Travel conditions

EU directive

As a holidaymaker booking a package tour, you benefit from a high level of consumer protection under EU rules 2015/2302. If you buy a package, you have well-defined rights. If the trader you booked your holiday with goes bankrupt, you are protected by insolvency protection.

Travel guarantee

Our head office is based in Sweden. Required travel guarantees are provided to the Swedish Agency for Administrative and Financial Services by law. As a customer of Experience Transylvania, you can rely on the fact that you are protected by Swedish Law.

Travel conditions

The Swedish Package Travel Act  and the Travel Guarantee Act apply when you purchase a trip from Experience Transylvania. Should a dispute arise, there are clear rules that apply to you as a consumer. The English translation of the Package Travel Act can be read below to the left.

Special conditions

The special booking and tour conditions are our supplementary travel conditions that apply to all trips. In cases where the general package travel conditions and the supplementary travel conditions conflict, the supplementary conditions apply.

GENERAL TRAVEL TERMS AND CONDITIONS FOR PACKAGE TRAVEL (SWEDEN, EU)

These general terms and conditions were agreed upon within the Swedish travel industry (based on EU directives) on June 28, 2018 (revised May 20, 2021). These, along with the organizer's special terms and conditions—which are stated in italics—apply to the trip.

The tour operator reserves the right to apply special conditions that deviate from the general ones if justified by the nature of the trip, specific transport provisions (e.g., booking conditions for regular flights), or unique circumstances at the destination. These special conditions may not conflict with the Package Travel Act to the detriment of the traveler.

1. THE AGREEMENT

• 1.1 Binding Agreement: The agreement becomes binding when the organizer confirms the traveler's order in writing. The right of withdrawal does not apply to package travel agreements.
• 1.2 Lead Traveler: The "Lead Traveler" is the person in whose name the agreement is made. They are responsible for payment and all changes/cancellations. They must ensure all booking details for other travelers are correct.
• 1.3 Minors: Travelers under 18 traveling without a guardian must state this at booking.
• 1.4 Times: Departure and return times are preliminary. Final times will be provided as soon as possible, ideally no later than 20 days before departure.
• 1.5 Info: The organizer provides general info on passports, visas, and health regulations.
• 1.6 Scope: Connecting trips and special requests are only part of the agreement if explicitly confirmed in writing by the organizer.
• 1.7 Review: The traveler must check all documents immediately upon receipt. Errors must be reported promptly. The organizer may charge a fee for corrections unless the error was caused by the organizer.
• 1.8 Contact: The main traveler must immediately notify the organizer of any changes to contact information.
• 1.9 Minimum Participants: If a trip requires a minimum number of participants, this must be clearly stated at booking.
• 1.10 Ticket Order: Flight tickets must be used in the correct sequence. If an outbound flight is not used, the remaining parts (including the return) will be cancelled.

2. PRICE AND PAYMENT

• 2.1 Total Price: The price must include all services in the contract, mandatory supplements, taxes, and fees.
• 2.2 Payments: Failure to pay the registration fee or final balance by the agreed time gives the organizer the right to cancel the agreement and charge reasonable compensation.
• 2.3 Room Occupancy: Prices are based on shared double rooms. Single occupancy or larger suites may incur a surcharge.

3. CHANGES AND CANCELLATION

• 3.1 Changes: Changes are permitted only if the organizer allows them; additional costs may apply.
• 3.2 Cancellation: The traveler may cancel at any time. The organizer is entitled to a reasonable cancellation fee, often calculated as a standardized fee based on how close to departure the cancellation occurs.

4. ASSIGNMENT OF THE AGREEMENT

• 4.1 Transfer: A traveler may transfer the trip to someone who meets all participation conditions. Notification must be given in reasonable time (at least 7 days before departure).
• 4.2 Liability: The organizer may charge a fee for the transfer (not exceeding actual costs). Both the original and new traveler are jointly liable for payment.

5. CHANGES BEFORE DEPARTURE

• 5.1 Terms: The organizer may make insignificant changes. In the event of significant changes, the traveler must be offered an alternative or the right to terminate without fee.
• 5.2 Price Adjustments:
• Prices may increase due to fuel costs, taxes, or exchange rates.
• Increases/decreases only apply if the total change exceeds 10 € per booking.
• No price changes are permitted within 20 days of departure.
• 5.3 Termination: If the price increases by more than 8%, the traveler may terminate the contract. Refunds must be issued within 14 days.
• 5.4 Extraordinary Events: Both parties may terminate if the destination is significantly affected by "unavoidable and extraordinary events" (war, terrorism, natural disasters). Valid advice against travel from the Ministry of Foreign Affairs is  grounds for termination. Termination cannot be based on personal worries and has to be based on official authorities recommendations, in the country of departure or in the country of destination, as related to the country of destination.

6. ORGANIZER'S RESPONSIBILITY

• 6.1 Remedy: The organizer must remedy defects within a reasonable time unless impossible or disproportionately expensive.
• 6.2 Alternatives: If a substantial part of the trip cannot be provided, equivalent alternatives must be offered. If the package includes transport and the agreement is terminated due to defects, the traveler is entitled to equivalent transport home at no extra cost.

7. PRICE DEDUCTIONS AND DAMAGES

• 7.1 Exemptions: No compensation is due if the fault is caused by the traveler, a third party, or extraordinary circumstances.
• 7.2 Minimum Numbers: The organizer is not liable for damages if a trip is cancelled because the minimum number of participants was not met, provided notification is given:
• 20 days before departure (trips > 6 days)
• 7 days before departure (trips 2–6 days)
• 48 hours before departure (trips < 2 days)

8. COMPLAINTS

• 8.1 Timing: The traveler must notify the organizer of defects within a reasonable time after noticing or ought to have noticed the defect. This should be done at the destination to give the organizer a chance to fix the issue.

9. TRAVELER'S RESPONSIBILITY DURING THE TRIP
9.1 The traveler must follow instructions from the organizer/staff and respect regulations. Serious
violations may result in the termination of the agreement without refund.
9.2 The traveler is liable for damages caused to the organizer through negligence.
9.3 The traveler is responsible for formalities (passport, visa, vaccinations, insurance) and must
complete check-in procedures. Costs arising from deficiencies in these formalities (e.g.,
repatriation) are the traveler's responsibility unless caused by incorrect information from the
organizer.
9.4 A traveler who deviates from the arrangement after the trip begins must notify the organizer.
10. ORGANIZER'S OBLIGATION TO PROVIDE ASSISTANCE
If the traveler is in difficulty, the organizer must provide appropriate assistance without delay, such
as information on health services and consular support. The organizer may charge a reasonable fee
if the situation was caused by the traveler's intent or negligence.
11. DISPUTE RESOLUTION
Parties should attempt to resolve disputes independently. If they cannot agree, the dispute may be
reviewed by the National Board for Consumer Disputes (Allmänna reklamationsnämnden), a
general court, or via the EU Commission's online platform.

This summary provides a comprehensive overview of Directive (EU) 2015/2302, matching the length of your previous text (approximately 760 words). It covers the legal framework governing package travel and linked travel arrangements within the European Union.

Essential Pre-Departure Checklist

• Verify Personal Documentation: Ensure your passport is valid for at least 6 months beyond your return date. In 2026, the EU’s Entry/Exit System (EES) and ETIAS requirements are strictly enforced by border authorities; these are government mandates beyond the control of any travel provider.
• Secure Comprehensive Insurance: Travelers are responsible for their own "peace of mind" coverage. We strongly recommend policies that include "Cancel for Any Reason" and trip interruption, as third-party providers (airlines/trains) operate under their own independent carriage terms.
• Manage Connectivity Early: International data plans or local eSIMs should be arranged before arrival. Relying on public Wi-Fi can lead to delays in receiving real-time itinerary updates, which remains the traveler’s responsibility to monitor.

Navigating European Infrastructure

• Embrace the "Pace" of Europe: Service culture in many EU destinations is traditional and deliberate. A slower meal or a late check-in often reflects local labor laws and cultural norms; these are authentic experiences rather than service delays.
• The Reality of Urban Transit: While the EU is transitioning to "Single-Ticket" rail systems, infrastructure maintenance and strikes are common regional occurrences. We recommend building a 2-hour "buffer" into any self-guided connections to account for these local variables.
• Walking & Logistics: Many historic centers are pedestrian-only or cobblestoned. Choosing inappropriate footwear or overpacking is a common cause of personal fatigue; ensure you are physically prepared for the specific terrain of your chosen destination.

On-Site Best Practices

• Personal Property Vigilance: In high-traffic tourist hubs, petty theft is a known variable. Travelers must remain proactive in securing their belongings; loss of personal property is a private matter between the individual and local authorities.
• Environmental & Seasonal Factors: Air conditioning and heating standards in European boutique properties often differ from North American or modern industrial standards due to heritage building regulations. Please review local climate norms before booking.
• Communication First: Should a minor preference arise during your stay, we encourage you to speak directly with the local service provider (hotelier or guide) immediately. Most "issues" are simple misunderstandings that can be resolved on the spot through polite, direct dialogue.

The tips and advice here are provided for informational purposes only and do not constitute a guarantee of third-party performance or an alteration of the signed contract.



FAQ before a Romania Tour

Preparation & Logistics

When will I receive the list of hotels for my tour?

The names and contact details for your tour’s first and last accommodations (usually in cities like Bucharest, Cluj-Napoca, or Brașov) will be emailed in due time. The complete list of hotels and traditional guesthouses will be finalized in your account approximately one month before your departure.

How do I make pre- or post-tour hotel reservations?

We focus on the curated tour experience and cannot book additional nights for individual travelers. We recommend booking extra nights directly through the hotel’s website or via email. Since email is not a secure way to send credit card details, we suggest using the hotel’s official booking engine or calling them directly to finalize payment.

When should I fly to the destination and back?

Please check your tour itinerary for the exact start time of the Day 1 Welcome Meeting. If flying from North America, in same cases even from the UK, you must depart at least one day before the tour begins. When it comes to Romania, we recommend booking your flights to Bucharest (OTP), Sibiu (SBZ) or Cluj-Napoca (CLJ) several months in advance to secure the best rates and connections.  The same goes for our other destinations, depending on your point of departure. Please always ask us for advice when you feel unsure about flights and arrival times.

Documents & Health

What travel documents are required?

All travelers must carry a valid passport. The Romanian Border Police require that your passport be valid for at least three to six months beyond your intended stay. You are responsible for providing your passport details to our support team prior to departure.

Will I need a visa?

U.S., Canadian, and UK citizens currently do not need a visa for stays under 90 days. However, starting in late 2026, travelers from visa-exempt countries will need to apply for an ETIAS (European Travel Information and Authorisation System) before entering the Schengen Area, which includes Romania. Please monitor official government sites for the exact rollout date.

How do I apply for or renew a US passport?

Visit the your national state authority's website to download applications. Standard processing typically takes 4–8 weeks. If you are traveling within two weeks and need an urgent renewal, you must make an appointment at a regional Passport Agency and provide proof of your purchased airline ticket. It is always a good idea to sign up on the list of the your home country's embassy in the  country of destination, before departure.

Will I need any immunizations?

We recommend being up-to-date on routine shots (Tetanus, MMR). If you plan on hiking extensively in the Carpathian forests, for example, consult your doctor regarding tick-borne encephalitis precautions as well as A-hepatitis vaccines.

Arrival & Packing

How do I get to the start of the tour?

Detailed "Arrival Instructions"—including airport transfer options, train schedules, and walking directions to our first meeting point—will be posted to your online account one month before departure.

Does my luggage have to meet specific dimensions?

While we don't have a ruler at the bus door, you must be able to carry your own luggage. Many boutique guesthouses are historic buildings without elevators, and village streets can be cobbled. We strongly recommend a "carry-on only" philosophy (approx. 21 x 14 x 9 inches) to ensure you can navigate stairs and train platforms with ease.

What should I pack?

The European climate varies wildly. Pack layers: breathable fabrics for sunny days in the valleys and a warm fleece or light jacket for evenings in the mountains.

• Essential: Sturdy, broken-in walking shoes or light hikers.
• Respectful Wear: A light scarf or long trousers/skirt for visiting Orthodox monasteries.
• Rain Gear: An umbrella or waterproof shell is a must, regardless of the season.

What is an Experience Transylvania Tour Kit?

To prepare you for the legends and landscapes ahead, our tour kit includes a curated regional map, a local phrasebook to help you greet locals in the villages in the countries where the local language is not English, and a a bagage tag, plus other small delights for the trip. The text content of the kit that can be mailed in digital format is going to be sent via email. The rest of the delights are shared upon arrival at the destination. Once your final payment is processed, we will email you instructions on how to claim your kit.

SPECIAL TERMS AND CONDITIONS The terms and conditions below supplement the general travel terms and conditions.

Booking and payment

The trips are booked via our registration form. A confirmation will be sent by email to the address you have provided. You can register your interest in a trip by using the form on our website, but a valid booking is made via the form you receive from us where you enter your name, passport information, etc. It is important to enter your name exactly as it is spelled in the machine-readable part of your passport. The agreement between Experience Transylvania and you as a traveler is binding when you have received a booking confirmation in writing and paid the booking fee.

Payment of the registration fee, 3000 SEK / 300 € unless otherwise stated, must be made within 10 days from booking to the bank account on the invoice you receive from our finance team.

We only send literature tips, practical information before the trip and final invoices via email. Departure information and travel documents are sent approximately 10 days before departure. If necessary, we can also send these via regular mail, but this can take a long time and we try to avoid printing and using paper documents when it is not necessary for environmental reasons.

Final payment must be received by Experience Transylvania no later than 30-60 days before departure, depending on the destination and the terms and conditions of our partners. These terms and conditions are communicated at the time of booking.

Payment is required in EUR.

In case of meaningful currency rate fluctuations, Experience Transylvania reserves the right to change the prize according to the fluctuations.

We may increase the price of the trip if the increase is due to changes in fuel costs, taxes and public charges or exchange rates. The price of the trip may be increased by an amount corresponding to the traveler's share of the cost increase that the organizer suffers. The right to a price increase only exists if the total cost increase exceeds 10 € per booking.

It is your responsibility as a traveler to notify our staff if you change your contact information, so that we can reach you and provide you with the correct information in a timely manner. Additional costs for any name change or rebooking after the agreement has become binding will be charged to the traveler.

Cancellation of the trip 

Cancellation of the trip must be made immediately, in writing, to info@transylvania.se, as soon as obstacles to the trip arise.

If you have cancellation insurance with your insurance company, you file a claim with the insurance company or card company that handles your cancellation insurance and any refund will be settled between you and the insurance company according to their insurance terms and conditions.

The registration fee is non-refundable after 10 days after payment (open purchase principle).

If cancelled 60 days before departure or later, the cancellation fee is the entire trip price.

If other conditions are stated in the travel description, these apply.

Cancellation protection

Cancellation protection is not offered by our travel company. We recommend that you take out extended travel protection in your home insurance or through the insurance companies we mentioned above, so that cancellation protection is also included.

Travel insurance

It is your responsibility to ensure that you have adequate travel insurance for your entire trip. Review your insurance coverage and make sure that you have comprehensive travel insurance that covers illness, accidents and repatriation.

It is of utmost importance to have proper travel insurance that covers all possible needs at the time of booking. Please note that your home insurance may often need to be supplemented. We recommend that you contact Allianz, Europeiska ERV Reseförsäkring or Gouda Reseförsäkring to ensure that you have complete travel insurance.

Minimum number of participants

If the minimum number of participants stated in the trip description is not reached, Experience Transylvania has the right to cancel the trip. However, we always do our best to still carry out the trip if possible, but this often entails cost savings on certain activities or possible price supplements. If the price supplement is more than 10% of the trip price, you as a traveler have the right to cancel the trip and get a full refund of the amount you paid to us. However, we do not refund other costs that may have arisen for you due to the trip, such as connecting flights, trains, costs with animal boarding houses, etc. It is also possible to change the trip or departure without a cancellation fee. We will notify you in good time if the trip is canceled and absolutely no later than 30 days before departure. If the trip is canceled due to the travel company's decision, the full amount you paid to Experience Transylvania for the trip will be refunded. If the number drops below 10 persons, we will issue individual flight tickets. These are paid at the same time as they are booked, which means that we will have to charge for these directly. This amount will be deducted upon final payment.

Passport and visa

Passport is required on all our trips. It is your responsibility as a traveler to have a full passport with a couple of blank pages. The passport must be valid for at least 6 months after your return home.

A visa is not required for EU-citizens or for American citizens for our usual travel destinations.

If a visa is required for a specific destination, it is your responsibility to arrange it, but we can assist with guidance.

Our passport and visa instructions apply to Swedish citizens in particular and to EU-, EEA- or American citizens in general. If you have another nationality or dual citizenship, different rules may apply. However, we always refer to the respective country's embassy for the most up-to-date information.

Connecting flights & other transport

Always check with us before booking your own connecting flight, train or bus. You should always book refundable or changeable tickets for connecting connections. Our company does not reimburse cancellation costs for your own booked connecting connections due to flight schedule changes made by the airline or if the trip is cancelled due to insufficient number of participants.

Transfer of a trip to another person

It is permitted to transfer a seat on a booked package tour provided that the person taking over the seat meets the requirements for the trip. If flight tickets have already been issued, these cannot be transferred or refunded.

Complaints

If you are not satisfied, you are obliged to report it directly on site to our tour guide and then also to us at the office, so that we have the opportunity to correct the error.

Reservation for typographical errors

Experience Transylvania reserves the right to make changes to information in information materials and on the website about the trip before an agreement has been reached with the traveler. Thereafter, if we are forced to make changes to the travel program, we will notify you in good time.

Conditions of the trip

As travelers in new cultures, being humble and open is our compass. We understand that we often encounter people for whom foreign visitors are not everyday. To create positive encounters and avoid unnecessary misunderstandings, we actively choose to adapt to local customs and practices. This respectful attitude permeates everything – from the way we dress to such obvious things as not littering, smoking, drinking alcohol in an uncontrolled manner, especially not near cooking, and refraining from taking photographs in inappropriate situations or if we notice that certain people do not want to be photographed.

Before your trip, you will receive written information about local customs, and during the trip our experienced tour guide will provide further guidance. Some of our adventures require physical fitness, and it is important that you ensure that you have the necessary conditions to fully enjoy the experience. We always follow the recommendations and regulations of the local authorities in the country we visit.

As an organizer, we want to clearly communicate that we cannot take financial responsibility for events that are beyond our control and are defined as force majeure.

Our travels are about more than just seeing places; they are about encounters. We have unique opportunities to be invited into people’s homes, to listen to their stories and share our own. This authenticity also means that unforeseen events can occur. Illness, relocation or other personal circumstances may mean that planned visits need to be cancelled. Similarly, external factors such as weather, government decisions, changed flight times or other things that we cannot control may lead to adjustments in accommodation or itinerary. In such situations, our goal is always to find an equivalent solution.

By traveling with Experience Transylvania, you accept these conditions, knowing that we are constantly monitoring developments in our destinations and continuously working to improve and deepen our trips. If there are any changes to your specific itinerary, you will be informed of this in good time.

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Now, after having read the travel conditions, allow us to give our partners such as colleges, universities, associations and other institutions a few tips before organizing your group trip to destinations in Europe.

Planning a group trip within Europe can be a fantastic adventure, and with the right preparations, the experience becomes even better. Here is a comprehensive guide with tips, organized to be as easy to read as possible, covering important aspects before and during the trip.

Your Guide to a Successful Group Trip in Europe

Traveling in a group creates unique opportunities for shared experiences and camaraderie. Europe, with its rich history, diverse cultures, and stunning landscapes, is an ideal destination for groups. This guide will help you navigate the planning and execution of a memorable group trip.

1. Planning and Preparations – The Foundation for a Smooth Trip

A well-thought-out plan is essential for a successful group trip. Here are some important steps to take during the planning phase:

1.1 Define the Purpose and Goals of the Trip

Before you even start looking at destinations, it's important to clarify why you are traveling. Is it a team-building trip for a company? A friends' trip to celebrate something special? A study trip focusing on a specific subject? Understanding the purpose helps shape the choice of destination and activities.

1.2 Choose a Destination in Consultation

Europe offers incredible variety. Consider what kind of experiences the group is interested in. Are they big cities with vibrant energy and culture? Picturesque villages with local charm? Scenic areas for hiking and adventure? Involve the group in the decision-making process through votes or discussions to ensure that most people feel enthusiastic about the destination.

1.3 Set a Budget

The cost of the trip is a central factor. Determine a realistic budget per person that includes transportation, accommodation, activities, food, and any unforeseen expenses. Be transparent with the budget from the beginning so everyone knows what to expect.

1.4 Book Transportation in Advance

Whether you plan to fly, take the train, or travel by bus, it's wise to book transportation as early as possible, especially for larger groups. Flight tickets and train tickets tend to become more expensive the closer you get to the departure date. For group bookings, there may be special discounts or conditions – investigate these possibilities.

1.5 Choose Accommodation That Suits the Group

Accommodation options in Europe are many: hotels, hostels, apartments, Airbnb, and even manor houses. Consider the group size, budget, and preferences when choosing. For a larger group, it may be practical to stay in a hotel with common areas or to rent several apartments in the same area.

1.6 Create a Preliminary Itinerary

Although flexibility is important on a group trip, it's good to have a basic plan for what you will do during the trip. List potential sights, activities, and excursions. Let the group provide input and vote on what seems most interesting. Remember not to overpack the schedule – it's important to have time for spontaneity and relaxation.

1.7 Manage Practical Details

• Passports and visas: Check that everyone's passports are valid for at least six months after the return date. Investigate whether anyone in the group needs a visa for the chosen destination.
• Insurance: Ensure that everyone has valid travel insurance that covers illness, accidents, lost luggage, and any cancellations.
• Currency: Familiarize yourselves with the currency used in the country you are visiting and the best way to exchange money.
• Language: Learn a few basic phrases in the local language. Although many people in Europe speak English, it is always appreciated when you make an effort to communicate in their own language.
• Packing: Share a packing list tailored to the destination and time of year. Advise on comfortable shoes, layered clothing, and any special equipment.

2. During the Trip – Maximize the Experience and Minimize Stress

Once you arrive at your destination, it's important to continue fostering a positive and smooth trip for everyone in the group.

2.1 Communication is Key

Maintain regular communication within the group. Use a common chat group (e.g., on WhatsApp or Messenger) to share information, reminders, and any changes to the plans.

2.2 Be Flexible and Adaptable

Unexpected things can happen on trips. Be prepared to adjust plans if necessary. Perhaps a sight is closed, or the weather turns out worse than expected. Having a flexible attitude helps to handle setbacks in a positive way.

2.4 Keep to Schedules and Be Punctual

To avoid unnecessary stress and delays, it's important that everyone tries to keep to the agreed-upon times. Be clear about when and where you will meet for different activities.