PYSR Terms & Conditions

1. Organiser Information:

Event name: Poppyfield Singer’s Retreat
This event is hosted by EM:CAS (a trading name of Moorhouse & Co. LTD)
Date: 21st-23rd August, 2026
Location: Poppyfield Stables, Tingewick Road, Gawcott, MK18 4DN
Attending this event constitutes agreement to these terms and conditions.

2. The Booker & The Responsible Adult

The Booker is the individual booking the tickets.
The Responsible adult will attend the retreat with the young singer and is responsible for their care and wellbeing during all unscheduled hours.
The Retreater is the young singer attending the event.
The Organiser is EM:CAS (Ellie Moorhouse: Creative Arts Studios), who has organised the Poppyfield Retreats.
Retreat Staff include both paid staff and authorised volunteers engaged by EM:CAS to organise, facilitate, supervise, or otherwise support the delivery of the Retreat.
By booking the tickets, The Booker confirms that they are legally entitled and/or authorised to make arrangements for the attending retreater.
By attending with the young singer, The Responsible Adult confirms that they are legally entitled and/or authorised to supervise the young singer during their unscheduled hours.

3. Eligibility

Participants must be aged under 18 years old on 21st August, 2026
By registering a young singer, The Booker confirms that they are physically and mentally able to attend and take part.
Any relevant health, wellbeing, or allergy information should be disclosed ahead of the retreat.

4. Event description

The retreat provides professional vocal coaching, masterclasses, workshops, and group and solo singing activities.
This retreat is intended for education, skill development, and enjoyment.
The retreat is not an accredited course and no licence or recognised qualification is awarded for attendance.
The organiser reserves the right to reasonably alter the event timetable, session content, group sizes, and activities.

Attendance and participation in retreat activities is voluntary. Participants may choose not to attend or participate in any specific activity.

5. Booking & Payment

The event is ticketed, tickets are to be purchased ahead of the event.
Solo Retreater Ticket Price: £270 per solo retreater
Available discount option: Bring-a-friend Discount, offering a pair (2) of singers to attend together for £200 per Retreater.
The Retreater’s(s’) booking is confirmed as soon as ticket payment has been received.
The Booker agrees to complete the ‘Registration Form’ and any additional forms requested by the organinsers. These will all be sent to the email address provided in the booking.

6. Cancellation and Refunds

In the event of cancellation by the participant after 1st August, 2026, refunds may not be issued.
In the event of cancellation by the organisers, all fees paid will be refunded in full.
Non-attendance at individual workshops, sessions, or activities does not entitle participants to a partial or full refund.
Disagreements regarding creative direction, personal preference, or group dynamics do not constitute grounds for a refund or cancellation of payment obligations.
Should the retreat become subject to circumstances beyond their reasonable control, including but not limited to severe weather, natural disasters, illness, government restrictions, utility failures or other unforeseen events, the organiser reserves the right to amend the programme, postpone or cancel the retreat as necessary. Participants will be notified as soon as reasonably practicable with alternative arrangements being offered if possible or refund options if not. The Organiser is not responsible for any additional costs incurred by participants, such as travel or other personal expenses.

7. Additional guests

Additional (non-retreater) guests (e.g. additional parents) may request to attend with Retreaters. Any requests must be made in writing at least 7 days prior to the retreat start date.
If additional guests are approved, all guests must complete a ‘Guest Form’ ahead of the retreat.

8. Free camping

Retreaters, their Responsible Adults, and their guests may choose to camp on-site, free of charge.
Retreats are hosted on private land, it is not a registered or licensed camp-site.
There is electricity, running water, portable toilets, and showers on-site for campers to use. These facilities are shared.
Retreaters, Responsible Adults, and Guests that choose to camp do so at their own risk. The organisers/landowners accept no liability for any loss, theft, damage, injury, accident, or inconvenience arising from camping or use of the site, except where liability cannot be excluded by law.
Campers are responsible for bringing suitable camping equipment and supplies, leaving the area clean and tidy, respecting other visitors, neighboring properties, and the environment, and complying with instructions given by the organisers.

9. Meal ingredients

Retreats are self-catered, with meal ingredients provided for retreaters (meal ingredients are not included for Responsible Adults or additional guests).
All meals are to be prepared by Retreaters or their Responsible Adults.
Ingredients will be provided for the following meals: Friday: Dinner, Saturday & Sunday: Breakfast, Lunch, Dinner
Example of meal ingredients: Breakfast: Cereals, fruit, yoghurt, Lunch: Sandwich/wrap options, salads, picnic ingredients, Dinner: Sandwich/wrap options, salads, picnic ingredients, BBQ options.
The Booker is responsible for informing the organisers in advance of any allergies, intolerances, or dietary requirements. While reasonable efforts will be made to accommodate these where agreed, the organisers cannot guarantee that food ingredients are free from allergens or cross-contamination. Those with allergies should take reasonable precautions.
Retreaters consume all food and ingredients at their own discretion and they/their Responsible Adults are responsible for ensuring that the food they eat is handled safely and cooked thoroughly.
The organisers accept no liability for illness, allergic reactions, or other issues arising from the preparation or consumption of food, except where liability cannot be excluded by law.

10. Animals & the site

All individuals attending the site must not touch, feed, or enter the pens/fields of the on-site animals unless accompanied and instructed to do so by Ellie Moorhouse.
Feeding animals inappropriate food or approaching them without supervision may pose risks to both the animals and the retreaters.
All individuals attending are required to remain within the designated retreat areas at all times unless prior permission has been given by Ellie Moorhouse. Entering other areas of the site is strictly prohibited.
Any individual that compromises the safety of themselves, others, on-site animals, or the operation of the retreat may be asked to leave without refund.

11. Health, Safety, and Wellbeing

By booking a place at the Retreat, The Booker confirms that, to the best of their knowledge, the child attending is physically and mentally able to take part in the Retreat activities.
By accompanying a young signer to the Retreat, The Responsible Adult confirms that, to the best of their knowledge, they are physically and mentally able to supervise the Retreater.
The Booker agrees to disclose all relevant medical conditions, allergies, disabilities, additional needs, or other information that may affect the Retreater or their Responsible Adult in advance via the registration form, which will be sent by email to the contact details provided.
The Responsible Adult is responsible for ensuring that any medication the Retreater may require is available throughout the Retreat and for its safe storage, administration, and management, unless otherwise agreed in writing with the organisers.
The Booker and The Responsible Adult agree to the organisers contacting the emergency services and seeking appropriate emergency medical treatment for The Retreater and/or their Responsible Adult if, in the organisers' reasonable opinion, this is necessary. The organisers will make reasonable efforts to contact the emergency contacts provided as soon as practicable.

12. Vocal Health

Retreaters are responsible for singing within their own physical limits.
Any existing vocal health concerns, diagnoses, or injuries should be disclosed ahead of the retreat.
Retreaters should stop their vocal use if they experience strain or pain.
Coaching is educational and does not replace medical advice from an appropriate healthcare professional.

13. Acknowledgement of Risk

By attending the Retreat with a Retreater, the Responsible Adult acknowledges that attendance is voluntary and accepts responsibility for their own health, safety, and personal belongings, as well as for the supervision, health, safety, and personal belongings of the Retreater(s) in their care throughout the Retreat.
The Responsible Adult and The Booker understand that the Retreat takes place on private land and may involve inherent risks associated with outdoor environments, shared accommodation, and participation in singing and related activities.
By attending, the Responsible Adult and The Booker accept these ordinary risks on behalf of themselves and the child in their care and agree to exercise reasonable care for their own wellbeing, the wellbeing of the child they are responsible for, and that of other attendees.
Ordinary risks may include, but are not limited to, the weather, insects, unlevel ground, and vocal fatigue.

14. Liability

The Booker is responsible for ensuring that the retreat and related environment is suitable for the Retreater’s physical and emotional needs.
Nothing in these Terms and Conditions excludes or limits the Organiser's liability where it would be unlawful to do so.
Subject to the above, the organisers, facilitators, and land owners shall not be liable for any loss, damage or injury arising from participation in the retreat except where caused by their negligence. The organisers, facilitators, and land owners are not responsible for the loss, theft or damage of retreaters’ personal belongings.
The organisers, facilitators, and land owners shall not be liable for any loss arising from associated costs, such as accommodation and travel costs.

15. Conduct

Retreaters and their Responsible Adults are expected to treat fellow retreaters, the organisers, facilitators, land owners, the property and the surrounding environment with respect at all times. Everyone is responsible for helping to create a safe, welcoming and supportive atmosphere.
Alcohol may be consumed responsibly by adults during the retreat. Adults are expected to drink in moderation and behave respectfully at all times.
Adults are responsible for complying with all applicable laws relating to the consumption of alcohol and the operation of vehicles.
The Organiser reserves the right to ask anyone whose behaviour is disruptive, unsafe or inappropriate to leave the retreat.
Adults are permitted to smoke and vape only in designated outdoor areas, and smoking/vaping must not take place around Retreaters or in shared indoor spaces. Adults are expected to dispose of cigarette ends and other waste responsibly.
Underage smoking, vaping, and alcohol consumption are strictly prohibited. Any Retreater found to be smoking, vaping, consuming alcohol, or otherwise engaging in age-restricted activities in breach of applicable law or the Retreat rules may be required to leave the Retreat without a refund. Where a responsible adult is found to have permitted, encouraged, supplied, or otherwise facilitated such behaviour, they may also be required to leave the Retreat and any child in their care must leave with them. In all such cases, no refund will be issued.
The use or possession of illegal drugs or other illegal substances is strictly prohibited. Any individual found to be using or in possession of such substances will be asked to leave the retreat immediately and will not be entitled to a refund.
Anyone who behaves in a way that is abusive, threatening, discriminatory, unsafe, or causes significant disruption to the Retreat may be asked to leave without a refund. Where the individual asked to leave is the responsible adult accompanying a child participant, the child(ren) must also leave the Retreat with them, and no refunds will be given.
The organisers reserve the right to remove any participant or responsible adult whose behaviour is disruptive, unsafe, or otherwise inappropriate. If a Responsible Adult is required to leave the Retreat, any child in their care must leave with them. In all such cases, no refund will be issued.

16. Removal from the retreat

In addition to any aforementioned reasons for removal, the Organiser also reserves the right to require Retreaters and/or Responsible Adults to leave for reasons including, but not limited to, behaviour that creates a safety risk, is abusive or threatening, disrupts the retreat, disrupts on-site animals, or damages property.
Refunds will not be issued if retreaters are required to leave due to their own conduct.

17. Property damage

The Responsible Adult agrees to pay for any damage caused by negligence or intentional conduct by themselves or the Retreater they are attending with.

18. Photography and recording

Responsible Adults are welcome to take photographs of the child they attend with for personal use only. To protect the privacy of all attendees, you must not photograph or record any other attending individual without their explicit consent.
Audio or video recording of teaching sessions, performances, workshops, or other retreat activities is not permitted without the organiser’s prior written permission.
Photographs and video recordings may be taken to be used by EM:CAS (Poppyfield Retreats Organisers) during the retreat and may be used for promotional purposes. Where individuals are identifiable, all images and videos used will be blurred.
Audio recordings may be cut, clipped, or enhanced to be used for promotional purposes.
You may opt out of the use of your or your child's image or recorded content by notifying the organisers in writing before the start of the retreat.

19. Intellectual property

All teaching materials, exercises, handouts and coaching methods remain the intellectual property of EM:CAS (Moorhouse & Co. LTD) and may not be copied, reproduced, distributed or used for commercial purposes without prior written permission.

20. Confidentiality

The retreat is intended to provide a safe and supportive environment in which Retreaters and Organisers may choose to share personal experiences. Retreaters and their Responsible Adults are asked to respect the privacy of others and to treat anything shared during the retreat as confidential unless they have the express permission of the individual concerned to share it elsewhere.
While the Organiser encourages all participants to respect one another's privacy, confidentiality between attending individuals cannot be guaranteed.

21. Insurance

The Booker and Responsible Adults are responsible for arranging their own insurance where appropriate. This may include travel, accommodation, cancellation, and personal belongings insurance. The Organiser is not responsible for any costs or losses incurred by attendees in relation to travel, accommodation, or personal property.

22. Privacy and data

The organiser will collect and process attendees’ personal information only as necessary to administer the retreat, communicate with Retreaters, Responsible Adults, and The Booker, and to meet any health, safety or legal obligations.
Personal information will be handled in accordance with applicable data protection laws and will not be shared with third parties except where necessary to deliver the retreat, where required by law, or in the event of an emergency.
By booking the retreat, The Booker consents to the organiser processing all provided personal information for these purposes.
Information will not be shared with third parties except where required by law, in the event of an emergency, or with explicit consent.
Information about how personal data is collected, used, stored and protected can be found in the Organiser's Privacy Policy, available on the EM:CAS website (www.em-cas.com/privacy-policy).

23. Feedback, concerns or complaints

The Organiser will be present on-site throughout the retreat and attendees are encouraged to raise any questions, concerns, feedback or issues directly with The Organiser at any time during their visit.
The Organiser is available to listen and respond to concerns as they arise, with the aim of resolving issues promptly and ensuring that all attendees feel safe, supported and able to enjoy their experience.
If a concern cannot be resolved during the retreat, or if The Booker, The Responsible Adult, or The Retreater wish to raise a formal complaint afterwards, they should contact the Organiser using the contact details below:
Email: info@em-cas.com
The organiser will review the matter and respond within a reasonable timeframe.

24. Safeguarding

The safety and wellbeing of all children attending the Retreat is our highest priority. All Responsible Adults are expected to support a safe, respectful, and inclusive environment and to follow any safeguarding instructions given by the organisers during the Retreat.
Children remain the responsibility of their accompanying Responsible Adult at all times unless they are participating in a supervised activity led by The Organiser and/or Retreat Staff. Responsible Adults must ensure that the child(ren) that they attend with is appropriately supervised and behaves in a manner that is respectful of other attendees, staff, volunteers, and the venue.
Any safeguarding concerns, accidents, incidents, or allegations involving a child must be reported to the organisers immediately. The organisers reserve the right to take any action they consider necessary to protect the welfare, safety, and wellbeing of children and other attendees, including asking a responsible adult and their child to leave the Retreat where appropriate. In such circumstances, no refund will be issued.
Where required by law or where there are concerns about the safety or welfare of a child or vulnerable person, the organisers may share relevant information with the appropriate statutory authorities.

25. Governing law

These Terms and Conditions and any disputes or claims arising from them or the retreat shall be governed by and interpreted in accordance with the laws of England and Wales.
The courts of England and Wales shall have exclusive jurisdiction to resolve any disputes arising in connection with these Terms and Conditions or the Retreat.