Terms & Conditions
Private Italy provides these Terms and Conditions to further qualify our commitment to a most outstanding experience during your travels. In this agreement, ‘us’ and ‘we’ refer to Private Italy Tours, ‘You’ and ‘your’ refer to you, the travelers. For any questions or concerns regarding these Terms and Conditions, please contact us or call on 910-575-6735.
Travel insurance questions or concerns? Please read our detailed information under “Travel Insurance” below.
Travel Documents and Immunization Requirements
United States citizens are required to present a valid passport upon entry to, and departure from, Italy. Non-citizens have other requirements that should be checked with appropriate government agencies. Specific questions about Non-Resident (US) cards and other questions related to travel documents should be directed to Private Italy. Vaccinations are not required for travel in Italy.
Baggage & Insurance
Airlines are charging extra fees for checked luggage that exceeds 62 inches (calculated by adding the width + height + depth). Airlines will apply additional charges for any bag over the weight limit; currently 50 lbs per checked piece for most U.S. based carriers. Private Italy encourages you to double check with your specific airline carrier regarding any restrictions or fees..
Villa and Hotel Accommodations.
Complete hotel information by name, location, and phone number, will be provided to you prior to your departure.
Shared rooms – Private Italy does not charge a single supplement. If you are traveling with someone, and require Twin bed accommodations, please make us aware of that requirement at the time of booking-payment of deposit-and we will ensure that such arrangements are made for you.
Minimum Group Size
We will operate a tour with the following minimum numbers of travelers: Venice/Tuscany, 8 clients; Northern Italy/Lake Region, 10 clients; Umbria/Le Marche, 8 clients; Southern Italy, 10 clients, Sicily (One week) 6 clients. If, within 90 days of a scheduled tour, there are less than six travelers for a specific tour, Private Italy Tours will work with clients to identify alternative dates for their travel or arrange for full refund of tour payments made as of that date. (Less the $300.00 as listed under the Refund Policy below.)
Air Conditioning / Heating
Most of the air conditioning systems in Italy, when available, are not equal to United States standards. If you have special requirements regarding the use of air conditioning, please make us aware of those requirements well in advance of departure. There is no air conditioning available at our villas, as is true with over 90 percent of rental villa properties across Italy. Heat, when needed-most often during our late fall tours, is available at our villas.
Prices
All prices are subject to change due to any change in our costs such as, but not limited to fuel costs and currency fluctuations. Any increase in prices will be fully explained well in advance of final payment due dates.
Payments
A deposit Special may be in effect at the time you book with us. If such is the case, please refer to those terms and conditions regarding payment of deposit and balance due for your tour.
Substitutions
While we reserve the right, in our discretion, to substitute portions of the sightseeing, hotels and restaurants, no changes will be made without full explanation to the entire tour group.
Holidays and Changes
During local or national holidays abroad, certain facilities such as museums and shopping may be closed, or may be operating on an adjusted time schedule. In such instances, and whenever possible, slight itinerary adjustments will be made to minimize inconvenience. The majority of your Private Italy visits do not coincide with any Italian national holidays. You will be informed well in advance of your departure date if any adjustments need to be made.
Meals and Consumption of Alcohol during Tours
Our tour summaries include details regarding which meals are included with each tour. For those meals not included, Private Italy Tours staff will be available to assist with recommendations for restaurants and cafes or trattoria’s near our selected hotels and villas. Meals prepared at our villas are included with our tours.
We enjoy sharing the bounty of Italy with our clients; no more so than with wine.
Consumption of alcohol: Our tours include all local wines, soft drinks and water consumed at our villas and for group meals shared while on tour.
For clients requesting Vodka, Scotch and other ‘hard liquor’, we require that clients inform Private Italy Tours, by type and label, a minimum of two weeks prior to their departure.
We cannot guarantee that a specific label name will be available for purchase for our clients use while at our villas, i.e. Grey Goose Vodka, Tanqueray Gin, etc. Our staff in Italy will do everything possible to locate the specific label requested. Some international liquors are not available in various locations across Italy.
The cost of these liquors is paid directly by clients before leaving our villa(s) at the conclusion of their tour.
When traveling with Private Italy Tours, all guests understand that the company is not responsible for any injury to guests related to the consumption of any alcohol while on our tours.
Gratuities for Staff, Guides and Cooks
In the course of your travels with us, you will meet phenomenal support staff. From tour leader to housekeeper, guide to cook, you will be treated with the utmost professionalism and courtesy.
Some gratuities during your tour are included, others are at client discretion with the recommended amounts listed below.
Tour Leader: Euro 20.00 per day per couple
Housekeeper: Euro 5.00 per day per couple
Cook: Euro 5.00 per day per couple
Housekeeper and Cook: In some villas, the housekeeper and the cook are the same person. In this case, recommended gratuity is: Euro 9.00 per day per couple
Hotel Porters (if hotel is used during your tour): Euro 1.50 per bag delivered to your room upon arrival.
City Guides: Gratuity included with your tour
Drivers – Van/Car: Euro 5.00 per person per day
These prices are based on our eight years of travels in Italy. We have found that, while some clients believe the prices too high, they truly represent the average for the type of services provided while you are traveling with us. Certainly, these are at the discretion of our clients and your tour leader will always be available to assist with any questions you have.
It is important to note that the Tour Leader understands all client perspectives on gratuities; he or she will remain neutral in their assessment of any questions or concerns you have.
Trip Cancellation by Operator
In cases where it becomes necessary to cancel a tour, Private Italy Tours will provide appropriate documentation for client insurance claims as requested. Should a cancellation become necessary due to any number of various reasons, Private Italy Tours retains no liability whatsoever for any loss incurred by clients.
Travel Insurance
Private Italy Tours requires that all clients traveling with them on any organized tour, whether the tour is part of the company’s annual small group tours or a specialty tour (Art Tour, or the like) provide proof of Travel Insurance to the company within ten days of initial deposit. The time frame of ten days is within the requirements of nearly all travel insurance policy validity requirements.
Numerous online resources are available for advice about travel insurance policies. Individual insurance agents who offer such insurance, and companies like (and not limited to) AAA or USAA offer various policies for trip cancellation coverage. Also, clients should check with their credit card issuer, for the card used to pay for their tour, to determine if trip cancellation coverage is included if the card is used to pay for the trip.
Please note that while credit card companies do offer various types of travel insurance (trip delay, lost luggage, etc) we require that clients have a trip cancellation policy for our tours.
These requirements are in place to protect our clients from undue hardship, should the rare decision be made to cancel any tour.
Cancellation Charges
As you can see, arrangements for a trip such as ours are complex and subject to many changes. We also understand that your life is complex and your plans may change. If you are unable to accompany us on our trip after you have placed a deposit/payments with us, there will be cancellation charges. Here is a summary of how the cancellation charges will be assessed. (Please note the exception to Workshop deposits and payments listed below).
Refund Notification prior to departure date – Cancellation Charge (Per Person)
- 120 or more days $300.00
- 119 – 60 days 75% of total tour cost
- 59 – 1 day 100% of total tour cost
Change of tour dates, same year:
For those clients who request a change to their tour dates during a specific calendar year in which deposits have already been paid, we will continue to utilize the above refund policy. In the event clients request a cancellation of their trip, we will utilize the above refund policy, as long as that cancellation is for the same calendar year of travel for which deposits have been paid. (see below)
Change of tour dates, different year:
We will work with clients to accommodate a request to move their reserved (deposits paid) tour dates to a different calendar year, up to and including if that change means that they are changing the itinerary/tour they wish to take. If the tour desired increases in cost as a result of changing tour/dates, that increase will be passed on to the clients. If, however, clients cancel their trip for any reason after the transfer of such dates to a different year, there will be no money refunded if the clients cancel their tour. (Please see our section on Cancellation and Insurance).
If clients are moved to a new calendar year tour, as an accommodation by Private Italy Tours, and that tour is cancelled by Private Italy Tours, there is no refund of deposits paid. This restriction is placed on these funds specifically because monies will have already been paid to vendors in the original year booked. Additional deposit funds are not requested by Private Italy Tours when clients move to a different year’s tour. Since vendor payments will have been made by the company in anticipation of the client’s changed tour dates those payments are not covered for loss by the company. (Please see our section on Cancellation and Insurance).
Arrive Early – Extend Your Stay
If you have arranged with us to arrive early in Europe or remain after the termination of your visit, please inform us. We will work with you in making arrangements to support your early arrival or later departure. Costs associated with hotels, trains, reservations, and other related charges for these additional arrangements are your responsibility. Our Rome planning and support provides an example of the services available with Private Italy Tours.
Tour Members Needing Special Assistance
If you are physically challenged or require any accommodation or special support arrangements for a tour, please let us know as soon as possible. Many of the cities and towns visited on our tours are ‘out of the way’ locations where some accommodations may simply not be available. If you have special needs, it is your responsibility to let us know, and we depend on that. We believe strongly that it is in your best interest to travel with a qualified assistant or companion if you require assistance climbing or walking long distances.
Smoking
As of January 2005, Smoking is no longer permitted in all restaurants, interiors of cafes and bars and some public buildings. Due to the living arrangements at our villas, smokers are not permitted to smoke inside, nor close to windows/doors, at our villas. This restriction is placed on us by villa owners and helps to ensure all tour members’ comfort.
Smoking is also prohibited in all private transportation provided during day trips, travel to/from airports and travel to/from train stations.
Medications and Medical Needs
If you are required to take medications by a physician, please ensure that you bring sufficient supplies for a minimum of 16 days. In the event you are delayed on your return, you will need these additional day dosages. Additionally, we travel on twisting and curving roads throughout our time in Italy. If you get motion sick, please bring sufficient medications to assist as you may require. If you are particularly susceptible to motion sickness, you may want to reconsider a decision to join our tours. Private Italy is not responsible for the purchase of any client medications while in Italy.
Private Italy Responsibility Clause
If, due to weather, flight schedule changes / cancellations or other uncontrollable factors, you are required to spend any additional night(s) en route to, or from, your visit’s gateway city, you will be responsible for your own hotel, transfers and meal costs. Baggage is entirely at owner’s risk.
While these kinds of delays are infrequent, most travel insurance policies offer reimbursement protection for most incurred costs related to such delays.
Private Italy does not own or operate any entity that is to, or does, provide goods or services for your trip. This includes, and is not limited to lodging facilities, airline, guides or guide services (from third party organizations), train, or other transport companies. All such entities are independent organizations. As a result, Private Italy is not liable for any negligent or willful act or failure to act of any such person or entity, or of any third party. In addition and without limitation Private Italy is not responsible for any injury, loss, death, inconvenience, delay, or damage to person or property in connection with the provision of any goods or services whether resulting from, but not limited to, acts of God or force majeure, illness, disease, acts of war or civil unrest, insurrection or revolt, animals, strikes or other labor activities, criminal or terrorist activities of any kind, mechanical or other failure of airplanes or other means of transportation, or for any failure of any transportation mechanism to arrive or depart on time.
Arbitration Agreement
Any controversy or claim arising out of or relating in any way to these Terms and Conditions, to the Responsibility Clause, or any other information relating in any way to the trip, or to the trip itself, shall be settled solely and exclusively by binding arbitration in North Carolina, in accordance with the rules of the American Arbitration Association then existent. Upon payment of a deposit, tour participant indicates acceptance of the above Details and Administration guidelines and of the Arbitration Agreement.
Photo and Promotional Release
I hereby consent to be interviewed, recorded, photographed, videotaped or filmed by representatives of Private Italy Tours. for purposes of publication, display, or broadcast (print, web, digital display and all other forms of media).
I agree that such interviews, recordings, articles, quotes, photographs, films, audio or video and/or any reproductions of same in any form, are the property of the Private Italy Tours, and I relinquish any present or future claim for reimbursement for said photographic or film reproduction of my likeness or for said testimonials by me.
I hereby release Private Italy Tours, its affiliates, employees, representatives and agents from any and all claims, demands, costs and liability that may arise from the use of these interviews, recordings, photographs, videotapes or films, and/or any reproductions of same in any form, as described above, arising out of being interviewed, recorded, photographed, videotaped or filmed.
Terms Agreement
If you are visiting this page to agree to the Terms & Conditions in preparation for your tour, please complete the following form