General Travel Conditions

1. WHO WE ARE

Italy Authentica is a company specialising in the creation, design and delivery of authentic cultural and gastronomic immersion experiences in Ciociaria (Lazio) and Eastern Sicily. We are responsible for the guests' full experience, from pre-departure communication to on-site assistance.

Company name: Italy Authentica, registered office in Piedimonte San Germano (FR), Italy. VAT: 03320450608. For all enquiries: contact@italyauthentica.com.

By submitting a booking request, paying a deposit, or participating in any Italy Authentica experience, the participant confirms having read, understood and fully accepted these Terms & Conditions.

2. OUR EXPERIENCES

Italy Authentica offers two main types of Experience, focused on authentic gastronomic culture, artisan traditions, historic landscapes and slow travel:

A) Small-Group Tours

Scheduled experiences with fixed dates, a pre-set itinerary and a maximum of 8 participants. The price is communicated at the time bookings open.

B) Tailor-Made Travel

Experiences designed entirely to the Client's specifications (private individual, couple, family or private group), with itinerary, dates, pace and services negotiated individually and formalised in a Tailor-Made Quote/Contract. The final price is stated in the accepted quote.

2.1 What Is Included — Small-Group Tours

• Accommodation in a double or private room for the full duration of the Experience
• Daily breakfast and all meals indicated in the confirmed itinerary
• All activities listed in the confirmed itinerary
• All transfers listed in the confirmed itinerary
• Welcome gift
• Professional guides, artisans and gastronomic experts as per the itinerary
• Curated local destination guide
• On-trip assistance for the full duration of the itinerary

2.2 What Is Included — Tailor-Made Travel

The exact list of services included is specified in the Tailor-Made Quote/Contract. It may include: accommodation in selected properties, private transfers, agreed meals and tastings, personalised activities and experiences, dedicated assistance. Any service not expressly listed in the quote is to be considered excluded.

2.3 What Is NEVER Included (Both Types)

• Domestic or international flights
• Travel and medical insurance
• Accommodation before and after the Small-Group Tour experience
• Transfers to/from the meeting point, unless otherwise stated
• Personal expenses, minibar, laundry
• Individually selected alcoholic beverages beyond the house wine included at lunches and/or dinners
• Any item not expressly listed under inclusions

3. BOOKING PROCESS & PAYMENT PLAN

No booking is confirmed until Italy Authentica has issued a written confirmation and the deposit has been received.

3.1 Small-Group Tours

Places are limited and allocated on a first-come, first-served basis.

Phase 1 — Booking Deposit

To secure a place, a Booking Deposit of €1,200 per person is required. The Booking Deposit is non-refundable under all circumstances. It is, however, transferable to an alternative Italy Authentica Tour date within 2 years of the original booking date, subject to the payment of an Administrative Fee equal to 10% of the remaining balance.

Phase 2 — 50% of the Balance (3 months before departure)

An invoice for 50% of the outstanding balance (total price minus the deposit) will be issued 3 months before the tour start date. Non-payment may result in cancellation of the booking without refund of the deposit.

Phase 3 — Final Balance (45 days before departure)

The remaining balance (final payment) must be paid at least 45 days before departure. It is strongly recommended to have taken out travel insurance before making the final balance payment.

For bookings made within 45 days of departure, full payment is required at the time of booking.

3.2 Tailor-Made Travel

Each Tailor-Made Journey is designed upon the Client’s request through a personalised consultation and travel design process, aimed at creating an exclusive itinerary based on the Client’s preferences, budget, and specific requirements.

Phase 1 — Discovery Call

The initial consultation call is complimentary and non-binding. During the Discovery Call, Italy Authentica will explore the Client’s travel objectives, preferences, indicative budget, and any other relevant information required to design the itinerary. Following the consultation, Italy Authentica may provide an estimated indication of the expected overall cost of the journey.

Any estimate provided during this phase is for guidance purposes only and does not constitute a final quotation, does not involve any reservation, and does not guarantee the availability of the proposed services.

Phase 2 — Travel Design Fee

Should the Client wish to proceed with the creation of their personalised itinerary, a Travel Design Fee will apply. The amount of the fee will be communicated in advance by Italy Authentica and determined according to the complexity and scope of the project.

The Travel Design Fee covers the professional travel design services provided by Italy Authentica and includes, by way of example:

• the creation and development of the itinerary;
• research and selection of the most suitable services and experiences;
• preparation of the travel programme;
• preliminary checks regarding availability and feasibility;
• preparation of the Tailor-Made Proposal and Travel Contract.

The Travel Design Fee represents payment for a professional service already performed and is therefore non-refundable, even if the Client subsequently decides not to confirm the journey.

Payment of the Travel Design Fee does not constitute a booking, does not guarantee the availability of the proposed services, and does not secure rates or availability with suppliers.

The Travel Design Fee may be fully credited towards the total cost of the journey only in the event that the Client subsequently accepts the Tailor-Made Proposal and Travel Contract.

Proposal Revisions

The Travel Design Fee includes a reasonable number of revisions to the initial proposal, determined according to the complexity of the project.

Any substantial changes requested after the itinerary has been prepared, including significant destination changes, an increase in the number of travellers, or repeated requests for a complete redesign of the itinerary, may result in additional charges or the application of a new Travel Design Fee.

Phase 3 — Journey Confirmation & Payment Schedule

Should the Client accept the Tailor-Made Proposal and Travel Contract, the journey shall be considered confirmed exclusively upon:

• acceptance of the Tailor-Made Proposal and Travel Contract;
• payment of the Confirmation Deposit;
• confirmation of the relevant bookings by the selected suppliers.

Any Travel Design Fee already paid will be fully credited towards the Confirmation Deposit.

Unless otherwise specified in the Tailor-Made Proposal and Travel Contract, the following payment schedule shall apply:

Confirmation Deposit

A deposit equal to 50% of the total journey price, including the Travel Design Fee already paid, is due upon acceptance of the Tailor-Made Proposal and Travel Contract.

Italy Authentica reserves the right to request a higher deposit amount where required by the specific payment conditions imposed by selected suppliers, including but not limited to private villas, luxury accommodations, exclusive events, private transportation, or highly customised services.

Final Balance

The remaining 50% balance is due no later than 60 days prior to the departure date.

For bookings made less than 60 days before departure, the full outstanding balance shall be payable at the time of confirmation.

Failure to make payments within the applicable deadlines shall constitute a material breach of contract and shall entitle Italy Authentica to suspend or cancel the booking, retaining any amounts due in accordance with these Terms and Conditions, without prejudice to Italy Authentica’s right to claim compensation for any additional damages incurred.

Services Subject to Special Conditions

Certain services, including but not limited to private villas, hotels, private transportation, guides, exclusive experiences, events, ticketing, or other services subject to specific supplier conditions, may require advance payments or be subject to stricter cancellation terms.

In such cases, Italy Authentica may require payment terms different from the standard schedule outlined above.

Any specific payment or cancellation conditions will be clearly indicated in the Tailor-Made Proposal and Travel Contract and shall prevail over these general provisions.

Client-Requested Changes

Any modification requested by the Client after acceptance of the Tailor-Made Proposal and Travel Contract may result in:

• an adjustment to the total journey price;
• administrative fees;
• charges arising from any penalties or additional costs imposed by suppliers.

Currency & Price Confirmation

All prices are quoted in Euros (€). Italy Authentica shall not be responsible for fluctuations in currency exchange rates.

Quotes are prepared based on supplier rates and availability at the time of preparation and remain valid only for the period specified in the Tailor-Made Proposal.

The journey price shall be considered definitively confirmed only once the Confirmation Deposit has been received and the relevant supplier bookings have been confirmed.

Once the first deposit has been received for a specific travel date, the confirmed journey price shall not be subject to changes.

Until receipt of the Confirmation Deposit, Italy Authentica reserves the right to update the quotation in the event of:

• changes in supplier rates;
• unavailability of originally quoted services;
• or other objective circumstances beyond Italy Authentica’s reasonable control.

4. CANCELLATION & REFUND POLICY

⚠ All cancellation requests must be submitted in writing to contact@italyauthentica.com. The cancellation date is the date on which Italy Authentica receives the written notice.

4.1 Cancellation by the Participant — Small-Group Tours

Cancellations more than 6 months before departure:

The Client is entitled to a full refund of all amounts paid except the Booking Deposit, which is non-refundable (but transferable to an alternative date within 2 years of the original booking date).

Cancellations between 3 and 6 months before departure:

Refund of 50% of the total balance paid (excluding the Booking Deposit). Alternatively, the trip may be rescheduled to a future date within two years, subject to availability, with the application of an Administrative Fee equal to 10% of the total trip value, in addition to any price differences resulting from the new selected date.

Cancellations between 60 and 90 days before departure:

Refund of 25% of the total balance paid (excluding the Booking Deposit). Alternatively, the trip may be rescheduled to a future date within two years, subject to availability and confirmation by Italy Authentica, with the application of an Administrative Fee equal to 15% of the total trip value, in addition to any applicable price differences.

Cancellations 60 days or fewer before departure:

No refund will be issued. The trip may be rescheduled within two years subject to the payment of an Administrative Fee equal to 25% of the total trip value, in addition to any applicable price differences.

4.2 Cancellation by the Participant — Tailor-Made Travel

Tailor-Made Journeys organised by Italy Authentica are designed and created according to the Client’s specific requirements and involve professional consultancy, travel design, coordination, and the booking of dedicated services with third-party suppliers.

Following confirmation of the journey, Italy Authentica proceeds with securing availability and booking accommodations, experiences, transportation, and other services specifically selected for the Client. Many of these services are subject to advance payment requirements, non-refundable conditions, limited modification options, or restrictive cancellation policies imposed by suppliers.

For this reason, in the event of cancellation of the journey by the Client, the following conditions shall apply:

Cancellation More Than 90 Days Before Departure

In the event of written cancellation received more than 90 days prior to the scheduled departure date:

• the Travel Design Fee already paid shall be fully retained by Italy Authentica as consideration for the professional travel design and consultancy services already provided;
• the Confirmation Deposit paid shall be retained only to the extent necessary to cover any costs already incurred or non-refundable amounts charged by third-party suppliers;
• any remaining recoverable amounts shall be refunded to the Client, net of any applicable administrative fees and any non-recoverable costs.

Cancellation Between 90 and 60 Days Before Departure

In the event of written cancellation received between the 90th and the 60th day prior to the scheduled departure date:

• the Confirmation Deposit paid shall be fully retained by Italy Authentica;
• any additional costs already incurred or cancellation penalties imposed by third-party suppliers, should these exceed the amount of the deposit received, shall be charged to the Client.

Cancellation Less Than 60 Days Before Departure

In the event of written cancellation received less than 60 days prior to the scheduled departure date, or in the event of the Client’s failure to appear for departure (“no-show”):

• a cancellation fee equal to 100% of the total journey price shall apply;
• no refund shall be due for any amounts already paid;
• any additional non-recoverable costs, penalties, or charges imposed by the involved suppliers shall remain payable by the Client.

Supplier-Specific Conditions

Certain services included in a Tailor-Made Journey may be subject to specific cancellation, modification, or payment conditions established by the relevant suppliers, which may be more restrictive than those set out in this Cancellation Policy.

By way of example, such conditions may apply to private villas, boutique hotels, private transportation, guides, exclusive experiences, events, ticketing, or other highly customised services.

In such cases, the specific applicable conditions will be clearly indicated in the Tailor-Made Proposal and Travel Contract and, where more restrictive, shall prevail over the provisions set forth herein.

Acceptance of the Cancellation Policy

Confirmation of the Tailor-Made Journey implies the Client’s acknowledgement and acceptance of this Cancellation Policy and the related financial conditions.

The Client confirms that they have received, reviewed, and understood the applicable cancellation terms prior to the final confirmation of the booking.

Italy Authentica strongly recommends that the Client purchase a comprehensive travel insurance policy, including cancellation coverage, appropriate to the total value of the journey and their personal circumstances.

Cancellation or Material Changes by Italy Authentica

In the unlikely event that Italy Authentica must cancel an Experience due to force majeure, failure to reach the minimum number of participants (Small-Group Tours only), natural disasters or other circumstances beyond its control, all payments received will be refunded in full within 14 days, including the Deposit.

In the event of a material change to the Experience (significant change of date or different destination), participants will be notified as soon as possible and may choose to accept the change or receive a full refund.

Italy Authentica reserves the right to modify itinerary details, the sequence of activities or replace suppliers due to weather, local conditions or third-party issues, without this constituting a material change or giving rise to any refund obligation, provided the overall nature and quality of the Experience are maintained.

Minimum Number of Participants

Italy Authentica requires a minimum of 4 confirmed participants for a group Experience to take place. If the minimum is not reached, participants will be informed at least 30 days before the start date and may choose between a full refund or transfer to an alternative date at no additional cost.

Tailor-Made Travel is not subject to minimum participant requirements.

5. PARTICIPANT RESPONSIBILITIES

5.1 Travel Documents, Visas and Entry Requirements

Participants are solely responsible for holding a valid passport (expiring at least 6 months after the return date) and all visas or travel authorisations required for Italy and any transit countries.

⚠ ETIAS Authorisation: from 2025, non-EU/EEA nationals (including US, UK, Australian and Canadian passport holders) will be required to obtain an ETIAS authorisation before entering Italy. Please check the latest requirements on the official EU website well in advance of departure.

5.2 Health, Fitness and Medical Conditions

Our Experiences involve daily walking on varied terrain, including historic town centres, rural farms, irregular cobblestone streets, hilltop villages and countryside paths. Participants must be in good general health and adequate physical condition, able to walk for 2–4 hours a day at a moderate pace.

Italy Authentica cannot accommodate participants with significant mobility impairments that would prevent safe participation in walking activities.

Tailor-Made Travel can be adapted to specific physical requirements: it is the Client's responsibility to communicate any limitations during the itinerary design phase, so that Italy Authentica can assess feasibility and propose adaptations.

All participants must declare, at the time of booking, any relevant medical conditions, allergies, dietary requirements and physical limitations. Italy Authentica will use this information solely to ensure the participant's safety and comfort and to communicate with local partners where necessary.

⚠ If you have pre-existing medical conditions, we strongly recommend obtaining a fitness-to-travel certificate from your doctor before booking and before making any payment.

5.3 Age Requirements

Small-Group Tours are designed for adults aged 18 and over. We warmly welcome young adults (18+) open to cultural immersion, new flavours and flexible travel.

Tailor-Made Travel can be tailored for families with children: please contact us directly to discuss suitability and pricing.

5.4 Dietary Requirements & Food Philosophy

Our Experiences are deeply rooted in the authentic gastronomic culture of each region. Meals are convivial, shared occasions, often hosted in private homes, family-run establishments or at artisan producers. Please note:

• Standard vegetarian diets: manageable with advance notice (minimum 30 days before the start).
• Pescatarian, ovo-lacto-vegetarian and most common intolerances (e.g. shellfish, tree nuts): generally manageable with advance notice. Please declare all relevant information at the time of booking.
• Strict vegan diets: not manageable on most itineraries, as cheeses, cured meats, eggs and honey are central elements of the gastronomic culture we explore. Vegan participants are invited to contact us before booking to assess suitability.
• Coeliac disease / severe gluten intolerance: our dining settings often involve traditional small-scale establishments or private homes that cannot guarantee the complete absence of cross-contamination. We will always do our best to provide gluten-free alternatives for main courses, but we cannot certify a gluten-free environment. Coeliac participants must assess this risk independently and declare it at the time of booking.
• Non-alcohol drinkers: no problem at all. Still water, sparkling water and a wide selection of Italian non-alcoholic beverages are always available.

⚠ Italy Authentica cannot issue refunds for meals or activities missed due to undeclared or last-minute dietary requirements.

5.5 Solo Travellers

Small-Group Tours warmly welcome solo travellers, accommodated in a private room with a single supplement as stated in the pricing. For Tailor-Made Travel, the price is negotiated individually and includes the private accommodation requested by the Client.

6. BEHAVIOUR & GROUP DYNAMICS

The wellbeing, safety and enjoyment of all participants is our absolute priority. Italy Authentica reserves the right to remove a participant from the Experience without refund, if, in the sole judgement of the Italy Authentica Host:

• The participant's behaviour, state of health or conduct puts their own or others' safety at risk;
• The participant is impairing the enjoyment, wellbeing or experience of other participants;
• Undeclared health or fitness conditions make the continuation of participation unsafe or impracticable.

In the event of behavioural issues, a verbal warning will be issued. If the behaviour persists, a formal written notice to leave the Experience will be issued. The Italy Authentica Host's decision is final and non-appealable. The removed participant is responsible for all resulting costs (transfers, accommodation, flight changes, etc.).

For Tailor-Made Travel, given the private nature of the Experience, any behavioural or safety issues will be managed on a case-by-case basis by the Italy Authentica Host, applying the same principle of protecting the safety and quality of the Experience.

7. INSURANCE

Travel and medical insurance is at the Client's discretion but is strongly recommended for participation in any Italy Authentica Experience.

Insurance should cover, as a minimum:

• Emergency medical treatment and hospitalisation in Italy
• Repatriation and medical evacuation
• Trip cancellation and interruption (preferably with CFAR — Cancel For Any Reason cover)
• Personal liability
• Loss of luggage and personal belongings

⚠ Italy Authentica does not provide travel or medical insurance and accepts no liability for costs arising from inadequate insurance coverage. CFAR insurance must generally be purchased within 14–21 days of the first deposit.

⚠ For Tailor-Made Travel, given the amounts involved and the non-refundable nature of many third-party costs, travel insurance with CFAR cover is particularly recommended.

8. HEALTH, ILLNESS & COVID-19 POLICY

Italy Authentica follows the current guidelines of the Italian Ministry of Health regarding communicable diseases. We reserve the right to require participants who show symptoms of illness to wear a mask during transfers and group activities.

Participants who test positive for COVID-19 or who contract another contagious illness during an Experience will be required to isolate in their room until a negative test result is obtained. During this period:

• Italy Authentica will arrange delivery of food, water and essential supplies to the room.
• No refund will be issued for elements of the Experience missed due to illness.
• All medical expenses, additional accommodation costs and transfer costs are the participant's responsibility. Please claim through your travel insurance.

⚠ Italy Authentica strongly recommends wearing a mask in busy airports and on board aircraft before the Experience, to arrive in the best possible health.

9. ITINERARY CHANGES

All itineraries are subject to variation. Ciociaria and Eastern Sicily are vibrant, authentic regions where weather conditions, seasonality, local festivals and artisan availability may affect the programme. Italy Authentica reserves the right to substitute, reschedule or adapt itinerary elements without notice, provided the overall quality and nature of the Experience are maintained.

Should a planned visit or activity be unable to take place for any reason, Italy Authentica will endeavour to offer a comparable alternative. No refund will be issued for individual itinerary changes of this nature.

Tailor-Made Travel: Italy Authentica will share with the Client, as far in advance as possible, any necessary changes to the agreed itinerary. For changes imposed by external circumstances (extreme weather, sudden closures, force majeure), comparable alternatives will be proposed. No refund will be issued for logistical adaptations that maintain the quality and spirit of the agreed Experience.

10. MISSED ACTIVITIES & NO-SHOW POLICY

Should you choose not to participate in, or be unable to attend, a meal, activity or any element of the Experience (whether by personal choice, illness or any other reason), no refund or credit will be issued for that element. The contracted price of the Experience reflects the complete programme.

11. ARRIVAL, PRE-EXPERIENCE & LOGISTICS

Small-Group Tours begin on Sunday evening, unless otherwise stated. It is strongly recommended to arrive in Italy 1–2 days before the start to recover from jet lag and reach the meeting point comfortably.

For Tailor-Made Travel, start dates and times are agreed in the Quote/Contract. Italy Authentica can provide transfer recommendations upon request. Participants are responsible for their own pre- and post-Experience travel and costs, unless otherwise stated in the quote.

Most international flights arrive at Rome Fiumicino (FCO) or Catania Fontanarossa (CTA). Participants are responsible for their own pre- and post-Experience travel and associated costs.

The designated meeting point and arrival instructions will be communicated in detail following booking confirmation.

12. ACCOMMODATION

Italy Authentica carefully selects boutique hotels, agriturismi and family-run guesthouses that reflect the authentic character of each destination. All accommodation is provided in private rooms.

For Tailor-Made Travel, the type of accommodation is agreed in the Quote and may include higher-category properties or specific solutions requested by the Client.

Specific room requests (ground floor, extra bed, cot, etc.) will be communicated to the property but cannot be guaranteed. Italy Authentica is not responsible for quality issues attributable to the third-party supplier; participants should raise any such issues directly with the property and inform the Italy Authentica Host immediately.

13. PETS

Italy Authentica experiences take place in private homes, food production facilities and small restaurants where animals are not permitted. No pets may be brought on any Italy Authentica Experience.

14. LIMITATION OF LIABILITY

Italy Authentica organises Experiences using a network of trusted third-party suppliers (accommodation, restaurants, artisans, transport operators, guides). While we carefully select our partners, Italy Authentica is not responsible for acts or omissions of third-party suppliers. Italy Authentica is not liable for losses, damages, injuries, illness, delays, additional expenses or inconvenience caused by events beyond its reasonable control, including but not limited to: natural disasters, acts of war or terrorism, pandemics, government-imposed restrictions, strikes or transport infrastructure failures.

15. FORCE MAJEURE

In the event of force majeure (unforeseeable events beyond the reasonable control of either party), Italy Authentica will make every effort to find suitable alternatives. Should an Experience be unable to take place, Italy Authentica will offer participants the option to rebook or receive a refund of amounts paid, net of any third-party costs already incurred and non-recoverable.

For Tailor-Made Travel, third-party costs already committed and non-recoverable are detailed in the Quote/Contract. The Client acknowledges this at the time of booking confirmation.

16. PRIVACY & DATA PROTECTION

Italy Authentica collects and processes participants' personal data (name, contact details, dietary information, medical information) solely for the purpose of managing the booking and ensuring the participant's safety and comfort during the Experience.

Personal data will not be sold or transferred to third parties, except where necessary for the delivery of the Experience (e.g. accommodation providers, local guides), and will be stored securely in accordance with applicable legislation.

EU Regulation 2016/679 (GDPR) and Legislative Decree 196/2003 as amended by Legislative Decree 101/2018 (Italian Privacy Code). Participants have the right to access, rectify and request erasure of their personal data at any time by sending a request to info@italyauthentica.com.

17. PHOTOGRAPHY & INTELLECTUAL PROPERTY

Italy Authentica and its guides may take photographs and videos during Experiences for promotional purposes, marketing materials, website and social media channels.

By participating in the Experience, the Client grants Italy Authentica a non-exclusive, royalty-free, worldwide licence to use images and videos in which they appear, solely for those purposes. Should the Client not wish to be photographed or filmed, they must notify Italy Authentica in writing before the start of the Experience.

For Tailor-Made Travel, where the Client expressly requests this in the Quote/Contract, Italy Authentica undertakes not to share on its public channels any images that identify the participants.

All itineraries, content, texts, images, informational materials and any other material produced by Italy Authentica are protected under Italian copyright law (Law no. 633/1941 and subsequent amendments). Reproduction, distribution, modification, publication or use, in whole or in part, of such materials without the prior written consent of Italy Authentica is strictly prohibited.

18. COMPLAINTS & FEEDBACK

Italy Authentica is committed to delivering exceptional Experiences. In the event of any problems or complaints during an Experience, please notify the Italy Authentica Host immediately so that they can be addressed on the spot. Complaints raised after the Experience has concluded are much more difficult to handle effectively.

Post-Experience feedback may be submitted to contact@italyauthentica.com within 14 days of the Experience end date. Italy Authentica will respond within 30 days.

19. GOVERNING LAW & JURISDICTION

These Terms & Conditions are governed by Italian law. Any dispute arising from or in connection with an Italy Authentica Experience that cannot be resolved amicably shall be subject to the exclusive jurisdiction of the Court of Cassino (FR), unless mandatory consumer protection legislation in the participant's country of residence provides otherwise.

20. AMENDMENTS TO THESE TERMS

Italy Authentica reserves the right to update these Terms & Conditions at any time. The version in force at the time of booking confirmation will apply to the participant's booking. For Tailor-Made Travel, the terms formalised in the signed Quote/Contract prevail over any subsequent updates to these General Terms. We recommend consulting our website for the most up-to-date version before making any booking.

END OF TERMS & CONDITIONS

Italy Authentica · Piedimonte San Germano (FR) · contact@italyauthentica.com