Winter Student Retreat 2026

Terms and Conditions

10–13 December 2026
The Willows, Wyboston Lakes Resort, Bedfordshire

Last updated: 30 October 2026

1. Terms of Agreement

These Terms and Conditions apply to all bookings for the Al-Salam Institute (ASI) Winter Student Retreat 2026, taking place from Thursday 10 to Sunday 13 December 2026.

By completing a booking, the participant, or the person booking on their behalf, agrees to these Terms and Conditions.

A booking becomes confirmed once ASI has accepted the registration, received the required payment and issued a booking confirmation.

Participants should check their booking details carefully and notify ASI promptly of any errors or changes.

ASI reserves the right to decline a booking where places are unavailable or relevant eligibility or accommodation requirements cannot be met. Any payment received for a booking that ASI does not accept will be refunded.

2. Registration and Payment

All retreat places are subject to availability.

Full payment is required at the time of booking unless an alternative arrangement has been expressly agreed by ASI in writing. Instalment plans are not ordinarily available for this retreat.

Any advertised discounts, including student priority and early bird offers, are subject to the eligibility criteria and booking deadlines specified at the time of registration.

The early bird price is available until Thursday 5 November 2026. The final booking deadline for full residential places and non-residential day attendance is Tuesday 10 November 2026. The final booking deadline for Graduation Ceremony and Dinner tickets is Wednesday 18 November 2026. All bookings are subject to availability and may close earlier if capacity is reached.

Discount codes must be applied at checkout and cannot normally be applied retrospectively to completed bookings.

Bookings and payments are specific to the Winter Student Retreat 2026. Payments cannot be transferred to other ASI courses, programmes or events unless ASI expressly agrees otherwise.

3. Residential Accommodation

The residential retreat takes place at The Willows, Wyboston Lakes Resort, Bedfordshire.

The full residential package includes three nights’ accommodation from Thursday 10 December to Sunday 13 December 2026, the retreat teaching programme, the Student Recognition and Graduation Ceremony, and the meals and refreshments advertised as part of the package.

Check-in: From 3:00 pm on Thursday 10 December 2026.

Check-out: By 11:00 am on Sunday 13 December 2026.

Participants are expected to complete their bedroom check-out arrangements before the Sunday morning teaching sessions.

Accommodation is provided in en-suite bedrooms, with the following arrangements:

• Single occupancy: One bedroom for one adult.
• Shared occupancy: Two adults from the same family sharing one bedroom, charged per person.
• Family accommodation: Subject to the availability and suitability of the rooms offered by the venue.

Shared rooms are intended for spouses or family members. Participants booking shared accommodation must identify their intended roommate during registration.

Requests for twin beds, interconnecting rooms, sofa beds, accessible accommodation or other specific room configurations must be made in advance and are subject to availability and confirmation.

ASI will make reasonable efforts to accommodate room preferences but cannot guarantee a particular room, location, view or configuration.

Any additional nights or alternative accommodation arrangements must be agreed separately in advance and may incur additional charges.

4. Non-Residential Attendance

ASI also offers non-residential attendance for participants who wish to attend individual days or arrange their own accommodation.

The following attendance options are available, subject to booking and availability:

• Friday 11 December: Teaching programme, lunch, dinner and refreshments.
• Saturday 12 December: Teaching programme, lunch, Student Recognition and Graduation Ceremony, dinner and refreshments.
• Sunday 13 December: Teaching programme, lunch, closing session and refreshments. Dinner is not included.
• Graduation Ceremony and Dinner Only: Admission to the Saturday evening ceremony and dinner.

Non-residential bookings do not include accommodation, breakfast or access to hotel bedrooms.

Participants arranging their own accommodation are responsible for their reservations, payments and any cancellation charges imposed by their chosen provider.

Day attendees must register with ASI and comply with the same conduct and programme requirements as residential participants.

5. Families and Children

Families are welcome at the retreat, subject to suitable accommodation and availability.

Children’s residential places must be booked in addition to the relevant adult booking. Child rates are determined by the child’s age at the start of the retreat.

Children under 16 cannot occupy a bedroom independently and must share with an accompanying responsible adult.

Parents and accompanying responsible adults remain responsible for the supervision, safety, behaviour and wellbeing of children under 18 throughout the retreat, including during teaching sessions, meals, free time and recreational activities.

ASI does not provide a crèche, childcare service or separately supervised children’s programme.

Children are welcome in teaching sessions where appropriate, provided their presence does not significantly disrupt the learning experience of other participants.

Parents may be asked to temporarily take a child outside a session if necessary.

Accommodation arrangements for children, including additional beds, sofa beds and interconnecting rooms, must be agreed with ASI in advance.

6. Cancellations, Transfers and Refunds

6.1 Residential Booking Cancellations

The Winter Student Retreat involves substantial financial commitments for accommodation, catering, venue facilities and programme delivery.

ASI enters into binding agreements with the venue and may remain liable for significant costs even when individual participants cancel.

For this reason, residential bookings are subject to strict cancellation conditions.

Participants wishing to cancel must notify ASI in writing at admissions@alsalam.ac.uk as soon as possible.

The following maximum cancellation charges apply to adult residential bookings:

These percentages reflect the increasing financial commitments incurred as the retreat approaches.

Cancellation charges will not exceed ASI’s reasonable losses arising from the cancellation. ASI will take into account any costs saved, amounts recovered from the venue and reasonable opportunities to fill the cancelled place.

Where ASI’s actual recoverable loss is lower than the maximum charge stated above, the cancellation charge will be reduced accordingly.

As accommodation and catering costs become fully committed, cancellations close to the retreat may result in no refund being available where retaining the full booking fee is reasonably justified by ASI’s losses.

6.2 Transferring Your Booking

If a participant is unable to attend, we encourage them to contact ASI as early as possible.

ASI will consider requests to transfer a booking to another suitable participant, provided the replacement can be accommodated within the existing arrangements and meets the relevant registration requirements.

Where an equivalent replacement booking is secured, the original participant will normally receive a refund, less any reasonable additional costs incurred in arranging the transfer.

All transfers require prior approval from ASI and are subject to accommodation availability and venue requirements.

6.3 Children’s Residential Bookings

Cancellation charges relating to children’s bookings will be assessed according to the accommodation, bedding, catering and other costs attributable to the child’s place.

Any amount retained will be limited to reasonable losses arising from the cancellation, taking account of costs saved and any replacement arrangements.

The adult residential cancellation percentages will not automatically apply to children’s supplementary bookings.

6.4 Day Attendance and Graduation-Only Bookings

For non-residential day attendance and graduation-only bookings, cancellations received on or before 26 November 2026 will normally qualify for a full refund, provided ASI has not already incurred non-recoverable costs attributable to the booking.

For cancellations received after this date, ASI may deduct reasonable losses arising from the cancellation, including catering charges or other commitments that cannot be avoided.

Any refund will take into account costs saved and whether the cancelled place can be filled.

6.5 Illness and Unforeseen Circumstances

We understand that illness, family emergencies and other unforeseen circumstances may prevent participants from attending.

Participants should inform ASI as soon as they become aware that they may be unable to attend.

While such circumstances do not automatically entitle participants to a full refund, we will consider whether a transfer, replacement booking or partial refund can reasonably be arranged.

Participants travelling from overseas or incurring significant travel expenses are encouraged to consider appropriate travel and cancellation insurance.

6.6 Late Arrivals, Early Departures and Non-Attendance

Participants who arrive late, depart early or are unable to attend individual sessions will not automatically be entitled to a refund for unused accommodation, meals or programme activities.

Where ASI is able to recover or avoid costs as a result, any appropriate refund will be considered.

6.7 Refund Processing

Approved refunds will normally be made to the original payment method within 14 days of the refund amount being agreed, unless an alternative arrangement is required.

ASI will provide an explanation of any cancellation charges deducted from a refund upon request.

7. Programme Changes and Cancellation by ASI

The retreat programme, including all teaching sessions, lectures, workshops, discussion sessions, recreational activities and other scheduled events, is provisional and subject to change.

ASI reserves the right to make reasonable changes to the programme, including session titles, topics, content, speakers, workshop themes, timings, duration and format, where necessary for academic, operational or other legitimate reasons.

While every effort will be made to deliver the advertised programme, ASI cannot guarantee that every session, workshop or activity will take place exactly as originally published.

Where a change materially affects an essential element of the retreat, ASI will inform affected participants and provide any remedies required under applicable law.

In the unlikely event that ASI cancels the retreat in its entirety, participants will receive a full refund of the retreat fees paid to ASI, without prejudice to their statutory rights.

8. Retreat Programme and Attendance

The retreat programme includes teaching sessions, workshops, congregational prayers, informal gatherings and the Student Recognition and Graduation Ceremony.

Participants are encouraged to attend the scheduled academic sessions and take full advantage of the learning opportunities.

The retreat is intended to provide an environment conducive to sacred learning, personal reflection and beneficial companionship (suhba).

Participants should be punctual, respectful of teachers and fellow attendees, and mindful of the learning environment.

Congregational prayer times and session timings may change in accordance with the local prayer timetable and operational requirements.

While ASI will make reasonable efforts to deliver the advertised programme and teaching arrangements, the participation of any particular teacher or speaker cannot be guaranteed in circumstances beyond ASI’s reasonable control. Any material change will be addressed in accordance with Section 7.

9. Conduct and Behaviour

All participants are expected to conduct themselves with courtesy, consideration and respect towards teachers, fellow students, organisers, venue staff and other guests.

Participants agree to abide by ASI’s Student Code of Conduct and reasonable instructions issued by the retreat organisers and venue management.

This includes:

• Maintaining appropriate conduct and Islamic etiquette (adab) throughout the retreat.
• Respecting the privacy, comfort and personal boundaries of fellow participants.
• Being considerate of other hotel guests, particularly in shared dining and communal areas.
• Following the venue’s health, safety and accommodation regulations.
• Treating the venue’s bedrooms, equipment and facilities with care.

ASI reserves the right to take reasonable and proportionate action in response to serious misconduct, harassment, threatening behaviour, deliberate damage or repeated disruption.

In serious cases, this may include requiring a participant to leave the retreat. Any entitlement to a refund or cancellation charge will be assessed fairly, taking account of the circumstances, costs and applicable legal rights.

Participants may be held responsible for reasonable costs arising from damage they cause through negligence, deliberate actions or misuse, where permitted by law.

10. Health, Safety and Personal Responsibility

Participants are responsible for considering their own health and ability to attend the retreat.

Anyone experiencing a significant infectious illness before travelling should seek appropriate medical advice and contact ASI to discuss their attendance.

Participants must follow reasonable health and safety instructions issued by ASI and Wyboston Lakes, including fire safety and emergency evacuation procedures.

Anyone requiring accessible accommodation or specific assistance should inform ASI at the time of booking, or as early as reasonably possible, so that appropriate arrangements can be considered.

Outdoor walks and recreational activities are optional, subject to weather conditions and individual suitability.

Participants remain responsible for taking reasonable care of their own safety and personal belongings.

11. Meals and Dietary Requirements

Halal catering will be arranged for retreat participants.

Meals will be served at the venue’s Cricket Kitchen restaurant or other designated dining facilities.

Wyboston Lakes is a shared hotel and conference venue. Its restaurants and dining facilities also cater for other guests and may serve non-halal food.

Participants must notify ASI in advance of any food allergies, intolerances or special dietary requirements so that these can be communicated to the venue.

ASI and the venue will make reasonable efforts to accommodate dietary requirements. However, participants with serious allergies should seek confirmation of the available arrangements before attending, particularly where shared food preparation and service areas are involved.

Meal timings and arrangements may be adjusted in accordance with the retreat programme and venue requirements.

12. Venue Facilities and Accommodation Rules

The retreat is being held at The Willows within Wyboston Lakes Resort, which remains open to other guests and organisations.

Participants must respect the venue’s rules concerning accommodation, communal spaces, parking, safety and the use of facilities.

Access to the teaching rooms, designated communal areas and refreshments is included as advertised.

Use of other resort facilities, including spa treatments, golf or separately charged leisure services, is not included in the retreat fee unless expressly stated.

Parking is available on site, subject to the venue’s parking arrangements and any restrictions notified to participants.

Participants are responsible for any additional purchases or charges they incur directly with the venue, including personal food and drink purchases or chargeable services.

ASI is not responsible for personal items left unattended or lost, except where liability arises under applicable law.

13. Photography, Filming and Recordings

Audio or video recording of teaching sessions by participants is not permitted without prior written permission from ASI.

Official photography or filming may take place during the retreat for educational, archival and promotional purposes.

ASI will provide information about photography and filming arrangements. Participants who do not wish to appear in promotional images or videos should notify the organisers in advance so that reasonable arrangements can be made.

Photography and filming involving children will be handled with particular care, including obtaining appropriate parental or guardian permission where required.

Participants should also respect the privacy of fellow attendees when taking photographs or sharing content on social media.

Any unauthorised recording or use of content that infringes the rights or privacy of others may result in appropriate action by ASI.

14. Data Protection and Privacy

ASI processes personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Information provided during registration may be used to administer bookings, communicate with participants and arrange accommodation, catering and other necessary aspects of the retreat.

Where required, relevant information may be shared with Wyboston Lakes or other service providers involved in delivering the retreat.

Any health, accessibility or dietary information provided will be handled with appropriate care and shared only where necessary for the arrangements requested or another lawful purpose.

Further information about how ASI processes personal information is available in the Institute’s Privacy Policy.

15. Liability

ASI will exercise reasonable care and skill in organising and delivering the retreat.

Nothing in these Terms and Conditions excludes or limits liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation, or any other liability that cannot lawfully be excluded or restricted.

Participants remain responsible for their own travel arrangements, personal belongings and purchases made independently of ASI.

ASI’s liability for any loss or damage will be determined in accordance with applicable law, including relevant consumer rights.

16. Amendments to These Terms

ASI may update these Terms and Conditions from time to time to reflect changes in legal requirements, operational arrangements or future retreat programmes.

The terms applicable to a confirmed booking will ordinarily be those provided or made available when the booking was accepted.

Any subsequent material changes affecting existing bookings will be communicated to the participants concerned and will not remove or reduce their statutory rights.

17. Governing Law

These Terms and Conditions are governed by the laws of England and Wales.

Nothing in this provision removes any mandatory legal protections or rights relating to jurisdiction that may apply to individual consumers.

18. Damage to Venue Property and Facilities

Participants are expected to treat the accommodation, furnishings, equipment and other facilities at Wyboston Lakes with reasonable care.

Participants may be held responsible for the reasonable cost of repairing or replacing property damaged through their deliberate actions, negligence or misuse. This includes damage to bedrooms, bathrooms, furniture, fixtures, equipment and communal facilities.

Normal wear and tear will not be charged.

Parents or responsible adults booking on behalf of children agree to take reasonable responsibility for their children’s conduct and may be required to reimburse ASI for reasonable losses arising from damage caused by their children’s deliberate actions, negligence or misuse, where legally recoverable.

Where Wyboston Lakes charges ASI for damage attributable to a participant or their accompanying family, ASI may seek reimbursement from the responsible booking party, provided that the charge is reasonable, properly evidenced and legally recoverable.

Any such charge will reflect the actual loss, taking account of the nature of the damage, reasonable repair or replacement costs, the condition of the property and any amounts recovered from other sources.
ASI will provide details of the damage and the proposed charge and give the participant a reasonable opportunity to respond before requesting payment.

Participants are asked to report any accidental damage or problems with their accommodation to the ASI retreat team promptly.

Nothing in this clause makes participants responsible for normal wear and tear, pre-existing damage or damage caused by the negligence of ASI, Wyboston Lakes or another party.

19. Contact Information

For booking enquiries, cancellations and refunds:

Al-Salam Institute
Email: admissions@alsalam.ac.uk

For accommodation, family arrangements, accessibility or retreat-related enquiries:

Email: residentials@alsalam.ac.uk

Website: www.alsalam.ac.uk

Important: By completing a booking for the Winter Student Retreat 2026, participants confirm that they have read and understood these Terms and Conditions, including the cancellation and refund arrangements.

Nothing in these Terms and Conditions excludes or limits a participant’s statutory consumer rights.