8. Flight Manifest: Flight information will be sent by each group attendee directly to the resort transfer company in order to arrange the service. The flight manifest is key to Palmaia Front Desk to be able to provide the best service for your check-in and check-out process in addition to the transportation coordination. Failure to comply with this requirement may impact the hotel's ability to provide seamless services.
*Each Retreat Attendee is responsible to schedule and track confirmation details for their airport transfers.
**ANY CHANGES TO AN ITINERARY FOR ARRIVAL OR DEPARTURE IS TO BE SENT IN TO RESERVATIONS AND FOR TRANSPORTATION IMMEDIATELY AS THIS IS A MULTI-DEPARTMENT EFFORT TO ENSURE A SMOOTH EXECUTION OF YOUR TRANSPORTATION AND CHECK IN/OUT PROCESS
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The hotel group room rates will be available to book up to March 2nd, 2026. It is common for the hotel to sell out of standard suite room as early as 3 months in advance to our retreat dates. To ensure you get the suite you desire, do not wait to register and book your reservations.
Room rates include all taxes. Rates may be subject to adjustment in response to any tax increases or newly approved taxes by local authorities, effective from the date of this contract.
Resort Reservation Requirements and Cancellation Policy:
● 59 to 0 days before arrival, any room cancellation will result in a two-night penalty per person.
[ Final day to cancel is February 15th is 60 days ]
● For any room cancellations, no-shows will be charged on the date of arrival, and there will be a two-night cancellation fee at the contracted group rate.
EARLY DEPARTURES: The hotel will apply 100% cancellation fee at the contracted group rate.
[If you leave a day earlier than your reservation]
- Individual guests are responsible for settling guest folios at the time of check-out by credit card or Mexican Pesos. Due to recent Currency Regulations in Mexico, U.S. currency cannot be used to settle accounts at the Hotel. Only Credit Card or Mexican Pesos Accepted at Check Out
● Additional food and beverage items offered to enhance the guest's accommodation experience will be charged to the card on file for the room. * think bottles of wine, etc
CHECK IN/CHECK OUT: The hotel will provide all rooms at 3:00 PM unless there are cleaned rooms available before. Check out at 12:00 Noon. The Hotel would appreciate kind cooperation of guests in vacating rooms by that time. Anyone requesting special consideration for a late check-out should inquire at the front desk prior to the date of departure. Guests departing after 12:00 PM, without prior arrangement with the Hotel, will be charged a fee for late check-out.
- Early check-in price is $150 USD per room between 6:00 am and 11:00 am.
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Late check-out price also is $150 USD per room up to 5 pm.
The reservation department will request full payment of the bookings before the cutoff date, which is thirty (30) days before the Event Dates on March 17th, to guarantee that the bookings qualify for Group Rates.
Each group reservation must include all guests' full names (as they appear on ID, Passport, or credit card), arrival/departure dates, accommodation requirements, the number of adults, teens, children, and infants sharing the room, email address, flight manifest, and special requests.
All bookings are required to be fully paid at least 30 days before the scheduled group arrival. Failure to complete the payment within this time-frame may result in automatic cancellation of the bookings.
WHAT TO BRING:
1. Journal, Notebook, Laptop, Drawing Pad for taking notes or processing information from the sessions.
2. Items for being in the sun, salt water, and outdoor insect repellent natural options are provided in your room.
3. Come prepared for any range of activities including indoors and outdoors on the beach, relaxing, spa, dancing etc...
4. Possibly leave a little space in your luggage..we never know when goodie's will appear.
5. Beach causal attire and an all white outfit that you feel divine wearing for our White Party, an outfit to dance!
6. Come prepared to learn, to share, to connect, and to have a great time!
FOOD:
Palmaia was the first resort of its kind to prepare all the menus with plant-based ingredients, while still offering exquisite, non-vegan options.
The founder’s plant-based sensibilities merge with their Executive Chef’s inspired guidance to unveil fresh, seasonal menus that are intentionally prepared— covering a wide range of new flavors and traditional dishes.
We will be sending out more notifications on gathering Food Allergies for attendees closer to the event.
ACTIVITY & COORDINATION FEE (Per Person):
Facilitator & Coordination Fee $3,500 per person, Spouse/Life Partner/Business Partner Fee is half of the member fee.
Be an early bird and take advantage of special pricing for registering early!
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This fee covers all of your, retreat group activities, and airport transportation.
If for some reason you can not attend the retreat after making your payment, we will happily apply your fee towards the next retreat that you can attend. The Member can request a transfer of the fee paid for that subsequent year's retreat to be applied to the following year's retreat or towards the Member's upcoming annual renewal fee for the Membership. If a refund is necessary, this request will be processed by the administrator after the retreat if it falls within 60 days of the retreat date. To initiate the refund process, email admin@holisticleadershipcouncil.org with the registration confirmation code. Kindly email us at members@holisticleadershipcouncil.org.
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Ready to showcase your work at the 2026 Retreat?
We want to hear from you and your area of expertise and personal genius. If you would like an opportunity to present/teach/lead your most cutting-edge information to the council during the retreat, submit your topics for consideration here.
