Teacher Guidelines
Bodhi Khaya provides a plug and play solution for Exclusive Retreats. As a facilitator, you can focus your energy on what you do best, while we handle the finer details of your retreat. Situated in breathtaking natural surrounds, Bodhi Khaya offers an exceptional space for a memorable retreat experience. We have two retreat spaces available, each with different features and requirements.
Bodhi Khaya Main Space
This is the original Bodhi Khaya retreat space. It sleeps around 25 people comfortably, but can go up to around 50 people when camping is included. This space is booked as a fully catered option only, and a minimum spend of R25k per night is required, as well as a R10k venue hire fee. (See ‘Pricing’ for more info below).
The Wild Pod
The Wild Pod offers a more intimate retreat space, that can be catered or self catered. The Wild Pod sleeps up to 14 people if all are sharing, and an additional 8 people if booked with the Cottages. As with the main space, a minimum spend is required. (See ‘Pricing’ for more info below).
Online Registration
Your participants can conveniently book via our online booking system, providing a seamless solution to handle room allocation and payments. During registration participants select their room, make payment, and inform us of dietary or personal needs. Your teacher fee can be included in the price of the retreat which will be reimbursed to you after the retreat is concluded. In order to upload your retreat, we will need a retreat title, retreat write up, your fees and an 1080 x 1080 digital artwork. A deposit/venue hire is required before your retreat will be uploaded. Please note that including your retreat on the Bodhi Khaya website is subject to our discretion.
Pricing
Bodhi Khaya Main Space
Bodhi Khaya works to support fully attended and sustainable retreats. We charge our standard room rates for exclusive use retreats, requiring a minimum total spend of R25 000 per day, with a minimum of two nights booking, as well as flat venue hire rate of R10 000 over and above the minimum. This roughly equates to 20 people, depending on accommodation chosen. If there are fewer than 20 people and/or the spend is lower than R25 000 per day, the facilitator will be responsible for covering the shortfall. Attendees book and pay online for accommodation and food, and can either pay you separately for your tuition, or tuition costs can be included into your retreat package.
Our rates include accommodation, 3 vegetarian meals per day, refreshments, daily meditation, chi-kung & yoga, hiking, swimming and use of our facilities. As the facilitator(s), you will need to book and pay for your choice of room at the applicable rates.
Exclusive retreat bookings include full-time access to the Meditation Hall, Opa and all other facilities.
A R10 000 venue hire fee is required to secure your date. This will be refunded as per the cancellation policy should the retreat not go ahead as planned. Please see cancellation policy below.
The Wild Pod
As with the main space, The Wild Pod is charged at a per room rate, with a minimum spend of R6000 per night or R9000 with the Cottages, excluding meals. Meals are charged at an additional R500pppn.
The Wild Pod includes access to the Wild Pod Facilities, as well as the swimming dams and hiking trails. Depending on the nature of the concurrent retreat at the Main Space, the times that the dam is accessible and the approach to the trails mat vary, but this info will be communicated to you.
A R5000 deposit is required to secure your booking, which will then go towards the amount owed. Please see cancellation policy below.
Marketing
Bodhi Khaya offers marketing assistance to boost retreat attendance, however, you are required to do your own marketing as far as possible. Bodhi Khaya will not be held responsible for low retreat attendance. In order to maximise market reach and attendance we suggest a 60 days lead-time for your event. Our marketing campaign includes:
Uploading retreat info, biographies, photos etc. onto our retreat booking platform
Upload retreat onto our website
Advertise your retreat in our monthly newsletter
One posts on our Instagram and Facebook pages
Facebook event added to our page
Resharing of story content
Please talk to us about additional co-operative marketing efforts like ad-boosting
*Please note that Bodhi Khaya holds no responsibility for low retreat attendance.
Facilities & General
Please see our website for activities, schedules and facilities. Please arrive prepared to set spaces up to your preference. Please be in touch with any questions in good time before the start of your retreat. Our standard guest check in time is between 2pm and 5pm and check out time is 11am. As the facilitator, you are expected to arrive before your guests at 12pm latest.
Food
We cater three vegetarian meals per day and accommodate reasonable dietary needs. Your retreat will enjoy healthy, well-nurtured food, prepared according to our menu cycle, garden availability, and our cook’s spontaneous creativity. If your retreat requires a special menu please inquire with the office as to how we may be of service. Generally, Breakfast is served at 8am, Lunch at 1pm and Dinner at 6 pm. Brunch will be served at 10am on the day of check out. If you have Exclusive Use and your retreat requires different timing, we can discuss reasonable requests. Please note that for special meal requirements, an additional charge may apply.
Wild Pod meals will be brought up the Wild Pod, and in some cases, lunch will be eaten down at the main space. This is will be up to you and discussed with you either way.
Venue Hire, Deposits & Cancellations
All Exclusive Use retreat bookings are considered PROVISIONAL until a venue hire is received.
To CONFIRM your Exclusive Use retreat a fixed fee of R10 000 must be received for Main Space.
To CONFIRM your Exclusive Use retreat a deposit of R5000 must be received for Wild Pod. This deposit goes towards the total amount owed.
Exclusive Use VENUE HIRE CANCELLATION POLICY
100% of venue hire refunded if your retreat is cancelled more than 90 days in advance,
liable for a R250 admin fee
75% of venue hire refunded if cancelled less than 90 days in advance
50% of venue hire refunded if cancelled less than 60 days
0% of venue hire refunded if cancelled less than 30 days
Please no pets, alcohol, or recreational drugs.
Guest Cancellation Policy
In the event one of your retreat participants cancels their booking 14 days or less before your retreat, you will be paid out your full facilitation fee by Bodhi Khaya. This applies only if the person has paid in full. If 50% has been paid, you will receive 50% of your fee. If nothing has been paid, no fee will be paid. This applies only for bookings taken through our system.