Terms & Conditions

Please read and retain a copy for your records. Download your copy: Solace Gathering Terms and Conditions.

Location: All accommodations, meals, and activities, take place at a specific home of choice per Gathering and can vary from event to event; exact location and address will be shared with registered guests after confirmation and within 30-days of event date.

Host: The retreat is sponsored by Solace Gathering and is hosted by Julie Barnhill.

Health and Medical: Guests of Solace Gathering should be in good overall health. Participants are responsible for ensuring that they have adequate medical coverage while attending the retreat and that all known allergies are made known to Solace Gathering. Guests should bring proper insurance cards and ID in case of any medical emergencies.

Registration and Payment: Enrollment is limited. All-inclusive (save one dinner out) total: $1,400.00 per guest.
We require a 50% ($700.00) deposit payment to book a reservation. This deposit is payable by credit card, personal or cashier’s check. The balance is due no later than August 31st of the event year. Full payments are accepted. After initial (50%) deposit, remaining balance may be paid over the months in whatever increments you choose. Persons wishing to register after the August 31st, date will be accommodated as space allows and must pay full cost of retreat at the time of registration. Registration cost does not include: air/car travel, gratuities, adult beverages (other than those provided at Solace), or island excursions other than those provided by Solace.

Cancellations and Changes: All cancellations must be in writing (e-mail is acceptable) and received no later than July 31st. Upon receipt of cancellation letter, registration fee will be refunded less $300.00 portion of deposit. No refunds will be made after September 1st; please note: if circumstances arise in which you need to cancel after the September 1st date, we are happy to transfer your reservation and make your room available to another guest—of your choosing if you know of someone, if not, to a Waiting List guest. No refunds will be given for early departure from retreat. Because cancellations result in additional costs for Solace Gathering, under no circumstances, regardless of reason for cancellation on the part of the participant, will the $300.00 deposit portion be returned, nor will the terms of cancellation as stated above be waived.

Note: Solace Gathering reserves the right to cancel the retreat prior to event date for circumstances deemed unsafe for those attending (war, terrorist activity), as well as adverse weather conditions as hurricanes, fire, natural disasters, and unforeseen mitigating factors. In the event of such admitted drastic situations, Solace Gathering will refund all registration payments, constituting full settlement with the participant(s). Solace Gathering, however, is not responsible for other expenses incurred by individual guests as a result of those circumstances beyond its control.

Travel Insurance: Since last minute injuries, illnesses, work emergencies, or death in a family unfortunately do happen, we strongly encourage that you consider travel insurance.  A travel insurance plan will reimburse you for the retreat registration, airfare, and other otherwise non-refundable expenses. There are a lot of companies offering this service online. See Travel Insurance Reviews for some great options. If you need help understanding what to buy see this post: What’s the Best Travel Insurance for a Retreat?

Accommodations: Accommodations are provided in private single-family homes. Home locales are shared with all Solace guests and bedroom /bathroom details will vary per calendar event. Accommodations will be assigned on a first registered, first served, basis with varying allowances for single-occupant request and/or chosen roommate.

Meals: Meals are well-rounded mix of proteins, vegetables, fruits, and the occasional comfort food requested by Julie. Dinner will be served on our first evening together (Sunday) with brunch and dinner following throughout the week. Early morning drink and food items will be available to early risers and late night snackers. Solace does not provide exclusive dietary menu requests (such as gluten-free), but certainly takes into careful consideration any food allergies noted by guest(s). No Solace Gatherer has even gone hungry.

Arrival and departure: Solace begins at 3:00 PM on Sunday the afternoon of arrival. The retreat comes to a close after early morning breakfast the following Friday.