TRANSPORTATION TERMS AND CONDITIONS
This document contains the terms and conditions between Bus Provider, (the carrier) and client. This document, when signed by the client will constitute a legally binding contract. This contract shall be deemed fully enforced if the customer has made any payments to secure the dates or reserve the equipment. Please make sure you review this contract and understand it completely before signing. Please note that your signature on this contract actually reserves the motor coach and guarantees your reservation; however, if the contract is not signed and returned with your deposit, Bus Provider, reserves the right to release the coach without notice.
ITINERARY
It is the responsibility of the Chartering Party/Group Leader to provide a detailed itinerary of your plans that involve motor coach transportation. This itinerary should include complete addresses of the desired departure point and time, destination, stopovers, and any side trips along the way. This will enable us to verify the charges quoted and properly prepare your coach operator for the trip. We request that this information be provided at least two (2) weeks prior to the departure date for review. Rates may be subject to change based on final itinerary received.
Driver will be furnished a copy of the itinerary and he/she will be instructed to follow it. The driver has no authority to make changes to the trip schedule without proper approval from the Carrier. Chartered party shall be responsible for any additional fees that may be incurred outside set itinerary. Additional charges, at carrier’s discretion, will be charged that day with payment expected prior to the coach proceeding to the location or at carrier’s discretion invoiced on the day of the trip change or on the day immediately following the charter’s completion.
DRIVER HOURS
All itineraries are subject to review and approval by carrier prior to departure. The Federal Department of Transportation has adopted safety regulations that prohibit drivers to be on duty more than fifteen (15) hours per day, ten (10) of which are for driving (including a thirty (30) minute pre and post trip vehicle inspection). The driver must be given eight (8) consecutive hours off before resuming duties. If your itinerary requires additional service time, there may be additional charges for relief drivers.
RESPONSIBILITY
Every effort will be made to carry out the conditions of this agreement, however, we do not agree to arrive or depart from any point at a specific time. In the event of mechanical failure, driver illness, or any other emergency preventing the operation of a bus, the bus operating company is to be given a reasonable time for repairs or replacement of the bus or driver. Bus Provider shall not be liable for the loss of any personal property or damage to any personal property. Bus Provider reserves the right to lease equipment from other companies in order to fulfill this contract if necessary.
PAYMENTS
A non-refundable deposit of 50% per charter is due at the time of booking unless prior arrangements have been made with management. Full payment is due within 7 days prior to departure of the equipment from its base terminal. Special events, such as parades or professional sporting events may require more restricted payments and deposit conditions. Driver tipping is customary and is not included in the charter rate.
ADDITIONAL CHARGES
Client is responsible for driver lodging and any overnight parking fees associated. Groups are to provide each driver with a single, non-smoking room (when applicable). The hotel MUST accommodate coach parking. The type and quality of the room must be comparable to one that you would stay in. All driver room reservations are to be submitted with the itinerary 7 business days prior to departure for review.
Attraction parks are allotted eight (8) hours in the park. Overtime will be permitted, upon vehicle availability, and rounded off to the next hour. Additional hours are charged at the rate of $50 an hour.
Any change in service at the request of the chartered party or group leader that results in an increase in miles or hours over the contracted service/itinerary may result in an additional charge at the discretion of the Carrier. This change of service applies to all trips that do not adhere to their itinerary. Any charges by the hour will be rounded up to the next hour. Contact with the carrier will need to be made and payment will be expected prior to departure to the location.
CANCELLATION
Bus Provider reserves the right to cancel any charter for non-payment or unsigned contracts. To make a reservation of a coach, a contract with signature and deposit is required. Deposits are refundable for reservations cancelled more than 7 days before departure. No refunds will be issued for trips cancelled less than 7 days before departure. No refunds are issued for any reason after final payment is made.
LIABILITY
Bus Provider will not be held liable for any act of God, public enemies, authority of law, quarantine, perils of the schedule, breakdown, poor conditions of the road due to storms, construction, and also pandemics impossible to perform under the contract because of government order whether the pandemic was foreseeable or not or any other reason beyond the carrier’s control.
Situations may warrant and make the charter, in the opinion of the carrier or its employees, inadvisable to operate the charter’s vehicle either from the “Place of Origin” or to any other point on the route. Additionally, the carrier shall not be responsible for any monetary damages that result from the cancellation or delay.
VEHICLE REQUESTS / ASSIGNMENTS
Specific vehicle requests are not guaranteed. The company also reserves the right to replace a contracted bus in the event it becomes necessary in order to fulfil the requirements of the contract.
DAMAGE TO MOTOR COACH
Buses offered for charter services are carefully inspected by the Carrier prior to assignment and Group Leader upon arrival of the coach. Any damage to the equipment which is caused by a member of the Chartered Party/Group Leader shall be the responsibility of the Chartered Party/Group Leader and the costs of the repairs shall be paid by the Group Leader/Chartered Party.
A $200.00 minimum fee will be charged for excessively spilled liquids, removal of footprints or other marks, stains from the upholstery, and any cleaning brought on by an illness of any cause. A security deposit of $500.00 may be requested at the discretion of Bus Provider and will be available for refund upon completion of the charter when the bus has completed its service and does not require professional cleaning or damage repairs. Standing in coach seats is prohibited.
COACH CLEANUP
It is also understood that the Chartering Party is responsible for leaving the coach in a clean manner in which it was chartered and is responsible for cleaning up any trash (e.g., paper, cans, bottles, boxes, wrappers, food items, food wrappers, candy) left behind by Chartered Party’s passengers that is not put into trash bags. A $80.00 clean-up fee will be imposed and charged to the chartered party for excessive clean-up if this is not adhered to. Trash bags are available upon request.
COACH LAVATORY
Chartered Party will be charged a minimum $750.00 fee if items such as (paper cups, bottles, cellophane, tampons, sanitary napkins, food of any kind, food wrappers, fruit peelings, whole toilet paper rolls, plastics, pencils, straws, clothing, or any other items other than human waste, and normal amounts of toilet paper) are found in the coach lavatory toilet. ***These items will result in the coach lavatory being inoperable which will take the coach out of service and require a tank breakdown repair.
PERSONAL PROPERTY / LOST AND FOUND
Neither Bus Provider nor its employees shall be liable for any personal property which is misplaced, damaged, or left on the coach belonging to the Chartered Party or their guests. If you have lost or misplaced an item and believe it may have been left on one of our coaches, you may contact our office at 415-961-3906. Please be sure to have your Charter Number, the date and destination of your trip, and the name of the group the reservation was made under, along with a detailed description of the item you are missing. *Due to the high volume of lost items and inquiries regarding these items, we are unable to respond to every inquiry and will return your call only if your item is found. It may take up to 7 days to locate an item.
PAYMENT METHODS
Payments may be made by cash, check, money order, cashier’s check, and credit card (Visa, MasterCard, Discover, American Express, and PayPal). There will be a 3% service charge added to the amount if paying by credit card. This does not apply to school divisions or non-profit organizations. Personal checks will only be accepted from the Chartering Party. Checks will not be accepted for payment less than ten (10) business days prior to the scheduled departure date. This does not apply to school divisions. There is a $200 returned check fee for ALL returned checks.
PASSENGER SAFETY
Bus Provider reserves the right to refuse to transport a person or persons under the influence or whose conduct is objectionable to the other passengers, or the safe operation of the coach. Smoking of any substance or consumption of any alcohol is strictly prohibited on all coaches. No exceptions!