Pre-departure & arrival FAQ

Your final electronic documents are normally ready about 1–2 weeks before departure. Use the personal itinerary link sent by our team. Review every travel date, passenger name, hotel, meeting point and pickup time, and tell us promptly about any errors.

Open your itinerary before departure and download the itinerary, tickets and vouchers to your phone. Save a second copy or print key pages. Test access in airplane mode. A screenshot of a booking reference does not always replace a required ticket or voucher.

Services listed as confirmed in your final documents do not normally need reconfirmation unless the instructions say otherwise. Read each service note, present any required voucher, and follow the latest meeting instructions.

Send your final flight numbers and arrival times, a mobile number reachable abroad, and any changes to passenger details. Tell us about allergies, mobility needs and room requests as early as possible. Special requests depend on supplier confirmation.

Contact our team before departure. Last-minute itinerary changes are generally not permitted under our planning policy. For disruptions during travel, contact the local assistance team in your documents. Booking terms apply, and replacement services or unused arrangements do not automatically qualify for refunds. Read your booking terms.

For U.S. travelers visiting Italy, the passport must remain valid for at least three months after your planned departure from the Schengen area; six months is recommended. Requirements differ by nationality, destination and transit route. Check every country on your itinerary. Official U.S. guidance for Italy.

U.S. tourists generally visit the Schengen area without a visa for up to 90 days in any 180-day period. Different rules apply to other passports and purposes of travel. As checked October 16, 2026, the official EU site states ETIAS is not operating and applications are not being collected. Check again before travel rather than relying on an older launch date. Official ETIAS information.

Yes. U.S. visitors usually need a UK ETA, subject to exemptions. UK transit requirements depend on your route and passing border control. Use the official checker for your passport and itinerary, including dual nationality. Check UK ETA requirements.

Allow time for passport control and any biometric registration required under the EU Entry/Exit System. Follow airport and border staff instructions. Entry procedures are separate from ETIAS. Official EU border information.

Follow the exact meeting point in your final itinerary. At airports this is often in the arrivals area after baggage claim and customs; station meeting points vary. Look for the specified name sign. Do not assume the driver will meet you on the platform.

Stay at the designated meeting point and call the supplier or local assistance number in your travel documents. Give your name, location and booking details. If a message receives no prompt response, call. Contact the local team before leaving or arranging another transfer so they have a chance to resolve the issue.

Contact the airline or rail operator for rebooking, then promptly tell the local assistance team your revised service number and arrival time. Do not assume a driver receives every schedule change. Waiting limits, availability and extra charges depend on the booked service. Keep receipts and disruption records for any insurance claim.

Report the missing bag to the airline baggage desk before leaving the baggage area. Keep the report number and give the airline your delivery address. Notify your driver or local team about the delay while you are still at the airport. Keep medication, documents and a change of clothes in your carry-on.

Check-in follows your hotel's policy, often during the afternoon. Ask reception about luggage storage; availability and charges vary. Guaranteed early access usually requires an additional night booked in advance. Your itinerary lists the arrangements included in your trip.

For a pickup, hotel, guide or other included service problem, contact the local assistance team listed in your final documents first. They are closest to the suppliers and time zone. Save the number in your phone and WhatsApp before departure. For pre-trip questions, email info@italy4real.com.

Send your full name, current location, service date and time, supplier name and a short explanation. Add photos if useful and a number where you are reachable. Call for a time-sensitive issue. General email and website forms are not the best route for urgent in-trip help.

In Italy and across the EU, call 112 for emergency services. Seek immediate help first, then contact your insurer's assistance service and the local travel team when safe. Outside the EU, check the destination's emergency number. About the EU emergency number.

Tell the hotel front desk or provider immediately, then contact the local team if the issue remains unresolved. Explain the specific problem and give them an opportunity to address it while you are there. Keep relevant photos and receipts. Contact the team before paying for replacement services.

Keep yourself safe, block missing cards through your bank, and contact your embassy or consulate for passport assistance. Ask the local team for practical help and contact your insurer. Keep document copies separate from the originals and avoid posting passport or card details in public messages.

Follow the luggage allowance in your itinerary and check every airline's rules, including European connections. Vehicle space, boats and station stairs make lighter luggage easier. Tell us before departure about extra or oversized bags; a larger vehicle or other arrangements could cost extra.

Arrange an international mobile plan or compatible eSIM, test WhatsApp, and save local assistance contacts with country codes. Download tickets, offline maps and hotel addresses. Check roaming settings and eSIM support with your carrier; keep a backup charging cable.

Italy uses 230V, 50Hz electricity, with Type C, F and L sockets in use. Bring an adapter suitable for Italian outlets and your device's plug. An adapter does not change voltage. Check the device label and manufacturer instructions; a device marked 100–240V generally supports this voltage.

Keep essential medication in your carry-on and ask your pharmacist or clinician about storage, time-zone changes and documentation. Check destination and transit rules for your specific medication. For CPAP equipment, check power requirements, airline rules and supplies before travel. CDC guidance on traveling with medicine.

Tell us as early as possible about dietary restrictions, severe allergies, walking limits, stairs, wheelchair needs and equipment. Historic streets and buildings often have access limits. Ask our team to confirm arrangements with suppliers; requests alone do not confirm accessible facilities or an allergy-free meal.

Bring comfortable walking shoes, weather-appropriate layers and sun or rain protection. Many churches require covered shoulders and knees. Follow the specific venue rules in your itinerary. Check restaurant dress requirements before any special dinner.

Your itinerary states the meals included at each property. Check breakfast hours with reception. If your pickup is early, ask the night before about a takeaway breakfast; the hotel might not offer one.

Allow for meals not listed as included, drinks, tips, hotel city taxes and personal purchases. City taxes vary by destination, property, season and exemptions. Unless your itinerary states otherwise, pay the applicable tax directly to the hotel. Ask reception for the current amount.

In Italy, ask to pay in euros when a card terminal or ATM offers a currency choice. Check your bank's fees and exchange terms, carry a backup card separately, and use a bank-operated ATM when practical. Keep some euros for small purchases.

Check your itinerary for any included gratuities. Otherwise, tipping is at your discretion unless a specific service states otherwise. Ask the local team for guidance appropriate to your tour and destination. Check restaurant bills for service charges before adding a tip.

Room sizes, bed configurations and cooling systems vary, especially in historic buildings. Heating and cooling can be seasonal or centrally controlled. Ask reception about the controls and report faults promptly. Laundry services, turnaround and charges vary; check before handing over clothes.

Use the arrival time in your voucher and allow extra time to locate the meeting point. Timed-entry venues and group departures often cannot wait for late arrivals. Carry the required ticket and identification, and contact the local number immediately if you are running late.

Follow the instructions for your exact ticket and operator. Save the actual ticket offline, including any QR code and reservation details. Some tickets require a specific activation or validation step; others do not. A booking reference alone is not a universal substitute for the ticket.

You usually handle your own luggage unless porter assistance is expressly included. Check departure boards for the train number, time and platform, which can change. Board the correct carriage and seat shown on your ticket. Keep valuables with you.

Check your rental voucher's license, International Driving Permit or translation, age and payment-card requirements for Italy. Bring your original license, passport and required card in the main driver's name. Confirm deposit, insurance, fuel and additional-driver terms. Record vehicle condition before leaving.

Many Italian historic centers restrict vehicle access through ZTL zones. Do not enter unless your rental provider or hotel confirms the relevant permission for your exact route and vehicle. A hotel reservation alone does not authorize entry. Drivers remain responsible for traffic and parking rules.

Check messages from the local team and follow their instructions. Alternative arrangements depend on the event, supplier terms and availability. Contact the local team before buying replacements. Keep receipts and check your insurance policy for any applicable coverage.

Review the date, pickup location and local pickup time in your final itinerary the day before. Be ready with all luggage at the stated location. Contact the local team promptly if your flight changes; do not change the pickup independently without coordination.