Annual Retreat April 3-6, 2025

LOGISTICS & TRAVEL

Plan your journey!

We Look Forward to Hosting You in Mexico!

 Please read below for all the important details to consider before you book your reservation.

Book prior to February 17th (45 days before the retreat) to receive our special group rate, which is also available up to 3 dates before and after the retreat dates if you prefer to arrive earlier or stay longer! You may still book and register after February 17th, but will not receive our group rate. Your reservation will be subject to the resort’s standard booking terms.

Spouses, life partners, business partners, and children are welcome to join you, though you must pay an additional activities fee for them during your event registration. (No fees for children.)

Booking: Registering for the retreat and Reserving Your Room

Once you click the “Register Now” button, you’ll walk through a 2-step process to complete your registration and room reservation. Here’s what to expect.

Step 1: Retreat Fee

The retreat fee is $3,000 per person, (Spouse/Life Partner/Business Partner Fee is half of the member fee.) 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

Step 2: BOOKING YOUR ROOM

In the next step, you'll be presented with the room options and prompted to email the resort with your selections. It's very important that you follow through with this second step.

jungle walkway at palmaia

Room Rates and Options

Group Rates for Retreat Attendees

Our special group rates are available for booking until the cut-off date, which is February 17th, 2025, forty-five (45) days prior to event dates (April 3rd). After this date guests can book at the best rate available at the time of booking.

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.

Rates must be paid in full within 30 days prior to the event. Failure to do so within this timeframe may result in automatic cancellation of your booking.

Early Check In / Late 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.
  • Late check-out price also is $150 USD per room up to 5:00 pm.
Palmaia room rates
Palmaia room occupancy
palmaia aerial view

Travel To and From the Airport and Resort

The Closest airport that Palmaïa’s private transportation company operates transfer services for is Cancun International Airport . Round trip van service is included in your retreat fee. Please read carefully for details on reserving transportation:

Included Transportation Services

Passenger van rides to and from Cancun International Airport are included and provided by the hotel, but you must arrange services at least 30 days prior to arrival. 

Each group attendee must email a screenshot of their flight manifest to the transportation service at seekandgo@sandos.com including the arrival and departure information, flight numbers, Airline Company, and special requests at least 30 days before the arrival date to coordinate the services. 

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

palmaia house of aia rooms
view of the ocean at palmaia

Optional VIP Transportation

If you prefer a VIP transportation experience from the resort you may book a private SUV with space for 4 guests plus luggage. Booking SUV transportation will not be included in your retreat or resort fee and will be charged to your room as an additional cost. To do so, please book directly with the transport company by emailing seekandgo@sandos.com. You must include a screenshot of your flight manifest, including arrival and departure times.

Or if your travel plans fall outside the parameters specified by complimentary van service from Cancun Airport you will be arranging your transportation independently.

All activities during the retreat will be at the resort. Unless a group activity is coordinated by individuals outside of the retreat programming (fees are applicable).

Key Logistics Considerations

Optimal Arrival Times

We suggest that you arrive the afternoon before we begin our activities for the retreat so that you will have ease landing in the space and can arrive at the opening ceremony before it starts on Thursday. The retreat activities and closing ceremony will last through the early afternoon, so we suggest departing on Monday at the earliest.

Timing with the Resort

The Check-in process for Palmaia can take up to an hour between entering the private property Front desk to commute onto the magical property of The House of Aia. A tour of the grounds, becoming familiar with the WhatsApp and Nomad Guide process (required for all things concierges, housekeeping, special requests, meal reservations, AND or group will have a channel) before you are settled into your fabulous room.

Account for Traffic

Traffic to and from the Cancun airport is unknown as it is the only highway and road to Playa Del Carmen. The commute can be anywhere from 45 minutes to 2 hours as a traffic accident can close the road for an unknown period of time, customs, awaiting luggage from baggage claim, etc. The average drive time between the resort and airport is approximately 60 minutes.
The departures are set 4 hours before your takeoff to account for any delays in traffic, customs, etc. This is a regulatory process between the Department of Transportation of the Cancun Airport and the Transportation Company solely for Palmaia. So consider your time to be picked up from your room with your belongings by the shuttle back to the Front Desk building to check out and before loading up for your transport.

The way that we landed into this retreat set the stage for what this is really about: us connecting with our own humanity, us connecting with our true selves and being in a supportive container to grow.