Please pack only what you need and leave valuables and electronic devices at home. Newbury tends to be colder at night than Melbourne, so please pack accordingly. You are most welcome to bring your own meditation cushions, mats, or stools.

For outdoor activities, including nature trails, bring weather-appropriate clothing and comfortable walking shoes. This is especially important, even during summer months, to fully enjoy our outdoor walking meditation.

Essentials

• Beddings (sleeping bag and sheets), bath towel, pillow, pillowcase and toiletries
• Ear plugs and eye mask, if you are a light sleeper
• Flashlight, Umbrella, or raincoat
• Alarm clock/device (or you can use your mobile to set an alarm)
• Water bottle/thermos/travel mug
• Water-proof shoes that are easy to slip on and off (for entering & leaving the communal buildings easily)
• Slippers (for use inside your accommodation)
• A blanket to keep warm while meditating 
• A copy (digital or paper) of your invoice 

Recommended

• Hats, sunscreen and insect repellent
• Laundry soap – clothes washing is mostly by hand 
• Laundry: We encourage clothes washing by hand to conserve energy. Whenever possible, please take your laundry home to support our environmental sustainability efforts.

For overseas/interstate visitors, you are welcome to borrow sheets and blankets as needed, we kindly request that you wash and dry them before departure. 

Please note: For the comfort and safety of all guests, please leave your pets at home.

Our facility features 24 comfortable rooms, each equipped with its own ensuite bathroom and accommodating up to two people. Every cottage also includes a kitchenette, allowing guests to prepare hot drinks or a light breakfast in the morning. We have carefully crafted these spaces to create a cozy and welcoming atmosphere, ensuring you feel at home during your stay.

Additionally, the women’s lodge in the nuns’ area can accommodate approximately 14 women, with two guests per room. Guests in the women’s lodge share a communal shower and toilet block.

Room Allocation Guidelines

While we strive to accommodate gender preferences in cottage assignments, exact gender balance cannot always be guaranteed due to varying participant numbers. For those who prefer, a mixed-gender cottage option will be available at each retreat. Please rest assured that all rooms will remain single-gender.

Room assignments are based on gender and prioritized as follows:

• • First consideration will be given to participants with specific medical or accessibility needs.
  • Priority is also given to elderly members and retreat organizers due to mobility and organizational needs.

To make the most of our available space, all rooms are for double occupancy. If you have specific needs and require a single occupancy room, please reach out to us. While we will do our best to accommodate your request, we cannot guarantee availability.

While we cannot accommodate requests for specific cottages or rooms, we are happy to facilitate room sharing with family or friends attending the same retreat. Please indicate your preferred roommate on the booking form. While we will strive to accommodate these requests, they cannot be guaranteed.

In the event of cancellations, rooms will be reassigned to waitlisted participants according to priority and availability.

The SOS management reserves the right to adjust room assignments in the event of lastminute changes, cancellations, or emergencies. Participants will be notified promptly of any adjustments.

We appreciate your understanding and cooperation with our room assignment policies. If you have any further questions or require assistance, please do not hesitate to contact us at retreats@bsv.net.au

Accessibility 

Our cottages include specially designed wheelchair-accessible rooms to accommodate guests with mobility challenges and their careers. These rooms are designed to ensure a comfortable and convenient stay. To learn more about the availability of these rooms, please contact stay.sos@bsv.net.au before proceeding with your booking.

A simple vegetarian lunch will be provided. While there will be no evening meal, hot drinks and permissible snacks will be available in the afternoon. Breakfast typically includes bread, cereals, yogurt, fruits, and a selection of spreads, along with hot beverages to complement your meal.

Our intention is to cultivate a mindful and harmonious dining experience that encourages a culture of savouring each bite and nurturing gratitude. We kindly ask participants to embrace and enjoy the simple and nourishing vegetarian meals offered throughout the retreat.

Dietary Requirements

If you have been prescribed a special diet due to medical conditions (not personal preference), please inform us at the time of your application.

A: For specific dietary needs, such as severe food allergies, lactose intolerance, or gluten sensitivity, we recommend that you bring your own food to ensure your safety. We also kindly request that you bring any necessary supplements to accommodate your dietary restrictions.
B: For health-related reasons requiring an evening meal, we kindly ask that you serve a portion during lunchtime or bring your own food to supplement your needs.

Cancelling a retreat booking

If you need to cancel your retreat booking, the following conditions apply:

Refund
Refunds can only be processed if the requests are made within three (3) days of the retreat’s completion. Please note that applicable fees, bank fees, and other charges, will be deducted from the room bond.

To initiate a refund, please email your request to retreats@bsv.net.au; when emailing, we would greatly appreciate it if you could use the subject line: <Date of the Retreat> + <Teacher> + <Your Full Name>.

Unfortunately, we are unable to accept requests for refunds via phone calls. Thank you for your understanding.

The Buddhist Society of Victoria relies on generous contributions that sustain our operations and cover utility bills. To ensure the continued provision of a serene and comfortable retreat experience, we warmly invite you to consider donating your Room Bonds as a way of supporting the centre’s ongoing operations. Your understanding and generosity hold profound importance to us as we earnestly endeavour to enhance the retreat environment for the benefit and well-being of all.

General Guidelines

• • Participants must comply with all Terms and Conditions, Rules, and instructions from Centre management and responsible staff during their stay.
  • Participants are expected to observe the 8 Precepts and maintain Noble Silence throughout all SOS retreats.
  • To support the retreat environment, the using of mobile phones, laptops, tablets, and other electronic devices is discouraged.
  • Smoking, alcohol consumption, and the use of non-prescription drugs are strictly prohibited.
  • All participants must complete booking online before their stay. Phone bookings are not available.
  • Retreat bookings are first-come, first-served and are non-transferable. Please refer to the cancellation policy if you need to cancel a booking.
  • In accordance with the 8 Precepts, evening meals are only allowed if medically necessary.
  • Eligibility: Participants must be at least 18 years old to attend a retreat.
  • Participants should ensure they are in good physical and mental health. Medical details and emergency contacts must be provided when booking.
  • Participants should follow the schedule provided, which includes meditation sessions, work periods, meals, and rest times.
  • Participants are encouraged to contribute to communal work, such as food preparation, cleaning, and other tasks that foster community harmony.
  • To maintain a hygienic environment, no food is allowed in rooms, and cooking is not permitted in cottages.
  • Participants must avoid offensive behaviour, excessive noise, and respect the privacy and security of others.
  • The maximum stay for self-retreatants is three months per calendar year, and they must vacate the SOS premises when an organized retreat takes place.
  • Follow the emergency procedures for medical issues, natural disasters, fire safety, and other urgent situations.
  • Report any hazards, safety concerns, damages, breakages, disputes, or complaints to management immediately.
  • Participants are responsible for their personal belongings. The BSV, SOS, and volunteers are not liable for any lost or damaged items.
  • International participants must have adequate travel and medical insurance during their stay at the retreat centre.
  • Non-BSV retreats must have their own insurance coverage for accidents or incidents. (BSV insurance only applies to BSV-run events).
  • Pets: Pets are not permitted at the centre.
  • Participants and visitors must respect the privacy of monastics in their designated zones. Do not enter spaces marked for monks or nuns or wander beyond the retreat centre areas.