Booking Your Program or Event at Villa Koukouvayia
“When committing others to anything worth celebrating, your primary influence lies in the environment you create.”― Peter Senge
The information below will help you determine if Villa Koukouvayia will prove a perfect partner for your program or event. Scroll down to discover the villa’s occupancy capacities & rates, along with pricing & policy FAQs, current availability, and a link to send us an inquiry and move your booking forward.
Occupancy Capacities & Available Configurations
As noted previously Villa Koukouvayia can shift from hosting programs where some or all participants might hold rooms alone, to a family-centered celebration where room-sharing is the order of the day. Low nightly rates provide smaller groups an economical stay, and easy supplements let larger groups economically adjust costs to match their greater lodging needs. To help you calculate the cost of your specific event’s stay, review the table below, which includes typical and maximum occupancies, and occupancies within configurations for either privately attended programs or family-attended events.
(Click on table to zoom in)
Our goal is to be fair, transparent, and to avoid policy & charge surprises once you decide to stay with us. In the table below, you will find the rates across various seasons of the year for Villa Koukouvayia’s hosting facility. While there are possible logistics and staffing costs you may consider in hosting your event (see notes below), your first cost will be the facility itself. To estimate facility costs, simply multiply the number of nights of the event by the applicable seasonal rate, and add a single day prior (see ”Prep-Day” notes below) to cover facility prep. If you anticipate attendees beyond the villa’s Typical Occupancy (see table above), add €10 per/extra-person/night to the previous figure, and if your stay qualifies for a discount, reduce your figure by the applicable percentage. Finally, add the 15% mandatory lodging tax we must collect, and you will have your facility cost. And while you may access support & logistics services that alter that basic price, you can rest assured that prior to any commitment you make to us, we’ll present you with a final, complete price that echoes your estimates or explains any difference.
(Click on table to zoom in)
Rental Policies & FAQs about Calculating Facility Costs
Reservations that Bridge Across Multiple Rate-Season: When an event includes multiple rate-seasons, we calculate each day according to its seasonal rate and simply add the two subtotals. This is also true for how to apply long-term discounts.
Currency: As our location demands, we operate and calculate all charges in Euros, but can accept USD payment if you wish. If paying in USD, our offer will reflect the IMF exchange rate on the day we make that offer. Assuming you accept within seven days, that rate will lock and not change, so there are no future surprises as your arrival date nears. Furthermore, we never charge ‘exchange fees’ beyond the IMF standard rate.
Minimum Reservations: Preparing, stocking, and cleaning the estate before and after your event form the largest of our labors-of-love here at the villa, so we must set minimum stays of 7 nights for each event. Of course, should your circumstances demand a shorter stay, we can welcome you for those fewer days but within the pricing of a minimum stay.
Security/Damage Deposits: We do hold a minimum security/damage deposit of €1,000, an amount distinct from your facility price, which serves first to guarantee your chosen time, then changes upon your arrival into a fully refundable damage deposit. Because we set security/damage deposits low to reflect typically quiet events like yoga retreats, we sometimes will increase them for groups that present higher risks for damage, such as celebrations, those bringing pets, youth-groups, etc. Assuming no major damage occurs, deposits are always returned within 7 days of your departure.
By the way, we never confuse ‘damage’ with ‘use.’ Yes, we assume your group will respect Villa Koukouvayia, but we also expect you to use the facility and enjoy yourself. And we’ve hosted enough groups to understand that any gathering of happy people—particularly if hhappy children are part of the mix—will drop a glass or two. And while we don’t like broken glass, we do like it when you’re happy.
Mandatory Facility Charges Beyond the Base Rate: We hate extra fees (both as hosts and as customers), but there are two supplemental charges we must collect and itemize separately, because including them across the base rates would lead, perversely, to hidden overcharging.
- Prep Day: All larger groups, regardless of the length of their stay, demand a dedicated setup day to prepare the facility for the group’s arrival and its subsequent activities. Incorporating that cost across our base rates would unfairly increase prices for longer vs. shorter stays. To avoid this, we add a simple, single, charged-day to all large-group stays. While this does reflect an expense, it’s an honest expense, accurate and transparent, and it has some advantages: In addition to keeping our base rates low, it removes any need to charge what others might call a ‘cleaning’ fee, and—because we’ve protected that day’s use from other groups—allows your organizer/s or facilitator/s to
arrive early and relax ahead of their upcoming work with participants, to prepare for that work, or both.
- High-Occupancy: While Villa Koukouvayia has the capacity to host groups of 20 to 24, groups typically bring fewer guests. To avoid applying the fair-market value of a 24-person venue to smaller groups, we set our base price assuming 16 guests, and then allow larger groups to economically access higher occupancies using a simple, €10/person/night supplement. And for organizers whose attendance list will progress after the reservation agreement, this supplement can be flexibly paid as late as the day of arrival.
Payment Plans: At minimum, reservations are secured with a payment of the appropriate security deposit described above, typically including or followed immediately by the actual reservation cost. For larger reservations (over €1,000, €2,000 & €3,000, respectively), we allow the remaining reservation costs to be paid out later in one (100%), two (50%+50%) or three (50%+25%+25%) payments received no later than 60 days prior to arrival.
Arrivals & Departures: Our standard arrival time is after 16:00 and departure is prior to 10:00. Although we only enforce those times when we have programs departing close to your arrival or arriving close to your departure, it’s a good idea to check with us before assuming an early arrival or a late departure will work.
Smoking: We are set among groves & groves of olive trees, all beautiful but all susceptible to tragic fires. Smoking, therefore, is severely restricted, especially during the fire season of summer. Wet ashtray always, and always outside, verandas only, and only on non-windy days.
Bare Facility, or Services & Support?
Programs, celebrations and events rarely thrive without a careful crafting of activities and services that support the stay and—most importantly—ease the facilitator’s logistical burdens. And so, while you are welcome to book Villa Koukouvayia’s bare facility, it’s important to remember that doing so limits us (by Greek law, actually) from providing any services beyond handing you the keys to the place and walking away.
Our facility care is robust and would include an arrival meeting and orientation; a daily visit to check on the pool, water the veranda plants, learn of and immediately address any maintenance issues and—at your departure—to meet for the facility inspection and feedback.
If this limited arrangement best fits your plan, we’re happy to have you here! 😊 But if your event would be better served with any transportation, meal, cleaning or reservation services (either holistic or a la carte) as summarized in the items below, review and click the link at the bottom of the page to connect with Cretan Destination Retreats, a separate company we’ve set up to support retreats, programs & events—both at Villa Koukouvayia, and nearby.
Cretan Destination Retreats (CDR) specializes in large-group itinerary logistics, and its USA footprint and legal separation from Villa Koukouvayia allows such support within Greek lodging laws. Listed below are examples of what CDR can provide, followed by a link to our CDR site to view costing protocols for such services.
- Reservation Support & Services, including participant communications and enrollment, financial transactions, refunds and other participant services.
- Transportation, including but not limited to vehicle arrangements and
acquisition prior to arrivals; airport transfers at arrivals & departures, and off-campus activity, meal & miscellaneous transportation.
- Food & Beverage Support, including but not limited to catered meals and snack
provisions, pantry stocking for internally prepared food provision, and
arrangements with restaurants & tavernas for off-campus meals.
- Cleaning & Laundry Support ranging from simple, daily or bi-daily bathroom and towel service to full bedroom services at various frequencies.
- Activity Leadership, including but not limited to hikes, outings, Samaria Gorge
traverses, sailing & kayaking, excursion expertise and guidance, and other
customized experiences that fit your attendees’ interests and abilities.
- For programs with an educational or experiential focus, program design services.
- For events with attendees bringing children, child-care, including ad hoc special events, daily periods, or across entire stay.
Click below to view the current schedule for Villa Koukouvayia. Remember that any item listed as an “Inquiry” remains potentially available, and we encourage you to let us know of your interest 😊.