The Softest Hour | Booking Terms

30–31 January 2027 | Sheffield, United Kingdom

Organised by The Documented Life

Last updated: 8 November 2026

Thank you for your interest in The Softest Hour. We've created this overnight retreat to offer women an opportunity to slow down, connect and enjoy some much-needed rest.

Please read these Booking Terms & Conditions carefully before reserving your place. They explain what is included, how payments work, our cancellation arrangements and what to expect during the retreat.

By completing your booking, you confirm that you have read and agree to these terms, subject to your statutory rights.

1. About the Retreat

The Softest Hour is an intimate overnight retreat taking place from Saturday 30 January to Sunday 31 January 2027 in Sheffield, UK.

The experience is designed around rest, meaningful connection and gentle activities, including an optional sunrise excursion to the Peak District.

The retreat is organised by The Documented Life and is intended for adult women aged 18 and over.

Places are limited, and bookings are subject to availability.

2. What's Included

Your retreat booking includes:

  • One night's accommodation at our selected hotel in Sheffield.

  • Welcome refreshments and a creative group activity.

  • A thoughtfully curated evening dining experience.

  • An optional in-room wellness experience.

  • An optional sunrise excursion to the Peak District, subject to weather and safety conditions.

  • A breakfast experience.

  • Selected refreshments and guest gifts, where available.

  • Access to the scheduled retreat activities and communal experiences.

The exact programme, suppliers and timings may be adjusted where reasonably necessary.

Not included unless expressly stated:

  • Travel to and from Sheffield.

  • Personal purchases and additional hotel charges.

  • Meals or drinks outside the advertised itinerary.

  • Travel insurance.

  • Any optional activities or services not specifically included in your booking.

3. Accommodation & Room Options

We offer two accommodation options.

Shared Stay — £295 per person

This option includes accommodation for two guests sharing one room, together with the full retreat experience.

Guests may request to share with a friend or be paired with another attendee.

We will make reasonable efforts to accommodate sharing preferences but cannot guarantee a specific roommate unless both guests have confirmed bookings and the arrangement has been agreed in advance.

Shared accommodation may involve sharing bathroom facilities within the room. The intended sleeping arrangement is separate beds, subject to hotel confirmation.

Private Stay — £420 per person

This option includes one guest staying in a private room, together with the full retreat experience.

Private rooms are limited and allocated subject to availability.

All guests must respect the hotel's rules, facilities and check-in/check-out arrangements. Room upgrades, additional nights and incidental charges are not included unless separately agreed.

4. Booking Confirmation

Your place is confirmed once the required payment has been received and you have received booking confirmation from The Documented Life.

Submitting an enquiry or requesting a payment plan does not automatically reserve a place.

Bookings are allocated according to availability and confirmation of payment.

Guests must provide accurate contact information and notify us promptly if any relevant details change.

5. Payments & Payment Plans

Guests may choose to pay the full booking amount at the time of reservation.

Flexible payment plans are also available on request.

Where a payment plan is agreed:

  • An initial deposit of £100 is required to secure your place.

  • The remaining balance will be divided into agreed instalments.

  • Payment dates and amounts will be confirmed in writing.

  • All outstanding balances must be settled by 15 January 2027, unless otherwise agreed in writing.

  • Guests are responsible for making payments by the agreed deadlines.

If an instalment is missed, we will contact you and provide a reasonable opportunity to resolve the outstanding payment.

If payment remains outstanding after reasonable notice, we may cancel the booking in accordance with the cancellation terms below.

The total ticket price remains the same whether payment is made in full or through an agreed payment plan.

6. Guest Cancellations & Refunds

We understand that circumstances can change. However, because this is a small retreat with accommodation, catering and activities arranged in advance, cancellations can result in costs that we cannot recover.

If you need to cancel, please contact us in writing as soon as possible.

Our proposed cancellation arrangements are:

More than 30 days before the retreat

You may cancel your booking and receive a refund of payments made, less any reasonable, evidenced costs already incurred that cannot be recovered.

15–30 days before the retreat

A cancellation charge may apply to reflect accommodation, supplier commitments and other costs that we cannot reasonably recover or avoid.

14 days or fewer before the retreat

Refunds may be limited where we have already committed to non-recoverable costs. We will assess the actual loss caused by the cancellation and take reasonable steps to reduce it, including considering whether the place can be filled.

Deposits

The £100 booking deposit contributes towards securing your place and advance arrangements. It is not automatically non-refundable in every circumstance. Any amount retained will be subject to applicable law and must be fair and proportionate to our legitimate losses.

Where a replacement guest books the cancelled place, we will take any recovered revenue into account when calculating applicable cancellation charges.

Approved refunds will normally be processed to the original payment method within 14 days of the refund amount being agreed.

Nothing in this policy affects your statutory rights.

7. Booking Transfers

If you can no longer attend, you may request to transfer your place to another eligible guest.

Please contact us as early as possible with the proposed replacement guest's details.

Transfers are subject to applicable legal rights, hotel requirements and reasonable administrative arrangements.

Where permitted, any additional costs directly resulting from a transfer will be explained before the transfer is confirmed.

Bookings cannot be resold commercially or transferred without notifying the organiser.

8. Changes or Cancellation by the Organiser

We reserve the right to make reasonable changes to the retreat programme where necessary for operational, supplier, safety or weather-related reasons.

We will aim to provide a comparable alternative wherever possible.

If a significant change affects an essential part of the retreat, we will explain the available options and provide any refunds or other remedies required by applicable law.

If The Documented Life cancels the retreat entirely, guests will be entitled to a refund of payments made for the cancelled retreat, subject to any additional rights that apply.

We are not responsible for separately booked travel or personal expenses except where liability arises under applicable law.

We strongly recommend that guests consider suitable travel insurance.

9. Sunrise Excursion & Weather Conditions

The sunrise excursion is a special part of The Softest Hour experience, but participation is entirely optional.

The excursion is expected to take place in the Peak District on Sunday 31 January 2027.

As this is a winter experience, conditions may include rain, ice, snow, wind, reduced visibility and cold temperatures.

Guest safety will always take priority over the itinerary.

We may alter the departure time, route, viewpoint or activity, or cancel the excursion if conditions are unsuitable.

We will endeavour to offer an alternative experience where reasonably possible.

Guests who choose to participate should:

  • Wear appropriate footwear with suitable grip.

  • Dress warmly and bring weather-appropriate clothing.

  • Follow reasonable safety instructions.

  • Remain within agreed group areas.

  • Inform the organiser in advance of any relevant accessibility or mobility requirements.

Guests may choose to remain at the hotel instead of participating.

A change to the sunrise excursion does not automatically entitle guests to a full retreat refund. Any entitlement to a price reduction or other remedy will depend on the circumstances and applicable consumer law.

10. Health, Accessibility & Dietary Requirements

We want guests to feel comfortable and supported throughout the retreat.

Please inform us before attending of any dietary requirements, allergies, accessibility needs or other arrangements that may affect your participation.

We will make reasonable efforts to accommodate requests and make reasonable adjustments where required by law.

However, some activities and locations may have accessibility limitations, particularly the outdoor excursion.

Food may be prepared by third-party suppliers. While we will communicate disclosed dietary requirements, we cannot guarantee an allergen-free environment unless expressly confirmed by the supplier.

The retreat is a wellbeing and social experience. It does not provide medical treatment, psychological therapy or professional mental health services.

11. Guest Conduct & Respectful Environment

The Softest Hour is intended to be a welcoming, considerate and respectful space.

We ask all guests to respect fellow attendees, hotel staff, suppliers and the surrounding environment.

Harassment, discrimination, intimidation, threatening behaviour or conduct that seriously disrupts the experience will not be tolerated.

Where necessary and proportionate, we may ask a guest to leave to protect the safety and wellbeing of others.

Any refund entitlement in these circumstances will be assessed fairly and in accordance with applicable law.

Guests are responsible for damage they cause through negligence, deliberate misconduct or breach of applicable hotel rules, to the extent permitted by law.

12. Photography, Filming & Content

Photography and videography may take place during the retreat to document the experience and create content for The Documented Life.

We understand that not everyone wishes to appear on social media.

Guests may opt out of identifiable photography and filming for promotional purposes.

Please let us know before the retreat or speak to the organiser on arrival.

We will make reasonable efforts to respect these preferences, including providing photography-free opportunities where practical.

Any separate consent required for identifiable promotional use will be obtained where applicable.

Guests are also asked to respect one another's privacy and obtain permission before sharing photographs or videos prominently featuring other attendees.

13. Personal Belongings

Guests are responsible for keeping their personal belongings secure throughout the retreat.

Please use hotel safes or other secure facilities where available.

The Documented Life is not responsible for loss, theft or damage to personal property except where caused by our negligence or where liability otherwise arises under applicable law.

14. Travel & Arrival

Guests are responsible for arranging their own transport to and from the retreat's designated meeting location unless otherwise stated.

We will provide relevant arrival details and itinerary information ahead of the event.

Please notify us if you expect to arrive late.

Late arrival or voluntary non-participation in an activity does not automatically entitle guests to a partial refund.

Any transport specifically included in the advertised retreat package will be arranged by the organiser or an appointed supplier.

15. Liability & Insurance

The Documented Life will take reasonable care in organising and delivering the retreat and selecting appropriate suppliers.

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

Guests are encouraged to arrange appropriate insurance covering travel disruption, illness, personal belongings and cancellation where available.

Any limitation of liability will apply only to the extent permitted by law and will not affect guests' statutory consumer rights.

16. Privacy & Personal Information

We collect personal information necessary to administer bookings, arrange accommodation, communicate event information and support relevant guest requirements.

Information may be shared with the hotel or other relevant suppliers where necessary to deliver the retreat.

Personal information will be handled in accordance with applicable UK data protection law and our published privacy notice.

We will not add guests to unrelated marketing communications without an appropriate lawful basis.

17. Complaints & Concerns

If something isn't right during the retreat, please raise it with the organiser as soon as reasonably possible so we have an opportunity to address it.

If you wish to make a formal complaint after the event, please contact us using the details provided in your booking confirmation.

We aim to acknowledge written complaints within five working days and work towards a fair resolution.

18. Your Consumer Rights

These terms do not override any rights you may have under UK consumer protection law.

Depending on the legal classification of the retreat, additional rights and obligations may apply, including under the Package Travel and Linked Travel Arrangements Regulations 2018.

The availability of statutory cancellation rights depends on the nature of the booking. Some accommodation and leisure services provided on specified dates are exempt from the usual 14-day distance-selling cancellation right.

Any applicable statutory remedies take precedence over conflicting provisions in these terms.

19. Contact & Organiser Details

The Documented Life

Website: https://thedocumentedlife.com

Booking enquiries and cancellation requests should be directed to the contact email provided in your booking confirmation.

Legal business name: Diza Limited

Business contact email: hello@thedocumentedlife.com

We look forward to welcoming you to The Softest Hour. Less pressure, more presence.