information


HOW TO BOOK

GENERAL RENTAL POLICIES

How to book


To assist you to have the necessary information ready when making your booking, we have compiled a list of 'prompts' for you. If possible please have the following information ready of relevant:
  • Number  of adults, children (12 years or under) & infants in party
  • Names of all passengers
  • Any special requests such as adjacent rooms, double or twin bedrooms, baby cots&highchairs, private chef, booking restaurant on arrival evening etc..
  • Credit card deposit: card type, number, expiry date, name on card

If you wish to make a booking, please download our Booking Form 


Please complete and send this booking form to us by e mail or fax.  We will send you a confirmation reply to you within 24 hours (Monday to Friday) or soon after receiving your request.


At the time of booking we require a confirmatory deposit of 30% of the total amount.
The reservation is definite only when we receive a deposit.

The outstanding balance is payable 8 weeks prior to departure.

If booking within 8 weeks/49da ys of departure, we will need the full holiday cost at the time of booking.


Methods of payment

Payments are accepted either by credit card or bank transfer (bank details are notified at the time of booking).  If a booking is made within a week of the arrival day, then payments are only accepted by credit cards.
Payment procedure and method may vary from property to property. This will be specified at the time of booking.

Once the initial payment is made, your booking is considered as confirmed.  We will then forward you a booking voucher with a holiday confirmation which you must print and present to the owner/manager on arrival. The voucher will display the name of the property, date of arrival, date of departure, number of guests and type of accommodation. Also we wil send you the driving directions to your accommodation. Please note that without the voucher the owner/manager reserve the right to refuse handing over the keys.


Your holiday price include
  • Accommodation at your chosen property
  • Gas for cooking and hot water, water, crockery, utensils, bedroom linen and bathroom towels
  • Self catering are cleaned for your arrival and linen and towels are changed weekly unless stated otherwise
  • Driving directions to your chosen accommodation
  • Contact number for emergency


Your holiday price does Not include
  • Transport to/from accommodation
  • Travel insurance
  • Extras such as welcome hampers, transfers etc
  • Swimming towels are usually on a request basis and subject to availability and payable locally(about 6Euros/towel)
  • Charges, if applicable for a cot and highchair, which is subject to availability and payable locally
  • Additional room facilities requested locally
  • Central heating/Air conditioning in Self Catering is usually an extra and payable locally. On arrival and departure, guests are requested to do a meter reading.
  • Refundable Security Deposits charged by the owners of self catering accommodation, payable locally to cover breakages, damage or additional cleaning on departure.

Insurance


Italy Close By  and its representatives strongly encourage you to buy travel insurance at the time of booking to compensate you in the event you must cancel and forfeit funds. You may purchase such insurance from your preferred insurance company.


GENERAL SELF CATERING INFORMATION


Glossary


Twin/double bedroom - denotes that you may choose to have either. Please advice us of your preference at the time of booking.  Please note that in Italy, double beds are often made by linking two single beds together and using double linen

bathroom - has a bath, sink, bidet and WC
shower room - has a shower, sink, bidet and WC
service toilet - has a sink and WC

Active Farmhouse refers to a rural type of property where a local speciality is produced on the premises. Usually only wine and olive oil is produced. Harvesting takes place in Tuscany in September and October for olive picking. During these times there will be the possibility to view the wine and olive making process. Although there will be additional workers during these times, the work concentrate on the fields and owners guarantee that no noise is made to interphere with your holiday.


Self catering  minimum stays and days of arrival

Saturday to Saturday stays are the usual requirements at self catering accommodations, while a couple of days are requested in hotels.  However some self catering owners are flexible to accept guests on different days of the week and for different durations, therefore if you have any special requirements please let us know at the time of enquiry.


Arrivals and departures

Guests are expected to check in between 15.00 and 19.00 and vacate the accommodation by 09.30.
In case of any delay or emergency, guests are required to phone as soon as possible the telephone number provided on the travel documents forwarded.


Self catering facilities

All our accommodations are fully equipped with cooking facilities (gas or electric), crockery, utensils, bed linen and bath towels (no swimming pool towels). Details of kitchen facilities are on the relevant page of the accommodation chosen. However it should be noted that the equipment reflects local style rather than visitors customs. As a result you may find yourself having to boil water in a saucepan rather than a kettle...
Water gas and electricity are included in the price of your rental (excluding heating and air conditioning at some properties)


Swimming pools

The dates when pools are open are usually from the beginning of May to the end of September. However, in the event of adverse weather conditions, opening may be delayed or closure brought forward.  Pools are not heated unless specified. Swimming towels are normally on request and subject to a rental price payable locally.


Cleaning

Your accommodation is cleaned for your arrival. On departure you are required to leave your accommodation reasonably clean and in good order. Failure to do so may result in the deduction of costs of extra cleaning from your Security Deposit held in resort.


Laundry facilities

The laundry facilities for each property are listed on the relevant description. Unless stated, washing and ironing facilities are not available.


Heating and air conditioning

All accommodations have heating facilities which must be paid for  locally, unless differently stated in our description.  Air conditioning only applies to some properties and unless stated, it must be paid for locally.

Please note that in Italy by law heating is allowed from the 1st November to the 31st March only. Some owners may switch it on outside these times only on request and at their own discretion.


Security deposits

The owners of our accommodations have requested that a Security Deposit is held as protection against possible damage or loss. This is collected by the villa owner/manager on arrival or in some cases prior to departure.  There is not a fix amount as it varies according to the standards of the accommodation.  This deposit is only accepted by Euro cash. Details of deposits required by each are given at the time of booking.  Deductions will normally be made for items such as broken windows, damaged furniture or additional cleaning on departure if the accommodation is not left in good order.



Cots & highchairs

These are usually supplied with no extra charge and if requested at the time of booking. Any applicable charge must be paid for locally. Cot linen is supplied.


Wildlife & pets

Please note that many of the properties we feature are located in rural areas and are not modern buildings. It is  therefore possible that you may see or hear indigenous wildlife and farm animals in or around the property.
Many of the owners of our accommodations, where the owner is resident have dogs and /or cats. They are usually allowed in the public areas so if you have any fears or allergies please call us to ascertain if the property is suitable to you.


Health & Safety

Italy Close By is committed to work with properties which meet high standards of health and safety.  It is however important to remember that many of our properties are people's homes and this coupled with their unique character and individuality. Consequently, it is important that on arrival you familiarise yourselves ith your surroundings, particularly if you are travelling with children.


Different able guests

We will be happy to give advice on suitability of destination and accommodation to passengers with a disability. However, due to the nature of some of our accommodations and destinations, there may be limited access for wheelchair use.


Whilst on holiday

(i) If you wish to make any changes to the booked arrangements whilst on holiday, eg. upgrading your accommodation, changing accommodation or extending or reducing your holiday duration, all such requests will be subject to availability and any extra costs, including cancellation charges, must be met by you and paid locally. As this alters the basis of your booking contract it is essential such changes are arranged through us in writing.
(ii) The accommodation booked is only available for use by those persons included on the booking unless otherwise agreed by us in writing.
(iii) You are responsible for any damage caused to your holiday accommodation, except by person not known to you or us and unconnected with the contract between us, during your stay and any charges levied by the owner/hotel manager in this respect must be met by you and paid locally.
(iv)Please remember you are a guest at your holiday accommodation and the owner/hotel manager may remove anyone whose behaviour is disruptive or affects the enjoyment of other guests.


CANCELLATION POLICY


If you cancel your holiday, the lead name on the booking or your travel agent must advise us in writing via email or fax. Verbal cancellations will not be accepted. If you cancel you will be liable to pay the cancellation charges set out in the table below. Holiday deposit paid in advance is not refundable. Cancellation periods are calculated on the date of your cancellation being received by us at our office in Italy. 

Period before scheduled departure date when your cancellation notification is received by us:

50 days or more Deposit
Within 49 days Total amount including deposit


Curtailment and extension of your stay


If guests are unable to arrive on the day and hours specified due to travel difficulties, strikes or personal reasons, then Italy Close By is not liable for any refund.
Should you decide to curtail your holiday arrangements, for whatever reason, no refunds will be payable for any unused nights accommodation or special requests paid for in advance.


Transferring a booking


If you are prevented from travellling, you may transfer your booking to another person or group, as lond as you or your travel agent notify us in writing.  The arrangements must remain exactly the same as the original booking.
If you wish to transfer your booking to another period/accommodation thereby changing the arrangements completely, this will be treated as a cancellation with loss of deposit and, if applicable, cancellation charges as set out in Cancellation Policy paragraph.
For the porpouse for of this contract we define 'prevented' to be death, accident,oòòmess, jury service or witness summons, or redundancy of yourself, travelling companion of close parent.


Any Problems

We make every effort to endure that all informations we provide are up to date. 
In order to avoid any discrepancy, we set up an ongoing policy of property inspection to ensure that the properties and their services match accurately their descriptions on our site. We also work closely with the owners to ensure that they are totally responsible for the published information.In the event of a complaint concerning your accommodation you must immediately inform the owner/person in charge at the property. Until they know about a problem they cannot begin to resolve it. It is therefore a condition of this contract that you communicate any dissatisfaction to the supplier of the service in question as complaints after leavihg the accommodation will not taken into consideration.

On rare occasionsthe accommodation we have reserved for you may not be available on your arrival oing to an incident or occurrence outside our control in respect of which we may not have been notified in time to advise you before your departure.  If this occur we will endeavour to provide an accommodation of equivalent standard in the same resort area. If we should failire to provide you with a suitable alternative we will refund you the total accommodation price you paid.

We would remind you then that Renting In Italy hold no responsibility in cases where your accommodation is considered to be different to the description found on this web site - this is ultimately the responsibility of the owner.

Italy Close By will not accept any responsibility for any of the following:

1. Negligence or failure of third-party services.

2. Force-Majeure, or any occurrences that neither renting In Italy nor its representatives could foresee, in spite of reasonable diligence. In these conditions force majeure shall include but shall not be limited to war, or threat of war, natural disasters, terrorist activity, threatened or actual, civil or political unrest, military intervention, closure of ports or airports, industrial action threatened or actual, fire, flood, earthquake, lightning strikes, hurricane, tornado, technical problems of transport or any other circumstances beyond RiI's control.

3. Theft of property or belongings from the rented accommodation.



Jurisdiction


In case of disagreements concerning booking and letting, Italian law only is applicable and only the Courts of Law in Florence are competent to deal with the matter. By passing the booking and by signing the booking form the client implies that he has read and accepted the Terms and Conditions. If some of the conditions of this contract were not valid or become invalid, or if a gap appears, the validity of the remaining conditions cannot be questioned.



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