When these terms apply

These Terms and Conditions apply to the use of www.romeprivateexperience.com and, unless otherwise agreed in writing, to services offered or arranged under the Rome Private Experience name.

By submitting a request, accepting a written proposal, making a payment or participating in a confirmed experience, the client acknowledges these terms together with the specific conditions communicated for that booking.

Where a written proposal, invoice, booking confirmation or supplier condition contains a provision specific to the selected experience, that specific provision prevails over the general wording of these Terms and Conditions to the extent of any conflict.

Private, corporate and bespoke experiences

Rome Private Experience designs and coordinates private guided tours, cultural programmes, exclusive-access experiences, corporate events and related organisational services in Rome and, where expressly agreed, in surrounding destinations.

Programmes may include services supplied by independent guides, museums, archaeological sites, private venues, ticketing providers, transport companies, caterers or other third parties. Availability remains subject to the rules, opening decisions and operational requirements of those providers.

Unless expressly described and confirmed as a package within the meaning of applicable package-travel legislation, the service is not presented as including accommodation or a combination of travel services constituting a travel package.

A request is not a confirmed booking

Information submitted through the website, email, telephone or WhatsApp is treated as an enquiry. It does not reserve guides, tickets, transport, venues or other capacity and does not create a binding contract.

Quotations are based on the information available when issued and may be subject to expiry, availability, supplier confirmation, participant numbers, language, timing and access requirements.

The client is responsible for checking that names, dates, times, participant numbers, languages, accessibility needs and other essential details are accurate before accepting a proposal.

When a booking becomes binding

A booking becomes binding only when Rome Private Experience has issued written confirmation and any required deposit or full payment has been received by the stated deadline.

If payment is not received on time, availability may be released without liability. A payment made after the deadline does not automatically restore expired availability unless reconfirmed in writing.

Commercial terms

Prices are stated in euros unless expressly indicated otherwise. The quotation or invoice will specify what is included, any applicable VAT treatment and the required payment schedule.

Charges not expressly included—such as additional participants, overtime, optional admissions, food and beverages, transport, gratuities or services requested on site—may be invoiced separately.

Bank, card, currency-conversion or intermediary charges imposed on the client are the client's responsibility unless otherwise agreed. The amount received must equal the amount stated as payable.

Third-party admission rules

Museum, monument, archaeological-site and event tickets may be non-refundable, non-transferable, issued for a fixed time and subject to identification checks. The client must provide accurate names and other information by the requested deadline.

Errors, omissions or late changes requested by the client may require new tickets, where available, at the client's expense. Rome Private Experience cannot guarantee that suppliers will permit changes.

Cancellation terms communicated at confirmation

Cancellation conditions vary according to the experience, the preparation already performed and the rules of the guides, venues, ticketing services, transport providers and other suppliers involved.

The applicable cancellation schedule will be included in the written proposal or booking confirmation. Amounts identified as non-refundable, including purchased tickets, deposits, venue fees and committed third-party costs, remain payable or non-refundable.

A cancellation is effective only when received in writing by email or another communication channel expressly accepted for the booking. The time of receipt in Rome determines the applicable cancellation period.

Dates, times, participants and programme changes

Requests to change a confirmed booking are subject to availability and supplier approval. Additional fees may apply for revised tickets, new reservations, extra participants, extended duration, transport changes or administrative work.

A reduction in participant numbers does not automatically reduce the confirmed price, particularly where the service was quoted on a private-group basis or third-party costs have already been committed.

Operational adjustments

Rome Private Experience may make reasonable changes where necessary because of site closures, security measures, public events, restoration work, access restrictions, transport disruption, supplier decisions or circumstances outside reasonable control.

Where possible, an equivalent guide, route, venue, timing or service will be proposed without materially reducing the overall nature of the confirmed experience.

If Rome Private Experience cancels a service and no reasonable alternative is accepted, the client will receive a refund of the amount paid for the cancelled service, less any sums that are lawfully non-refundable and retained by third-party suppliers where the circumstances and applicable law permit.

Services scheduled for a specific date

Under applicable consumer law, the ordinary withdrawal period for distance contracts may not apply to services related to leisure activities where the contract provides for a specific date or period of performance.

Accordingly, once a dated tour, cultural visit, ticket, event or related leisure service has been confirmed, cancellation is governed by the conditions communicated for that booking rather than by an unconditional fourteen-day withdrawal right, where the legal exception applies.

Nothing in these Terms limits any mandatory consumer right that cannot lawfully be excluded.

Meeting times are operationally essential

Clients must arrive at the agreed meeting point by the stated time. Security checks, timed admissions and supplier rules may prevent late entry.

A late arrival may shorten the experience without a price reduction. Where the guide or supplier cannot wait, the booking may be treated as a no-show and no refund will be due, subject to mandatory law.

Clients should promptly notify the designated contact if they expect to be delayed. Any extension remains subject to guide availability, venue rules and additional charges.

Conduct, documents and site rules

Participants must comply with applicable laws, safety instructions, dress codes, security checks, photography restrictions and the rules of venues and suppliers.

Each participant is responsible for carrying required identification, tickets or documents and for ensuring that their physical condition, clothing and footwear are appropriate for the programme.

Disruptive, abusive, unsafe or unlawful behaviour may result in refusal or termination of the service without refund, where reasonably necessary to protect people, property or the proper delivery of the experience.

Information needed before confirmation

Historic buildings, underground sites, archaeological areas and private venues may contain stairs, uneven surfaces, narrow passages, low lighting or limited accessibility.

Clients should disclose relevant mobility, accessibility, medical or dietary requirements before booking so that feasibility can be assessed. Rome Private Experience will make reasonable efforts to propose suitable arrangements but cannot alter the physical limitations or rules of third-party locations.

Supervision and participation

Minors must be accompanied and supervised by a responsible adult unless a different arrangement has been expressly agreed. The adult making the booking is responsible for assessing whether the selected programme is suitable for the minors in the group.

Services delivered by third parties

Certain elements may be delivered by independent suppliers who remain responsible for their own services, licences, safety procedures and legal obligations.

Rome Private Experience selects and coordinates suppliers with reasonable care but is not responsible for acts or omissions that fall exclusively within an independent supplier's control, except where liability cannot be excluded under applicable law.

Unavoidable and extraordinary circumstances

Neither party is responsible for failure or delay caused by events beyond reasonable control, including severe weather, natural disasters, epidemics, strikes, civil disturbance, war, terrorism, government restrictions, transport shutdowns, security emergencies, power failures, unexpected site closures or similar events.

The parties will cooperate in good faith to identify a reasonable alternative, rescheduling option or refund where appropriate, considering work already performed, supplier conditions and mandatory law.

Reasonable limits

Rome Private Experience is responsible for performing its contractual obligations with reasonable professional care.

To the fullest extent permitted by law, it is not liable for indirect or consequential loss, loss caused by inaccurate information supplied by the client, failure to follow instructions, personal belongings, or circumstances outside its reasonable control.

Nothing in these Terms excludes or limits liability for fraud, wilful misconduct, death or personal injury caused by negligence, or any other liability that cannot lawfully be excluded or limited.

Travel and personal cover

Clients are encouraged to maintain suitable travel, medical, cancellation and personal-property insurance. Rome Private Experience does not provide personal insurance unless expressly stated in writing.

Images during experiences

Participants may take photographs only where permitted by the venue and applicable law.

Rome Private Experience will not intentionally use identifiable client images for promotional purposes without an appropriate legal basis, such as specific permission where required. Separate rules may apply to photographers, venues or public events.

Website and programme content

Unless otherwise stated, the website's texts, original photographs, graphics, branding, itinerary descriptions and other content are owned by or licensed to Rome Private Experience.

Content may not be copied, republished, distributed, commercially exploited or used to reproduce an itinerary or service without prior written permission, except where permitted by mandatory law.

Accuracy and availability

Website content is provided for general information and may be updated without notice. Images are illustrative and access, programmes, timings and prices remain subject to written confirmation.

Rome Private Experience does not guarantee that the website will always be uninterrupted or error-free, but reasonable efforts are made to maintain its security and availability.

Personal data

Personal data are handled in accordance with the Privacy Policy and information about website technologies is provided in the Cookie Policy .

How to raise a concern

Any issue arising during an experience should be reported as soon as reasonably possible so that an appropriate solution can be attempted.

Formal complaints should be sent to info@romeprivateexperience.com with the booking reference, relevant facts and supporting documents. Complaints will be reviewed in good faith within a reasonable period.

Italian law and mandatory consumer protection

These Terms and the related contractual relationship are governed by Italian law, without depriving a consumer habitually resident in another country of any mandatory protection applicable under conflict-of-law rules.

For clients acting as consumers, jurisdiction belongs to the courts designated by mandatory consumer-protection rules, including the court of the consumer's residence or domicile where applicable.

For clients acting for business or professional purposes, and where legally permitted, the courts of Rome shall have exclusive jurisdiction.

Validity of the remaining provisions

If any provision is held invalid or unenforceable, the remaining provisions continue in effect. A failure or delay in enforcing a right does not constitute a waiver of that right.

English-language version

These Terms are published in English for the convenience of international clients. If a translated version is provided and a discrepancy arises, the version expressly identified in the booking documentation as governing will prevail, subject to mandatory law.

Changes to these Terms

These Terms may be updated to reflect legal, operational or service changes. The version applicable to a confirmed booking is normally the version provided or available when the contract was concluded, together with the specific written booking conditions.