hosting retreats: Insurance needS

Hosting a retreat can be incredibly rewarding, but it also comes with risk. It’s important to protect yourself, your business and your guests against unforeseen circumstances. From guest injuries to unexpected cancellations, a single incident can cause significant financial loss and/or legal issues if you’re not properly insured.

Whether you’re planning your first retreat or have extensive experience hosting retreats, understanding your insurance needs is essential.

Movement Travel does not sell liability or event insurance. The information below is a general guide only, it is not legal advice and may not be relied on or represent your comprehensive insurance requirements. Always consult an insurance specialist for advice specific to your situation.

Protecting Yourself and Your Business

If you are hosting a retreat, you must protect yourself and your business from legal or financial claims resulting from unexpected events.

Below are two of the most common types of insurance coverage you should have for your retreats. This list is not exhaustive and may only represent the minimum protection required.

Professional Liability Insurance

Professional Liability Insurance protects you against claims of negligence, harm, or failure to deliver services as advertised.

If you are a business owner, you may already have coverage, however, it may not extend outside your home province or country. Prior to your retreat, you should ask your insurance provider whether additional protection is required.

Movement Travel does not sell Professional Liability Insurance.

General Liability Insurance

General Liability Insurance protects you if a guest is injured or property is damaged during a retreat.

Examples include:

• Guest injury or sickness during the retreat (i.e. hiking accident or food poisoning at the retreat venue).

• Damage to the retreat venue (i.e. a guest breaks something in their hotel room or starts a fire).

Without the proper insurance coverage, you could be held liable resulting in a substantial financial loss. General Liability Insurance is typically tailored to each retreat, and you should speak to your insurance provider to ensure you have sufficient coverage.

Movement Travel does not sell General Liability Insurance.

Other Coverage to Consider

Depending on your destination and activities, you may need additional insurance protection. Think adventure add-ons like hiking or surfing, or the use of specialized equipment such as ATVs. If your offering includes serving alcohol, you may also need host liquor liability insurance. Further coverage not mentioned above may be required and you should speak to your insurance provider to ensure you’re adequately covered.

Movement Travel does sell any of the additional types of insurance mentioned above.

Why Travel Insurance is Essential

Finally, one of the most effective ways to protect yourself and your guests is to strongly recommend your guests have travel insurance or make it mandatory for your retreat. TICO requires Movement Travel to offer travel insurance to every guest that registers for a retreat.

Without travel insurance, guests will expect you to cover or reimburse them when something goes wrong. Imagine being on a retreat and one of your guests suffers a medical emergency and needs to be airlifted to a hospital which may cost thousands, if not hundreds of thousands, of dollars. If they do not have adequate insurance, who will pay and how will you deal with this situation?  Not only does travel insurance protect your guests but it also prevents financial losses, legal burdens, and headaches from falling on you.

Below are common scenarios where travel insurance makes all the difference:

• Retreat cancellation

• Guest cancellations

• Medical emergencies before or during a retreat

• Flight delays or cancellations

• Lost or stolen luggage or other personal effects

• Unexpected events which result in you or a guest needing to leave the retreat early

Travel insurance requirements should be included in your retreat agreement with your guests, and its good practice to request proof of coverage before the retreat.

The best travel insurance is a comprehensive plan which includes coverage for emergency medical, trip cancellation/interruption, flight changes, and baggage loss, damage or delay. At a minimum, we recommend your guests buy the following insurance:

• Emergency Medical

• Trip Cancellation

• Trip Interruption

Movement Travel offers your guests travel insurance through:

• Manulife Financial (Ontario residents)

• John Hancock (U.S. residents, except Florida, New York, or Hawaii)

For residents of Canada living outside of Ontario, Movement Travel can offer a self-service option or referral to a licensed agent.

Final Thoughts

Insurance may not be the most exciting part of planning a retreat, but it’s one of the most important. With the right coverage, you can focus on delivering an unforgettable experience without worrying about what might go wrong.

In addition to insurance, you should also have an agreement and waiver signed by your guests. Your agreement and waiver should clearly outline the terms and conditions of your retreat to mitigate disputes and potential legal or financial claims. For agreement and waiver templates that can be purchased once and reused for future retreats, refer to AWE Legal’s website (referral link).

If you’d like to learn more about how Movement Travel supports retreat leaders, explore our Retreat Booking Services or contact us.