--- title: "Charter Bus Rental Terms & Conditions | Holiday Coach Company" description: "Terms and conditions governing all transportation services provided by Holiday Coach Company. 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Binding Agreement By requesting a quotation, accepting a proposal, reserving a vehicle, signing a Charter Agreement, paying a deposit, making any payment, authorizing payment, utilizing transportation services, or otherwise engaging the Company's services, the Client acknowledges that it has read, understood, and agrees to be bound by these Terms and Conditions. The individual making the reservation represents and warrants that he or she has the authority to act on behalf of the Client, organization, school, group, business, association, or other entity for which transportation services are being reserved and has authority to bind such entity to these Terms. No signature shall be required for these Terms and Conditions to become effective. A reservation request, acceptance of a quotation, payment of a deposit, payment of an invoice, use of transportation services, or any other conduct indicating acceptance of the Company's services shall constitute acceptance of these Terms. ## 2\. Reservations and Deposits A reservation is not guaranteed until the required deposit, if any, has been received and accepted by the Company. The Company reserves the right to decline any reservation request at its sole discretion. Deposits are applied toward the total charter cost and are subject to the cancellation provisions contained herein. ## 3\. Payment Terms Unless otherwise stated in writing, all balances are due not later than one (1) day prior to the scheduled departure date. We will provide an invoice at least two (2) days prior to the departure date. If we have a credit card on file, we reserve the right to automatically charge that card, according to our payment terms, to address any outstanding balances. Failure to remit payment by the due date may result in cancellation of services without further notice. The Client shall remain responsible for all amounts due under the Charter Agreement. Accepted forms of payment include ACH, wire transfer, company check, cashier's check, and major credit cards. Processing fees may apply. Returned checks, rejected ACH transactions, or declined payments may be subject to additional fees. ## 4\. Cancellation Policy More Than 14 Days Prior to Departure Reservations canceled more than fourteen (14) days before the scheduled departure date may be eligible for a refund of amounts paid, less any non-refundable fees specifically identified in the Charter Agreement. Within 14 Days of Departure Reservations canceled within fourteen (14) days of the scheduled departure date shall forfeit all deposits paid. Within 7 Days of Departure Reservations canceled within seven (7) days of the scheduled departure date shall be responsible for payment of the entire charter amount. The Company reserves transportation resources, drivers, vehicles, and scheduling capacity in reliance upon the reservation. Therefore, no refunds shall be issued for cancellations made within seven (7) days of departure. No Shows Failure to utilize scheduled transportation services shall be considered a cancellation within seven (7) days of departure, and the full charter amount shall remain due and payable. ## 5\. Changes to Itinerary Changes requested after confirmation may result in additional charges, including but not limited to: • Additional mileage • Additional service hours • Additional drivers • Driver lodging expenses • Route modifications • Additional stops • Vehicle substitutions The Company is not obligated to accommodate requested changes. ## 6\. Fuel Surcharge Charter pricing is based upon diesel fuel costs in effect at the time a quotation is issued. If the average retail diesel fuel price increases by more than ten percent (10%) between booking and the date of service, the Company reserves the right to impose a fuel surcharge. The fuel surcharge shall be added to the final invoice and shall be payable under the same terms as all other charter charges. The Company may implement fuel surcharges due to market conditions, supply disruptions, governmental actions, or extraordinary increases in fuel costs. ## 7\. Passenger Conduct The Client is responsible for the actions and conduct of all passengers. The Company reserves the right to terminate transportation services immediately, without refund, if passenger conduct creates a safety concern or violates applicable laws. Prohibited conduct includes, but is not limited to: • Smoking • Vaping • Illegal drug use • Harassment • Disorderly conduct • Destruction of property • Interference with vehicle operations ## 8\. Alcohol Policy Alcohol may only be permitted where expressly authorized by the Company and where allowed by law. The driver and Company reserve the right to prohibit alcohol consumption at any time for safety reasons. Illegal drugs and controlled substances are strictly prohibited. ## 9\. Vehicle Condition, Cleaning, and Damage The Client agrees to return the vehicle in substantially the same condition as provided. The Client shall be financially responsible for all cleaning, sanitation, repair, replacement, downtime, and administrative costs resulting from passenger actions. The Company reserves the right to charge the payment method on file for any damages or cleaning expenses incurred. Examples include but are not limited to: • Vomit or bodily fluids • Excessive trash • Food and beverage spills • Smoking or vaping residue • Stains • Broken seats • Broken windows • Damaged restrooms • Damaged audio/video equipment • Damaged Wi-Fi equipment • Exterior vehicle damage ## 10\. Minimum Cleaning and Damage Fees The following fees are minimum charges and may be increased if actual costs exceed the amounts listed: Incident Minimum Fee Vomit Cleanup $500 Bodily Fluid Cleanup $500 Smoking or Vaping Violation $500 Excessive Trash Removal $250 Food or Beverage Spill Requiring Deep Cleaning $250 Seat Damage Actual Repair Cost Window Damage Actual Repair Cost Restroom Damage Actual Repair Cost Audio/Video Equipment Damage Actual Repair Cost Wi-Fi Equipment Damage Actual Repair Cost Interior Panel Damage Actual Repair Cost In addition to repair costs, the Client shall be responsible for vehicle downtime, loss of use, administrative expenses, collection costs, and any reduction in the Company's ability to utilize the vehicle for future charter services. ## 11\. Baggage and Personal Property Passengers are responsible for their own baggage and personal property. The Company shall not be liable for lost, stolen, or damaged personal property. Items left on vehicles may be disposed of after thirty (30) days if unclaimed. ## 12\. Driver Hours of Service All transportation services are subject to applicable FMCSA regulations and Hours-of-Service requirements. The Company reserves the right to modify schedules, add drivers, or alter itineraries as necessary to remain compliant with federal regulations. Additional costs incurred due to itinerary changes shall be the responsibility of the Client. ## 13\. Mechanical Breakdown and Replacement Vehicle The Company maintains its vehicles in accordance with applicable federal and state regulations. Despite proper maintenance and inspection, mechanical failures may occur. In the event of a breakdown, accident, vehicle failure, or other circumstance rendering a vehicle unavailable, the Company shall use commercially reasonable efforts to: • Repair the vehicle; • Dispatch a replacement vehicle from its fleet; • Secure a substitute vehicle from a qualified third-party carrier; or • Otherwise continue transportation services as safely and efficiently as possible. The Client acknowledges that delays may occur while such efforts are undertaken. A mechanical breakdown, vehicle substitution, service interruption, delay, or replacement vehicle shall not relieve the Client of its obligation to pay amounts due under the Charter Agreement. Except in cases of gross negligence or willful misconduct, the Company's liability shall be limited to the value of transportation services not provided. The Company shall not be liable for: • Lost profits • Missed events • Lost business opportunities • Hotel expenses • Meal expenses • Consequential, incidental, or special damages ## 14\. Delays Arrival and departure times are estimates only and are not guaranteed. The Company is not responsible for delays caused by: • Traffic congestion • Construction • Accidents • Weather conditions • Road closures • Law enforcement actions • Acts of God • Events beyond the Company's control ## 15\. Company Cancellation The Company reserves the right to cancel transportation services due to: • Severe weather • Unsafe road conditions • Government restrictions • Labor disputes • Force majeure events • Circumstances affecting passenger or driver safety Any refund obligation shall be limited to amounts paid for services not rendered. ## 16\. Credit Card Chargebacks and Payment Disputes By submitting payment, the Client acknowledges that transportation services, scheduling resources, vehicles, and drivers are reserved specifically for the Client's use. The Client agrees not to initiate a chargeback, ACH reversal, payment dispute, or similar action for charges validly incurred under the Charter Agreement and these Terms. The Company may provide signed agreements, invoices, communications, GPS records, driver logs, dispatch records, trip records, payment records, and other supporting documentation to banks, payment processors, courts, arbitrators, or collection agencies. If the Company prevails in any chargeback, payment dispute, collection action, arbitration, or legal proceeding, the Client agrees to reimburse the Company for: • The disputed amount • Chargeback fees • Collection fees • Attorneys' fees • Court costs • Administrative expenses • Interest permitted by law Any billing concerns must be submitted in writing within ten (10) days of invoice issuance. ## 17\. Force Majeure The Company shall not be liable for delays, interruptions, or inability to perform caused by events beyond its reasonable control, including: • Natural disasters • Severe weather • Floods • Fires • Terrorism • Public health emergencies • Government orders • Civil unrest • Utility failures ## 18\. Limitation of Liability To the fullest extent permitted by law, the Company's total liability shall not exceed the amount paid by the Client for the transportation services giving rise to the claim. The Company shall not be liable for indirect, incidental, consequential, special, exemplary, or punitive damages. ## 19\. Governing Law and Venue These Terms shall be governed by the laws of the State of Michigan. Any dispute arising from these Terms or any Charter Agreement shall be brought exclusively in the state or federal courts located in Kent County, Michigan. The prevailing party in any legal action shall be entitled to recover reasonable attorneys' fees, court costs, and related expenses. ## 20\. Entire Agreement These Terms and Conditions, together with any Charter Agreement, quotation, invoice, reservation confirmation, or written amendment, constitute the entire agreement between the parties and supersede all prior discussions or understandings. ## 21\. Acceptance BY REQUESTING A QUOTATION, ACCEPTING A PROPOSAL, RESERVING A VEHICLE, PAYING A DEPOSIT, MAKING PAYMENT, SIGNING A CHARTER AGREEMENT, OR UTILIZING TRANSPORTATION SERVICES PROVIDED BY THE COMPANY, THE CLIENT ACKNOWLEDGES THAT IT HAS READ, UNDERSTOOD, AND AGREES TO BE BOUND BY THESE TERMS AND CONDITIONS. THE CLIENT FURTHER ACKNOWLEDGES THAT THE COMPANY'S COMMITMENT OF VEHICLES, DRIVERS, SCHEDULING RESOURCES, AND OPERATIONAL CAPACITY IS MADE IN RELIANCE UPON THE CLIENT'S AGREEMENT TO THESE TERMS AND CONDITIONS. ## Ready to move your group? Get a free, no-obligation quote in minutes. [Request Free Quote →](https://customers.app.busify.com/widget/holiday-coach?tag=Website) ![Holiday Coach Company](https://media.base44.com/images/public/69ef49ebda5a4fc7c0d8948d/f58e597fb_01HolidayCoachCompany-logocolor.png) Premium motor coach transportation for groups of any size. Serving Michigan, Indiana, Illinois, and destinations across the United States. 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