Billy Winter Gathering 2026

Wed, Dec 30, 2026 - Sun, Jan 3, 2027 | Saratoga Springs Retreat Center, CA

Billy Gathering Health Safety Agreements:

  1. I will NOT attend the gathering with any active contagious illness including COVID.
  2. I will STAY HOME if I show any signs of illness including cold or flu symptoms.
  3. I will respect Masks and Distancing requests: 
    • Some attendees, including those with specific health risks, may feel safer wearing a mask and/or maintaining distance. Masks may be required by individual Workshop Presenters or requested by individuals in casual interactions.  
    • I will respect all individual decisions to protect their safety, and I understand it is recommended that I carry a mask to accommodate requests
  4. I understand that I am responsible for my own wellness and for taking care of my health in the weeks preceding a gathering.

NOTE:  I understand that these Billy Gathering Health Safety requirements apply even where they may be more restrictive than State, local or facility guidance.

I agree that I will comply with the health protocol above, to attend this Billy Gathering.

DIRECTORY   A directory of gathering attendees will be available.  The information entered above will show-up exactly  as shown, including auto-fill, punctuation/capitalization, or faerie name errors.  Please double check your entries.  

DIRECTORY - Personal contact information you wish to share: 

  • I will NOT appear in the directory at all.

  • My address, street/city/state, will NOT be in the directory.

  • My phone number will NOT appear in the directory.

  • My email will NOT appear in the directory.

FIRST BILLY GATHERING?

Check this box ONLY if this is your 1st time to attend a Billy Gathering. You will be contacted by our 1st time attendee coordinator.

GATHERING DATES and RATE

Registration includes 3 meals for each night's stay, beginning with dinner the day of your arrival and breakfast/lunch your day of departure. 

THE HORZON FOUNDATION supports lower rates through a generous grant to the Billy Foundation.

DROP-DOWN below:  (Choose One)  The option that best describes your ability to pay.

The FULL COST is  $185/night. - That is based on our current estimated attendance for 2026, inclusive of new Saratoga Springs contract rates (catering and facility); our gathering expenses; and The Billys' annual operational costs (such as storage, website, insurance, etc.).  The difference between the lower rates and FULL rate is made-up (supported) by donations from fellow Billys like you in combination with the generous support from The Horizons Foundation Grant.

Please helps us preserve these rates by being as generous as you can.

SCHOLARSHIPS ALSO AVAILABLE:  Do you need financial assistance beyond the lowest rate? Then after selecting the lowest rate, and selecting the date(s) you are attending, proceed to the Scholarship section below for additional options.  Scholarships are limited and available on a first request basis.

Gathering dates will appear AFTER selecting a rate. 

DONATIONS:

Please consider making a donation to help support The Billys' continuing to offer our healing, heart-centered Billy Gatherings and activities into the future.  Your support of our scholarship funds means those who would otherwise not be able to, can also experience the benefit of our gatherings. Richard Locke Scholarship is open to anyone in need, while our diversity fund supports both diversity scholarships as well as addressing accessibility needs at our gatherings.  The Billy Emergency Fund supports community members (Billys) that are in difficult situations needing support.  Thank you!

All donations to Billy Foundation are tax deductible to the full extent of the law.

Suggested Amounts
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GATHERING DETAILS and REQUESTS:

Please complete the following requested details as they apply to you.

The Ride Share Sub Coordinator volunteer will contact you before the Gathering and will do their best to find you a ride. Carpooling is a great way to start the gathering early, traveling with another Billy, and carpooling is ecological.

Check this box if you have specific accessibility needs not covered in housing requirements.

Check this box if you have dietary restrictions you would like to share with the cooks

ACCOMODATIONS:

VOLUNTEER OPPORTUNITIES:

  • Gatherings run on volunteer energy! Sub-Coordinators help with various aspects of the gathering such as rideshare, workshop coordination, specific events, etc. A Coordinator will contact you for more details.

  • Volunteers are needed to help transport Gathering Supplies from Rohnert Park to the Gathering, and back to Rohnert Park at the end of the Gathering

  • Billy Buddies contact new Billys (first time attendees) before the Gathering and help orient them and feel welcomed during the Gathering

  • Many Billys rely on ride-share to attend the Gathering. If you are driving from the San Francisco Bay Area, you are encouraged to offer a ride

  • Check this box if you'd like to offer a workshop and the Workshop Coordinator will contact you for details.

Let us know, if you work in medical field or have medical skills, such as Doctor, Nurse, EMT, etc. or certifications such as CRP, and would be able to assist in the event something arose during the Gathering. Thank You!

DIVERSITY SURVEY - Gathering Attendees

100% CONFIDENTIAL - The survey results (as Pie-Charts) will be posted at the Main Lodge during the gathering, to create awareness of who we are along with our agreements for inclusion.  Answering any part or all of the questions is OPTIONAL.

Billenet is a listserv used by Billys to connect, independent of The Billy Foundation. It is a private, volunteer-run forum where viewpoints, opinions and information can be shared and heard with an open mind and heart and respect. To join Billenet, check here.

AGREEMENTS

To provide a truly inclusive and healing environment, the Billy Foundation asks all participants to commit to supporting a safe and inclusive gathering space for everyone.  This includes supporting diversity; following the photo policy; respecting that we are drug and alcohol substance free space (except for prescribed medical reasons), and bringing fragrance-free personal care products.  

Please read the statements below to better understand what these important commitments mean.  Failure to follow these agreements will result in consequences up to and including being removed from the Billy event and possible exclusion from future Billy events.

Our shared values include speaking respectfully, avoiding language that others may experience as hurtful, racially charged, insensitive, or offensive. Participating in our community activities, as Billy and Billy Kin, we strive to be kind and respectful towards each other.
This includes people of different races, ethnicities, ages, sexual orientations, gender identities, and health statuses, ; trans men, ; and those of varying life experiences. We listen, learn, and are open to adjusting our behavior when our words or actions cause discomfort or harm. The bills encourage safe, consensual sexual activity.

- I will be kind and respectful of the range of folks attending, including all races, ethnicities, genders, identities and expressions, pronouns, ages, abilities, and sexual orientations.
- I commit to supporting a safe gathering space for everyone, including supporting diversity, respecting that we are drug and alcohol-free space (except for prescribed medical reasons), following the policy on photos, and bring fragrance-free personal care products.
- I support physical intimacy that is mutually agreed-upon and safe, be it sexual or otherwise. Participation in any activity must be by consent only. There should never be a situation in which I or others feel pressured to engage or continue beyond comfort levels.
- It is my responsibility to communicate my boundaries clearly. When initiating or receiving contact, I will also respect the personal boundaries of others.
- If I feel pressure in any activity, I am encouraged to talk to an emotional support volunteer, the Gathering coordinator, or a Billy I trust.

I agree that there is no room for racism, transphobia, biphobia, body shaming, ageism, or other hurtful behavior at Billy gatherings, and I understand that the event welcomes people from diverse backgrounds, including spiritual and non-spiritual backgrounds.
Photography at Billy Gatherings should strike a balance between providing a feeling of safety/privacy with having a visual record of our times together. Explicitly ask for permission to photograph others and respect their wishes.

1. Do not take photos or videos of anyone without their express permission if they will be recognizable in the photos.
2. Do not record Heart circles, rituals, memorial or workshops without the express permission of all involved.
3. Talent shows can be recorded unless otherwise specified by the Master of Ceremonies.
4. When folks want to be photographed, please do so.
5. Never post online or distribute images from Billy events without the expressed permission of everyone recognizable in them.

Please consider making your photos/videos available to the people in them and the Billy office to chronicle our history and spirit.

A Gathering photographer may be roaming throughout the Gathering taking photographs or videos. He will ask for permission before pictures are taken and delete pictures if there is any objection after.
I am a responsible adult and will try not to harm myself, anyone else, or any property during the gathering. I understand there are no guarantees given or expressed to assure my safety, or the safety of my property at the gathering by the Billy Foundation, and I have read the policies. Parking is at my own risk. Falling trees and other acts of nature are unlikely but possible. Be aware that neither the Billy Foundation nor the facility we rent will take responsibility for damage to your vehicle. By signing below, I therefore release the Billy Foundation from all liabilities caused by my, other or the Billy Foundation's actions and/or inactions during the gathering. Thank you!

BILLY REFUND POLICY -or- PURCHASE PROTECTION option:

You may pay for "PURCHASE PROTECTION" similar to travel insurance, for 100% refunds from a 3rd party (not through The Billys) that includes illness up to 48 hours after the 1st Day of Gathering.  For details: purchasprotection.com  -OR-  Choose to NOT to accept and the Billy Refund Policy will apply.

In the Purchase Protection SECTION below, your choice means:

"Yes,  protect... " = You will be charged a separate amount, shown below, by a 3rd party and refunded by the service.  Upon hitting submit, your Gathering Fees are immediately non-refundable from The Billys.  You must start your claim with the 3rd party anytime BEFORE 48 hours after the 1st day of the Gathering.   NOTE:  It covers a refund inclusive of donations, therefore if you choose this option, you may want to exclude your donation from the refund fee by making your donation separately  through our website.  Thank You!  https://www.thebillys.org/donate/

"No Thanks, I am willing..." = You will be covered by the Billy Refund Policy, at no additional charge.  By selecting this option, you agree to the Billy Foundation Refund Policy, which includes a full refund (except $25) up until the day registration closes, and NO REFUND after after that date.

I understand that if I choose the "Purchase Protection", my registration will be NON-REFUNDABLE though the Billy Foundation. I must then arrange refunds myself through purchasprotection.com, per their policy.

I understand that if choose NOT to select the Purchase Protection, "No thanks", then the Billy Refund Policy applies as follows:
1) If I cancel more than 10 days before the 1st day of the gathering, I will receive a full refund less the $25 registration fee. 2) If I cancel less than 10 days before the 1st day of the gathering or no-show, I will not receive a refund. Per our contract with Saratoga Springs, we are responsible for registrations we report to them 10 days before the gathering begins.

As such, I'll be mindful of my health and well being as the gathering approaches, knowing that if I need to cancel for any reason less than 10 days before the start of the gathering, including COVID or other health reasons,  your refund will as stated in #2 above.
I also understand that the sooner I can let The Billys know I will NOT be attending, the more options or support in finding a solution can be considered for both myself and The Billys.

The "RECOMMENDED" note below is inserted by the 3rd party service, not the Billy Foundation.  If you may choose the purchase protection, any claims must be made though them:   purchasprotection.com

Add Purchase Protection for a small fee and get a 100% refund of your event purchase if you're prevented from attending due to a qualifying unforeseen circumstance. See all that's covered.

Purchase Protection will give you a 100% refund should you encounter:

Sudden illness or injury
Death in the family
Transportation Failure
Employment Obligations
Acts of Nature
Crime & Home Emergency

Get a 100% refund of your original event purchase, including taxes and fees, if a qualifying unforeseen circumstance prevents you from attending. Certain exclusions apply. Not valid for events, attendees, or travel outside the USA. Purchase Protection is not insurance and is charged separately. Read full terms and conditions.

You MUST complete the billing section for your registration. Click on Save Registrant to proceed. You must pay by credit/debit card. You will receive an email confirmation of your registration right away from the registration system once it is complete. 

If you do not receive an email confirmation after hitting "submit",  you are NOT registered.

We no longer accept mailed registrations with checks.

If you have any questions, contact us at:    [email protected].

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