minimum numbers, nothing is charged.
If we don't, only the actual non-recoverable payment-processing costs incurred will be charged, up to the 750 PLN maximum, and you'll be given a record showing the amount and how it was calculated.
If an attendee cancels
Attendee cancellations are handled by us in accordance with the booking and cancellation terms applicable to that retreat.
If a cancellation affects the viability of the retreat after minimum numbers have initially been reached, we'll discuss the position with you and determine the appropriate next step in accordance with the attendee contracts and our agreement with you.
You should not make separate promises about refunds, credits or alternative arrangements directly to attendees without discussing them with us first.
If you need to cancel or cannot deliver
Please tell us as soon as possible if anything happens that may prevent you from delivering the retreat or any significant part of the agreed programme.
Depending on the circumstances, we may explore whether:
another agreed leader can deliver;
part of the programme can reasonably be changed;
an appropriate replacement can be arranged; or
the retreat needs to be cancelled.
Any replacement or substantial programme change must be agreed with us before it is offered to attendees.
Your individual agreement will set out what happens financially if you cancel, withdraw or are unable to deliver the agreed retreat.
Changes to the retreat
Once the retreat has been advertised and people have booked, we can't simply make significant changes because there has been another idea.
Please discuss proposed changes to the programme, dates, leaders, accommodation, activities or other advertised elements with us before promising or announcing them to attendees.
We'll then determine whether the change can reasonably and contractually be made.
Your own professional responsibilities
You remain responsible for the professional content and delivery of the sessions or services you personally provide.
Where appropriate to the work you are delivering, you may be required to maintain your own suitable professional or public liability insurance and provide evidence of it.
Any qualifications, professional memberships, licences or permissions required for the activity you provide remain your responsibility unless we've expressly agreed otherwise.
Communicating with attendees
We'll agree how communication with attendees will work.
As organiser, we need to manage contractual booking information, payments, cancellations and significant changes affecting the retreat.
You can of course communicate with your attendees about your programme, build excitement and help create the community around the retreat.
We simply need to make sure that commercial or contractual promises aren't made independently of the arrangements we've agreed.
Promotion
You bring the audience. We give you somewhere to send them.
Your existing audience, community or client base is a fundamental part of the Retreat Support model.
We'll work with you to shape the retreat into something sellable and provide the agreed sales and booking infrastructure. We can also help you think about how and when to introduce the retreat to your audience, build interest and prepare for bookings to open.
As Retreat Leader, you are responsible for actively promoting the retreat to your audience and generating the interest and bookings needed to reach the agreed minimum number.
We may, at our discretion, share information about upcoming retreats through Magic Tadzik or Beskidzka Apartments' own channels, but this is additional exposure rather than part of our commitment to fill your retreat. We do not guarantee or take responsibility for generating attendees.
You know your audience, your work and the type of person your retreat has been created for. It remains your responsibility to attract people who are an appropriate fit for the experience you're offering.
We'll make sure there's a properly planned retreat and a clear way for people to find out more and book.
You make sure the right people know it's there.
Your individual agreement
This page explains our general approach to working with Retreat Leaders.
Before your retreat goes on sale, you'll receive an individual Retreat Leader Agreement setting out the arrangements specific to your retreat.
That will include the important details such as:
dates;
roles and responsibilities;
minimum and maximum numbers;
your agreed payment;
payment timing;
accommodation;
agreed support level;
programme responsibilities;
relevant expenses;
cancellation and inability to deliver;
and any special arrangements we've made.
Where your individual Retreat Leader Agreement differs from this general information, your individual agreement will apply.
One retreat. Two jobs.
You shouldn't have to become a tourism organiser just because you've got a brilliant idea for bringing your people together.
That's the point of working together.
You concentrate on your audience, your programme and delivering the experience.
We concentrate on making sure there's a properly planned retreat for you to deliver.
