Terms and Conditions of Bus Charter
Rental of Transportation Services is with full acknowledgement and agreement of the following terms and conditions. Rentals are based on an hourly rate, as specified in the rental agreement. (For any reservation not specified in an hourly rate, the hourly rate will be determined based on the total rental price divided by the originally specified rental period.) Should client exceed the number of hours on the original reservation, client agrees to pay an overage charge equal to the hourly rate specified in the rental agreement. All overage charges are calculated using 60 minute increments. Overtime is charge per hour, rounding off to the next hour. Client Point of Contact is responsible for informing Baron Tours for any overtime that will incur immediately. Baron Tours does not negotiate overtime rates or time incurred. In addition, early dismissal of Baron Tour Inc. vehicle will not adjust the price of contract nor will it remove the client’s responsibility for the full price of the signed contract.
For example, if the hourly rate was $100/hour, the overage rate would be $100 per hour for each increment of time that the client exceeded the originally specified duration. Client agrees that all overage charges will be charged to the same credit card the client provided to Baron Tours for the reservation. Any cash given to the driver is considered a gratuity and is not associated with the reservation charges.
All changes require 48 hours confirmation. All changes are to be made in writing and sent via fax or email. Unless client get confirmation from Baron Tours, Inc. that changes have been acknowledged, it is the client’s responsibility to confirm reservations.
Client agrees and understands that additional charges for toll and all parking expenses shall be paid by the client and will be added to the final bill.
Client understands that a signed contract is due within 24 hours of receiving said contract and that quotations are valid for 24 hours from time and date of receiving quotation.
Written additions and/or alterations by the customer, without written agreement of the company, are invalid and unenforceable.
Deposit and Cancellation Policy:
A deposit of 50% due upon signing the reservation contract. Balance due 15 days prior to travel date. Deposits are non-refundable if agreement is cancelled within 15 days of travel date. A 50% of the deposit is refunded if agreement is cancelled 20 days prior of travel time. A full refund minus $50 administration fee will be granted to cancellations made prior to 25 days of travel date. All credit cards payments are refunded to the original card of payment. Credit Card refunds will not be refunded in full. Service charges will be deducted from the refund. Please allow up to 7 days for refunds to be processed. Charters are subject to cancellation if payment in full is not received by within 7 days of travel dates.
Clients will be charged a cleaning fee of $250 for any vehicle returned with its interior excessively soiled, including food, vomit, gum, smoking, spillage, and excessive loitering. Clients are responsible for all damages to the interior of the vehicle and for any damages caused by the client to the exterior of the vehicle. The costs of repairs will be applied to the credit card used to hold the reservation.
Baron Tours cannot be responsible for any loss due to inconvenience, costs, indirect, consequential or contingent damages resulting from its service. Baron Tours cannot be responsible for losses due to weather conditions, natural disasters, acts of God, war, unpredictable vehicle defects, or acts of terrorism.
Client understands that Baron Tours shall not be responsible for any items left in the vehicle or the safe keeping of any item(s).
Alcohol and Drug Policy:
Baron Tours reserves the right to discharge any passenger that interferes with the safe operation of the vehicle or engages in any disruptive or illegal conduct or activity, including but not limited to use of illegal drugs, or consumption/possession of alcohol by minors. Baron Tours requires an additional $250 deposit for any charter requesting alcohol on board.
Client understands that Baron Tours reserves the right to terminate the trip immediately if anyone in the party is found using any illegal drugs, fighting, or any other conduct, considered inappropriate by the chauffeur, the chauffeur is under strict order to return all passengers to the starting point or the drop off point immediately.
All vehicles are non-smoking vehicles. Smoking is not permitted inside any vehicle. Passengers will be responsible for a cleaning fee of $250 for smoking in the vehicle.
Jurisdiction and Venue:
Client consents to jurisdiction and venue in all actions resulting from this agreement in Fairfax County, Virginia. Client consents to pay all attorney fees incurred by Baron Tours to collect payment up to $2500.
Customer agrees to pay a late charge of 2% per month for any unpaid balance or attributable damages, as defined below, and shall reimburse Company for its costs of collection, including reasonable attorneys fees incurred.
In order to fully comply with U.S DOT Regulations regarding driver/service hours, we MST have itineraries 1 days prior to departure, especially on multiday trips. A driver can drive up to 10 hours, then must have 8 hours of off-duty before driving again. A driver may work for up to 15 hours, which includes both driving and non driving duties. Once the 15 hour limit is reached, the driver must have 8 hours off-duty before driving again. (on-duty non driving includes time for pre-trip inspections and delays.)
All our vehicles are monitored using Fleetmatics GPS Live Tracking allowing us to view the exact location of our vehicles in real-time, twenty-four hours a day, seven days a week. Each vehicle is represented on the map, along with a list that gives you the status of each vehicle including speed, start-up and shut-down.
FleetMatics GPS Live Tracking uses Google Maps API Premier to give unparalleled accuracy and flexibility when monitoring vehicles. We also receive real-time traffic information to help our drivers avoid congested areas. And with the hyper-zoom tool, we can zoom all the way down to street level for precise tracking.
Another essential feature is the Nearest Vehicle Locator. Simply click on any point on the map and the system will pinpoint the five vehicles closest to that location with exact mileage distance. This will help reduce dispatch times and improve customer service.
This allows us to provide accurate route replay for all our charters.
Company is not liable in the event of mechanical breakdown while on charter and will only be responsible for making up lost time at a mutually agreed date. The client assumes full financial liability for any damage to the Vehicle caused during the duration of the rental by them or any members of their party. A fee of 100.00 for each carpet or seat burn. Sanitation fee is 250.00. Alcohol Consumption and drug use is prohibited by law. Any fines will be paid for by the customer. The driver has the right to terminate run without refund (if there is blatant indiscretion on the part of the client(s)). It is Illegal to stand through the sunroof. Smoking is not permitted in our vehicles. Overtime pay will apply after the first 15 minutes of prearranged time described on the run sheet. Not responsible for delays or the termination in winter caused by unsafe road conditions (ie. not salted, accidents, etc.). Not responsible for articles left on the vehicle. Balances to be paid to the driver on the run date before the beginning of the run. Vehicles cannot be loaded beyond seating capacity.