Tour Terms & Conditions

Tour terms and conditions

BOOKING INFORMATION

Please note, this Booking Information forms part of your contract with US (The Runaway Italian). Please see our Booking Conditions for definitions of words used.

1. Making your booking:

To confirm a booking, YOU (The Customer) should provide us with the information requested on our booking form by completing and returning it by post or by email. All bookings are subject to our Booking Conditions. The passenger must be 18 or over to make a booking with us on the basis of our Booking Conditions. By asking us to proceed with a booking, the passengers confirm that he/she and all participants have had the opportunity to read and have read the Booking Information and the Booking Conditions and agree to them.

Once we have received the information needed to make the booking and all appropriate payments, we will, subject to availability, confirm your booking by issuing a confirmation invoice by email (or by post if no email is provided). This invoice will be sent to YOU. Please check your invoice carefully as soon as you receive it. Contact us immediately if any of the information which appears on the confirmation or any other document appears to be incorrect or incomplete, as it may not be possible to make changes later. We regret we cannot accept any liability if we are not notified of any inaccuracy (for which we are responsible) in any document within 14 days of our sending it out. We will do our best to rectify any mistake notified to us outside these time limits, but you must meet all costs involved in doing so. The only exception to this requirement to meet said costs, is where the mistake in question was made by us and there is good reason why you did not tell us about it within these time limits.

2. Payment:

The applicable deposit (as set in the Table A below) per person must be paid at the time of booking. All participants must be adequately insured and are liable for their own insurance. WE (The Runaway Italian) are not liable for any costs incurred by the Customer(s) as a result of not having adequate insurance. Please see clause 4 on the subject of insurance. The final balance of the price is due no later than the date set out in Table A below. If a booking is made after this date, then the full amount is payable at the time of booking.

TABLE A

On booking 30% of the holiday cost per person must be made as a deposit.

Balance of the total holiday cost must be paid 10 weeks before departure.

3. Special requests and medical problems/disabilities

You are required to fill in the booking form and provide this information when a booking is made. We will advise the relevant supplier(s) of your requirements, but we cannot guarantee that such requests will be met unless we have specifically confirmed this. For your own protection, you should obtain confirmation in writing from us that your request will be complied with (where it is possible for us to do so), if your request is important to you. Confirmation that a special request has been noted or passed on to the supplier or the inclusion of the special request on your confirmation invoice or any other documents, is not confirmation that the request will be met. Unless and until specifically confirmed, all special requests are subject to availability. We regret we cannot accept any conditional bookings ie any booking which is specific to be conditional on the fulfilment of a particular request. All such bookings will be treated as “standard” bookings subject to the above provisions on special requests.

If any participant has any medical condition or disability which may affect their holiday, you must tell us before the lead passenger confirms your booking, so that we can advise as to the suitability of the chosen arrangements. In any event, you must give us full details in writing at the time of booking. You must also notify us of any change or deterioration in the disability or medical conditions or development of any disability or medical condition after booking.

In view of the nature of the tour featured on this website, we regret we must reserve the right to decline any booking or cancel (in the event of the development, deterioration or change of any disability or medical condition occurring after confirmation) whenever we reasonably feel unable to accommodate the needs or restrictions of any particular client or where, in our opinion, the medical condition or disability of the client concerned, is likely to have a significant adverse effect on other clients taking the same tour. We further reserve the right to cancel any tour and impose cancellation charges if we are not fully advised of any relevant disability or medical condition at the time the booking is made and/or promptly notified of any development, change or deterioration occurring after booking. On occasion, the decision for us to cancel may be made at the time the person concerned joins the tour as it may only be apparent at this stage that their disability or medical condition cannot be accommodated. The onus is entirely on you to disclose any and all medical conditions, which are pertinent to the tour to be undertaken.

Any client affected by a disability or medical condition must ensure they have notified this to their travel insurers and that their travel insurance will cover it. As it is a condition of booking that all clients have adequate and appropriate travel insurance, we are entitled to insist on evidence that the disability or medical conditions are covered by inspection of the relevant insurance documents.

4. Insurance

Each passenger is responsible for ensuring they have adequate and appropriate insurance. The insurance must as a minimum cover personal accident, medical expenses, loss of effects, repatriation costs and all other expenses, which might arise as a result of loss, damage, injury, delay or inconvenience. Policy details should be read carefully and taken on holiday with you. It is your responsibility to ensure that the insurance cover you purchase is suitable and adequate for your particular needs.

5. BOOKING CONDITIONS

A binding contract between US and YOU comes into existence when we despatch our confirmation invoice to you. We both agree that English law (and no other) will apply to that contract and to any dispute, claim or other matter of any description that arises between us and you.

5.1 Payment must be made as set out under Booking Information. If we do not receive all payments due (including any surcharge where applicable) in full and on time, we are entitled to assume that you wish to cancel your booking. In this case, we will be entitled to keep all payments which are paid or due at that date. If we do not cancel straight away because you have promised to make payment, you must pay cancellation charges shown in Table B depending on the date we treat your booking as cancelled.

Depending on the reason for cancellation, you may be able to reclaim these cancellation charges (less any excess) under the terms of your insurance policy. Claims must be made directly to the insurance company concerned.

TABLE B – Cancellation charges

More than 60 days before departure: full refund

30 days: 50% refund

less than 30 days: no refund

5.2 Please note deposits are not refundable in the event of your cancellation except as set out in these Booking Conditions. Deposits include any additional amounts payable at the time of booking to cover non refundable elements of the holiday which need to be paid to suppliers at this stage or prior to balance due date. Partial cancellation may result in additional costs being payable by the remaining participants.

5.3 We start planning the tours we offer many months in advance. Occasionally, we have to make changes to and correct errors in details both before and after the bookings have been confirmed and cancel confirmed bookings. Whilst we always endeavour to avoid changes and cancellations, we reserve the right to do so.

5.4 Except where otherwise expressly stated in these Booking Conditions, we regret we cannot accept liability or pay any compensation where the performance or prompt performance of our obligations under our contract with you is prevented or affected by or you otherwise suffer any damage or loss as a result of “force majeure”. In these Conditions “force majeure” means any event or circumstances which we or the supplier of the service(s) in question could not, even with all due care, foresee or avoid. Examples include but not limited to (in all cases whether actual or threatened) war, riot, civil strife, terrorist activity, industrial disputes, natural or nuclear disaster, epidemics/pandemics, fire, adverse weather conditions, unusual water levels in rivers and seas and closure of airspace or airports.

5.5 If you have a special request or medical problem or disability, it is incumbent on YOU to let us know as set out under Booking Information. No claim can be made against US for any reason, due to the non-disclosure of this information.

5.6 We are not an ordinary tour organiser. The type of travel we offer requires flexibility and you must allow for alternatives. The outline itinerary as given for each tour must therefore be taken as an indication of what may be accomplished, and not as a contractual obligation on our part. The final decision on the itinerary of any tour will be taken by us in the interests of the group as a whole. It is understood that the route schedules, itineraries, amenities and mode of transport maybe be subject to alteration without prior notice due to local circumstances or events which may include sickness, accident, mechanical breakdown, flight cancellations, strikes, events emanating from political disputes, entry or border difficulties, climate and other unpredictable and unforeseeable circumstances. While we will always endeavour to help any individual at a time of crisis, the needs and wellbeing of the tour group will always be placed above the requirements of that individual.

5.7 At all times the decision of the tour leader will be final on all matters likely to affect the safety and wellbeing of the tour being operated. You must at all times strictly comply with the laws, customs, foreign exchange and drug regulations of the countries visited. Should any participant fail to do so, then that person may be required to leave the tour. In this situation, the person(s) concerned will not be entitled to the payment of any refund, expense or other sum whatsoever. WE accept no liability for any loss, damage, either willful or accidental to a 3rd party.

5.8 Participants are also responsible for any damage or loss they cause to US or any 3rd party. Full payment for any such damage or loss (reasonably estimated if not precisely known) must be made directly at the time to the accommodation owner or manager or other supplier. If the actual cost of the loss or damage exceeds the amount paid where estimated, you must pay the difference once known. If the actual cost is less than the amount paid, the difference will be refunded. If you fail to pay for any damage or loss when requested, you will be responsible for meeting any claims subsequently made against us (together with our own and the other party’s full legal costs) as a result of your actions.

We expect participants to have consideration for other people. If in our reasonable opinion or in the reasonable opinion of any other person in authority, you behave in such a way as to cause or be likely to cause danger, upset or distress to anyone or damage to property or fail to comply with the reasonable instructions of our tour leader, we are entitled, without prior notice, to terminate the tour of the person(s) concerned. In this situation, the participant(s) concerned will be required to leave the accommodation or other service. We will have no further responsibility toward such participant(s) including any return travel arrangements. No refund or compensation will be paid and we will not meet any expense or cost incurred as a result of the termination.

5.9 It is essential that you are covered by adequate travel insurance. Please see Booking Information.

5.10 By booking with us, you acknowledge that the tour we offer can involve its own inherent risks and dangers due to matters such as the geographical location of the tour and the activities involved. Please make sure you are fully insured for any personal risk activities included or undertaken during the tour.

5.11 We will not be responsible for any injury, illness, death, loss (for example, loss of enjoyment or possessions), damage, expense, cost or other sum or claim of any description whatsoever which results from any of the following:-

  • the act(s) and/or omission(s) of a third party not connected with the provision of your tour and which were unforeseeable or unavoidable or
  • force majeure as defined in clause 5.4

5.12 Please note, we cannot accept responsibility for any services which do not form part of our contract. This includes, for example, any additional services or facilities which your hotel, accommodation provider or any other supplier agrees to provide for you where the services or facilities are not included in the cost of your itinerary and we have not agreed to arrange them as part of our contract, and any excursion or activities you purchase whilst overseas. In addition, regardless of any wording used by us on our website or elsewhere, we only promise to use reasonable skill and care as set out above and we do not have any greater or different liability to you.

5.13 The promises we make to you about the services we have agreed to provide or arrange as part of our contract – and the laws and regulations of the country in which your claim or complaint occurred will be used as the basis for deciding whether the services in question had been properly provided. If the particular services which gave rise to the claim or complaint complied with the local laws and regulations applicable to those services at the time, the services will be treated as having been properly provided. This will be the case even if the services did not comply with the laws and regulations of the UK, which would have applied had those services been provided in the UK. The exception to this is where the claim or complaint concerns the absence of a safety measure which might lead a reasonable customer to take the tour in question. Please note, however, our obligation is to exercise reasonable skill and care. We do not make any representation or commitment that all services will comply with applicable local laws and regulations and failure to comply does not automatically mean we have not exercised reasonable skill and care.

5.14 Please note, we cannot accept any liability for any damage, loss, expense or other sum(s) of any description which (a) on the basis of the information given to us by you concerning your booking prior to our accepting it, we could not have foreseen you would suffer or incur if we breached our contract or (b) did not result from any breach of contract or other fault (for which we are legally liable) by ourselves or, where we are responsible for them, our suppliers or (c) relates to any business (including self-employed loss of earnings).

5.15 If you have any complaint whilst on tour, you must immediately inform your tour leader who will use all reasonable efforts to remedy it. Any verbal notification must be put in writing and given to your tour leader and the supplier as soon as possible. Until we know about a complaint or problem, we cannot begin to resolve it. Problems will de dealt with as quickly as the administrative and cultural procedures allow. We are not responsible for any delays caused by 3rd party in resolving any problem.

5.16 For Land Only arrangements where you have booked your own flights, it is your sole responsibility to ensure you arrive at the departure point for the contracted arrangements in good time before these commence. In the event of flight delays or cancellations resulting in your late arrival, you will be responsible for all costs we incur in assisting you to join the tour at a later stage. No refunds will be provided in respect of any services which are unused as a result. Similarly, our contractual responsibilites cease at the end of your contracted arrangements.

5.17 We regret we are not in a position to offer you any assistance in the event of delay at your outward or homeward point of departure. The airline concerned will be responsible for you in the event of flight cancellation or delays and may provide refreshments/meals/accommodation in the event of this. It is encumbent on you to inform us of any delay in arriving at the contracted tour start place and time.

5.18 We cannot accept liability for any delay which is due to any of the reasons set out in clause 5.4 of these Booking Conditions (which includes the behavious of any passenger(s) on the flight who, for example, fails to check in on or board on time). In addition, we will not be liable for any delay unless it has a significant effect on your tour arrangements.

5.19 By making a booking you confirm that you and all participants consent to The Runaway Italian processing and storing photographs which feature you and/or any member of your party. You agree that The Runaway Italian have permission to exclusively use any such photographs throughout the world for any commercial or non-commercial purposes in all and any media, including, without limitation, our printed publications, presentations, promotional materials, in the advertising of our services or on our website, in its original format or edited or altered in any way which we deem appropriate.

You understand that The Runaway Italian may store copies of the photographs featuring you and your party, together with contact details, on their databases in case they need to contact you.

5.20 Please note, it is the requirement and standards of the country in which any services that make up your tour are provided which apply to those services and not those of the UK. As a general rule, these requirements and standards will not be the same as the UK and may often differ.

ADDITIONAL INFORMATION:

WHAT’S NOT INCLUDED ALWAYS

Flights

UK Airport transfers

Insurance, optional excursions, gratuities and any items of a personal nature

ITINERARIES

The tour described in the itineraries use the services of many suppliers and are planned months in advance. Consequently, there are factors over which we have no control and which could make changes to any trip if necessary and unavoidable. If we are aware of major changes we will always try to let you know in advance.

PRICES

Prices shown in the itineraries are on a per person basis, based on a double room sharing (unless stated otherwise) though single room accommodation is available at many hotels, B&Bs, agriturismo and farmhouses and this is subject to a single room supplement which we will always endeavour to state in the itinerary.

FLIGHT DELAYS

Please be aware that delays, either prior to your departure from the UK, en route to the starting point of your land arrangements, or on your return journey may occur. The Runaway Italian has no control over flight delays and therefore the provision of vouchers and accommodation and standard airline policy applies in all cases.

AIRPORT TRANSFERS

UK Airport transfers are not included in the trip price.

ACCOMMODATION

Our aim is to stay at good quality, friendly, clean and comfortable properties with local character and atmosphere. This could include anything from 4* hotels through to mid-range hotels, farmhouses, agriturismo, B&Bs etc. Standards can vary and we offer a range of accommodation, so please read carefully the itinerary or ask for more information in order to choose a tour that is right for you.

TRAVEL INSURANCE

At the Runaway Italian, your safety and enjoyment of your holiday is our main priority. Therefore, it is compulsory that all our clients are covered and must have an extensive travel insurance policy in place prior booking. That means that in case of an unforeseen circumstance you are covered, and as with all holiday bookings deposits are non-refundable, so you should be insured from the time of booking in case of cancellation.

AGE & FITNESS

All clients are expected to satisfy themselves prior to booking that they are fit and able to complete the itinerary of the tour as described on our website. We take no responsibility for a client’s inability to undertake any or all of the tour’s itinerary. Please note that no person under the age of 18 can be accepted on tours operated by The Runaway Italian.

IMAGES

Your specific accommodation may differ from the presentation provided. Clients agree that any images taken of their likeness whilst a participant is on tour provided by the Company or through the supply of images by fellow clients can be used in any form of media for the Runaway Italian.

PASSPORT INFORMATION

Before you travel you must ensure that you are in possession of a full passport (with at least 6 months validity from the date of your return to the UK).

BOOKING CONDITIONS

Your contract will be with The Runaway Italian of 84 Wenallt Road, Rhiwbina, Cardiff, CF14 6SE. For all bookings a binding contract between you and us only comes into existence when we despatch our written confirmation of booking to you.

The tours featured on our website require a minimum number of participants before we can operate them. If the group size drops below the minimum number, we reserve the right to cancel the tour. We promise to advise you no later than 8 weeks prior to departure if we have to cancel your tour due to lack of numbers. Clause 5.3 of our full Booking Conditions will then apply.

For groups, the price per person given at the time of booking is based on a particular number of participants. If the group size changes at any time prior to departure (including where confirmed participants cancel without being substituted and pay less than 100% cancellation charges), we reserve the right to re-cost the trip and the per person price. Any increase in the price will be payable by all the remaining participants. The increase will not be surcharge.

We require details of the passports held by all the participants no later than 8 weeks prior to departure. A full British passport usually takes 4 weeks to obtain unless you are 16 or over and are applying for a first passport. A minimum of 8 weeks should be allowed in this case. If any participant does not have a passport or will need to renew it prior to departure, they are recommended to apply at least 3 months in advance.

For holidays in the EU/EEA you should obtain a EHIC (European Health Insurance Card) prior to departure from http://www.ehic.org.uk.

An EHIC is not a substitute for travel insurance. Vaccination and other health requirements/recommendations are subject to change at any time for destination. Please check with the doctor or clinic no less than 8 weeks prior to departure to ensure you have met the necessary requirements and have applicable information.

The Foreign and Commonwealth Office publishes regularly updated information on its website which you are recommended to consult before booking and in good time before departure https://www.gov.uk/foreign-travel-advice.

In the event of any flight delay or cancellation at your UK or overseas point of departure, the airline is responsible for providing such assistance as may legally be required by the Denied Boarding Regulations. The ferry, tunnel or rail operator is similarly responsible in relation to any delayed or cancelled sea crossing or international rail departure. Except where otherwise stated on our website, we regret we cannot provide any assistance in such circumstances other than information and advice to the extent we are in a position to do so.

The information contained on our website is believed to be correct to the best of our knowledge at the time of publication. However, errors may occasionally occur and information may subsequently change. You must therefore ensure you check all details of your tour with us at the time of booking.

Force Majeure Event means:

(a) Acts of God, flood, earthquake, windstorm or other natural disaster

(b) epidemic or pandemic

(c) war, threat of or preparation for war, armed conflict, imposition of sanctions, embargo, breaking off of diplomatic relations or similar actions

(d) terrorist attack, civil war, civil commotion or riots

(e) nuclear, chemical or biological contamination or sonic boom

(f) any law or government order, rule, regulation or direction or any action taken by a government or public authority, including but not limited to imposing an embargo, export or import restrictions, quota or other restriction or prohibition, or failing to grant a necessary licence or consent

(g) fire, explosion or accidental damage

(h) loss at sea

(i) [extreme] adverse weather conditions

(j) interruption or failure of utility service, including but not limited to electric power, gas or water

(k) any labour dispute, including but not limited to strikes, industrial action or lockouts

(l) non-performance by suppliers or subcontractors

(m) collapse of building structures, failure of plant machinery, machinery, computers or vehicles.