Retreat Host Legal Kit 

The Retreat Host Legal Kit is the ultimate “host like a pro” legal bundle for retreat organisers who want to protect their business, create clear boundaries, and reduce risk, without drowning in legal jargon. 

Whether you’re running a wellness retreat, business retreat, mastermind retreat, creative retreat, or anything in between, this kit gives you the key documents that keep your retreat legally legit from start to finish. 

Your Retreat Terms & Conditions set out the rules of participation, payment expectations, intellectual property protections, and key liability terms. Your Event Cancellation & Refund Policy helps you manage change-of-mind cancellations, transfers, no-shows, and event changes without awkward back-and-forth. Your Event Liability Waiver provides added protection if accidents, injuries, or unexpected incidents occur (because retreats are transformative, not risk-free). 

And because retreats are often full of photos, videos, BTS moments, guest speakers and professional content creation, this kit also includes the agreements and releases you need to use content properly and collaborate confidently, including a Speaker Agreement, Print Release, Model Release, and Photo & Video Consent / Media Release. 

Bottom line: this bundle helps you run your retreat with confidence, clarity, and professionalism, while we handle the legal bits and bobs. 

About the Template Kit 

Created by lawyers and peer reviewed by other lawyers for quality assurance, this fill in the blanks template kit can be ready within 30 minutes or less, ready for you to copy and paste into your system, upload to your booking platform, and send to attendees/speakers for them to sign (or accept at checkout). 

Bonus Links: For extra guidance, check out our blog articles on... 

Streamlining Speaking Engagements: A guide for Speakers and Event Organisers 

5 Reasons Why you Need Event Terms & Conditions 

5 Legal Tips for Speakers and Presenters: Navigating Speaking Engagements with Confidence 

What’s included? 

Your template purchase includes: 

• Templates in Word format 
• Template User Guide pdf – Handy hints on how to update your template 
• Single user licence to edit, use and reuse the template as often as you need for your business 
• BONUS: Future template updates 
• BONUS: Video Guide – This video walkthrough is designed to guide you step-by-step through the template, providing clear instructions and assistance to help you successfully complete it with a few tips thrown in for good measure! 

Got questions? Check out our FAQs below. 

Mastermind (Retreat) Terms & Conditions 

• Access and participation rules (eligibility, conduct, expectations) 
• Fees and payment terms (including instalment options) 
• Cancellation and refund provisions for common scenarios 
• Scope of retreat activities and third-party involvement clauses 
• Participant obligations and boundaries 
• Intellectual property protections for retreat content and materials 
• Liability and risk management provisions 

Event Cancellation & Refund Policy 

• No change-of-mind refunds (to the extent permitted by law) 
• Clear participant cancellation notice periods (with editable timeframes/fees) 
• Refund eligibility and non-refundable periods 
• Transfer of registration process and conditions 
• Non-attendance terms (late arrival, early departure, missed sessions = no refund) 
• Event changes, cancellation or postponement terms (including moving online) 
• Refund processing timeframes and fee handling 
• Australian Consumer Law protection statement 
• Policy update clause 

Event Liability Waiver 

• Clear risk awareness and acceptance terms 
• Release from liability and limitation provisions 
• Indemnification clauses to protect the organiser 
• Eligibility clauses (including age requirements where relevant) 
• Media release permission options (where appropriate) 
• Online/virtual wording for flexibility 
• Governing law and jurisdiction provisions 
• Severability clause 

Speaker Agreement 

• Clear scope of work (topics, duration, responsibilities) 
• Payment terms (fees, timing, reimbursements) 
• Intellectual property rights and content usage permissions 
• Promotion and marketing obligations (speaker + host) 
• Event logistics (venue, tech, equipment requirements) 
• Cancellation, termination, and force majeure provisions 

Photo & Video Consent / Media Release 

• Consent to being photographed/filmed/recorded at the retreat 
• Broad licence to use recordings for marketing, education, promos and replays 
• Waiver of approval rights and moral rights (where applicable) 
• Clear “no compensation” acknowledgement 
• Ownership and IP vesting in the organiser 
• Opt-out request process (with practical limitations acknowledged) 
• Minor consent wording for parent/guardian attendance 

Print Release 

• Sets clear print and usage permissions for images 
• Distinguishes between digital use and print use 
• Protects copyright and prevents unauthorised distribution 
• Professional framework for client usage rights 
• Adaptable for event, brand, and commercial photography workflows 

Model Release 

• Permission to use images for commercial purposes (including BTS content) 
• Full commercial release options 
• Limited model usage rights for personal/brand use 
• Clauses for minors 
• Licence to use images for your business marketing and promotions 
• BONUS: Code of Conduct Checklist
• BONUS: Event Organiser Checklist

Alright, let’s be clear, the Retreat Host Legal Kit is for anyone hosting retreats who wants to reduce legal risk, set clear participant expectations, and protect their content and brand. 

This kit is ideal for: 

• Retreat organisers hosting wellness, yoga, business, creative or coaching retreats 
• Mastermind hosts running in-person retreat experiences 
• Coaches and consultants facilitating retreats with educational content 
• Hosts engaging guest speakers, facilitators or collaborators 
• Anyone capturing photos/videos at retreats for marketing, replays or promotions 
• Businesses offering paid retreat experiences and needing clear cancellation/refund rules 

If you’re hosting a retreat and want to run it like a professional (with solid boundaries and fewer headaches), this kit is for you. 

IMPORTANT 

Purchasing our fill in your blanks templates for you to customise and ensure they suit you and your business needs, utilising our free resources or having a chat with us as part of a consultation doesn’t create a lawyer-client relationship between you and Foundd Legal (sorry!). It also doesn’t constitute legal advice. Please consult with a lawyer for any questions. 

We do offer templates for countries outside of Australia, you will see on the specific template page which country or countries the template is available for, just make your selection! Unfortunately at this time, we are only offering templates for the countries specified. 

Our templates are however customisable for countries outside of Australia, and whilst they are a good base and potentially save you money getting something created from scratch, it would be prudent to have a lawyer in your country to review the template especially if you have any questions. 

You get a single user licence and can re-use the templates you purchase as many times as you want for your own business needs! But keep in mind we’re a small business just like you, offering a service and we need more people like you to help us continue to grow - just like you! So from the bottom of our humble hearts, thank you for making a legit purchase and not sharing! Use of this Site and your purchase of any digital products or downloading of any free resources, are subject to our Terms and Conditions. 

Have more questions? Read our FAQs.