Group Tours Terms & Conditions

Administrative Arrangements

Introduction

Working with TRIPS 2 ITALY, LLC

Trips2Italy is an Incoming Tour Operator (hereafter called TRIPS 2 ITALY) based in Houston, Texas, specialized in travel services for the country of Italy. TRIPS 2 ITALY offers travel agencies (hereafter called THE CLIENT) its expertise, products, and services for the preparation of their own group travel packages. Bookings for 10 or more paying guests are considered a group reservation. The following booking conditions apply to all services for a group reservation.

The administrative work required from both you and us is simple, yet necessary in order to ensure that your group’s travel arrangements are smooth, successful, and enjoyable. To succeed in this goal, TRIPS 2 ITALY will operate the trip as explained in our procedures; expectations are that you supply us with all required information and comply with the scheduled payment agreement. These procedures are specified in our Administrative Arrangements which form part of your proposal/agreement.

Travel Agent acting as a Group Leader

It is expected that the inquiring Travel Agent will act as the liaison between the group members and our company. To effectively communicate with all members traveling in the group, TRIPS 2 ITALY will correspond with the Travel Agent the Terms and Conditions, which explain the legal responsibilities between both parties (i.e., our company and the group members) and accompanies the Administrative Arrangements. As the Group’s Travel Agent, you accept, TRIPS 2 ITALY’S Terms and Conditions on behalf of the group and will relate all information to all members of the group. We may include additional information outside of the Terms and Conditions which the Travel Agent will also communicate to all group members.

Agreement

The Agreement between TRIPS 2 ITALY and you consists of:

1. Your Confirmation/Invoice

2. Payments

3. Administrative Arrangements

4. Terms and Conditions

Issuing of the contract and contractual services

Insofar as a proposal supplied by TRIPS 2 ITALY is accepted by the CLIENT, a booking confirmation of the requested and offered travel services will follow from TRIPS 2 ITALY. The offers are subject to availability at the time of booking by THE CLIENT. A contract between TRIPS 2 ITALY and THE CLIENT concerning the booked services first comes into being with a written booking confirmation from TRIPS 2 ITALY. A contractual affiliation between individual customers of THE CLIENT and TRIPS 2 ITALY is not created through this process. The extent of the contractual services arises from the service descriptions in the catalogue as well as from the statements in the booking confirmation. Additional agreements (changes, additions, special requests, etc.) require an express written confirmation from TRIPS 2 ITALY. IF an express written confirmations does not follow the booking confirmation, the wishes expressed in the booking correspondence are to be handled only as nonbinding wishes, for whose granting no guarantee can be given.

Foreign currency and price guarantee

Our prices are based upon the foreign currency exchange rates which are in effect on the date we quote the price of your group travel package. Tour costs are unlikely to change unless there are extreme exchange rates fluctuations or surcharges. The price of your group’s travel package is guaranteed once you pay the initial deposit and the minimum number of participants is reached. Trips 2 Italy , LLC reserves the right to increase the price agreed upon only, without notice, if an increase in our costs of 10% or more, such as but not limited to increase in Air, land, and fuel costs or currency fluctuations. No surcharges in respect of cost or currency fluctuation will be made once full payment is received. This guarantee excludes Airlines fuel surcharges, and does not apply to any taxes, charges, levies and fees imposed by any government or their agencies.

Minimum number of participants (**)

The minimum number of participants for all group travel packages amounts to 10 people, except for when a different number of participants is explicitly mentioned in the offer and in the booking confirmation. If the minimum number of participants is not reached, and the booking for a group travel package is not cancelled within the agreed date, payment must be paid to cover the cost of the minimum number of participants, prorated among the participants.

Complimentary Accommodation

The costs of our group travel packages include a complimentary accommodation for the coach driver or tour guide (with a minimum of 20-25 paying guests). A second complimentary accommodation is granted from 35 paying guests or more. This rule is only valid for trips published online. Other conditions stipulated in the offer may apply. 

Group Terms & Conditions

Introduction

These Terms and Conditions explain our relationship and responsibilities to each other. We have tried to state it as clearly and as straight-forward as possible – in other words, in “plain language.” Please read this document carefully so as to avoid any misunderstanding, or perhaps to clear up any questions that you may have regarding our agreement. 

The company who is arranging your travel is TRIPS 2 ITALY, LLC, located at 5701 Woodway Drive Suite 220, Houston, Texas, 77057. We are incorporated in the State of Texas and use the registered trade name of “Trips 2 Italy”. Our telephone number is 713-952-4055; Us Toll Free number is 1-866-GO ITALY (464-8259); fax number is 713-952-4099; email address is general@trips2italy.test ; and our Web Site is www.trips2italy.test . 

Agreement

The Agreement between TRIPS 2 ITALY and you consists of:

1. Your Confirmation/Invoice

2. Payments

3. Administrative Arrangements (from the previous section of this document)

4. Terms and Conditions

You are entering into an Agreement with TRIPS 2 ITALY and we assume that you fully understand and accept all of these terms. At the date of the preparation of the requested travel arrangements, all information given in all communication between us and you, was correct to the best of our knowledge. The purchase of any travel services offered by Trips 2 Italy constitutes a binding contractual arrangement between you and Trips 2 Italy and represents your acceptance of Trips 2 Italy’s Terms & Conditions set out herein. 

Foreign currency and price guarantee

Our prices are based upon the foreign currency exchange rates which are in effect on the date we quote the price of your group travel package. Tour costs are unlikely to change unless there are extreme exchange rates fluctuations or surcharges. Your travel price is guaranteed once you pay the initial deposit and the minimum number of participants is reached. Trips 2 Italy , LLC reserves the right to increase the price agreed upon only, without notice, if an increase of our costs of 10% or more, such as but not limited to increase in Air, land, and fuel cost or currency fluctuations. No surcharges in respect of cost or currency fluctuation will be made once full payment is received. This guarantee exclude Airlines fuel surcharges and does not apply to any taxes, charges, levies and fees imposed by any government or their agencies.

Travel Service

THE CLIENT may count on the support of a Professional Tour Escort provided by TRIPS 2 ITALY for the whole or a part of the trip, as expressly mentioned in the description of the offered services. In addition to offering organizational support, a professional tour escort will be able to confer cultural and historical information as well as information about the customs and traditions in the region.

Air transportation

Air transportation in economy class on selected air carriers which are members of the International Transport Association (IATA), and on connecting carriers, as specified in your travel confirmation. Inflight meals, drinks, and entertainment will be provided with, or without, extra charge according to each airline’s service accommodations.

Certain Airlines offer the option to select seats free of charge only at the moment of Check-in operations at the Airport. Where an airline offers advance seat assignments, we will do our best to accommodate individual preferences. However, these preferences cannot be guaranteed even when confirmed by an airline. Additionally, all airlines reserve the right to change or cancel seat allocations which is beyond the control of TRIPS 2 ITALY. The cost for pre-assigned preferred seating can range from $15 to $85 USD per Seat for each Flight segment, and can be arranged only after travel documents have been delivered. These charges are independent from the quoted costs of our travel packages and are excluded from Trips 2 Italy’s Terms and Conditions.

Baggage

Each traveler is allowed one piece of checked baggage and one piece of carry-on baggage. 

The dimensions and maximum weight restrictions for each piece of baggage is subject to change by the air carrier. The Air carriers have a limited liability for all baggage which is clearly stated in the passenger contract included in all tickets. Extended baggage liability coverage is offered in the Optional Travel Insurance Program. (See the Travel Insurance Program document for specific information).

Land transportation

Includes transfers between the Airport and Hotels, and vice versa, by chartered or scheduled motor coach, or by second-class rail, or specifically as indicated on your itinerary.

Accommodations

Accommodations are based on double occupancy of a room with one double bed, or two twin beds, and private bath, or shower, in the hotels specified in your travel confirmation. A limited number of small rooms for single occupancy are available for a supplement fee.

Meals

Includes meals according to the meal plan specified in your travel confirmation. Unless specifically stated, breakfast arrangements are always a continental breakfast buffet. Half Board meal plans include breakfast and fixed dinners daily with your Hotel stay if specifically indicated.

Travel and Service charges

Includes all taxes and service charges at your destination, which are assessed by the government authorities, hotels, municipalities, and restaurants for the meals included in your specific itinerary.     

Delivery of travel documents

Your tickets, vouchers, and other travel documents will be delivered to you approximately two weeks prior to your departure date. We will also provide details of all local contacts at that time.

Deposits and payments

The schedule for deposits and payments is reflected in our pre-payment requirements. Airlines, hotels, and resorts may require additional deposits to secure special air fares and rates. Special deposit arrangements may also be required during high travel demand periods or on certain holidays.

To avoid difficulties in obtaining travel space and prices, we must receive your payments in our office by the due dates; otherwise, we may, regrettably, have to cancel your travel arrangements. Full payment for the trip is required to deliver your tickets, vouchers, or travel documents.

Payment of the trip price/special lien

For Group Travel Packages listed online, unless arranged otherwise, 20% of the whole bill is due to TRIPS 2 ITALY at the moment of your booking, and up to 90 days before the departure date of the group. The balance should be received in full into our bank account at least 90 days before departure.

Should payment not be made punctually as per the agreed payment schedule, the execution and operations of the booked services is not guaranteed. In this respect, a special lien, which can be exercised at any time, appertains to TRIPS 2 ITALY until the balance due has been fully paid. Customized trips may have different terms of payment and they will be indicated in the proposal.

Payment schedule and forms of payment

Planning Deposit

• Upon receipt: $2500.00 USD to begin all group trip planning (*)

Initial deposit

• $500.00 USD per person due upon request to proceed (**).

Final payment

• The remaining balance is due 90 days prior to departure. If bookings are received less than 90 days of the departure date, the final balance is due immediately upon confirmation (**).

Form of payment

• For Group Travel bookings, we accept Travel Agency’s checks, wire transfers, and the Individual Travelers’ personal checks for deposit and final payments, and any other fees.The travel agent shall assist all group participants in forwarding all deposits and payments to TRIPS 2 ITALY as needed. The travel agent is also responsible for the full compliance of our payment schedule.

Note: A $40 handling fee, per item, per reservation, will be assessed for a returned check.  We cannot proceed with the reservation unless the full payment has been received within the designated payment schedule.

(*)The Planning Service deposit is 100% not refundable, however it will be credited toward the total cost of the trip.

(**) Special Circumstances may result in a different initial deposit per person as reflected in your proposal/confirmation.

Trip cancellation and refunds (General)

We realize that circumstances sometimes make it necessary to cancel travel plans. Although we regret when plans require that you cancel your trip, we will require that you send us a written cancellation notice and return all travel documents including air tickets and vouchers which may have already been delivered. The date of receipt of the cancellation notice or if applicable, receipt of all returned travel documents will determine the official date of a booking’s cancellation.

Cancellation and refunds

Administrative expenses, as well as the costs imposed upon us by our vendors, make it necessary to assess trip cancellation fees; however, our goal is to minimize such fees. With this in mind, an Optional Travel Insurance Plan will be offered for purchase to provide you with financial protection against cancellation fees, or to reduce the amount of these fees (shown below). TRIPS 2 ITALY will offer and include the cost of trip insurance, separate from the cost of the quoted travel package but within the same Confirmation/Invoice. If you do not wish to purchase the Travel Insurance, you must sign a Waiver/Release and return it to TRIPS 2 ITALY no later than 90 days prior to departure.

Note: Insurance premiums, if purchased, are not refundable.

Group Cancellation fees and/or Withdrawal Penalties

A partial cancellation of the booked travel participants is possible at any time, as long as the total number of participants does not drop below the minimum required, even for a part of the trip. If a partial cancellation results in the number dropping below the minimum required, the entire trip must be cancelled and relative penalties and fees are assessed and paid as follow or “Minimum Number of Participants “ Provision will be applied (**): 

Penalties for Entire Group cancellation and/or withdraws from the Tour :

– At any time upon initial payment:   100% Planning Deposit penalty is forfeit.

– Up to 180 days prior to departure 10% of the Trip Price or a minimum of $3000.00 USD penalty is forfeit (*)

– From 179 days to 150 days prior to departure 15% of the Trip Price or a minimum of  $4500.00 USD Penalty is forfeit (*)

– From 149 days to 120 Days prior to departure 20% of the Trip Price or a minimum of  $5500.00 Usd Penalty is forfeit (*)

– From 119 days to 60 Days prior to departure 25% of Trip Price or minimum of $10,000 Usd penalty is forfeit (*)

– From 59 Days to 16 Days prior to departure 75% of Trip Price penalty is forfeit (*).

– From 15 days prior to departure and No-Shows, 100% Penalty of the Tour Cost.  (*)

(*) Special circumstances:

Different cancellation/Handling/Changes fees, specified in your Confirmation/Invoice, may apply to certain Hotels, Airlines and other Vendors, holidays, or periods of high demand.      

The above cancellation terms are valid unless otherwise noted and/or amended in the proposal.

Penalties for Individual cancellation and/or withdraw from the Tour:

– No Penalty at any time, prior to reaching the minimum number of participants scheduled for the specific tour.

– Up to 180 days prior to departure initial deposit 100% penalty per person is forfeit (*)

– From 179 days to 120 days prior to departure 35% of the Trip Price or a minimum of  $800.00 USD per person Penalty is forfeit (*)

– From 119 days to 60 Days prior to departure 55% of Trip Price or minimum of $1,000.00 Usd per person penalty is forfeit (*)

– From 59 Days to 40 Days prior to departure 75% of Trip Price per person penalty is forfeit (*).

– From 39 days prior to departure and No-Shows, 100% Penalty of the Tour Cost per person.  (*)

(*) Special circumstances:

Different cancellation/Handling/Changes fees, specified in your Confirmation/Invoice, may apply to certain Hotels, Airlines and other Vendors, holidays, or periods of high demand.

The above cancellation terms are valid unless otherwise noted and/or amended in the proposal.

Non-claimed services

When a trip is undertaken, but the booked services are not fully utilized, TRIPS 2 ITALY retains its full entitlement and No refund for cancellation of any travel arrangements after departure or for any unused travel arrangements will be granted. TRIPS 2 ITALY cannot be held responsible for changes that are not within the control of TRIPS 2 ITALY. TRIPS 2 ITALY promises under all circumstances for find the best alternative solution.

Voluntary non-usage of Hotel accommodations, tour features or services, or of value added features (free Meals, free nights, free tours, free transfers etc.) included in the price listed in this travel package are not refundable or exchangeable for other accommodation or services provided. No refunds will be made for changes to hotels and/or other services made at the discretion of the traveler en route. 

Guarantee – Remedy

Should, from the viewpoint of THE CLIENT, the travel services be deficient, this is to be reported immediately to TRIPS 2 ITALY, so that the deficiencies can be examined and, if necessary, immediate remedial action can be taken. Should the booked services also include a tour escort, any deficiencies may also be brought to the attention of the tour escort. 

Responsibility and Disclaimer

Trips 2 Italy, LLC is your tour operator. Trips 2 Italy, LLC, its agents, representatives, employees, officers, managers, and contractors act as intermediary or agents for the transportation carrier and all other suppliers of service connected with the travel, all which are independent contractors. Trips 2 Italy, LLC does not own nor operate the vehicles or facilities to be used during the tour, and assumes no responsibility for negligent acts and/or omission of these independent contractors, their employees, agents or representatives. All bookings are accepted subject to the conditions imposed by these independent contractors, and Trips 2 Italy, LLC will make no refund nor will accept any cancellation in the event of their delay, cancellation, overbooking, strike, act of terrorism, or force majeure.

Also, Trips 2 Italy, LLC is not responsible for failure of clients to follow instructions given in travel documents, including but not limited to, check-in and check-out times and baggage handling, and failure to obtain required documentation such as passports, visas and health certificates where required. In the above cases, travelers will not be entitled to any refund.

Trips 2 Italy, LLC stands by every product and service it offers and we want you to be completely satisfied with the purchases you have made with us. If , however, you are not and intend to seek litigation, it is understood that any legal proceedings both on behalf of or against Trips 2 Italy, LLC must be instituted and pursued only in a Federal or State court located in Houston, Texas, and such claim will be decided using the law of the State of Texas.

Compliance with legal regulations

THE CLIENT is the solely responsible for information and compliance with the respective legal regulations, especially the passport, customs, foreign currency, inoculation and visa to enter and/or transfer though the Countries visited. 

Non-Us Citizens should consult with their respective Consulate.

All passports must be valid for at least six months from the return date of travel. 

Trips 2 Italy, LLC is not responsible for failure of Clients to follow instructions given in travel documents, including but not limited to, Check-in and Check-out times and baggage handling, and failure to obtain required documentation where required. In the above cases, travelers will not be entitled to any refund.

Invalidity of a travel condition

Should any of the above-mentioned travel conditions be ineffective or invalid, this does not result in the invalidity of the entire travel contract.

Mileage data

All information relative to distances are calculated on an approximate basis. Trips2Italy cannot be made accountable for inexact calculations.

Photo, Video and Marketing Material

You consent to us using images of you taken during the trip for advertising and promotional purposes in any medium we choose. You grant us a perpetual, royalty-free, worldwide, irrevocable license to use such images for publicity and promotional purposes.

Force Majeure

We plan our trips with a lot of caution and foresight, however, unfortunately not everything can be anticipated. Please note that we cannot be held responsible for force majeure such as incidents caused by weather, traffic jams, strikes and other events beyond our control.

Accuracy of the information

We have tried to provide full and accurate information in our catalogues. However we do not accept liability for information that could in any form be incorrect or incomplete. This refers, among other things, to specified admission prices and other information that could change in the short or long term, or have already changed. Reproduction, even partially, is only allowed with permission from Trips2Italy.