FAQ

What makes VaPiano Travel Rated?

-VaPiano Travel is not a traditional travel agency. We do not have contracts with chain hotels. We do not receive kickbacks for sending travelers to certain properties, airlines or tour operators. We do not take anything from a book. Everything we do is hand-crafted by our in house experts and carried out by our in country guides and escorts. The result is a seamless experience distinct from all others thanks to the personal nature of the process from start to finish. We understand what matters to those who prefer a more refined and high level experience and provide just that in every instance.

What is the level of service to be expected on escorted journeys?

Our escorted journeys are custom build to suit your needs and interests prior to departure. Once on the ground in your destination, you will enjoy the services of a personal escort who will remain with you throughout the trip (as arranged) and manage your every need and add a level of luxury and ease to any journey.

How can I be sure my personal consultant is an expert in my chosen destination?

-Your consultant will be selected for you based on the regions and destinations you will be traveling to. Each of our consultants has lived in, traveled extensively within and studied the regions they manage.

Is there any extra charge for personal assistance while on my trip abroad?

-Never. You can expect the same immediate, expert assistance and guidance no matter the situation, time of day or destination with our 24-hour dedicated assistance line/email/message - provided for every traveler whether escorted or not.

What is the normal amount of baggage expected per traveler?

We use the industry standard as per all airlines and travel guidelines globally - one checked suitcase per traveler plus one carry on. This ensures sufficient space in each vehicle, boat, and other modes of transport throughout the trip. If additional baggage is expected we will arrange for larger/additional vehicles at additional cost.

T&CS:

Rates quoted are valid unless and until suppliers alter their own rates which are subject to change without notice in most cases. Rates are not guaranteed until all reservations are confirmed.

PAYMENT TERMS

-25% non-refundable deposit due at the time of confirmation is required to confirm all trips/trip plans. In the case of cancelation prior to final balance the deposit will be suspended intact and reapplied to a new trip in the same region of equal or greater value at the time of your choosing without expiration. In some cases a given accommodation, yacht charter, cruise cabin, flight cost etc - may be deemed nonrefundable by that operator and this will be excluded from the suspended amount accordingly to be managed with that operator directly as per their individual terms - outside of VaPiano Travel LLC.

-Final balance is due 60 days prior to arrival. If the balance remains unpaid by the due date, trip components are no longer guaranteed and will depend on availability at the time the full payment is received .*Deposit amount and final balance due date subject to change based on domestic flights included and/or peak season travel dates and specific property rules/yacht or vessel contracts. Final balance payments received after the 60 day due date may result in altered trip plans and content due to lost holds or guide schedules/property requirements. If final payment is not received by the 45 day mark prior to departure the trip in question will be automatically canceled out.

Changes to any trip outline or itinerary are to be made prior to the 60 day balance payment after which all contents are considered finalized. Changes requested after this date may be denied due to lack of availability, guide or driver/rail schedules, hotel availability or other factors unforeseen. Changes deemed possible may be subject to a penalty fee for adjustment

We accept all major credit cards (MasterCard, Visa, American Express) and wire transfer/check
*Discounts may apply when paying via wire transfer/check

TRIP CONTENTS

With the extreme demand placed on the travel industry since the end of the Covid pandemic some previously existing experiences (tours, access, experience - even properties and restaurants) may at times be unavailable or altered without warning. In these cases we will do our best to provide a similar experience or property option. If such replacement is not available we will refund the cost of the item in question fully. Please keep in mind these instances are not something we can control or foresee and are a byproduct of the global situation we currently find ourselves navigating.

***Tour times and dates may be adjusted due to operator/guide schedules and hours of operation without prior notice - during the planning process and up to the date of fulfillment. There are many factors including weather, venue schedules, guide schedules, operator time blocks, logistical concerns, rate schedules etc which may play a role in the final schedule for any trip - all factors which we must then adapt to and manage for the traveler.

If a pre-itinerary is provided during the planning process it is only a guideline for the trip and is always subject to date and time changes due to unforeseen circumstances and booking considerations. No trip plan is final until the final packet is received with final itinerary and all confirmations within.

If a traveler should wish to make separate plans outside of those arranged by VaPiano Travel it is that traveler’s responsibility to ensure that those additional plans do not overlap or interfere with the itinerary and plans arranged by VaPiano Travel. We cannot be responsible for individual arrangements and cannot adjust finalized schedules to match items added after the fact or independent of the confirmed trip outline as agreed.

With the extreme demand for 2024/5 travel several high volume venues and sites have changed their ticket policies restricting access and releasing schedules only at last minute and only to specific operators whom must then manage demand for the entire industry. These sites include: Palais du Louvre, Catacombes de Paris, Santa Maria della Grazie, Buckingham Palace, Chateau de Versailles, Windsor Castle, Vatican City Museums & Capella Sistina, Anne Frank Haus, Rijksmuseum, and others. For this reason exact dates and times of entry for these sites can never be guaranteed and may vary as needed to ensure inclusion.

CANCELLATION POLICY

AIR TICKETS are subject to penalties if cancelled or changed - Please examine your tickets carefully for destination, carrier, flight numbers times, dates and correct name that matches your government issued ID. We suggest that you verify departure times at each stopover since schedules can change with little advance notice. All times shown are local as observed in each city. You must claim your seat assignment with the airline at least 30 minutes prior to departure time or your reservations may be cancelled. If you do check in at the gate at least 20 minutes prior to departure time, your seat may be given away.

CHANGES & CANCELLATIONS:

-25% non-refundable deposit due at the time of confirmation
-60 days prior to arrival (after final balance paid and all components finalized - no changes permitted without penalty): 100% penalty. Travel insurance is recommended

Cruise bookings cannot be altered or assumed by the traveler once booking under agency accounts. Only cancelation is permitted and only per cruise line policy at the time of cancelation.

Cruise Bookings: any cruises arranged by VaPiano Travel LLC or assumed by VaPiano Travel LLC at the request of the client shall remain under the management of VaPiano Travel LLC until completion. Should a traveler wish to regain management of any cruise booking made or assumed by VaPiano Travel LLC at any time, the release of said cruise booking is at the discretion of VaPiano Travel LLC and shall not be released prior to the 28 day mark before departure on that cruise as per original scheduled sail date.

PLANNING PROCESS

All trips by VaPiano Travel LLC are custom created for each of our clients. You will receive a trip outline for approval, and at that time you may make adjustments to your outline. After a deposit is made, we have some flexibility with tours, but changes in dates or destinations may result in property changes based on availability. Your final balance is due 60 days prior to your trip. Once the final balance is paid, no changes are permitted, and trip components are nonrefundable. It is the client’s responsibility to review the trip outline where the travel plan is laid out in detail.

HOTELS AND OTHER ACCOMMODATIONS

With the tremendous demand for travel post-covid properties frequently close out extremely quickly and well in advance without notice - all trip outlines are accurate and all content is available when provided to the client but any delay in deposit may result in close outs before the traveler has confirmed a given trip plan with required deposits. Should any listed property close out in the time it takes to confirm or pay a deposit invoice we will automatically replace it with a property equal to, or as close to equal quality as possible at no cost to the traveler. This will occur without consultation as any further delay may result in alternate properties also closing out for the period. If the alternate property is lower cost than the original property the traveler will receive a credit for the adjustment on his/her final balance.

VaPiano Travel LLC does not consult with clients about specific dates and times for each tour and train. The schedule is created in the order in which it fits within the dates for each destination. The times and dates are decided based on guide schedules and time blocks, site availabilities and hours of operation, train schedules, etc. This level of planning can only be executed by a travel professional. If you have a special request for a date and time of a certain activity, it must be provided to VaPiano Travel LLC no later than 60 days from the date you land in your first destination. We will do our best to arrange special requests, although it cannot always be guaranteed.

*Once paid, your deposit invoice serves as a contract agreement for all travelers as per NYS law:

GBS - General Business Article 10-A - (155 - 159-A) TRUTH IN TRAVEL AC

Should a client unsuccessfully dispute any charge made by agreement of both parties (VaPiano Travel LLC and the client), the funds disputed shall be forfeit and no longer applicable to future travel credit