Terms and Conditions
Terms and Conditions, Disclaimers, Waiver and Release of Liability
All Terms and Conditions, Disclaimers and Waiver and Release of Liability included on this page apply to each trip participant once the trip reservation has been made. You must indicate your acceptance and understanding of the Terms and Conditions and of the Waiver and Release of Liability by signing the Terms and Conditions Agreement/Disclaimer, Waiver and Release of Liability on the Trip Registration Form and returning it to Epicurean Ways by email or mail.
2021 Changes to Deposit, Payments and Cancellation Terms
We have changed our cancellation policy for 2021. Given the uncertainty around the pandemic and the possibility of covid-related travel disruptions we have decided that all deposits and trip payments made will be transferred penalty free to another trip if you need to cancel or postpone due to travel restrictions or lockdowns either in your point of origin or in your destination. Your deposits will be credited to a future trip taken by August 31, 2022. The trip payments will be credited to a future trip, taken by August 31, 2022, or if you prefer, they will be returned to you. The deposits will not be returned to you if you cancel altogether, but will be held for your future booking.
Deposits
Once the requested trip has been approved, we collect a $1000 per person deposit to book the required services. The deposit goes towards the trip price, but is non-refundable if you cancel the booking less than 120 days before the tour begins. If you cancel the trip more than 120 days in advance the deposit minus a $500 trip planning fee is refundable.
Final payments are due 90 days before the trip start date. Deposits and final payments can be made by check, credit card or bank transfer.
For reservations made less than 60 days before the tour begin date, full payment is required at the time of reservation.
Trip Planning Fee
Trips that require extensive research and planning before booking are subject to a $500 trip planning fee. The fee goes towards the cost of the trip once booked. If the trip is not booked, the fee is non-refundable.
Prices
Trip prices quoted in U.S. dollars are sometimes subject to change due to currency fluctuations or other factors beyond our control. Changes in supplier charges occasionally make it necessary for us to change published or quoted tour prices. We reserve the right to change the tour prices at final billing if and when price changes due to currency fluctuations or economic factors beyond our control occur.
Payments
Final payment is due 90 days prior to the program begin date. If the balance remains unpaid at that time, we will contact you by email and/or telephone. If the balance remains unpaid, we reserve the right to treat the reservation as cancelled and to retain the deposit.
Full payment for our one-day cooking classes and one-day tours is due at the time of making the reservation.
Cancellations
All cancellations must be made in writing to Epicurean Ways LLC and will become effective upon receipt. Cancellations made more than 120 days before the tour begins will result in a refund of your payment minus a single $500 trip planning fee. Cancellations made 61 to 119 days before the trip begins will result in a refund of your payments, if any, less the trip deposit(s). Cancellations made 60 days or less before the trip begins will result in no refund of trip costs paid.
The purchase of travel insurance is strongly recommended as it may cover trip cancellation, trip interruption or trip delay for medical, work, weather or natural disaster-related reasons.
Refunds
No refunds are issued in the event that the participant fails to participate in any part(s) of the program. Because we book services with suppliers once your deposit has been received, any changes made by the travelers to the itinerary after the services are booked may be subject to a cancellation fee or loss of payments made. There will be no refunds in the event you cancel services 7 days or less before the tour begins, or in the event you arrive for the program late or leave early.
Please note that problems that may arise while on tour should be addressed promptly with the tour manager or guide, or by contacting Epicurean Ways while you are on the tour. Failure to address such problems while participating in the tour will mean that Epicurean Ways will be unable to offer any adjustment that otherwise might be available.
Tour Conditions
Tour prices given are per person and based on double occupancy. A single supplement will apply for one person occupying a double room. If a group tour participant would like to share a double room with another tour participant, Epicurean Ways will try to accommodate the request, but cannot guarantee its availability.
Please note that the hotels used by Epicurean Ways have been chosen for their unique European character, charm, and comfort. Rooms in the double occupancy category vary in size, shape, and features. We do our best to ensure that all rooms express the charm and historical nature of the buildings/regions we travel in. We cannot guarantee that the rooms will be equal in size or features. Please let us know if you prefer hotels or lodgings with rooms of a more uniform nature. We may not be able to fulfill your request for stays in villages and country lodgings.
Epicurean Ways scheduled group tours require a minimum number of participants to operate. This number varies by tour.
Epicurean Ways reserves the right to cancel any tour at any time before departure for any reason, including insufficient participants to operate the tour. In the unlikely event that a tour is canceled by Epicurean Ways each participant will be given a full refund or allowed to reschedule for an alternate tour date. Epicurean Ways is not responsible for any costs, including airfare or other personal expenses, incurred by travelers.
Epicurean Ways LLC may occasionally find it necessary to modify the stated itinerary due to unforeseen circumstances, availability, or in order to improve the trip. In the event that we alter any part(s) of the itinerary, we will substitute a service or good of equal or greater quality or value for any stated in any itinerary. Epicurean Ways LLC expressly disclaims any liability for any damages resulting from any itinerary changes.
Hotels
We stay in four and five-star hotels, as well as the occasional boutique hotels that may be three-star properties, reflecting their lack of amenities such as conference rooms, restaurants and parking facilities but not their level of comfort. Many of the hotels are smaller, boutique hotels with a limited number of rooms. We cannot guarantee the hotels included in a trip proposal until the deposits have been received. We reserve the right to substitute similar or superior level hotels when necessary. We will always notify you if a particular hotel or hotels are unavailable.
Dietary Restrictions and Allergies
Please inform us of any food allergies and/or dietary needs or restrictions you may have. We cannot guarantee that any dietary needs or restrictions can be accommodated given the nature of the tour programs, but we will do our best to work with you. Any and all food allergies and dietary restrictions shall and must be disclosed to Epicurean Ways prior to trip commencement. Additionally, participants must sign the Disclaimer Form disclosing any such dietary allergies and/or restrictions.
Travel Documents
Each participant is responsible for obtaining and carrying a valid passport and for obtaining the appropriate visa(s) and any other required documentation for travel to the chosen destination. Your passport must expire in no less than six months; otherwise you may be denied boarding for your outbound flight. Consult U.S. State Department's website where you will find information on passport and visa requirements for U.S. citizens. Travelers who are not U.S. citizens are responsible for complying with U.S. and/or foreign travel document requirements. See the official website for your country or a Spanish Consulate or Embassy well in advance to determine whether you need a visa.
Travel Warnings and Announcements
Be sure and check the International Travel Information on the U.S. State Department website for travel warnings and announcements.
Travel Insurance
We strongly recommend that you purchase travel insurance to protect your travel investment. Travel insurance offers coverage for unforeseen events such as trip cancellation, trip interruption, trip delay, medical expenses while traveling, emergency medical transportation, baggage loss, damage or delay, and more. You can insure the entire cost of your trip to include all pre-booked services and arrangements.
Health and Accessibility Issues
Please be aware that access to accommodations, transportation, restaurants, and other sites in Europe may differ from that in the U.S. or other countries. Handicap accessibility is not guaranteed. Many hotels are small, converted older buildings and may not have accessible entrances or facilities, including accessible restrooms or elevators. Streets may present difficult walking conditions due to uneven pavement, stairs and/or lack of sidewalks or walkways. Public sites and venues, including restaurants, food producers, wineries, markets, and cooking schools, that we visit may not be handicap-accessible and may lack handicap-accessible entrances, restrooms, and facilities.
Epicurean Ways LLC cannot guarantee the availability of special accommodations or handicap accessibility on any tour. Please contact us to discuss any condition that may affect your travel or that of other tour participants.
Tour participation requires a minimum level of physical stamina, such as being able to walk uphill, climb stairs, walk from city centers to parking spots to meet the coach, and the ability to remain on your feet during visits to producers, markets, shops, wineries and cooking classes. We request that each traveler discuss with us any medical or physical restrictions s/he may have.
Epicurean Ways LLC reserves the right to not accept nor retain any participant whose health or actions in the sole judgment of Epicurean Ways LLC may hinder or disrupt the culinary vacation program.
Please check your medical coverage to determine if you are covered while traveling away from home. We can advise you as to the types of medical travel insurance available.
By making payment, you certify that to the best of your knowledge that you are in sufficient good health to participate in Epicurean Ways LLC programs and that any special medical or physical conditions or dietary demands that could affect your participation in our programs have been fully disclosed to Epicurean Ways LLC. You understand that health care facilities and services abroad may differ from those you are accustomed to, and may be insufficient for treatment of your health conditions. Please be sure to take all necessary medications with you when you travel abroad.
Disclaimers, Waiver and Release of Liability
You understand and agree that Epicurean Ways LLC ("Epicurean Ways") does not own or operate any of the facilities or suppliers of accommodations and services for your trip. Each individual tour participant agrees that Epicurean Ways and its representatives shall not be liable for any injury, damage, loss, accident, delay or irregularity, liability or expense to person or property due to any act of default of hotel, transportation carrier, restaurant supplier or other contractor providing services to Epicurean Ways and its participants.
Epicurean Ways and its representatives shall not be responsible for any expense or liability due to civil unrest, labor disputes, war or threat of war, acts of terrorism, government restrictions, weather, theft, fire or illness, or any other cause beyond their control.
Epicurean Ways and its representatives reserve the right to accept or refuse any person as a participant of an Epicurean Ways tour.
Epicurean Ways and its representatives reserve the right to cancel any tour prior to departure for any reason, including insufficient number of participants, or to change itineraries and/or substitute services of equal or greater quality without prior notice.
You understand and agree that Epicurean Ways provides culinary and travel activities, and that these activities carry inherent risks. By participating in these activities arranged by Epicurean Ways or its employees, partners or agents, you agree to the following:
Your participation in culinary travel activities carries risks and may pose hazards and dangers.
These risks and hazards may result from the actions and/or negligence of Epicurean Ways or any of its employees, partners, or agents. The risks and hazards may also be caused by the actions and/or negligence of the participants in the program, others, or may be the result of accidents.
3) You understand that risks and dangers associated with travel and all travel and food and wine activities exist, and you assume all responsibility for any losses and/or damages, caused in whole or in part by the negligence or other conduct of Epicurean Ways LLC or its employees, agents, or partners, or by any other person.
4) You understand that Epicurean Ways LLC cannot guarantee handicap-accessibility for hotels, restaurants, and venues visited during the tour.
5) You are responsible for adhering to the rules and laws of the localities while on tour or traveling with Epicurean Ways or participating in activities arranged by Epicurean Ways or any of its agents or partners. The rights and privacy of fellow tour participants must be respected while on tour. We reserve the right to disqualify you before or during any program if we judge your participation may compromise the safety or comfort of others.
6) You agree to grant Epicurean Ways a worldwide, royalty-free, fully paid up license to use your photographic, video, or digital likeness solely for our promotional and/or commercial purposes.
7) By reserving your place in the program, you affirm that you understand and agree to these Terms and Conditions and Waiver and Release of Liability.
Dispute Resolution
The parties agree to attempt to resolve any dispute between them arising from this Agreement promptly by good faith negotiations. If a dispute has not been resolved by negotiation, the parties shall make a good faith effort to resolve the dispute by mediation to be held in Charlottesville, VA. Should good faith effort to resolve the dispute through mediation fail, the dispute will be determined by the courts of Charlottesville, Virginia. This Agreement will be governed by and interpreted under the laws of the Commonwealth of Virginia.
Should any legal proceeding be required to enforce any provision of this Agreement, the prevailing party shall be entitled to recover all of its costs and expenses related thereto, including, without limitation, expert witness and consultant’s fees and attorney’s fees. The venue of any dispute between the parties that may arise between the parties of this Agreement, including those arising from it, shall be the courts of the City of Charlottesville, Virginia.