The reservation contract (or reservation confirmation) is a binding document between the campsite and the guest. In Italy, it is concluded upon the guest's acceptance and payment of the deposit. It must be clear, in Italian (and in the relevant language for foreign guests), and accessible before payment.
Mandatory contract elements
- Manager's details: company name, VAT number, registered office.
- Guest's details: first name, last name, address.
- Stay period: precise arrival and departure dates.
- Accommodation type: pitch/accommodation number and type.
- Total price with a breakdown of the items (pitch, electricity, tourist tax, extras).
- Cancellation conditions with deadlines and amounts withheld.
- Internal regulations or reference to a separate document.
- Privacy notice (GDPR).
Cancellation policy: best practice
| Cancellation notice | Recommended refund |
|---|---|
| More than 30 days before arrival | 100% (or an administrative fee of € 20–30 withheld) |
| 15–30 days before arrival | 50% of the total amount |
| 7–14 days before arrival | 25% of the total amount |
| Less than 7 days before arrival | 0% (no refund) |
| No-show | 0% (no refund) |
Offer optional cancellation insurance (e.g., 5% of the total booking amount): it covers the guest for force majeure events and protects you from disputes. Several campsites include it as an optional add-on in the booking.