Host & partner terms.

1. About these terms

These Host & Partner Terms apply when a business, brand, coach, club or individual (“you”, the “Partner”) works with ID Fitness Retreats Limited (company number 14601868), trading as iD Retreat (“iD”, “we”, “us”), to create, plan, promote or deliver a retreat, holiday, challenge or event (an “Event”).

They sit alongside a written Partner Agreement or proposal for each Event, which sets out the model, dates, pricing, commission or fees, minimum numbers and responsibilities. If the Partner Agreement conflicts with these terms, the Partner Agreement takes priority.

These terms cover our relationship with you. Guests who book an Event operated by iD do so under our customer Terms of Service.

2. Ways of working

Operator partnership: you design and deliver the programme and promote the Event to your audience. iD acts as operator and is responsible for the venue, suppliers, booking page, payments, customer terms, logistics and on-the-ground operations. You earn commission.

Planning & consultancy: iD provides planning services only, such as concept, itinerary, venue and supplier shortlists, pricing models and run sheets. You contract with your guests and suppliers and are responsible for delivering the Event. You pay a planning fee.

Team & coaches for hire: iD supplies coaches, hosts or an operations manager to support an Event that you run. You pay agreed day rates and expenses.

3. Operator partnerships

Bookings and payments. Guests book and pay through iD, under iD’s customer booking terms. iD collects all deposits and balances and handles changes, cancellations and refunds. You must not take payments from guests for an iD-operated Event unless we agree in writing.

Flights. Events operated by iD do not include flights. Guests arrange and pay for their own travel to and from the Event, and this should be made clear in all marketing.

Pricing. The guest price, deposit and payment schedule are agreed in the Partner Agreement before launch. Neither party will change the advertised price without the other’s written agreement.

Commission. You earn commission at the rate set out in the Partner Agreement. Unless agreed otherwise, commission is calculated on the net booking value of each place sold for your Event, which is the price paid by the guest excluding VAT and other taxes, refunds, card or payment fees and optional extras supplied at cost. Commission applies to every place sold for your Event, including places sold directly by iD.

Payment of commission. Commission is paid after the Event, once bookings have been reconciled, within 30 days of the Event ending unless the Partner Agreement says otherwise. You will need to provide a valid invoice. If a guest is refunded, no commission is due on the refunded amount.

Host place. Where the Partner Agreement includes a host place (for example, a room, cabin or place for you and any named co-host), that place is guaranteed for you and does not depend on a minimum number of sales.

Minimum numbers. Each Event has an agreed minimum number of guests and a go or no-go date. If the minimum is not reached by that date, we will agree together whether to run, reschedule or cancel the Event. Guests will be offered the options set out in our customer terms.

Changes and cancellation. If either party needs to make a significant change to the Event, it must tell the other promptly and agree the change in writing. If the Event is cancelled by iD for reasons within our control after the go date, we will pay any commission you would have earned on places already sold. If the Event is cancelled because you are unable or unwilling to deliver it, iD may recover reasonable costs that cannot be recovered from suppliers.

4. Your responsibilities

You will deliver the programme described in the Partner Agreement with reasonable skill and care, and make sure that anyone delivering sessions on your behalf holds the qualifications and certifications appropriate to the activity.

Insurance. You must hold your own public liability insurance and, where relevant, professional indemnity insurance covering the sessions and activities you deliver, and provide a copy on request before the Event. iD holds its own insurance for the parts of the Event it operates. Neither party’s insurance covers the other.

You will follow iD’s reasonable health and safety, safeguarding and risk-assessment requirements, and tell us about anything that may affect guest safety.

You will describe the Event accurately in your marketing, use the approved booking link, and not make promises about the Event that have not been agreed with iD.

You will comply with advertising rules that apply to you, including clearly labelling paid or commissioned promotions where required.

5. Brands and content

Each party keeps ownership of its own names, logos, trademarks and content. Each party grants the other a non-exclusive, royalty-free licence to use its name, logo and approved content solely to promote the Event during the term of the Partner Agreement, and for past-event highlights afterwards unless the other party asks us to stop.

Your Event will be promoted under your name, with iD shown as the operating partner. Neither party will use the other’s brand in a way that is misleading or damaging, and each party will follow the other’s reasonable brand guidelines.

Photos and video taken at an Event may be used by both parties for marketing, subject to the consent of the people shown.

6. Guests and data

For operator partnerships, iD is the controller of guest booking data and will process it under our privacy policy. We will share with you the guest information you need to deliver the programme, such as names, dietary needs and relevant health information, and you agree to keep it confidential, use it only for the Event and delete it when it is no longer needed.

Each party may market to its own contacts. Neither party will add the other’s guests to its marketing lists without the guest’s consent.

7. Non-circumvention

During the Partner Agreement and for 12 months after the Event, you will not knowingly bypass iD by booking, directly or through another operator, a venue or supplier that iD introduced to you for the purpose of running a substantially similar Event, unless we agree in writing or you pay an introduction fee set out in the Partner Agreement.

8. Planning & consultancy fees

Planning fees are set out in the proposal. Unless agreed otherwise, 50% is payable on signing and the balance on delivery of the final plan. Additional work outside the agreed scope is charged at our day rate.

Under this model you are responsible for contracting with suppliers and guests and for delivering the Event. iD gives recommendations in good faith but is not responsible for the performance of suppliers or for the outcome of the Event.

9. Team & coaches for hire

Day rates, travel, accommodation and expenses are agreed before booking and invoiced in line with the Partner Agreement. If you cancel a confirmed booking, cancellation charges set out in the Partner Agreement may apply.

iD team members will follow your reasonable instructions on the day but may decline any activity they believe is unsafe. You remain responsible for the overall running and insurance of your Event.

10. Liability

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law.

Subject to that, neither party is liable to the other for indirect or consequential loss, or loss of profit, and each party’s total liability to the other under a Partner Agreement is limited to the total commission or fees paid or payable under that Partner Agreement.

Neither party is liable for delays or failures caused by events beyond its reasonable control. If an Event cannot go ahead for such a reason, we will work together in good faith to reschedule it.

11. Confidentiality

Each party will keep confidential the other’s pricing, supplier terms, commission rates, guest data and business information, and use it only for the Event.

12. Ending a Partner Agreement

Either party may end a Partner Agreement by written notice if the other seriously breaches it and does not put the breach right within 14 days of being asked to, or becomes insolvent. Commission or fees already earned remain payable, and both parties will cooperate so that guests who have booked are looked after.

13. General

You are an independent business and nothing in these terms creates an employment relationship, partnership or joint venture between us. Neither party may bind the other except as set out in the Partner Agreement.

We may update these terms from time to time. The version in force when a Partner Agreement is signed applies to that Event.

These terms and any Partner Agreement are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction.

Questions about these terms: nick@id.fitness or +44 7481 116583.

Last updated October 2026.