For Participants

Email: texasyogaretreat@gmail.com

RETREAT ADDRESS

Ancient Yoga Center (“AYC”)
400 Barsana Road, Austin Texas 78737

The Ancient Yoga Center sits on the Radha Madhav Dham ashram property and is located southwest of Austin, Texas, approximately 35 minutes from the airport and 15 minutes from downtown Austin. Go here for more details. Please park in the large parking lot behind the AYC.

Click here to view a map of the ashram

Travel Arrangements: Go here for more details.

Health and Safety: At our retreat, prioritizing the health and safety of our community (read: you) is our utmost goal. That is why this appears at the top of this information letter. We kindly ask that you consider bringing two COVID tests with you.
If you experience any symptoms of COVID, flu, or RSV before your arrival at the ashram, we encourage you to stay home. Should symptoms arise while you are at the ashram, please follow these guidelines:

• Isolate in place and inform someone at Registration.
• If you feel it’s necessary to leave the ashram to return home, we fully support your decision. Please leave your room key in your room and notify Registration.

If you have symptoms, we recommend taking a COVID test.
Let’s all contribute to the well-being of our community by following these simple practices:

• Wash your hands and use hand sanitizer frequently.
• Cover your coughs and sneezes with your elbow or a tissue.
• Avoid talking over the food while going through the buffet line.

Thank you for your cooperation and commitment to keeping our community healthy!

Check In: When you first arrive to the property, check in at the Ancient Yoga Center. You only need to check in one time. All participants will sign a couple of waivers and receive a printed retreat schedule, map of the ashram, plus room key for those staying overnight. Retreat Ambassadors will be available to guide you to your room if staying overnight.

Arrival Times and Check In Times: Friday: Check in 12:00-8:00pm. If you arrive earlier than 12pm, feel free to stroll the beautiful ashram grounds, then head to the Ancient Yoga Center at 12pm. The first class on Friday is at 2:00pm in the Ancient Yoga Center.

Saturday and Sunday: Check in 6:30-7:00am or during mealtimes (8:30am, 12:30pm, 6:00pm). If you arrive a little late, feel free to go straight to class then come to Registration immediately after class to check in. The first official class on both Saturday and Sunday is at 7:00am. You are welcome to attend the Community Silent Meditation from 5:30am – 6:45am in Lotus Hall.

Ashram Guidelines:

In order to enhance your visit, and to maintain the serene ashram environment at Radha Madhav Dham and the Ancient Yoga Center, the ashram has these guidelines:

Out of respect for our Hindu culture, please wear modest attire while walking outdoors and in public areas and dining halls. Specifically, cover the shoulders, chest and legs. Avoid wearing shorts above the knee and sports bras or spaghetti straps without a shirt over it. These guidelines do not apply while inside the AYC building or inside other (yoga) practice spaces during a retreat class.

Please set your GPS to 400 Barsana Road, Austin, TX 78737 to arrive at the proper gate. You will enter the main entrance of Radha Madhav Dham and follow signs to the Ancient Yoga Center. Entry gate closes at 10:00 pm daily.

• Smoking, illegal drugs, alcohol, and non-vegetarian foods (including eggs) are prohibited.
• As is the Hindu tradition, shoes worn outside are not worn inside buildings. However, bedroom type slippers are permitted in all buildings (except the Temple where no shoes are worn).
• Entry or swimming by any retreat participant, guest, or facilitator in any ponds, creeks, pools or fountains located on the grounds of Radha Madhav Dham is prohibited.
• Check out time is 5:00 pm.
• Pets are not permitted.
• For safety reasons, please refrain from burning candles or incense.
• Due to the possibility of multiple programs happening simultaneously in other JKP facilities,retreat participants, guests, and facilitators should please enter only those areas designated for their group activities.
• To preserve the serene atmosphere of Radha Madhav Dham, please keep noise to a minimum between the hours of 10:00 pm and 6:00 am.

Other Helpful information:

• During your stay at Radha Madhav Dham, you are welcome to visit the Temple and our gift shop which is located on the Temple verandah. Hours are posted. Bedding, pillow, towels, and a small bar of soap are provided for each overnight guest. Your are welcome to bring your pesonal pillow, blanket, toiletries, etc.. for your added comfort.
• Please bring any medications that you may need during your visit.
• If you will be sharing a room with other retreat participants, you may like to bring a flashlight and earplugs.
• If you would like more information, please visit our websites Radha Madhav Dham and Ancient Yoga Center.
• For directions please visit http://www.ancientyogacenter-event.com/directions–transportation.html.

Hindu customs regarding clothing: The retreat is held at a Hindu ashram and we want to be mindful and respectful of ashram customs.

While walking around the ashram grounds, going into the Temple or ashram gift shop, during Opening and Closing Ceremonies (which are out-of-doors), and during meals, please refrain from wearing short shorts or short skirts. Shorts/skirts at or just above the knee are suitable. Wrap a sarong or shawl around your waist over regular yoga pants. Cover sports bras with a shirt. These restrictions do not apply when inside the yoga classrooms or in the AYC. If you would like to visit the Temple (everyone is welcome for meditation and Kirtan), bring modest clothing that covers your legs and chest.

Outdoor shoes are not worn inside the ashram buildings. You may go barefoot, wear socks, or bring inside/house shoes. You’ll note that the kitchen staff wears special indoor shoes to cushion their feet since they are standing a lot of the day.

Clothing Layers: Check the forecast, as Austin weather can be quite variable… While there are always indoor class options, some of the classes, including early morning and late evening, will be held outdoors. If needed, bring some warmer clothes and layers, including hat and gloves. A flashlight will be helpful finding your way in the dark. Also, sunscreen, sunglasses, and hat for outdoor classes during the day and for walking the grounds (230 acres with lots of trails). Bring walking or hiking shoes If you plan to walk the trails.

Meals: Meals are included with your retreat fees and are served on a buffet. Meals are vegetarian (including milk products, but no eggs, fish, meat or fowl). Gluten-free and vegan options are available to those who request it on the registration form. All foods are clearly labelled. Participants say they get plenty to eat and we consistently get rave reviews about Chef Jo’s cooking. Fruit, hot tea, and coffee are available throughout the day. We cannot accommodate all special needs. If there is a food that you require each day, or if there are special products that you use, please bring them with you (vegetarian food only, in keeping with ashram customs). If you feel you need more protein, consider bringing vegetarian protein bars, nuts, or other protein items for your diet. Please, due to ashram customs, no eggs, fish or meat such as beef jerky. Dairy is ok. A small refrigerator is supplied for guest use downstairs in the Ancient Yoga Center; label your personal food. Bring zip lock bags to store your food so the ashram will not have a problem with insects. Reverse osmosis water is available in common areas throughout the ashram and Ancient Yoga Center. Bring a water bottle with lid for your personal use. Glass bottles are available for purchase in the Ancient Yoga Center gift shop.

WHAT TO EXPECT AND WHAT TO BRING

Accommodations
All overnight accommodations are within walking distance to the Ancient Yoga Center, outdoor venues, and other classrooms scattered throughout the ashram property. All rooms are simple (as this is an ashram), carpeted and have individually controlled heat and air conditioning for your comfort.

• Overnight room reservations are made through, and fees paid directly to, the Texas Yoga Retreat.
• All beds are twin. Rooms may have several beds, even if you booked a private or 2-person room.
• Each bed is furnished with sheets, one blanket, two bath towels, one hand towel, one washcloth and one bar of soap.
• Each room has one alarm clock. If you have a roommate and need your own alarm, please bring one or use your phone.
• Newspapers, TVs, and hair dryers are not provided
• The gates to the ashram property, Radha Madhav Dham, are closed by ashram security at 10:00 pm. each night and reopen at 6:00 a.m.

What NOT to bring

• Valuables of any kind; please leave these at home.
• Snacks with meat or eggs in them including beef or turkey jerky, tuna fish, etc. in order to be respectful of Hindu customs. Dairy products are ok.
• To enhance the retreat experience for all and to preserve the spiritual atmosphere, the ashram maintains a smoke-free, alcohol-free and recreational drug-free environment.
• Pets are not permitted as the ashram does not have provisions to accommodate animals at this time.

Yoga Props: Yoga props play a very important part in ensuring comfort in yoga class. Although our primary classroom in the Ancient Yoga Center has a large prop room attached to it, the other class venues do not. We supply some props (blankets, blocks, straps) at these other locations, but they are likely to run low (particularly blankets). If possible, please bring all of your own yoga props and carry them with you to all activities where you think they will be needed (you can gauge this by reading the class description on the schedule). This will ensure that you have everything that you need for each class. Consider bringing a stadium chair, particularly for lectures and the Opening and Closing ceremonies. No worries if you do not own props or if you are traveling by plane; we will do our best to provide props for your use.

Here is a list of what props to consider bringing (be sure to label or identify all of your personal props):

• Sticky mat
• 2 yoga blankets
• 2 blocks
• 1 strap/belt
• Meditation pillow or bench if you plan to do meditation classes

Other items to consider bringing:

• Over-arching: Bring whatever you need to ensure that you will feel completely comfortable and at home.
• Yoga attire (please read above about clothing), cover up or large shawl for walking the ashram grounds and going into ashram buildings, especially the Temple.
• Bathrobe or some type of cover up, if needed, if you are using a community bathroom located just down the hall from your room.
• Slip-on shoes for walking between buildings, as shoes are removed prior to entering the facilities.
• Walking/hiking shoes.
• Ear plugs If you are sharing a room with others.
• Water bottle with lid – label your bottle with your name.
• Notebook or plenty of paper plus pen for taking notes during classes. A journal.
• A way to make purchases (cash, check, phone apps) from the Ancient Yoga Center and Texas Yoga Retreat shops. Presenters will also have merchandise to sell..
• Medicine, allergy medicine, face mask (optional), hand sanitizer, Covid tests, etc..
• Toiletries. Hair dryer (not supplied).
• Lantern or flashlight to help you find outdoor classes early am/pm.
• Stadium chair.
• Mosquito repellant. Sunscreen. Sun hat.
• Extra towels, washcloths, blanket, favorite pillow.
• Additional clothes hangers (the rooms have a few but not a lot).
• Vegetarian snacks if needed. Store leftovers in a sealed container.

Continuing Education Units (CEU’s):
At the Texas Yoga Retreat, we prioritize not just the practice of yoga, but also the ongoing growth and development of our teachers. To that end, we are approved by both the Yoga Alliance and the International Association of Yoga Therapists to offer Continuing Education Credits (CEUs). For more information about CEUs click here.

Children – Bringing Children to the Retreat: In our ongoing commitment to provide an exceptional experience for all our guests, and to create a serene and adult-friendly environment that allows our guests to relax and unwind in a tranquil setting, we have set our minimum age for attendance at 16 years (assuming they are mature, able to follow instructions, and motivated to attend).

Please know that this measure is not intended to be exclusive or discriminatory towards families with children. Rather, it is a strategic approach to cater specifically to the preferences of our adult clientele. By excluding children under the age of 16, we aim to foster an ambiance that promotes relaxation, tranquility, and a peaceful atmosphere throughout our premises.

We apologize for any inconvenience this policy may cause to families with younger children. Thank you for your understanding and support as we work towards maintaining a consistent and exceptional experience for all our valued guests.

AGREEMENT OF RELEASE AND WAIVER OF LIABILITY

I, ____________________________________________, hereby agree to the following:

That I am participating in the Texas Yoga Retreat, which includes but is not limited to Yoga Classes, Workshops, and Health Programs, and is offered by the Living Yoga Program, L.L.C. and Charles MacInerney, and Ellen B. Smith, during which I will receive information and instruction about yoga, meditation and health. I recognize that yoga requires physical exertion, which may be strenuous and may cause physical injury, and I am fully aware of the risks and hazards involved.

I understand that it is my responsibility to consult with a physician prior to and regarding my participation in this yoga retreat. I represent and warrant that I am physically fit and I have no medical condition which would prevent my full participation in the Yoga Classes and Workshops. I have agreed to inform my teachers of any health issues, physical limitations, or discomfort, and in those cases that I have not done so, I have consciously chosen not to and I take full responsibility for my choice. In consideration of being permitted to participate in the Texas Yoga Retreat, I agree to assume full responsibility for any risks, injuries or damages, known or unknown, which I might incur as a result of participating in the program.

In further consideration of being permitted to participate in the Texas Yoga Retreat, I knowingly, voluntarily and expressly waive any claim I may have against The Living Yoga Program, L.L.C. and Charles MacInerney, and Ellen B. Smith for injury or damages that I may sustain as a result of participating in the program. This release and waiver of liability covers all classes I participate in with The Living Yoga Program, L.L.C. and Charles MacInerney, and Ellen B. Smith, current and into the future.

I, my heirs or legal representatives forever release, waive, discharge and covenant not to sue The Living Yoga Program, L.L.C. and Charles MacInerney, and Ellen B. Smith for any injury or death caused by negligence or other acts.

I have read the above release and waiver of liability and fully understand its contents. I voluntarily agree to the terms and conditions stated above.

CANCELLATION, POSTPONEMENT and RESCHEDULE POLICY

Please read over our cancellation policy in full, prior to registering for the retreat. We want to be fully transparent about our policies and truly wish to avoid any hurt feelings in the event the policy must be applied.

DEFINITIONS

“Cancellation” is defined as not attending your scheduled event, including postponing or rescheduling.

“Registrant” refers to the guest who is booking a Texas Yoga Retreat.

“Event Management” and “The Living Yoga Program, LLC” refers to Texas Yoga Retreat.

Naturally, no one books an event with the intention of cancelling or postponing, but unexpected circumstances can arise. Event Management, The Living Yoga Program, LLC (Texas Yoga Retreat) bears no responsibility for travel expenses of registrants. We strongly recommend that all registrants obtain travel cancellation insurance and particularly for those who purchase airline, bus, or train tickets. Depending on the policy and other conditions, the travel cancellation insurance you purchase will pay for some or all of the unexpected and unplanned cancellation fees.

To clarify further, Event Management, The Living Yoga Program, LLC (Texas Yoga Retreat) is not responsible nor liable for Registrant’s expenses incurred in preparation for event attendance. Such expenses include airfare, bus or train tickets, loss of work, or any other expenses that Registrant or anyone else incurred in connection with a canceled or postponed event whether cancellation/postponement was initiated by Registrant or by Event Management.

REGISTRANT

Cancellation OR Postponement

There is a $150 charge for any cancellation, postponement, or reschedule initiated by Registrant. This cancellation charge will be deducted from any refund.

If the Registrant cancels, postpones, or reschedules within 30 days prior to the first day of the event, Registrant will be entitled to a 75% monetary refund of any balance remaining after deducting the $150 cancellation charge from total fees paid.

Registrants who cancel with less than 30 days’ notice will be entitled to a 50% monetary refund of any balance remaining after deducting the $150 cancellation charge from total fees paid, OR they are welcome to transfer their fees paid, less the $150 cancellation charge, to a friend or family member to attend the current year’s event in their place.

To notify us of a cancellation, postponement or reschedule, send written email notice to texasyogaretreat@gmail.com
No refunds will be issued for late arrivals, unattended events, early termination of attendance, no-shows, accommodations not used, or meals. Eligible refunds will be made within 2 weeks after the last day of the retreat.

EVENT MANAGEMENT:

Event Postponement

If Event Management is forced to reschedule the Texas Yoga Retreat, whether by the retreat host, government or agency mandate or recommendation, or our own concern over communicable disease, acts of God, or acts of terrorism, you may transfer your full retreat payment to the next rescheduled Texas Yoga Retreat event. In the case that you are unable to attend a rescheduled event, you are welcome to transfer your fees paid to a friend or family member who can attend the retreat in your place. If this is not possible, you may request a 75% refund of payment. The balance of 25% will be held as a non-refundable deposit, applied towards any future Texas Yoga Retreat event. In the case that you also cannot attend a future event, your deposit can be transferred to a friend or family member.

[For online purchases, check the box indicating that you have read and understand this cancellation policy prior to making your purchase.]