Terms & Conditions

Please read these Terms & Conditions carefully before booking a kayak tour with us.

By making a booking, you agree to be bound by these Terms & Conditions. They form a legally binding agreement between Italy by Kayak and you the traveler (Client), including anyone you book a trip for.

Please take a moment to review everything carefully before confirming your adventure.

1. Important Rules & Expectations

To participate in a trip, each traveler must complete and return the registration form with the required personal information and confirmation of acceptance of these Terms. If we do not receive your completed form within one week of your deposit payment, your spot may be forfeited.

Your booking becomes official and these Terms take effect once Italy by Kayak sends you a written confirmation of registration.

We reserve the right, at our discretion, to decline any request to join a trip.

2. Your Role as the Client

If you book on behalf of other participants, you accept responsibility for the entire group, including relaying all relevant information to them. You will also act as the main point of contact.

Bookings may only be made by individuals aged 18 or older. All participants must be at least 15 years old. Travelers under 18 must be accompanied by an adult. One adult may supervise up to two minors and assumes full responsibility for their safety, conduct, and any damages they may cause.

3. Important Recommendations & Conditions

We strongly encourage travelers to consult a medical professional to ensure they are able to safely participate in the selected trip. Please review the detailed Trip Info page on our website for full descriptions of each itinerary.

We strongly recommend purchasing comprehensive travel insurance that includes trip cancellation, trip interruption, and property coverage.

We encourage you to review your government travel advisories for Italy and any regions included in your itinerary.

For safety reasons, Italy by Kayak reserves the right to remove or refuse participation if we determine, at our sole discretion, that continuing would create risk to the traveler or the group. No refund will be provided, and all costs related to early departure or evacuation will be the traveler’s responsibility.

4. Client Obligations & Acknowledgements

By booking with Italy by Kayak, you agree to the following:

  1. Review your Booking: You must carefully check all details on your itinerary and invoice and notify us immediately of any errors.
  2. Review of Terms: You acknowledge that you were directed to review these Terms and the trip-specific details on our website before booking.
  3. Insurance Requirement: You must purchase medical travel insurance with at least USD 200,000 coverage for evacuation and repatriation, including medical expenses and injury. Proof of valid insurance is required before the trip begins. If adequate insurance is not provided, the client will not be permitted to take part in the tour.
  4. Optional Insurance: We strongly recommend purchasing cancellation, interruption, and property insurance.
  5. Entry Requirements: You are responsible for ensuring you have a valid passport (valid at least six months beyond your return date), visas, authorizations for minors, and any required legal documents. Entry to another country is never guaranteed, even with proper documentation.
  6. Travel Conditions: You acknowledge that local conditions, services, and standards may differ significantly from those in your home country.
  7. Special Requests: You must notify us of any accommodations or dietary requirements at the time of booking. We will forward requests to our suppliers but cannot guarantee fulfillment. Additional costs may apply.
  8. Physical Ability: Some trips may not be suitable for all travelers. It is your responsibility to consult a healthcare professional to confirm your fitness for travel.
  9. Alcohol and Substances: Alcohol may be consumed only in designated situations such as restaurants or fixed-roof accommodations. You may not be under the influence during outdoor activities. Guides may prohibit participation if they deem it unsafe. Illegal substances are strictly prohibited and will result in removal from the trip without refund.
  10. Smoking: We promote a non-smoking environment. Smoking is permitted only in designated areas and never around other participants.
  11. Complaints: Any issues must be reported immediately to the guide so we have the opportunity to resolve them.
  12. Liability: We are not responsible for losses or damages that occur due to failure to follow these obligations.

5. Trip price

Prices apply only to the trip itself and do not include transportation to or from the meeting point.

Prices are based on shared accommodation. Solo travelers will be paired with a roommate.

All prices are fixed and listed in Euros.

You may pay in another currency, but any bank or credit card fees are your responsibility.

We are not liable for exchange rate differences or processing fees.

6. Payment & Non-Refundable Deposit

  1. You are responsible for all payments associated with your booking. Deposits are non-refundable.
  2. All payments are processed through the payment platform to be specified, which is a regulated entity compliant with SOC 1, SOC 2, and PCI security standards.
  3. A non-refundable deposit and submission of the online registration form are required to secure your booking. If the registration form is not submitted within one week of payment, your spot may be forfeited.
  4. The final balance is due 90 days before the trip begins.
  5. Bookings made within 90 days of departure must be paid in full at the time of booking.
  6. If you cancel more than 90 days before departure, your deposit may be converted into a credit.
  7. All payments made within 90 days of departure are non-refundable and non-transferable.
  8. Failure to pay on time may result in cancellation and will be treated as a Client Cancellation.

7. Change or Cancellation by Italy by Kayak

Trips are confirmed once the minimum group size is met. We may cancel a trip for any reason, although cancellations less than 90 days before departure are rare and normally related to Force Majeure or extraordinary circumstances.

If we cancel a trip for reasons not connected to Force Majeure, you may choose to:

  1. Receive a full refund
  2. Transfer to another available trip of equal or lower value
  3. Apply your payment as credit toward a higher-priced trip, paying the difference

We are not responsible for incidental expenses such as visas, vaccinations, non-refundable flights, train tickets, parking fees, lost income, or loss of enjoyment.

If you choose a more expensive alternative trip after receiving a refund, you must pay the difference.

8. Credits

Credits may be used to rebook a trip in the same calendar year or the following year.

Credits may be transferred to another traveler. The replacement traveler must pay you directly for the deposit, assume responsibility for any outstanding balance, and meet all registration requirements.

Credits may be used once, must be applied more than 90 days before the trip start date, and must be used within the original validity period.

Itineraries may change. Clients should review the updated trip details on our website before departure.

9. Change or Cancellation by Client

To cancel or modify your booking, email us at info@italybykayak.com
Upon cancellation, non-refundable amounts apply and your spot is released immediately.

Cancellation Terms

More than 90 days before departure: Your deposit becomes a credit minus unrecoverable costs. Other payments such as upgrades may be refunded or kept as credit.

Within 90 days of departure: All payments, including deposits and extras, are forfeited, non-refundable, and non-transferable.

10. Release & Indemnity Agreement

Please read carefully. This section reduces your legal rights.

Release of Claims

You release and agree not to sue Italy by Kayak for any injury, damage, death, or loss connected with your participation, use of equipment, or presence on the premises, including claims for ordinary negligence but not gross negligence or criminal acts.

Indemnification

You agree to defend and reimburse Italy by Kayak for any claims brought by you, your family, or another party when the loss was caused by your actions.

These obligations remain in effect after the trip ends.

11. Venue & Waiver of Jury Trial

You agree to present any claim within 90 days after the adventure ends and file any legal action within one year of the incident.

All disputes will be resolved exclusively through binding arbitration in Tampa, Florida, under the Commercial Rules of the American Arbitration Association. Jury trials and class actions are waived.

12. Governing Law

This Agreement is governed by the laws of the State of Florida. The parties consent to the exclusive jurisdiction of courts located in Hillsborough County, Florida, for any matter not subject to arbitration.

13. Force Majeure

Italy by Kayak is not liable for delays or failures caused by events beyond our reasonable control, including natural disasters, extreme weather, war, terrorism, civil unrest, epidemics, government actions, labor disputes, or loss of essential utilities or services.

Funds forwarded to third-party suppliers may not be recoverable.

Our liability in such cases is limited to amounts paid directly to Italy by Kayak.