A group retreat is defined as a reservation with a minimum of 6 rooms.  Please see your Agreement for detailed terms. 

Refunds

All payments and deposits are non-refundable and non-transferable. 

Estimated Bill & Room Release

• The estimated bill listed in your contract is based on a simple formula and is used to set up your Advanced Deposits Schedule. Your actual retreat bill will be based on the per person, per night guest rates and room assignments. (Check your contract for details.)
• You are free to sell and assign your rooms however you wish.
• Any changes in your room count or assignments will impact your estimated bill and scheduled payments.
• If you choose to release rooms according to your contract terms, this must be communicated and confirmed with Villa Sumaya prior to your 2-month payment.  You are responsible for the contracted minimum room commitment even if you fall short of selling those rooms.
• Two weeks before your retreat start date, you will receive an updated bill based on final room occupancy. At that time, room assignments will be considered final.

Payment Schedule

• Booking confirmation: $250 per room (deposit)
• 6 months before retreat: 25% of estimated bill due
• 2 months before retreat: Another 25% due
• Upon arrival: Final balance due
• Before check-out: Any extras (like transportation or purchases) paid on-site

Payment Methods

• Bank Transfers: A $15–$35 fee may apply. We cover $15 of the fee on our end.
• Cash: Accepted in USD or Guatemalan Quetzales.
• Credit Cards (Visa/Mastercard): A 3% processing fee applies only to group bills. No fee is charged for walk-in or individual guest bills.
• PayPal: 3.8% fee for U.S. accounts. 
• Wise (formerly Transferwise): Recommended for international or foreign currency transfers.
• Zelle: No fee. Note: Zelle may have transfer limits; please check with your bank.
• Checks / Direct Deposits: For deposits into our Guatemalan BAC account, make checks payable to Retreat Center S.A.; for deposits into our U.S. Wells Fargo account, make checks payable to Mayan Sun LLC.
• For any payments made via Zelle, Wise, or other methods besides credit card or cash, please provide visual confirmation (e.g., screenshot or email) of your transaction. Send to outreach@villasumaya.com to ensure proper tracking of your payment.
• In certain cases involving international wire transfers, an intermediary bank (neither affiliated with the sending nor receiving financial institution) may impose an additional processing fee, which can exceed $40 USD. This occurrence is common with transfers originating from Canadian banks. In such instances, we agree to share the cost of the intermediary bank fee equally with the client.

Final Occupancy & Room Changes

• Submit final room list 2 months before the retreat.
• Villa Sumaya may resell any rooms you release, but you’re still responsible for the minimum room count.
• Final invoice sent 2 weeks before retreat.
• Room change fee after check-in: $15
• If there is no roommate in a double or triple occupancy room, work it out with your participant.

Registration

You, the retreat leader, handle all guest communication, payments, and room assignments.

Check-In / Check-Out

• Check-in: 3:00–8:30 p.m.
• Check-out: 7:30–11:00 a.m.
• Early/late check-in/out: $30 for 1st hour, $5/hour after that (advance notice required)
• Rooms aren’t guaranteed before 3:00 p.m. on the first day. Participants requesting extra nights or early arrival must book directly with Villa Sumaya and pay in advance. 

Set Meal Times

• Breakfast: 8:30–9:30 a.m.
• Fire Ceremony days: Breakfast at 7:30 a.m.
• Lunch: 1:00–2:00 p.m.
• Dinner: 6:30–7:30 p.m.

Special Dietary Needs

• Villa Sumaya is not liable for allergic reactions or food sensitivity issues.
• Guests must disclose severe allergies or restrictions in advance.
• Custom meals must be arranged at least two weeks in advance.
• A food preferences form is required, specifying what guests can eat.
• Guests with life-threatening allergies must notify us before arrival.
• If bringing an EpiPen or similar:
• Let us know if the guest will bring it
• Confirm if someone in the group can administer it (our staff are not trained)
• Share the guest’s emergency response plan
• Upon arrival, introduce the guest to staff; they’ll receive a dietary alert card. 

Emergencies & Health

Villa Sumaya is not responsible for health issues. We’ll help in emergencies, but cannot take responsibility.

Theft & Security

Villa Sumaya is not responsible for lost/stolen items.

Please use the lockboxes in your rooms for valuables.

Quiet Hours

Quiet time: 9:00 p.m. – 9:00 a.m.

Let us know in advance if you need a different schedule.

We do our best, but total silence is not guaranteed. 

Property & Maintenance

We maintain the property and fix things quickly—usually the same day.

Travel Issues or Natural Disasters

No refunds or discounts for:

• Travel delays or cancellations
• Weather or natural disasters
• Power outages or evacuations
• Illness or late/early arrivals

We highly recommend travel insurance.

If Villa Sumaya cancels the retreat, all payments will be refunded in full.

Tours & Activities Pricing

Prices for tours and ceremonies are updated every June for the coming high season which begins in October. 

We honor the current pricing—not the one from when you booked.

Always check the most recent version or confirm with the Reservations office via email: reservations@villasumaya.com.

Participant Cancellations

We require that group leaders have signed Terms & Conditions and Cancellation policies with each of your retreat participants. Villa Sumaya is in no way liable for participant cancellations, and no refunds or credits will be issued for registered guests who alter or cancel their registrations within 60 days of the retreat start date.  We do not drop charges for guest cancellations within 60 days of the retreat start date.

Liability

As retreat leader, you are responsible for your group. We recommend you collect signed liability waivers from each of your group members. Villa Sumaya and its team are not liable for any of the following, whether on-site, on the lake, or during off-site tours and activities:

• Cancellations made within 60 days of the retreat start date
• Personal safety, medical issues, injuries, or accidents
• Delays, travel disruptions, political unrest, or inclement weather
• Power outages or other service interruptions
• Services provided by independent contractors (e.g., spa practitioners, tour guides)
• Loss, theft, or damage of personal items anywhere on the property or during excursions
• Failure to carry valid travel documents (e.g., passport, visa, health certificates)