Terms & Conditions (Coach Hire)

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Coach Hire Terms & Conditions

1. These conditions apply to all Coach Hire contracts. They cannot be overridden by alternative terms and conditions unless agreed with Berrys Coaches (Taunton) Limited (“Berrys Coaches”) in writing in advance of any booking.

2. Quotations

2.1 Quotations are given on the basis of the most direct route on the information provided by the hirer at the time of booking, allowing stops to be made at suitable points to satisfy legal requirements regarding breaks and rest for drivers.

2.2 Quotations are valid for 28 days unless otherwise notified and bookings can only be accepted subject to availability of coaches at the time the booking is made and a deposit is received if requested.

2.3 Quotations are given for the coach and driver only. Any additional charges will be separate and the hirer’s responsibility unless otherwise specified. These include, for example, coach parking fees, accommodation, road tolls, meals and related expenses.

2.4 If hirer is supplying the driver’s accommodation it must be a single en-suite room, shared rooms should only be used if agreed in advance in writing with Berrys Coaches.

3. Use of Vehicle

The hirer cannot assume use of the vehicle between outward and return journeys, nor for the vehicle to remain at the destination for the hirer’s use unless this has been agreed in advance.

4. Route and Time Variation

Berrys Coaches may levy additional reasonable charges for additional mileage or time incurred over and above that agreed or indicated at the time of quotation. The vehicle will depart at the times agreed by the hirer, and it is the hirer’s responsibility to account for all passengers and ensure they are ready to leave at the times specified.

5. Drivers Hours

The law regulates the hours of operation for the driver. The hirer accepts responsibility for ensuring that the hire of the vehicle keeps to the hours and times agreed by Berrys Coaches. The hirer accepts that in the event of delay or interruption to the journey the driver may have to stop and rest in order to comply with the relevant legislation and regulations.

6. Seating Capacity

Berrys Coaches will, at the time of the booking, agree and specify the legal seating capacity of the vehicle to be supplied. The hirer must not load the vehicle beyond this capacity.

7. Payments and Deposits

The hirer shall pay any deposit and the full hire cost when they are due. If the hirer fails to make payment on time then Berrys Coaches reserve the right to cancel the hire. In addition Berrys Coaches shall be entitled to charge interest at 5% above base rate on any outstanding sums due. Bookings by a hirer shall not be secure until a deposit (if requested) is received by Berrys Coaches as agreed at the time of reservation by the hirer. All deposits are none refundable.

8. Cancellation by the hirer

8.1 If the hirer wishes to cancel any agreement they will forfeit any deposit paid and be liable to make further payments up to the following percentage of the full hire price. All cancellations must be in writing, though short notice cancellations, particularly when made outside of normal office hours, should also be confirmed by phone. Cancellation within 14 days of departure – 25%, within 7 days of departure – 50% of the full cost of travel, within 2 days of departure 75% of the full cost of travel. If cancelled on the day or not required, the full cost is chargeable.

8.2 Upon cancellation by the hirer, the hirer shall be responsible for the cost of any accommodation or any other non-refundable expenses which have already been incurred by Berrys Coaches as part of the hire.

8.3 A decision to cancel due to inclement weather conditions shall be at the discretion of Berrys Coaches. In the event of such a cancellation Berrys Coaches will work with the hirer to try and arrange an alternative date if appropriate.

8.4 Berrys Coaches may, at its absolute discretion, reduce the amount of the cancellation charge in exceptional circumstances.

9. Vehicles to be provided Berrys Coaches reserves the right to change the vehicle to be used on the hire for operational reasons. For example, technical issues on a vehicle. In the event of such a change Berrys Coaches will ensure the replacement offered to the hirer shall be of a similar quality or the best available at short notice.

10. Refreshments and Alcoholic drinks Other than on a vehicle fitted expressly for that purpose food (except confectionery) and drink (alcoholic) may not be consumed on the vehicle without prior consent of Berrys Coaches. If alcohol is brought on to the coach by passengers it will be stored in the boot and returned at the end of the journey. Alcohol is not permitted to be carried at designated sporting events travel.

11. Quality and Safety

Our commitment to offering the highest standards of travel is met through our adherence to industry quality assurance standards. We are full members of the Guild of British Coach Operators.

These standards guarantee the best practices from our company and team at all times. It means for the customer, that procedures and policies are in place to ensure a great experience, on time, every time when you travel with us.

As a Member of the Guild of British Coach Operators, we guarantee the following to customers:

  • Punctual pick up
  • A fully functional coach
  • 24 hour emergency back-up
  • Courtesy and a prompt reply to enquiries
  • Concise terms of hiring in writing
  • Written confirmation of bookings
  • Uniformed drivers
  • A recognised complaints procedure
  • Waiver of one day’s hire charge for any coach delayed for more than one hour by mechanical defect

12. Conduct of the Passengers

12.1 Passengers on board shall behave in a reasonable and sensible manor. It shall be the responsibility of the named hirer to ensure that such behaviour is maintained.

12.2 The driver is responsible for the safety of the vehicle at all times, and as such may remove unruly passengers including asking any passenger under the influence of alcohol or drugs to leave the coach.

12.3 No refund shall be made in the event of a passenger being removed from the coach or left due to unruly behaviour.

12.4 Passengers should not stand up in the vehicle when the vehicle is moving unless absolutely necessary and then must take care to hold onto the seat backs and grab handles provided.

12.5 All passengers must wear seatbelts at all times when seated if the vehicle is in motion.

13. Breakdowns and Delays

All estimates of travel time made by Berrys Coaches are undertaken in good faith. Delays are possible as a result, for example, of technical issues or traffic congestion, or other events beyond the reasonable control of Berrys Coaches. Consequently, journeys may take longer than predicted and in those circumstances Berrys Coaches will not be liable for any loss or inconvenience suffered by the hirer as a result.

14. Passenger Property

Berrys Coaches will not accept liability for any damage or loss of any property, which belongs to any passengers and is left on the vehicle. Any property found on vehicles will be held at the depot where it can be collected from our reception by appointment.

15. Limitation of Liability

In so far as Berrys is not prevented by law from restricting its liability, Berrys Coaches liability for all claims including claims for loss of profits and consequential losses, shall be limited to the amount paid by the hirer for the hire of the relevant coach.

16. Relevant Law

These terms and conditions and all matters arising out of them shall be construed and governed according to English Law. The parties agree that any dispute(s) that occur will be exclusively dealt with by the Courts of England and Wales.

17. Variation

No variation can be made to these terms and conditions unless agreed with Berrys Coaches in writing.

18. Data Protection

We comply with the GDPR and a copy of our Privacy Policy can be found on our website.

19. Complaints

In the event of complaint that cannot be dealt with on the day, please write or email to: The Managing Director, Peter Clifford House, Great Western Way, Taunton, Somerset, TA2 6BX, United Kingdom, info@berryscoaches.co.uk

Last Updated: 07.12.23