TERMS AND CONDITIONS
Please thoroughly review the following Terms and Conditions before booking any trip with Emilia’s Italy LLC, operating under the trade name Emilia’s Italy (“THE COMPANY”). These Terms and Conditions form a legally binding contract between the traveler(s), purchaser(s), and/or customer(s) (collectively referred to as “You” and the “Traveler”) and Emilia’s Italy LLC (“We”, “Us”, or “the Company”) regarding your travel booking. By confirming a tour with Emilia’s Italy LLC, you agree to these Terms and Conditions.
TOUR OPERATOR
Emilia’s Italy LLC functions as a tour operator and facilitates the sale of various travel-related products and services offered by independent service providers, including rail operators, coach companies, hotels, restaurants, and other travel vendors.
We operate under the business name Emilia’s Italy. Our role is to act as an intermediary, organizing and managing bookings on your behalf. Emilia’s Italy is not a travel agency and cannot book flights or issue airline tickets.
Please note that Emilia’s Italy LLC and Emilia’s Italy do not own, manage, or control these independent service providers, and therefore, we cannot be held liable for any actions or inactions on their part. Our responsibility lies in coordinating the arrangements between you and the providers, but we are not responsible for the quality, safety, or standards of the services provided. Any guarantees or promises related to these services are the responsibility of the respective providers. Any claims or issues regarding the services must be directed toward the provider, not Emilia’s Italy LLC or Emilia’s Italy.
TRIP INCLUSION
Emilia’s Italy includes the following on each tour:
All accommodations from the start to end date of the tour. Hotels for each tour are listed on tour communications and Emilia’s Italy reserves the right to substitute accommodations of similar standard when necessary. Accommodations are selected to capture each town’s unique characteristics. Hotels in Italy are rated by the government and will differ in size, decoration, and layout. Every traveler will have a private bathroom in their room.
Single travelers are required to pay the single supplement of $800. If a single traveler would like to be matched with another single traveler who would like to share a room, please make the request in writing to Emilia’s Italy ideally 60 days before departure.
If the traveler has particular requests for a room (due to mobility issues) please let Emilia’s Italy know in advance. While we try to ensure all guests have a view, views in each room are not guaranteed. If a traveler would like to upgrade their room, the traveler should request in writing to Emilia’s Italy 60 days in advance of the departure and the traveler will be responsible for the upgrade cost.
All trip accommodations will be shared via email to the travelers within 60 days of departure. Emilia’s Italy reserves the right to change accommodations.
Emilia’s Italy includes all transportation in vans, shuttles, buses, or local public transportation (i.e. local buses and trains) during group activities as per itinerary.
Emilia’s Italy includes transfers from the pick up point on the starting day and to the departure point on the last day. If a tour participant arrives or departs outside of these times, we can assist in arranging transfers for an extra fee.
All meals are listed in the itinerary. “B” Breakfast, “L” Lunch, “D” Dinner. The meals on Emilia’s Italy trips are based on regional specialties and a celebration of what is fresh and in season. For each lunch and dinner, a pre-set amount of local wines are included as well as bottled water. Emilia’s Italy is not responsible for food drinks ordered outside of our prepared meals; any additional drinks or dishes ordered outside the pre-set meal are the responsibility of the traveler. If a traveler has a particular dietary need or allergy and needs to purchase additional food and drink, the costs are the responsibility of the traveler. The traveler is encouraged to relay dietary needs on their registration form so that restaurants can be informed in advance. Emilia’s Italy assumes no responsibility for illness or allergic reactions related to any meal provided.
Emilia’s Italy trips include all group activities as detailed on the itinerary.
Emilia’s Italy also includes gratuities for the driver, restaurant servers, and hotel staff.
A full-time tour director is included on all of Emilia’s Italy trips and will be with the group on all planned activities and available 24/7.
Note: The itinerary is descriptive, not definitive, and is subject to change. There also may be modifications due to weather, sudden closings, etc. and Emilia’s Italy will always try to substitute a modified or canceled activity with one of equal value.
WHAT IS NOT INCLUDED IN THE TRIP
Emilia’s Italy does not include in the cost of any trip: airfares and airport taxes, transportation to and from starting and ending locations, extra transport, baggage fees, personal purchases, medical costs, meals not included on itinerary and food and drink that is not provided at group lunches, laundry changes, phone calls, wifi, mini-bar charges, room service changes, and charges of personal nature. We also do not cover travel, accident, baggage, health, or life insurance. Emilia’s Italy does not include private excursions or any activity not listed in the itinerary, passport and visa charges, and gratuities to tour manager.
CHANGES TO TRIP
Emilia’s Italy reserves the right to make date, route and hotel modifications as necessary due to circumstances beyond our control. Some of these circumstances may include but are not limited to: local or national holidays, museum or site closures, illness of a local guide/chef/site owner, weather, strikes.
LIMITATIONS OF LIABILITY
Emilia’s Italy LLC, including its trade name Emilia’s Italy, is not responsible for any loss, injury, damage, delay, or inconvenience resulting from the actions or omissions of independent service providers, such as airlines, hotels, tour operators, or other entities involved in your trip. We do not assume liability for their conduct, and any disputes or claims regarding their services should be addressed directly to the service provider.
Under no circumstances will Emilia’s Italy LLC or Emilia’s Italy be held accountable for any direct, indirect, incidental, consequential, or special damages arising from your booking or the services provided by these independent providers. While we aim to ensure your travel experience is satisfactory, Emilia’s Italy LLC, Emilia’s Italy, and their staff, affiliates, directors, agents, and assigns do not own or operate any of the services provided during your trip, such as hotels, airlines, transportation companies, guides, or food services. All such entities are independent contractors and not affiliated with Emilia’s Italy LLC or Emilia’s Italy in any capacity.
TRAVELER RESPONSIBILITIES
It is your responsibility to carefully review all travel-related details provided by Emilia’s Italy LLC and Emilia’s Italy, including itineraries, flight information, accommodation details, and any other relevant information. Once your trip is booked, please verify that all personal details, such as names (matching the relevant passports), dates, and timings, are accurate. You are responsible for any additional fees that arise due to subsequent changes to the booking. It is your duty to secure and verify the validity of all required travel documents, such as passports, visas, and health certificates, for the duration of your trip. We advise checking official government travel advisories and entry requirements for your destination(s) before your departure. Emilia’s Italy LLC and Emilia’s Italy will not be responsible for any consequences or costs resulting from your failure to comply with these obligations.
PASSPORTS AND VISAS
Starting in 2025, all US citizens are required to have a Visa issued from the European Travel Information and Authorization System before visiting Europe and we will provide you with general information on securing the Visa before trip departure. You will also be required to have a passport that is valid for at least 6 months after your return. Ultimately, it is your responsibility to ensure that you and your party will be able to obtain, and will be in possession of, all necessary travel documents/visas in advance of travel. Emilia’s Italy will not accept liability if you or any member of your party is refused entry into Italy or another country while traveling to/from Italy due to failure on your part to carry correct documentation.
PARTICIPATION REQUIREMENTS
To join Emilia’s Italy trips, you must be in good physical health. You also must be able to endure long periods of walking and standing, including uphill and downhill activities, among other physical challenges. If you choose not to participate in selected scheduled activities, you are free to plan alternative activities at your expense. If you take prescribed medications, please have an adequate supply before departure, as it may be difficult to procure the same exact medications in Italy. Prior to trip departure, any pre-existing physical, mental, or emotional condition that may need special care must be reported in writing on the registration form. If you fail to do so, it may lead to your removal from the trip at your expense. Emilia’s Italy reserves the right to accept or decline a participant’s involvement in the trip and to remove any participant at any time, with no claims or complaints by the traveler. A traveler who is removed or fails to comply with this section will not be entitled to any refund. The trip itinerary cannot be adjusted for people who are not able to keep up with the rest of the group. Emilia’s Italy accepts no responsibility, and you agree not to pursue claims against Emilia’s Italy for any physical, mental, or emotional conditions or injuries incurred during or after the Trip.
It will be your responsibility to ensure that you and all members of your party will be able to comply with all health requirements and we encourage verification with your general physician prior to trip departure.
If you smoke, the traveler will not smoke in the presence of the group, during activities, in hotel rooms, or at meals.
COMMUNICATION
It’s critical to keep Emilia’s Italy informed of a valid email address and contact and keep these updated at all times. We will send out notices and information through email, including payment receipts, invoices, hotel details, and reminders. You must make Emilia’s Italy aware of any changes to your email or physical address. Before the start of any trip, all personal information such as your address, emergency contact numbers, registration form, arrival details, etc. must be submitted to Emilia’s Italy. Your personal and financial data will remain confidential and will only be shared with authorized staff of Emilia’s Italy or as necessary to provide the services related to your Trip. You can review our Privacy Policy at www.emiliasitaly.com or request it via email. Emilia’s Italy’s Terms & Conditions are subject to change with or without notice.
DEPOSIT
At the time of booking, a non-refundable $500 deposit is due for each traveler to confirm the booking. This can be paid via credit card or bank transfer. The booking is only confirmed after deposit has been received and funds are cleared by the bank.
PAYMENT METHODS
A deposit is required to make any booking. Accepted payment methods include credit card (MasterCard, Visa, Discover), personal checks, wire transfers, Zelle, Venmo, and cashier’s checks. All deposits and tour payments must be made in US dollars. A booking will not be confirmed until we are in receipt of cleared funds. Emilia’s Italy is not responsible for any bank charges that may be incurred. Credit card payments incur a processing fee to the traveler of 2% of the total amount paid with the credit card.
For any returned checks due to insufficient funds, Emilia’s Italy will impose a $35 fee per instance, and following such an occurrence, checks will no longer be accepted from that traveler. The fee(s) must be paid in full before the trip start date.
PAYMENT TIMING
After your booking is secured, you will receive a welcome email to the tour to the email address you used to sign up. Please ensure your email is correct when you sign up and that you check your spam or junk mail if you don’t receive an email within 24 hours of reserving your spot.
The email will include many trip details including the trip balance and payment due dates.
All balance payments are due no later than ninety (90) days before your trip’s departure. You will receive a reminder with an invoice at 120 days before departure. If payment is not received by 90 days before departure, Emilia’s Italy will consider this a cancellation. No refunds will be provided for travelers who fail to meet the payment deadline.
If the booking is made less than 90 days before departure, the full price of the trip will be payable on booking.
If making smaller payments over a longer period of time up to 90 days before departure date is necessary for you, contact Emilia’s Italy and we will coordinate.
CHANGES IN TRIP PRICE
All quoted prices are subject to fluctuations based on the Euro/US Dollar exchange rate until the final payment is made. Once the final payment is received, the price is fixed, regardless of exchange rate changes. Adjustments to the price will only occur if the Euro increases by 5% or more between the time of booking and when your balance is due. Any price variations, which may affect your balance, will be communicated by email or phone.
INSURANCE AND RELATED EXPENSES
Emilia’s Italy strongly recommends obtaining travel insurance, which may cover expenses from cancellations, airline tickets, luggage loss, illness, trip delays, medical evacuation, etc., according to the travel insurance carrier’s policies. It is not mandatory to have travel insurance to register for this trip but it is encouraged. You are responsible for understanding your travel insurance policy coverage and making an informed decision regarding coverage. You are responsible for any expenses related to property loss or damage, unforeseen travel costs (such as flight delays, strikes, transport shut downs, terroristic threats, weather disruptions, etc.), and medical coverage whether or not you purchase travel insurance.
Please consider comprehensive travel insurance benefits that include trip cancellation, interruption, travel delay, lost baggage, worldwide health & medical coverage, emergency medical evacuation, hurricane protection, and more.
Please contact your health insurance provider to confirm coverage overseas. You will be responsible for any medical expenses during your Trip if you become sick so please do check your health care coverage abroad. And you will be responsible in case of lost or stolen belongings, as Emilia’s Italy assumes no liability related to any insurance issues.
TRIP CANCELLATION BY EMILIA’S ITALY
Unfortunately, Emilia’s Italy may have to cancel a tour due to insufficient registrations of less than 6 travelers, terrorism, natural disasters, political instability, global pandemics, or other external events. If a tour is canceled due to low enrollment, you will be notified at least 60 days before the start of the tour and your entire payment will be refunded to you within twenty business days after the tour cancellation. If the tour is canceled due to external events outside our reasonable control, refunds will be less than any unrecoverable cost. These costs will vary depending on the nature of the situation causing the cancellation and the number of days before the start of the tour. Emilia’s Italy will not be responsible for any incidental expenses that you may have incurred as a result of your booking including, but not limited to, airfare, visas, vaccinations, travel insurance, passport fees, supplies, etc. If a tour is canceled due to a natural disaster, strike, or other event outside our control, we cannot guarantee the 60-day notice, but guarantee you will receive notice as quickly as possible.
TRIP CANCELLATION BY TRAVELER
If the traveler requests to cancel their trip, the traveler must request this in writing to info@emiliasitaly.com and will not be refunded the $500 non-refundable deposit.
Cancellation fees apply regardless of the reason for a cancellation. We strongly recommend travel insurance that includes trip cancellation coverage to protect against financial loss due to certain cancellations and other trip interruptions.
Except for the non-refundable deposit and except as otherwise stated herein, any trip payments paid to Emilia’s Italy are 100% refundable for a thirty-five (35) day Grace Period from the date Emilia’s Italy receives the initial deposit and booking is confirmed. After the thirty-five (35) day Grace Period expires, all amounts paid to Emilia’s Italy are completely non-refundable.
If a trip is booked within ninety (90) days before the trip’s departure date, there is no Grace Period; the entire cost of the trip shall be due and payable immediately upon confirmed booking; and the entire cost paid for the trip shall be completely non-refundable twenty-four (24) hours after payment is received.
If a traveler does not come to the trip or leaves during the trip, no refunds will be given. In addition, if the balance is not paid on time, no refund is given.
If a traveler is canceling due to extenuating circumstances such as death or medical diagnosis, transferring to another departure will be considered on a case by case basis. If granted, you can transfer to another Emilia’s Italy tour and the traveler can apply the deposit and any additional amount they paid to another departure date without penalty. To do this, the traveler must contact Emilia’s Italy within four (4) months of the new departure date and travel must be completed within fifteen (15) months of the original trip date. The traveler would be responsible for any difference in what they have already paid and the cost of the newly selected trip. If you want to reschedule, you are responsible for updating your travel insurance and policy and you are responsible for your airfare for the new departure date.
If a traveler is late for the start of the trip, the traveler should alert Emilia’s Italy of their late arrival. If the traveler needs assistance in getting to the starting destination, Emilia’s Italy will make every effort to advise the traveler on how to arrive. Emilia’s Italy can also arrange a transfer for the traveler to join the group at the traveler’s own expense.
PHOTOGRAPHY
Emilia’s Italy reserves the right to take photos and videos of travelers during the trip for promotional use. By participating in the trip, you consent to your image being used for marketing and promotion purposes in any medium we choose unless you provide a written request to opt out to info@emiliasitaly.com. You grant Emilia’s Italy a perpetual, royalty-free, worldwide license to use images and video for publicity and promotional purposes.
RESPONSIBILITY
Emilia’s Italy and its contractors (including staff, guides, drivers, and affiliates) are not liable for any injury, damage, or loss incurred during the trip. Travelers agree not to hold Emilia’s Italy responsible for actions by third-party contractors. Emilia’s Italy reserves the right to alter itineraries or remove participants for health or behavioral reasons without a refund.
Travelers are entirely responsible for their personal safety, health, and mental, physical, emotional, and general well-being during and after the tour. Travelers understand that no health insurance or travel insurance will be provided by Emilia’s Italy, and if you wish to be insured, you must purchase insurance.
In addition, the company is not responsible for any lost or stolen items.
FORCE MAJEURE
Emilia’s Italy shall not be liable under this agreement for losses and expenses of any kind where the cause is beyond the reasonable control. Such causes include, but are not limited to:
Natural Disasters: Earthquakes, hurricanes, floods, volcanic eruptions, or other severe weather conditions that make travel unsafe or impossible
Health Emergencies: Pandemics, epidemics, or outbreaks of infectious diseases that result in travel restrictions or pose significant health risks to travelers
Political Unrest: Wars, civil unrest, terrorism, or government actions that render the destination unsafe or inaccessible
Transportation Disruptions: Strikes, lockouts, or other labor disputes affecting airlines, airports, or other transportation services essential to the tour
Supplier Failures: Unexpected closures or bankruptcies of key suppliers such as hotels, restaurants, or local tour providers that are critical to the tour’s operation.
In the event of a force majeure occurrence: Emilia’s Italy may cancel the trip and terminate the agreement, without liability, and with written notice to the traveler. As stated herein, “without liability” means that there will be no refunds or reimbursement of deposits or paid fees and Emilia’s Italy will not be liable for damages, cancellation fees, rental or service charges or any other damages whatsoever.
RELEASE OF GENERAL LIABILITY
As part of reading, understanding, accepting, and agreeing to the Terms and Conditions the traveler hereby waives any and all claims I may have now and in the future, and release from all liability and agree not to sue Emilia’s Italy, LLC, its officers, agents, representatives, employees or tour guides for any personal injury, death, property damage, or loss sustained as a result participation in the tour due to any cause whatsoever, including without limitation, negligence on the part of Emilia’s Italy, LLC, its staff, tour partners, or other participants, or death or injury as a result of war, civil unrest or epidemic. It is further agreed that if a traveler violates this agreement and attempts to bring suit against any part of parties named herein, that the traveler will be held responsible for attorney’s fees and any costs.
In the rare case a disagreement arises between you and Emilia’s Italy, both parties commit to resolving the issue through mediation in the city where Emilia’s Italy has an office, with a mediator chosen by mutual agreement. Should mediation fail to produce a satisfactory outcome, any subsequent legal action will be filed as a bench trial in a court located in the city, county, or state where Emilia’’s Italy operates, and the laws of that state will apply.
The traveler acknowledges and is aware of risks and hazards connected with the tour activities, including but not limited to the risks as noted herein and voluntarily assumes full responsibility for any risks of loss, property damage, or personal injury, including death, that may be sustained by the traveler, or any loss or damage to property owned by the traveler, as a result of being engaged in such an activity. The traveler is aware that the tour, in addition to the usual dangers and risks inherent, has certain additional dangers and risks, some of which include: physical exertion for which the traveler may not be prepared and weather extremes subject to sudden and unexpected change.
The traveler acknowledges that the enjoyment and excitement of the tour is derived in part from the inherent risks incurred by travel and activity beyond the accepted safety of life at home or work, and these inherent risks contribute to such enjoyment and excitement, being a reason for your participation. The traveler agrees that if you suffer injury or illness Emilia’s Italy, LLC or its staff can, at the traveler’s cost, arrange medical treatment and emergency evacuation service. The traveler understands that Emilia’s Italy LLC will not be responsible for any medical costs associated with an injury you may sustain. If the traveler falls ill during the trip, Emilia’s Italy will make earnest efforts to seek medical attention and/or necessary facilities for treatment and the transport to get to and from the facility.
The traveler also understands that they are responsible for any damage the traveler causes to the employees. Further, the traveler agrees at all times during the tour, to abide by and comply with any additional instructions given by the tour guide or any other Emilia’s Italy LLC staff and the traveler accepts that non-compliance may result in injury, death or permanent disability. The traveler understands that non-compliance may result in the traveler’s removal from the tour.
As a participant on the tour, the traveler accepts full responsibility for his/her behavior, well-being, and health throughout the tour, which may involve a variety of activities, unfamiliar locations, and modes of travel. The traveler agrees to hold neither Emilia’s Italy, LLC, nor its staff liable in any way should any harm come to the traveler.
In agreeing to this General Liability Waiver in this Terms and Conditions, the traveler is not relying on any oral, written nor visual representations or statements by Emilia’s Italy LLC or its staff or any other inducement or coercion to go on the tour. The traveler confirms that, by your own free will, that you have read and understood the Terms and Conditions of this tour and agree that this Waiver and Release will be binding upon your heirs, next of kin, executors, administrators and successors. By purchasing the tour, the traveler affirms that the traveler has fully read, understood, accepted, and agreed to these Terms and Conditions and Release of Liability. Regarding any questions on the Terms and Conditions, Emilia’s Italy encourages all travelers to contact us and discuss by reaching out to info@emiliasitaly.com.
WHAT HAPPENS AFTER THE TRIP
All of Emilia’s Italy tours start and end at the same destination which is always a city with a train station or proximity to an airport. Upon the completion of the tour, we provide 2 options for travelers: 1.) the traveler can choose to continue their journey in Italy in any mode they choose or travel directly to an airport. If travelers require private transfer, traveler should alert Emilia’s Italy 60 days before departure to arrange. While this arrangement service is complimentary to the traveler, the traveler will be responsible for the cost of transfer. 2.) the traveler can choose to be dropped off at a hotel near the center of town or the main train station in town of the final destination city. If the traveler requires trip planning as they continue through Italy, Emilia’s Italy is happy to arrange so long as the request is made 60 days before departure.