Travel Planner

Congratulations (or as the Italians say, “Auguri”)! You’ve booked your villa vacation and are ready to live la dolce vita. What comes next?

Within 21 days of paying your deposit:

  • Purchase a travel protection plan. Doorways highly recommends purchasing trip cancellation protection and we suggest you purchase it as soon as you make your first deposit for your trip. Travel protection will help protect you in the unlikely event that you have to cancel your trip or have a medical emergency while you are traveling, but also provides coverage for lost luggage, missed connections and many other unexpected calamities. You can purchase your travel protection plan up until 24 hours before your trip, but you will get the best coverage (i.e., waiver of the pre-existing conditions clause) if you purchase within 21 days of your initial trip deposit.

At least 90 days before your trip:

  • Send us your flight itinerary & cell phone info

  • Arrange for a rental car

  • Arrange for additional services: airport transfers, housekeeping, chef services, hotels, train tickets, etc. If your villa has a concierge service, we will connect you with them at this time.

90 days before your trip:

  • Final payment is due, along with any U.S. security deposit.

30 days before your trip:

Doorways will send your documents. 

  • Villa voucher

  • Directions for finding your villa or apartment

  • Contact information for the person who will meet you when you check in

4 weeks after your return:

  • Your security deposit will be refunded less any damages or unpaid fees.

Passports

US Citizens must carry a US passport valid 6 months beyond your length of stay. Passport offices are experiencing delays now, so it is wise to apply or renew well in advance of your trip. Infants and children must also have valid passports. Be sure to check the state department website to confirm the latest requirements.

Planning Your Villa Vacation (the fun stuff!):

Independent travel is an adventure, and planning can be half the fun. We want to make it easy for you! Doorways can connect you with a concierge partner that can arrange everything you need. Here are some tools to help you get started:

  • Maps and guidebooks: We particularly like the Michelin Green Guide with the Michelin maps to go with it and the Eyewitness Guides.

  • Useful Links: We can provide good websites for rail and museum tickets, walking tours, tourist offices, and shopping.

  • Daytrip ideas: These will come in your trip documents. You are also welcome to browse our travel guide for ideas as you plan your trip.

Flights:

Doorways does not issue airline tickets, but our website indicates the nearest airport. Plan to arrive in the afternoon. Your English-speaking key holder will meet you at 4-5 p.m. The previous guests are not required to check out until 10 a.m., and your villa or apartment must be thoroughly cleaned before it is ready for you. If you arrive earlier, you can leave your luggage and do a little exploring. Arrive during daylight hours if at all possible. There is an extra fee to meet you after hours, on a Sunday (usually a family day in Europe) or holiday. The only way we can promise an early check in is to rent your villa or apartment the night before. Even if you plan to arrive several days early and travel on your own, let us know the details of how you plan to come to the villa or ask for our help to figure out the best way. We give this information, along with your cell phone number, to the key holder in case of emergency.

Rental cars

Doorways has special rates with Auto Europe. If you can find a lower rate, they will try to beat or match it. In Italy, our rates include full insurance with a zero deductible. Click here to get a quote.

Doorways can arrange to have a car and driver to meet you at the airport and take you to the villa and your car(s) delivered to and/or collected from your villa. There is a charge for this, of course, and you have to complete some paperwork in advance, but this is the most relaxing way to arrive. Our drivers know the way and can be in touch with the key holder. Issues to consider when choosing a rental car:

  • Pick up and drop off locations & times: We advise clients to pick up and return rental cars at the airport rather than at a downtown location. Airport offices are open long hours and have the best selection of cars. Rentals are based on a 24-hour clock, so if you want to return the car later than the time you picked it up, book the car for an extra day to avoid expensive penalties for returning it late.

  • What size car: Rent as small as possible. Two small cars are less expensive than a van. European cities are not van-friendly with their ancient, narrow streets. Fuel costs more in Europe and a small car is easier to park. Usually, it’s better (and less expensive) for two couples traveling together to rent two smaller cars instead of one larger one; it also gives you flexibility to pursue different interests and activities at times.

  • Manual or automatic: Automatic cars are more expensive and are reliably available only at airport locations.

  • Primary driver’s name: Additional drivers can be added when you pick up your car.

  • License: You are required to have an IDP (International Driving Permit) to rent a car in Italy. You can get one at any AAA office or you can apply online to get one that lasts 5 years, You will need to travel with both your International license and your state-issued license. http://www.international-license.com

Arriving at your Villa

A month before you leave, you will receive complete driving directions and a map to your villa or apartment, along with a villa voucher with details and contact information for the key holder and your prearranged rendezvous. When you arrive, your key holder will meet you, show you around, explain how things work, answer your questions and give you the key. Because villas do not have a front desk like a hotel, it is important to arrive on schedule or call to rearrange your check-in. If you arrive at 4-5 p.m., you will have time to survey the kitchen to see what’s there before you tackle the grocery store. Stores generally close at lunch time, then re-open in the afternoon and stay open until 7-8 p.m.

Buon Viaggio!