Our Process

From First Conversation to Buon Viaggio

If you would like Experience Italy to plan your trip, here is exactly how your journey comes together — step by step, with no surprises.

Chapter I — Discover

The Conversation

This is where we learn about your travel style and preferences. Early riser or slow mornings? Guided tours or explore on your own? By the end, we'll have the info we need to begin designing your customized itinerary.

  1. A conversation

    The Initial Planning Interview

    The first step is the initial trip planning interview — generally a 60–90 minute meeting where we create a sketch of your personalized trip. The consultation can be an in-person meeting, a phone call, Zoom, or even FaceTime. The trip planning/consultation fee is $250 (non-refundable) by cash, check, or Zelle.

  2. Structured notes, refined

    Reviewing Your Travel Sketch

    You review the travel sketch — structured notes from our initial meeting — and we make any needed modifications. Once the sketch structure is agreeable, the RFP is sent to you.

Chapter II — Design

The Proposal

Every property, every transfer, every guide — detailed and laid out for your review. We adjust it together until it's the trip you've envisioned.

  1. Every detail on paper

    The Formal Proposal (RFP)

    Submitting the Request for Formal Proposal generates a proposal with specifics: property descriptions, transportation, guides, and details of every bookable service. The RFP fee is €200.

  2. A few iterations

    Review, Refine, Perfect

    With a few rounds of review, refine, and edit, you will have the perfect proposal.

  3. Making it real

    Booking Your Journey

    After you approve the final proposal, submitting the Booking Form is the next step. The booking fee is a deposit of 20% of the total at the time of booking form submittal.

Chapter III — Experience

Andiamo

The countdown to departure. Balances settle quietly on schedule, and two weeks out we walk the finished itinerary together.

  1. Two months out

    60 Days Before Departure

    70% of the total trip is charged to your credit card.

  2. Almost there

    The Month of Travel

    The remaining 10% is charged to your credit card.

  3. Two weeks out

    Final Itinerary Review

    Two weeks prior to departure, Experience Italy and you review the final itinerary together with the TRIP PLANS app.

    Download TRIP PLANS on the App Store Get TRIP PLANS on Google Play

A Note on Pricing

Experience Italy doesn’t have access to line-item pricing. Your proposal is presented with a price per person in euro and reflects a customized experience tailored to you. It is our philosophy that an overall experience is what we create. MIR contracts with suppliers and is most often able to obtain lower prices than the traveler would book on their own.

Summary of Fees

Planning

  • $250 consultation fee to Experience Italy
  • €200 RFP fee — secure link payment to MIR, srl Rome (non-refundable)

Last Minute Rush — departure within 60 days

  • $450 consultation fee
  • €250 RFP fee

Booking

  • 20% deposit at the time of booking
  • 70% 60 days before departure
  • 10% in the month of travel

Cancellation Fees

  • 20% for cancellations between confirmation and 61 days of departure
  • 60% between 60 and 21 days of departure
  • 100% 20 days or less to departure

Buon Viaggio!

Ready to Begin?

If you are interested in an initial trip planning interview, please check your schedule and give us a few dates and times — we will schedule a consult for you. We look forward to making your dream trip a reality!

Plan Your Trip

Planning Unforgettable Italy Journeys—Since 1995