In these Terms and Conditions, “ItalyIndeed”, “we”, “us” and “our” mean ItalyIndeed Limited (a company registered in England and Wales under company number 09600223); “you”, “your”, “they”, “them” “client”, “participants”, “group”, “party”, “representative” mean the client as named on the booking and/or all participants to the tour, or all persons on whose behalf a booking is made (including a person or persons who at a later stage join a group tour or substitute one or more participants). References to “tour”, “holiday”, “package”, “activity” mean the arrangements ItalyIndeed makes for the client in accordance with these Terms and Conditions and which include but are not limited to itineraries, transport, accommodation, meals, activities and anything mentioned as “included” during the organization and booking procedure.
In the event of a group tour where one or more persons are in charge of liaising between ItalyIndeed and the participants, the person or persons who act as representatives are responsible for informing all participants (including person or persons who at a later stage join a group tour or substitute one or more participants) of these Terms and Conditions. By maintaining contacts and acting as representatives, such persons are also responsible for informing both ItalyIndeed and the participants of all details concerning the tour and all needs and requirements participants may have, included but not limited to dietary restrictions, mobility issues, health problems, medical conditions and any other special necessities which can in any way affect the success of the tour. Representatives arrange itineraries, accommodation, meals and activities, as well as costs, with ItalyIndeed and on behalf of all participants. By confirming the booking, representatives take responsibility that all participants agree with ItalyIndeed proposal. Representatives are also responsible for providing ItalyIndeed with a completed form (see Annex I) stating the participants appointed them to maintain contacts with ItalyIndeed on their behalf. Failure to produce such completed form for each participant (or family of) will result in the withdraw of ItalyIndeed availability to organize and deliver a tour for the group.
By signing these Terms and Conditions, the clients and/or the representatives declare that:
- They have read these Terms and Conditions, have the authority to sign them and agree to be bound to them;
- They are over 18 years of age. In the event of activities with age restrictions including but not limited to alcohol beverages tastings, they also agree to notify ItalyIndeed of any members of their party not complying with the age limit and that minors will be excluded from such activities. ItalyIndeed, on its part, will consider offering discounts or alternative activities for the minors, provided it is given notice during the tour organization process, hence before the booking stage and certainly prior to the beginning of the tour or activity.
ItalyIndeed obligations to the clients might differ depending on the kind of service or services they book, i.e. a package, an activity, a single element of a package or a series of single elements which do not form a package. Prior to the booking stage, you will be notified of any terms and conditions related to the elements you are willing to book and which are not hereby stated.
We talk of “package” when your booking involves a pre-arranged combination offered at an inclusive price and/or covering a period of more than 24 hours or overnight stay and which features at least two of the following: 1. transport 2. accommodation 3. other tourist services not related to transport or accommodation and accounting for a significant proportion of the package, such as visits, activities and lessons. ItalyIndeed does not provide accommodation only or transport only, but it does offer ‘other tourist services’ only, such as visits, activities and lessons, which can take place over one or more days or parts of the day.
ItalyIndeed reserves the right to offer the same package or elements of at different prices depending on number of participants, availability of services, ease of access, seasons, months, days of the week, currency rate and any other variable which can affect the costs of one or more elements. Whatever the combination or single elements the clients wish to purchase, they will be notified of the prices during the organization process and no further charges will be applied after the booking process will have been completed, provided that there are no changes on the clients part in terms of number of participants, dates and any other arrangement stated during the organization process and at the time of booking.
In the event of a package featuring accommodation and/or transport, ItalyIndeed acts as an agent. Although it puts into place all sensible measures to ensure safe and enjoyable stays and journeys, ItalyIndeed is not liable for the actions or negligence of the service providers or principals. However, ItalyIndeed will take all necessary measures to overcome any difficulty arisen by such actions and negligence and will provide care and assistance to the customers who will have incurred in such inconveniences. An example could be a hotel where the room services and conditions do not reflect what ItalyIndeed had specified and the client had purchased; in such situation, ItalyIndeed will not be liable for the hotel negligence but will be responsible for taking all possible measures which ensure an appropriate and enjoyable continuation of the client’s stay, for example by promptly providing a different accommodation of the same category or of a better one at no extra cost. If due to extenuating circumstances such solution cannot be implemented, ItalyIndeed will make sure the client is given a number of reasonable options and, if appropriate, a refund.
By signing these Terms and Conditions, the clients declare they are aware of the fact that ItalyIndeed is a specialist tour operator which organizes and provides tours and activities mainly in non-touristy areas and that therefore some flexibility is a necessary component for enjoyable tours. Hence, for example with regard to the situation described in the previous paragraph, ItalyIndeed reserves the right to offer an accommodation of a different category or with different specification and the clients agree to renounce the possibility of a total refund due to such difference in category or specification. ItalyIndeed, on its part, will refund the difference in price in the event of a lower accommodation category or transport specification, but will not consider the possibility of a full refund, should the clients decide to terminate their stay.
Upon booking a 7 day 6 night package or any custom made package, a 30% deposit of the total amount for the tour will be required. Payments can be made via bank transfer to the company account. The remaining balance should be paid at least 5 weeks before arrival via bank transfer to the company account. If we do not receive the balance within the given deadline, your booking will be considered cancelled. 7 day 6 night packages and custom made packages have the following cancellation policy: if you cancel your tour 5 weeks or more before your arrival, we will keep your deposit to address issues arising from cancellation; if you cancel your tour less than 5 weeks before you are due to arrive, you will be charged the full cost of the tour. If you are booking less than 5 weeks before you are due to arrive, we ask for the payment of the total cost of the tour.
Upon booking a 3 day 2 night package, a 30% deposit of the total amount for the tour will be required. Payments can be made via bank transfer to the company account. The remaining balance should be paid at least 3 weeks before arrival via bank transfer to the company account. If we do not receive the balance within the given deadline, your booking will be considered cancelled. 3 day 2 night packages have the following cancellation policy: if you cancel 3 weeks or more before your arrival, we will keep your deposit to address issues arising from cancellation. If you cancel your tour less than 3 weeks before you are due to arrive, you will be charged the full cost of the tour. If you are booking less than 3 weeks before you are due to arrive, we ask for the payment of the total cost of the tour.
Upon booking single elements such as visits, activities and lessons, a 30% deposit of the total cost of the services will be required. Payments can be made via bank transfer to the company account or via PayPal. The remaining balance should be paid at least 7 days before the services are due to take place. If we do not receive the balance within the given deadline, your booking will be considered cancelled. The cancellation policy for single elements is as follows: if you cancel your bookings at least 7 days before the services are due to take place, your deposit will be refunded (bank commission charges will not be included in the refund); if you cancel your booking between 7 days and 48 hours before the services you booked are due to take place, we will refund you the 30% of your payment; if you cancel your booking less than 48 hours before the services are due to take place, we will keep your full payment. If you are booking your visits, activities and lessons less than 7 days before they are due, we will ask for a non-refundable payment of the total cost of the services.
Upon booking, we will send you a payment request as well as a detailed itinerary featuring accommodation and transport specifications (if applicable) and other services. By paying your deposit, you agree to accept the specifications laid in the booking details we will send you and the relevant cancellation policy timing will start. You are also required to make sure that every other necessary arrangement is in place at the time of booking, such as flights or transport towards the arranged meeting point for the start of the tour or activity and documents, like passport, visa and travel insurance. Although understanding and willing to resolve any issues, ItalyIndeed will not be liable to make any changes to the agreed itinerary (for example dates or timings) if the changes are due to the clients’ negligence in organizing the other necessary arrangements (including, but not limited to, flight or train tickets).
Client / Representative obligations
Clients are also aware than any need or requirement they or members of their party or group should have must be notified to ItalyIndeed during the organization process, and that ItalyIndeed will not be held responsible for fulfilling such special necessities unless such notification has happened before the payment of the deposit. Special necessities include, but are not limited to, dietary restrictions, mobility issues, health conditions, medical problems and any other need or requirement not hereby stated but which would be commonly recognized as a feature that could affect the regular developing of a tour. Should there be any changes in such necessities, for example somebody’s health condition, normal at the time of booking, deteriorates, the clients or representative must notify ItalyIndeed at once and provide appropriate documentation. ItalyIndeed will reserve the right to confirm the booking for such person and ensures it will do all its best to offer a refund (partial or total, depending on the circumstances) in case the booking for such person cannot be confirmed.
As above stated, the client will be responsible for arranging other travel measures, for example flights, necessary to arrive at the meeting point on the date and at the time stated in the itinerary / activity details at the time of booking. ItalyIndeed is not liable for any events which may impair the tour but which take place before the starting date and time of the tour. If the purchased package includes transport from and to the airport /station, the client is responsible for providing ItalyIndeed with detailed and accurate information on their arrival and departure time and place. Failure to produce such information will incur in tour disruptions and delays for which ItalyIndeed cannot be held responsible. In the event of a group tour where participants arrive or depart at different times and/or places, the representative is responsible for providing ItalyIndeed with detailed and accurate information as well as for arranging a unique meeting point and time for all participants, which will correspond to the time and place where ItalyIndeed will take over responsibility.
In case of tour packages, any expense ItalyIndeed will encounter while amending the arranged itinerary as a result of clients’ negligence with regard to the above paragraphs will be billed to the clients. Missed visits, activities and/or lessons as a result of such negligence will not be refunded nor rearranged.
Travel insurance and documents (passport, visa, etc.)
Among the necessary arrangements ItalyIndeed requires the clients to handle is travel insurance. ItalyIndeed does not provide travel insurance and although it can recommend companies who provide it, it cannot be liable for whatever contract clients might or might not sign with insurance companies. Travel insurance is compulsory when booking packages or single elements which envisage scuba diving, horse-riding, cycling, hiking and any other activity other than normal walking which we consider potentially dangerous and which we may have been able to arrange upon request for you. Failure to produce appropriate and accurate documentation proving you have purchased a travel insurance covering such activities will incur in our withdrawal in providing confirmation of booking and proceeding to deposit payment. For packages not including the above mentioned activities, ItalyIndeed still strongly recommends to take out a travel insurance which is appropriate to the participants’ needs and whose coverage includes also, but is not limited to, personal injury, death, medical costs and repatriation costs as well as baggage and valuables loss and theft for the full duration of the tour (comprising parts of the tour not included in the package, such as flights). However, ItalyIndeed is available to proceed with accepting booking without travel insurance for packages and activities which are not considered dangerous, provided the clients sign the form in which they relieve ItalyIndeed of any responsibility not hereby stated (see Annex II). Clients and representatives are also responsible for providing details of their (their group’s) valid Passport / Visa. (Annex II).
In the event that alterations need to be made to a pre-arranged package or activity due to extenuating circumstances, we will notify the clients or representative at once, provide them with suitable alternatives and give them an appropriate amount of time to decide whether to accept the alternative or proceed for a refund. All details for motivation of alteration, alternatives and timing to notify ItalyIndeed will be provided when communicating the alteration has to take place. The same policy applies for last minute alterations or sudden changes once the tour has started, although the timing given to notify ItalyIndeed with your decision will necessarily be limited. The possibility of a refund is only given in case such alterations involve a serious change in the accommodation service (for example, a B&B instead of a 4* hotel or higher). No refunds will be offered for minor alterations in the schedule of activities. If any activity must be cancelled, there will be an appropriate substitution which clients can accept or decline. If they decline, ItalyIndeed will arrange self-managed visits or excursions. In case alterations must be made to group tours, the decision of the majority of the group (or their representative) will be binding for all participants.
By signing these Terms and Conditions, clients and representatives for group tours accept that ItalyIndeed is not liable for any expenses or losses with third parties caused by a change or cancellation, and although we will try our best to compensate such loss or expense, we cannot be obliged to do so if the change or cancellation happened for reasons which lay beyond our control.
All clients and participants are required to behave in an orderly and acceptable fashion and not to disturb the normal progress of other people’s work and holiday. If the behaviour of one or more clients or participants is disruptive, disrespectful or offensive towards other guests in the same accommodation, other people visiting the same site or any other person completely or partially involved, ItalyIndeed reserves the right to unilaterally terminate the contract with such clients or participants without any refund. In the extreme event of damages caused to people or properties, ItalyIndeed will demand the clients to pay for such damages and, in case payment does not take place, it will hold the clients responsible for meeting all claims, including legal costs, made against it by the damaged people or properties. We cannot be liable for the behaviour of other guests or people to ItalyIndeed’s clients and tour participants, but will provide assistance to those who wish to make claims.
Any arising issue which is or is not clearly treated in these Terms and Conditions is subject to the UK law and clients agree to abide to the exclusive jurisdiction of the English court.
By signing this document you confirm you have thoroughly read these Terms and Conditions and that you agree to be bound to them. Once you have written the date and signed the document, please scan this page and send it to firstname.lastname@example.org. This will allow us to issue a payment request which will lead to the confirmation of your booking.