Template · Planning & paperwork
Retreat liability waiver template (free, editable)
By MyRetreatDesk team · Updated · 2 min read
Short answer
A retreat waiver records that guests understand the activities, have told you about health issues, accept the ordinary risks and agree to your rules and cancellation policy. Copy the template below, fill in the brackets, and have a lawyer where you operate review it: what a waiver can exclude differs from country to country.
Key takeaways
- A waiver records that guests understand the activities, disclosed health issues and accept ordinary risks.
- Most places limit what a waiver can exclude, especially your own negligence.
- Adapt the activities and health questions to what your retreat really includes.
- Have every guest sign before arrival, as part of booking.
- Get the final version reviewed by a lawyer where you operate.
The template
Replace everything in [square brackets]. Delete clauses that don't apply rather than leaving them vague.
[RETREAT NAME] – PARTICIPANT AGREEMENT AND RELEASE OF LIABILITY
Organizer: [YOUR NAME OR BUSINESS], [ADDRESS] ("we", "us")
Retreat: [RETREAT NAME], [VENUE AND LOCATION], [START DATE] to [END DATE]
Participant: [FULL NAME] ("I", "me")
1. The activities
I understand the retreat includes [yoga, meditation, breathwork, hiking, swimming, excursions, other activities], and that I take part in each activity voluntarily and may sit out any part of it.
2. Health
I confirm that I am in suitable health to take part, or that I have consulted a doctor. I have told the organizer in writing about any medical condition, injury, pregnancy, allergy or medication relevant to the activities, and I will tell the teacher before a session if this changes. I will work within my own limits.
3. Risks I accept
I understand that physical activity and travel carry risks, including strains, sprains, falls, illness and, rarely, more serious injury. I accept these risks to the extent permitted by law.
4. Release
To the extent permitted by the law of [COUNTRY/STATE], I release the organizer, its teachers and staff from liability for injury, loss or damage arising from my participation, except where caused by their negligence, gross negligence or wilful misconduct, or where liability cannot be excluded by law.
5. Emergencies
If I am unable to consent, I authorise the organizer to arrange emergency medical treatment for me at my own cost. Emergency contact: [NAME, PHONE].
6. Travel insurance
I [have / am advised to have] travel insurance covering medical treatment, evacuation and cancellation.
7. Conduct
I will follow reasonable instructions from the organizer and venue, respect other participants, and not use illegal drugs during the retreat. The organizer may ask me to leave if my conduct puts others at risk, without refund.
8. Photos and video
[I agree / I do not agree] that photos or video in which I appear may be used to promote future retreats.
9. Cancellations and refunds
Cancellations and refunds follow the cancellation policy I accepted when booking: [SUMMARISE OR LINK].
10. Governing law
This agreement is governed by the law of [COUNTRY/STATE].
Signed: ____________________ Date: ____________What each part is for
- Activities and health make sure guests know what they're signing up for, and that you know about conditions that affect how they practise.
- Assumption of risk and release record that ordinary risks are accepted. Most legal systems won't let you exclude liability for your own negligence or for injury in all cases, which is why the clause says “to the extent permitted by law”.
- Emergencies and insurance save time when something goes wrong far from home.
- Media consent is better as a clear yes or no than buried in small print.
- Cancellation points to the policy guests accepted at checkout, so the two never disagree.
Getting it signed
Have guests sign before they arrive, ideally as part of booking. Paper waivers collected on day one get lost, and a guest who disagrees with a clause is better found months ahead. On MyRetreatDesk every guest signs your waiver and cancellation policy at checkout, and the policy text is generated from the refund rules you set, so they always match. See payment plans and policies.
Adapting it to your activities
A waiver is only useful if it describes what guests will actually do. Add a line for each activity with its own risks:
| Activity | Add to section 1 or 3 |
|---|---|
| Hiking and trekking | Uneven terrain, altitude, weather, distance from medical help |
| Swimming, surfing, rafting | Water conditions, currents, required swimming ability, following guides' instructions |
| Breathwork | Light-headedness and emotional release; who should not take part (e.g. some heart conditions, pregnancy) |
| Hot or cold therapy (sauna, ice baths) | Heat and cold stress; who should check with a doctor first |
| Fasting or special diets | Low energy, dizziness, conditions that make it unsafe |
| Excursions with third parties | That the provider runs the activity under its own terms |
Health questions to ask at booking
Ask these separately from the waiver, so the answers reach the teacher:
- Any injuries, surgery or ongoing conditions we should know about?
- Are you pregnant, or might you be during the retreat?
- Any allergies, including food and medication?
- Any medication that affects exercise, heat or breathing practices?
- Anything about your mental health you'd like the teachers to know?
Special cases
- Minors: a parent or guardian signs on their behalf, and you may need extra safeguarding rules.
- Guests who refuse to sign: decide in advance. Most organizers won't confirm a booking without it.
- Changes after signing: if a new activity is added, ask guests to accept the update before it happens.
- Teacher trainings: combine the waiver with a student agreement covering attendance and certification.
Written by MyRetreatDesk team
We build MyRetreatDesk, booking and payment software for retreats, workshops and teacher trainings. Our guides come from how the product handles deposits, installments, failed payments and group bookings for organizers.