Private Multi-Day Guided Tours
Italy Tour Company
Effective Date: March 18, 2026
Please read these Booking Conditions carefully before making a reservation. By placing a booking with Italy Tour Company (“we,” “us,” or “the Operator”), you (“the Client”) confirm that you have read, understood, and agreed to the terms set out below. These conditions constitute the entire agreement between the Client and the Operator regarding the booking of private multi-day guided tours.
1. Booking and Confirmation
1.1 A booking is made when the Client submits a completed booking form (online, by email, or in writing) together with the required deposit payment. The booking is not confirmed until the Operator has issued a written confirmation (via email or letter) and the deposit has been received and cleared.
1.2 The person making the booking (the “Lead Traveller”) must be at least 18 years of age and is responsible for ensuring that all members of the travelling party are aware of and agree to these Booking Conditions.
1.3 By confirming a booking, the Client accepts these conditions on behalf of all persons included in the booking.
2. Tour Price and What’s Included
2.1 Tour prices are quoted per person in US dollars (unless otherwise stated) and are based on the itinerary, accommodation, and group size specified at the time of booking.
2.2 Unless expressly stated in your tour itinerary, the tour price typically includes:
- Accommodation for the duration of the tour as described in the itinerary
- Private ground transportation during the tour (vehicle and driver)
- Services of a private guide as outlined in the itinerary
- Meals, entrance fees, and activities as specified in the itinerary
2.3 Unless expressly stated, the tour price does not include:
- Airfare or international/domestic flights
- Airport transfers (unless specified)
- Travel insurance (mandatory – see Section 11)
- Passport, visa, and vaccination costs
- Meals not specified in the itinerary
- Personal expenses, tips, gratuities, and items of a personal nature
- Optional activities or excursions not listed in the itinerary
- Any costs arising from delays, cancellations, or diversions beyond our control
3. Deposits and Payment
3.1 A non-refundable deposit of 25% of the total tour price (or a minimum of $500 per person, whichever is greater) is required at the time of booking to secure your reservation.
3.2 The remaining balance is due no later than 60 days before the scheduled departure date. If booking is made within 60 days of departure, the full tour price is due at the time of booking.
3.3 Payments may be made by bank transfer, credit card, or other methods specified by the Operator. Credit card payments may be subject to a processing surcharge.
3.4 If the balance is not received by the due date, the Operator reserves the right to treat the booking as cancelled, and the deposit will be forfeited.
4. Cancellation by the Client
4.1 All cancellations must be made in writing (by email or letter) by the Lead Traveller and are effective from the date received by the Operator.
4.2 The following cancellation fees apply, calculated as a percentage of the total tour price:
| Cancellation Notice Period | Amount Retained |
|---|---|
| More than 90 days before departure | Deposit only (non-refundable) |
| 60–89 days before departure | 50% of total tour price |
| 30–59 days before departure | 75% of total tour price |
| Less than 30 days before departure | 100% of total tour price |
| No show / departure day | 100% of total tour price |
4.3 Cancellation fees reflect costs already incurred or committed to by the Operator, including accommodation deposits, guide reservations, and transportation arrangements.
4.4 We strongly recommend that all clients purchase comprehensive travel insurance that includes cancellation coverage (see Section 11).
5. Changes and Cancellation by the Operator
5.1 We endeavour to operate all tours as described. However, we reserve the right to make minor changes to the itinerary (e.g., substituting accommodation of equivalent or higher standard, adjusting the order of activities, or replacing a guide) without prior notice.
5.2 In the event of a significant change (e.g., a change in destination, material reduction in the quality of accommodation, or alteration of more than 24 hours to departure/return dates), the Client will be offered the choice of:
- Accepting the revised arrangements
- Transferring to an alternative tour (subject to availability, with any price difference refunded or payable)
- Cancelling and receiving a full refund of all monies paid
5.3 If the Operator cancels a tour for reasons other than force majeure or the Client’s failure to pay, the Client will receive a full refund. The Operator’s liability shall not exceed the total tour price paid.
6. Minimum Participation
6.1 As our tours are private, there is generally no minimum group size requirement. However, where a tour is offered at a price contingent upon a minimum number of participants, this will be clearly stated at the time of booking.
6.2 If a minimum number is not met, the Operator will notify the Client no later than 30 days before departure and offer the options described in Section 5.2.
7. Transfers and Amendments
7.1 The Client may transfer their booking to another person, provided the replacement meets all conditions applicable to the tour and written notice is given at least 30 days before departure. An administrative fee of $150 per person may apply, plus any costs imposed by third-party suppliers.
7.2 Requests to amend travel dates, itinerary, or accommodation are subject to availability and may incur additional charges. Amendment requests made within 30 days of departure will be treated as a cancellation and rebooking.
8. Itinerary Changes and Force Majeure
8.1 Itineraries are provided as a guide and may be subject to change due to local conditions, weather, road closures, or other circumstances beyond the Operator’s control.
8.2 “Force Majeure” means any event that the Operator could not, even with all due care, foresee or avoid. This includes, but is not limited to: war, threat of war, civil unrest, terrorist activity, natural disaster, epidemic or pandemic, severe weather, government action, airport or port closures, and industrial disputes.
8.3 In the event of force majeure, the Operator may cancel or modify the tour. Where cancellation occurs, the Client will receive a refund of all monies paid less any unrecoverable costs already incurred by the Operator, or a credit toward a future tour of equal value.
9. Liability
9.1 The Operator acts as an organiser of tour services and may use third-party suppliers (hotels, transport providers, local guides, restaurants). The Operator is not liable for any injury, loss, damage, accident, delay, or expense arising from the acts or omissions of such third parties.
9.2 The Operator’s total liability for any claim arising from or in connection with a tour shall not exceed the total tour price paid by the Client.
9.3 The Operator shall not be liable for any indirect, consequential, or special damages, including loss of enjoyment or loss of anticipated savings.
10. Acceptance of Risk
10.1 Travel involves inherent risks, and the degree of risk varies depending on the destination, activities undertaken, and individual circumstances. By booking a tour, the Client acknowledges and accepts these risks.
10.2 The Client is responsible for ensuring that they are physically and mentally fit to participate in the tour and its activities. The Operator reserves the right to refuse participation if, in its reasonable opinion, a Client’s condition poses a risk to themselves or others.
11. Travel Insurance
11.1 Adequate travel insurance is mandatory for all clients. Your policy should cover, at a minimum: trip cancellation, trip interruption, medical expenses (including evacuation and repatriation), personal belongings, and personal liability.
11.2 The Operator may request proof of travel insurance before departure. Failure to provide evidence of adequate insurance may result in the Client being refused participation, with no refund.
11.3 The Operator is not a travel insurance provider and accepts no liability for losses that would have been covered by adequate travel insurance.
12. Passports, Visas, and Health Requirements
12.1 It is the Client’s sole responsibility to ensure that they hold a valid passport with at least six months’ validity beyond the tour’s return date, and to obtain any required visas, entry permits, or health certificates.
12.2 The Operator accepts no responsibility for clients who are denied entry to any country or who are unable to travel due to non-compliance with passport, visa, or health requirements.
13. Behaviour and Conduct
13.1 The Client agrees to follow the instructions and directions of the tour guide and to behave in a manner that does not endanger or disrupt other travellers, local communities, or the environment.
13.2 The Operator reserves the right, at its absolute discretion, to terminate a Client’s participation in a tour without refund if the Client’s behaviour is disruptive, dangerous, or in breach of these conditions.
14. Complaints
14.1 If a problem arises during the tour, the Client should notify the tour guide or the Operator immediately so that we may attempt to resolve it on the spot.
14.2 If the matter is not resolved to the Client’s satisfaction during the tour, a formal complaint must be submitted in writing to the Operator within 30 days of the tour’s conclusion. Complaints received after this period may not be considered.
15. Data Protection and Privacy
15.1 The Operator collects and processes personal data in accordance with applicable privacy laws. Personal information provided during the booking process will be used solely for the purposes of administering and operating your tour, communicating with you about your booking, and complying with legal and regulatory obligations.
15.2 Your information may be shared with third-party suppliers (e.g., hotels, transport providers) as necessary to deliver the tour services. We will not sell or share your information with unrelated third parties for marketing purposes without your consent.
16. Photography and Publicity
16.1 The Operator or its guides may take photographs or videos during the tour for promotional purposes. If you do not wish to appear in such materials, please notify us in writing before the tour begins.
17. Governing Law
17.1 These Booking Conditions are governed by and construed in accordance with the laws of the State of New York, United States. Any disputes arising from or in connection with these conditions shall be subject to the exclusive jurisdiction of the courts of the State of New York.
18. General Provisions
18.1 If any provision of these Booking Conditions is held to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.
18.2 The failure of the Operator to enforce any right or provision of these conditions shall not constitute a waiver of that right or provision.
18.3 These Booking Conditions, together with the tour itinerary and confirmation, constitute the entire agreement between the Client and the Operator.
Last updated: March 18, 2026