DOVETAIL TRAVEL LLC GROUP TRAVEL AGREEMENT
When purchasing a tour with Dovetail Travel LLC, (“Dovetail”), you (whether one or more person, “Customer”), agree to and accept the following terms and conditions (“Agreement”).
1 – RESERVATIONS & PAYMENTS
1.1 Payment in part or whole is an acceptance of these terms and conditions. All prices indicated are in US dollars.
1.2 To reserve Customer’s trip, we require a non-refundable deposit of $500 per person. Deposits can be made by check, wire, or Visa, MasterCard, Discover, or American Express for the initial deposit. Should Customer prefer to pay by Credit Card, fees will be incurred by Customer.
1.3 Upon confirmation of Customer’s reservation, Dovetail will issue a confirmation email. Written confirmation is required to participate in any tour with Dovetail. It is the responsibility of the Customer to check the accuracy of the reservation and the dates of travel.
1.4 The remaining balance is due in two installments:
- 30% of the FULL balance due is payable 125 days before Customer’s trip scheduled departure date.
- The remaining balance must be received in FULL no later than 75 days prior to the tour’s scheduled departure date.
Customer will be sent a reminder email 10 days prior to each of these due dates.
Once payment for an installment is made, all monies are non-refundable.
1.5 In order to reserve Customer’s place on any of the trips with Dovetail, Customer must provide full payment for Customer’s reserved tour.
2 – TOURS
2.1 Unless otherwise specified, Dovetail arranges for round-trip transportation in private vehicles from a central meeting location where the tour begins and ends. Dovetail does not provide or include airfare. Dovetail arranges for accommodation for the specified number of nights of the trip, however for an additional fee, additional nights in the accommodation can be arranged through Dovetail. During the stay at each accommodation the Customer may request room preferences, subject to availability on a first come first serve basis. Accommodations may vary. Dovetail reserves the right to make changes to accommodations based on group needs.
2.2 The information in the trip details documents, website tour pages, and brochures have been compiled with care and are provided in good faith. However, they are subject to change, and do not form part of the contract between the client and Dovetail. Occasionally our itineraries change as we make improvements that stem from past travelers’ comments and our own research. Sometimes it can be a small change like adding an extra meal along the itinerary. Sometimes the change may result in us altering the tour for the coming year. Ultimately, our goal is to provide Customer with the most rewarding and authentic Italian experience.
2.3 Itinerary Disclaimer
While it is our intention to adhere to the route originally described, there is a certain amount of flexibility built into every itinerary and on occasion it may be necessary, or desirable to make alterations. The itinerary is a general overview, as we never know exactly where our journey will take us. We provide all tour participants with detailed itineraries prior to booking and departure. The boutique nature of our itineraries means that they may be subject to minor changes, updates and additions as we get closer to departure.
Additionally, any travel times listed are approximate and subject to variations due to local circumstances.
2.4 Disabilities and Medical Conditions
We will do our utmost to accommodate any special requirements you may have. If you or any member of your party has any medical condition or disability which may affect your trip, please provide us with full details before we confirm your booking so that we can try to advise you as to the suitability of your chosen arrangements. We may require you to produce a doctor’s certificate certifying that you are fit to participate in your chosen arrangements. If Dovetail or our service providers are unable to accommodate the needs of the person(s) concerned, we will not confirm your booking or if you did not give us full details at the time of booking, we will cancel it and impose applicable cancellation fees when we become aware of these details.
2.5 Luggage Limitations
Each guest is permitted one single bag having a maximum size of 26 inches in height, 18 inches in width and 10 inches in depth and one European sized carry-on bag. The Customer is also allowed a small personal item such as a daypack or shoulder pack or purse. The backpack must measure less than 20 inches in height.
Please keep in mind Dovetail trips travel to fantastic places in Italy that may require the transportation to have smaller trunks in order to access them, so luggage space is limited.
No guest with more than 1 bag measuring a maximum size of 26 inches in height, 18 inches in width and 10 inches in depth, a European sized carry-on bag, and a personal item with a height of more than 20 inches, will be allowed to travel from the tour’s pickup point back to the Hotel.
3 – CUSTOMER RESPONSIBILITIES & CONDUCT
3.1 All Customers must be at least 18 years of age to engage our services.
3.2 Any special requests must be communicated with Dovetail in writing prior to booking. Dovetail will try to arrange for reasonable special requests to be met and will communicate those requests to the service providers, but neither Dovetail nor the service providers can guarantee they will be met. Confirmation that a special request has been noted or passed on to the service providers is not confirmation that the request will be met. Unless and until specifically confirmed, all requests are subject to availability and cannot be guaranteed.
3.3 It is the responsibility of the Customer to make sure he or she has a valid passport, and all necessary visas, permits or certificates with him or her for each tour taken with Dovetail. The Customer is responsible for checking requirements for their specific circumstances. Requirements do change and you must check the up-to-date information ahead of departure.
Italy recommends for visitors to have passports that are valid for at least 6 months – and they must be valid for 3 months beyond departure date from the Schengen area. If your passport is in its final year, you should check the expiration date to be sure you have a sufficient period of validity. There should be at least 2 blank passport pages for entry stamps.
Dovetail is not liable for any problems, delays or denied entry. Customer agrees to reimburse Dovetail in relation to any fines or losses which Dovetail incurs as a result of Customer’s failure to comply with any passport, visa, immigration requirements or health formalities.
3.4 The Customer agrees to comply with the local laws and regulations of the countries visited, including customs and foreign exchange restrictions. If the Customer does not comply or he or she disrupts the safety, enjoyment, and/or best interests of the group, Dovetail reserves the right to dismiss the Customer from the tour or restrict participation in the tour or any given group activity. The Customer is not eligible for refunds under such circumstances.
3.5 It is the responsibility of the Customer to arrive on time at the designated meeting locations for all of Dovetail’s trip departures. In the situation that the Customer misses a scheduled departure, any extra travel expenses incurred will be paid by the Customer. Customers who miss a departure time due to his or her own negligence or the delay and/or cancellation of incoming transportation are not entitled to a refund. It is the responsibility of the Customer to check in with the local host, and/or guide 10 minutes prior to the specified departure time. Dovetail is not liable if any service departs or arrives later than the specified time, even if as a result the Customer misses a connecting service or activity.
3.6 Dovetail is not responsible for the personal belongings of the Customer. It is the responsibility of the Customer to ensure the security of his or her own belongings. Dovetail is not responsible for the loss, theft or damage to any of the personal belongings of the Customer, regardless of the circumstances.
3.7 Dovetail’s trips, tour & itineraries offer transportation and accommodation to the Customer unless otherwise specified. When possible, the local service provider will do his or her best to accommodate special requests, however special attention or assistance cannot be guaranteed should the Customer have any physical disability or illness requiring such attention.
3.8 The Customer agrees Dovetail may take photographs and videos of the Customer during Dovetail’s trips for the purposes of marketing and social media. Such photographs and videos may be used in, but are not limited to, brochures, websites, print media and promotional videos. These images may be used for publicity and advertising Dovetail without obtaining further consent or payment for the use of these photographs and video. Dovetail respects and values Customer’s privacy. If the Customer does not wish for Customer’s photos or video to be taken, please let us know before Customer’s tour via email to: info@dovetailtravel.com.
3.9 Dovetail’s trips, tours and itineraries include walking and other activities which involve varying degrees of physical exertion and can be very strenuous. It is Customer’s responsibility to ensure that the Customer are of adequate physical condition to participate in our tours. Customer should seek medical advice if Customer has any reason to think that Customer is unable to undertake the tour or any aspect of the tour.
3.10 None of Dovetail trips include travel insurance The Customer is required to purchase comprehensive insurance and provide evidence of adequate travel insurance 45 days prior to the Customer’s trip departure date. Dovetail is not responsible for any losses or injury that insurance does not cover.
Medical and evacuation travel insurance are mandatory for all guests.
If evidence of adequate travel insurance is not received when due, Dovetail reserves the right to cancel the reservation and apply the cancellation fees outlined below in section 10.5.
Trip cancellation insurance, especially “cancel for any reason” insurance is strongly recommended.
3.11 To ensure the most enjoyable experience for everyone on tour, controversial subjects should be avoided. In the current world climate, Covid, Vaccines, Politics, Religion, or any other controversial topics can be highly divisive. Should Customer find themself in a discussion surrounding Covid, Politics, Vaccines, Religion, or any other controversial matters, please remember that others might not share Customer’s viewpoint, and that all views are to be discussed in the spirit of openness & respect to others’ opinions and beliefs. To ensure a safe and relaxed experience, conversation with your driver is not encouraged while the vehicle is in motion. It is the mission of Dovetail for everyone to have an authentic Italian vacation, immersed in the local culture and cuisine, and as such it is the utmost priority of Dovetail to do the best to ensure each guest feels welcome, safe & relaxed while on tour.
3.12 Villas
When staying at a villa or private property through us, you will be required to adhere to the terms of the rental agreement with the property owner.
Dovetail cannot be held liable for any damages, losses or theft incurred by Customer during their stay on the property. This includes, but is not limited to, injuries, death, fire or water damage, loss of personal property. It is the Customer’s responsibility to secure their belongings at all times.
No outside guests will be permitted at the villas.
3.13 Dovetail encourages the development of platonic relationships, so long as these relationships do not interfere with the functioning and goals of the tour. This policy does not prevent the development of friendships amongst members of the tour, but it does establish boundaries as to how the relationships are conducted. Romantic relationships between members of the tour that did not exist and were not disclosed to Dovetail prior to the trip are strictly forbidden and Customer agrees Dovetail cannot be held liable for anything that may happen. Failure to comply with this policy may result in early dismissal from the tour or restrictions in group activities.
4 – DEPARTURE POINT
All guests arriving on Dovetail small group tours are responsible for ensuring they make it to the meeting point by the time and place specified in the written itinerary. Details and directions for the meeting will be provided to all guests inside the Dovetail Travel paperwork and through electronic communication. Those who are unable to make it to the meeting point for the time specified will not be guaranteed a transfer from the original meeting place to the villa destination and will have to seek other arrangements to participate in the remainder of the tour.
5 – OPTIONAL ACTIVITIES
5.1 The Customer may have the opportunity to purchase optional activities on Dovetail’s trips. The Customer is responsible for any additional costs as well as complying with the service providers’ terms and conditions.
5.2 Some Dovetail trips may include third party transportation or services. In the event that vouchers/tickets are given to the Customer for these purposes it is the responsibility of the Customer to keep track of his or her own voucher/ticket. Lost vouchers/ tickets cannot be replaced and the Customer will be responsible for any additional cost or outcome incurred by such loss under any circumstance.
5.3 During the period of your trip scheduled with us, you may choose to book or pay for independent services that are not a part of your contracted arrangements with us, and we cannot accept responsibility for any services which have not been scheduled by us. For any service that you book independently, your contract will be with the service provider and not with us. We are not responsible for the provision of these services or for anything that happens during the course of its provision by the service provider. Customer must provide Dovetail with full details of any outside service scheduled as soon as possible. If these independent services result in your inability to participate in a scheduled service or activity during a Dovetail itinerary, you will be responsible for any applicable cancellation fees.
5.4 If Customer wishes to extend their trip, Dovetail may assist with planning. Any additional services booked through Dovetail, will be subject to the terms and conditions herein. Additional fees may apply. If Customer extends their trip independently, any Dovetail liability ceases at conclusion of the booked itinerary.
6 – RELEASE OF LIABILITY AND ASSUMPTION OF ALL RISK
6.1 Dovetail acts as a booking agent and contracts directly with restaurants, guides, and other service providers on the Customer’s behalf. Dovetail, its employees, affiliates, officers, and successors do not own or operate any entity that provides, or is to provide, goods or services during Customer trip. All bookings with third party providers are subject to their terms and conditions and limitations of liability, which will form part of your contract with us. It is important to note that some of these limit or exclude liability in respect of death, personal injury, delay and loss or damage to baggage.
Dovetail is not liable for any direct, indirect, consequential, or incidental damage, injury, death, loss, accident, delay, inconvenience or irregularity of any kind that may occur by reason of any act or omission, including, without limitation, any willful or negligent act, failure to act, breach of contract or violation of local law or regulation of any third party such as an airline, train, hotel, bus, taxi, van, yacht or vessel, local ground handler or guide, financial default or insolvency of any supplier that supplies any goods or services for this trip. The Customer herewith affirmatively waives any right under law or equity to pursue Dovetail. Dovetail may require a separate waiver at any time, either general, or specific to a feature.
6.2 Dovetail is not responsible for any loss, injury, death or inconvenience due to delay or change in schedule, overbooking of accommodation, default of any third party, attacks by wild or domestic animals, epidemics or the threat thereof, sickness, the lack of appropriate medical care, evacuation to same, if necessary, weather, strikes, acts of Nature or government, lost or misplaced luggage, acts of terrorism or the threat thereof, force majeure, war, quarantine, criminal activity, or any other cause beyond its control.
7 –FORCE MAJEURE
In case of a Force Majeure event, we are not responsible for performing our obligations and will not be responsible for any resulting damages.
A Force Majeure Event is any circumstances beyond our reasonable control, including without limitation acts of nature, terrorist activities, insurrection, explosion, flood, earthquake, tempest, forceful wind, fire or accident, war or threat of war declared or undeclared, sabotage, civil disturbance, labor strikes, requisition, pandemics, sickness, quarantine, government intervention, weather conditions, and unforeseen circumstances.
If we, our partners or agents are affected by a Force Majeure Event, we, or our agents, may vary or cancel any itinerary or activity without any obligation or liability.
8 – CANCELLATIONS & CHANGES
8.1 In order to not incur penalties for cancellations of bookings, these must be communicated to Dovetail according to the specific cancellation policies below.
8.2 The cancellation date will be determined as of the date of actual receipt of the cancellation notice by Dovetail.
8.3 Dovetail tours purchased during times of special sales are non-refundable, non-transferrable, and cannot be rescheduled. Special sales are any discounts of 5% or more from published standard pricing.
8.4 Cancellation by the Customer must be made in writing via email to info@dovetailtravel.com
Cancellations within the 150 days prior to the day of departure may incur an additional charge.
The following cancellation policies apply:
We reserve the right to charge Cancellation Fees (“Cancellation Fees”) as follows:
- Up to 126 days prior to the departure date: $500 USD non-refundable deposit
- 125 days to 76 days prior to the departure date: $500 USD non-refundable deposit plus 30% of the Full Balance is payable
- 75 days or less prior to the departure date: 100% of the Full Balance is payable
If a payment is not received when due as per the payment schedule outlined in section 1.4, Dovetail reserves the right to cancel the reservation and keep all monies received.
Note: The cancellation schedule runs from the original booking’s departure date and is not adjusted to trips that are transferred or rescheduled.
8.5 Rescheduling & Transfer Policy
Subject to certain conditions, Customer may transfer Customer’s tour booking once to another person up to 30 days prior to Customer’s trip departure. All requests to transfer Customer’s tour booking must be received within the 30 days prior to Customer’s original tour’s departure date by sending an email to info@dovetailtravel.com
In that case, we will be transferring any payments Customer may have made to that person and the new assigned guest will be responsible for making the pending payments. The Customer will be responsible for recovering any monies already paid from the guest themself.
Subject to availability, one complimentary trip switch and/or tour rescheduling is allowed per booking if rescheduling to a tour date that departs within one calendar year of Customer’s original tour departure date.
All requests to switch Customer’s tour or trip’s departure date must be received within the 60 days prior to Customer’s original trip’s departure date by sending an email to info@dovetailtravel.com
The new date must be indicated when notifying Dovetail that Customer would like to reschedule by sending an email to: info@dovetailtravel.com
Any additional changes of tour dates, trip switches, or rescheduling Customer’s tour to dates that are not within the same calendar year of Customer’s tour’s original departure date will incur the following administration fees:
- $1,000 USD administration fee per person for 7-day tours
- $1,500 USD administration fee per person for 10-day tours
60 days or less prior to Customer’s original trip departure date Customer’s trip can no longer be rescheduled and the Cancellation Fees outlined above will be applied.
30 days or less prior to Customer’s original trip’s departure date Customer’s trip can no longer be transferred to another person and the Cancellation Fees outlined above will be applied.
Dovetail trips purchased during times of special sales, promotions, or charity events cannot be rescheduled. Special sales are any discounts of 5% or more or any tour that is part of a charitable donation.
All trip switches or reschedules may be subject to price increases.
Note: The payment schedule runs from the original booking date and is not adjusted to trips that are transferred or rescheduled. The Customer is only permitted to switch to another date of the same itinerary originally booked or an itinerary of at least the same value per person.
8.6 No refunds will be made with respect to any partially completed trip.
8.7 No full or partial refunds or credits will be issued upon return from a trip.
8.8 All room upgrades are non-refundable once payment has been made for the upgrade.
8.9 All rescheduled trips are non-refundable.
8.10 No trips may be cancelled and no refunds will be given for trips cancelled due to “fear of travel”.
9 – CANCELLATION BY THE TOUR OPERATOR:
Dovetail guarantees the scheduled tour will run once 6 or more guests reserve their spots.
All private group tours are guaranteed. We will do our best to inform Customer about potential cancellations well in advance.
When, for any reason, Dovetail cancels the trip, the Customer has the right to claim reimbursement, only of the sum paid to Dovetail.
Dovetail is not responsible for expenses that are incurred in preparation for any cancelled trips, such as airline tickets, or for costs that are incurred due to travel delays, flight cancellations or illness.
In case of acts of force majeure (strikes, road conditions, weather…) Dovetail may modify the itinerary with alternative solutions maintaining the duration and quality of the service.
10 – DISPUTES
Any complaint by the client must be communicated in writing to Dovetail, at the e-mail address first indicated herein, within and no later than 3 business days after the date of the tour. Complaints or disputes that cannot be resolved amicably between the client and Dovetail shall be resolved by arbitration.
11 – ARBITRATION
Any controversy or claim arising out of or relating to this contract, or the breach thereof, shall be settled by arbitration administered by the American Arbitration Association in accordance with its Commercial Arbitration Rules and judgment on the award rendered by the arbitrator(s) may be entered in any court having jurisdiction thereof. The Arbitrator will be selected as provided under the Commercial Arbitration Rules.
The place of arbitration shall be Mequon, Wisconsin. The arbitration shall be governed by the laws of the State of Wisconsin. Time is of the essence for any arbitration under this agreement and arbitration hearings shall take place within 90 days of filing and awards rendered within 120 days. The Arbitrator(s) shall agree to these limits prior to accepting appointment. The arbitrator(s) shall award to the prevailing party, if any, as determined by the arbitrators, all of their costs and fees. 'Costs and fees' mean all reasonable pre-award expenses of the arbitration, including the arbitrators' fees, administrative fees, travel expenses, out-of-pocket expenses such as copying and telephone, court costs, witness fees, and attorneys' fees. Except as may be required by law, neither a party nor an arbitrator may disclose the existence, content, or results of any arbitration hereunder without the prior written consent of both parties.
12 – NON-DISPARAGEMENT
In the event of a dispute between Customer, and Dovetail, Customer agrees to not engage in any conduct or communications, public or private, designed to disparage Dovetail or its employees, guides, contractors and suppliers. Where required by law, of course, the Customer is not prohibited from sharing Customer’s thoughts and opinions as a part of the legal process.
13 – SEVERABILITY
In the event that one or more of the provisions, terms or clauses of this agreement is determined by a court of competent jurisdiction to be illegal, invalid or unenforceable, such offending terms or clauses shall be severed from the agreement and the remaining provisions, terms or clauses shall not be affected and shall remain. In the event of such severance, the remaining provisions, terms and clauses shall be binding and enforceable.
14 – ENTIRE AGREEMENT
This Agreement sets forth all the covenants, promises, agreements, conditions and understandings between Dovetail and Customer and there are no covenants, promises, agreements, conditions or understandings, either oral or written, between them other than are herein set forth. No alteration, amendment, change or addition to this Agreement shall be binding upon Dovetail or Customer unless reduced to writing and signed by each party.
15 - NOTICES
All notices by either party to the other shall be sent by email.
Dovetail: info@dovetailtravel.com
Customer: see signature line
Either party may, upon prior email notice to the other, specify a different email address for the giving of notice or the person to whose attention the notice is to be directed (if any).
16 – ASSIGNMENT
Dovetail reserves the right to assign any rights, interests or obligations hereunder without providing prior written notice to the Customer. Subject to the preceding sentence, this Agreement will be binding upon, inure to the benefit of and be enforceable by the parties and their respective successors and assigns.
17 – GOVERNING LAW
This Agreement shall be governed by and construed in accordance with the laws of the State of Wisconsin.
18 - EXECUTION
This Agreement may be signed in counterparts and by electronic signature.
10936 N Port Washington Road
Suite #372
Mequon, Wisconsin 53092, USA
Tel: +1 262-291-1577
