Corporate & Private Groups Terms
 

Last updated: 10/01/2025

These Corporate & Private Groups Terms (“Corporate Terms”) apply when booking on behalf of a company, family office, organization, private charter, or multi-guest group (collectively, “Group”). They supplement and, where noted, supersede our main Terms & Conditions. By approving a proposal or remitting any deposit for a Group booking, you agree to these Corporate Terms.

1. Scope and Definitions

• Group Booking: A reservation for multiple guests under a single contract/invoice, typically for retreats, leadership offsites, celebrations, or full-villa/masseria buyouts.

• Client: The contracting party responsible for payment and compliance (company, family office, organizer).

• Suppliers: Independent third parties providing accommodations, transport, venues, catering, guides, etc.

1. Deposits, Payments, and Invoicing

• Deposit: 25% non-refundable deposit due upon contract signature to secure dates, venues, and services.

• Milestone Prepayments: Certain villas, venues, yachts, or specialty experiences may require earlier or additional prepayments (including up to 100% prepayment). We will disclose these requirements in your proposal/contract; those supplier terms will govern.

• Final Balance: Due 90 days before the start date unless a supplier requires an earlier deadline; for bookings made within 90 days, full payment is due at contract signature.

• Payment Methods: Bank transfer or major credit card. Processing, bank, and FX fees are the Client’s responsibility. Funds must clear by the stated deadlines.

• Currency: Quotes in USD unless otherwise agreed in writing. Non-USD payments are subject to the payer’s bank/card exchange rates and fees.

1. Attrition and Headcount Changes

• Attrition Allowance: Up to 10% reduction in guest count (rooms or participants) without penalty if confirmed in writing by 90 days before start, provided supplier policies allow. Reductions after that date are chargeable in full.

• Additions: Additional rooms/guests are subject to availability and current pricing. New services require written approval and prepayment.

1. Rooming Lists and Manifests

• Deadlines: Preliminary rooming list/guest manifest due 60 days before start; final list due 30 days before start (names, dietary restrictions, accessibility/mobility needs, arrival details).

• Late Submissions: Late or incomplete details may limit our ability to accommodate preferences; additional handling fees may apply.

1. Changes by Client

• Date shifts, venue changes, or major itinerary edits after contract signature are treated as cancellations and rebookings unless otherwise agreed in writing. Change fees and supplier penalties may apply.

1. Cancellations and Refunds (Groups)

• 120+ days before start: Deposit (25%) is non-refundable; any additional supplier prepayments follow supplier policies.

• 119–91 days: 50% of total program cost is due/retained (including deposit); non-refundable.

• 90 days or less: 100% of total program cost is due/retained; non-refundable.

• No refunds for unused services, no-shows, early departures, or late arrivals.

• We strongly recommend event and travel insurance covering cancellation, supplier default, and liability.

1. Changes by Us and Force Majeure

• We may make reasonable substitutions (venues, experiences, timing) to maintain quality and safety.

• Force Majeure: We are not liable for delays or changes caused by events beyond our reasonable control (e.g., extreme weather, natural disasters, strikes, civil unrest, epidemics/pandemics, government actions, supplier insolvency). Where feasible, we will work to re‑arrange or rebook; refunds/credits are subject to supplier policies and cannot be guaranteed.

1. Client Responsibilities and Conduct

• Compliance: Client and guests must follow local laws, venue rules, and safety guidance. We may refuse or remove disruptive or unsafe participants; no refunds will apply.

• Insurance: Client is responsible for maintaining appropriate insurance for the event/trip (e.g., general liability, event cancellation, and travel/medical coverage for participants). Proof of insurance may be requested.

• Indemnity: Client agrees to indemnify and hold harmless Bella Puglia Tours from claims arising from Client’s or participants’ negligence, willful misconduct, or breach of these Corporate Terms.

1. Vendor Access, Branding, and Privacy

• Access: Client agrees to provide reasonable access for our team and suppliers to deliver services.

• Branding/PR: Any use of Bella Puglia Tours’ name, logo, or content in promotional materials requires our prior written consent.

• Data Privacy: Personal data will be processed per our Privacy Policy and applicable laws (GDPR/CCPA where relevant).

1. Pricing, Taxes, and Fees

• Inclusions/Exclusions: Only items specified in the signed proposal/itinerary are included. Typical exclusions: international airfare, some meals, gratuities, personal expenses, certain city/visitor taxes.

• Local Taxes/Fees: City/resort/venue fees may be collected locally unless expressly included. Currency fluctuations and supplier surcharges may affect add-on pricing prior to final payment.

1. Limitation of Liability

• Our aggregate liability related to a Group booking shall not exceed the fees paid to us for the affected services. We are not liable for indirect, incidental, special, consequential, or punitive damages, except where prohibited by law. Suppliers are independent contractors responsible for their services.

1. Governing Law and Venue (Court-Only)

• These Corporate Terms are governed by the laws of the Commonwealth of Pennsylvania, USA, without regard to conflict-of-law rules. For EU/UK consumers, mandatory consumer protection laws of their residence may also apply where applicable.

• Exclusive jurisdiction and venue: The state and federal courts located in Allegheny County, Pennsylvania, USA. Each party consents to personal jurisdiction there.

• Class action waiver: To the extent permitted by law, disputes must be brought individually, not as class or representative actions.

1. Severability and Entire Agreement

• If any provision is held invalid or unenforceable, the remainder remains in effect.

• These Corporate Terms, together with the signed proposal/contract, invoices, and our main Terms & Conditions and Privacy Policy, constitute the entire agreement and supersede prior understandings regarding the Group booking.

Acknowledgment By approving a proposal/contract or remitting any deposit, the Client acknowledges and agrees to these Corporate Terms.