Bus Charter Agreement

Thank you for selecting B & W Charters for your upcoming trip. We are committed to providing you with the very best service possible, and are sure that you will be pleased with the quality of our equipment and drivers. The confirmation you receive serves as your contract for the transportation requirements shown on it. Please review the charter details on this confirmation to confirm our understanding of the services we will provide. We must receive your signed and dated copy of this confirmation, in addition to the payments, by the due dates shown on the confirmation. Keep one copy for your files and return one signed copy with your payment. If you are unable to return a signed copy of this confirmation or are paying by charge card please send a return email indicating that the charter details on the confirmation are correct to quotes@bwcharters.com

Typically confirmations require a 10% deposit of the total cost or $100 per coach, whichever is greater. This is due within 7 days after confirmation is sent. If paying by check, please write the charter number on your check. If paying by credit card there may be a 3% service charge if using AMEX. Final payment is due at least 30 days before departure unless the trip is booked under 30 days prior to departure. In this case payment is due at the discretion of B&W Charters management. Payments made within 14 days prior to departure must be cash, cashiers check, money order, wire transfer or credit card.

Cost is based on the services detailed on the confirmation and is subject to change in accordance with your actual itinerary. An itinerary must be sent with deposit or final payment due date. Final price is determined by the actual final written itinerary. Additional use of the coach beyond the miles or hours stated on the confirmation may result in additional charges and will require a signature from the group leader.

Driver gratuity is not included in all charter prices. If it is not included in your charter  price please consider tipping your driver in advance or at the conclusion of your trip. Our drivers do work for tips.  We can add driver gratuity directly to your contract charges upon request.  If your contract does not include a tip, please consider tipping your driver.  Standard gratuity is between 10% and 25% of the contract charges. 26% + is greatly appreciated by our drivers.

Itineraries – It is EXTREMELY important that you email or fax B&W Charters a FULL itinerary with times, location names, and addresses of each destination at least TWO FULL WEEKS PRIOR TO YOUR DEPARTURE. Verbal itineraries are not acceptable. It MUST be in writing via fax or email. By providing this ahead of time we can make sure our drivers are fully aware of what is required of them.

Driving overnight – In the interest of safety we have reduced the number of trips that we will book, which require the driver to drive through the night. Each trip with a late departure time will be vetted. At that time a determination will be made if we can book the trip. If for safety reasons a trip cannot be booked, we ask that clients consider adjusting their departure time to 6:00 a.m. or later.

Cancellations – If the signed or emailed confirmation and payments are not received by the due dates on the confirmation, your charter is subject to cancellation without notice. All cancellations must be made in writing, no exceptions. Cancellations must be received 30 days prior to the departure to insure a full refund. Charters cancelled 29 to 15 days prior to the departure date will be charged at a rate of $100 per coach per charter day. Charters cancelled 14 to 8 days prior to the departure date will be charged at a rate of $200 per coach per charter day. Charters cancelled 7 days to 24 hours prior to the departure date will be charged half of the total charter cost. Any charters cancelled at the pick up or within 24 hours prior to the scheduled dispatch time from our garage will not receive a refund of any kind. If a trip is cancelled and rescheduled for a later date, there maybe a cancellation fee. All cancellations fees are to the discretion of management.

Idling – Drivers are instructed not to have the bus idle unless necessary.

Lease equipment & Breakdowns – B & W charters reserves the right to lease equipment from other companies in order to fulfill this agreement. In case of mechanical breakdowns this equipment may be the same or as close to it that can be found available at that time. In case of mechanical breakdowns, for which we can assume no responsibility or liability. B & W Charters cannot guarantee the assignment of requested drivers or vehicles.

Miscellaneous information – Driver will only driver allotted DOT hours. Charters will be performed as ordered unless affected by safety, traffic, or weather conditions. B&W Charters will not be held liable for loss of time due to inclement weather. B&W Charters will not be responsible for reimbursement for missed ticketed events or hotel reservations due to any of the above reasons, or mechanical breakdowns.

Some vehicles are equipped with DVD players and color monitors. B & W Charters does not provide movies for viewing you must bring your own. We will not be held responsible for any video/DVD or wifi equipment malfunctions.

The booking client is responsible for the driver’s hotel accommodations on overnight trips if applicable.

Smoking is prohibited on all coaches.

The chartering party is held responsible for any damage to the coach and will be charged accordingly for any damage done by them or their passengers.

USB & #110 Charging Stations – Some of our coaches have USB & / or #110 charging stations on them and some do not. Of the coaches that do have them, some are at every seat and some of them are clustered in charging stations at a few of the seats throughout the coach. The #110 charging stations not at every seat are in stations of 2-4 plugs per unit. Depending on the model of coach some have a unit at the first and last seat on the drivers side. Other models have them at the first seat, one in the middle of the coach, and one at the last seat in the rear on one side. Most of our large coaches do not offer USB or #110 charging stations. Some of our mini coaches have one USB charging station above each seat. They also have one #110 charging station at the front of the coach. Please note only some of our mini coaches offer these features. We do not guarantee all USB or #110 charging stations will work properly 100% of the time.

Wifi – Some of our coaches are equipped with complementary wifi. Due to bandwidth constrictions many streaming websites are blocks. We are not responsible and will not be held liable for what passengers on the vehicles browse online. We do not guarantee wifi will work properly 100% of the time.

Alcohol & security deposits – Absolutely no passengers under the age of 21 are permitted to consume alcoholic beverages while on the motor coach. Drivers are instructed to contact local authorities in the event that underage consumption is occurring. Passengers over 21 are permitted to have alcohol on the coach in cans or plastic containers. No glass cups, glass bottles,  jello shots, or kegs. There is a $200 refundable security deposit for customers wishing to have alcohol a vehicle. A fee of $200.00 or actual replacement costs will be charged to the chartering party for any damage done to the vehicle by them or their party. If vomit is found on a coach a $200.00 fee may be charged. Some security deposits are waived depending on the the nature of the trip. If you are not sure please ask at the time of booking. All charged fees are at the discretion of management and are final.

It is understood and agreed that the performance of the service detailed in this order is subject to tariff regulations.

Animals – No animals will be permitted on the vehicles unless they are service animals with proper identification.

Baggage and all other property – Will be handled only at the passenger’s own risk and only in the amount that can conveniently be carried in the the chartered bus. B&W Charters will not be held liable for any lost or damage items brought on to or underneath any of the vehicles.

Fuel Surcharge – B&W Charters reserves the right to charge up to an additional 5% of the total charter cost to cover an increase in the cost of fuel due to sudden price shocks in the market. You will be notified in the event this surcharge is required at least 14 days prior to departure. Please budget appropriately.

Driver Coercion – Clients or anyone in a chartering party are prohibited from inducing a driver to operate a commercial motor vehicle under conditions which would require him or her to violate one or more of the regulations, which the driver identified at least generally, i.e. hours of service, that are codified at 49 CFR parts 171–173, 177–180, 380–383, or 390–399, or §§ 385.415 or 385.421.

Arbitration, mediation, and dispute resolution – In the event of a dispute in which arbitration is required the chartering party will be responsible for all fees including that of B&W Charters. If a chartering party utilizes our transportation services and does not pay the bill due for services rendered, B&W Charters reserves the right to take that party to court or arbitration to re-coup B&W Charters costs. If B&W Charters has to go to court or arbitration, against the chartering party, to have payment remitted, the chartering party agrees to pay all legal fees of their own and B&W Charters. In the event the chartering party is found liable and is ordered to pay B&W Charters, the decision will be biding and final.  Further more the chartering party waives their right to appeal the decision.

In case of an emergency or urgent changes during non-business hours please call 269-599-3001. Our office is open Monday through Friday from 09.00 – 17.30 E.S.T. By paying any amount of any charter or by utilizing our services, the chartering party acknowledges that they understand and agree to the general terms and conditions listed at the following link.
www.bwcharters.com/faqs/bus-charter-agreement

Vehicle listings and amenities are below.

Our 47 & 56 passenger motorcoaches are equipped with reclining seats, arm rests, foot rests, climate control, VCR/DVD, TV monitors, PA system, luggage bays, overhead luggage racks, individual reading lamps, complementary wi-fi, and a restroom. Please note that some coaches have 110-volt outlets on them.

Our 28 passenger coaches are equipped with reclining seats, arm rests, climate control, overhead luggage racks, complementary wi-fi, and individual reading lamps. Some of our 28 passenger coaches also have a PA system, CD player, USB & MP3 input, DVD player, TV monitors, USB charging stations above each seat, and a #110 outlet charging station. Our 16 passenger coach is equipped with reclining seats, arm rests, climate control, CD player, USB & MP3 input, VCR/DVD, TV monitor, overhead luggage racks, and reading lamps. Our 14 passenger van is equipped with cloth seats, climate control, CD player, USB & MP3 input, and reading lamps.

Our 24 passenger San Francisco style trolley coaches are fully enclosed with a climate controlled interior, and a politician platform in the rear. They offer a blend of modern amenities with the look and feel of yester-year. Amenities include an oak paneled interior, beautiful oak bench seats, gleaming brass rails, authentic trolley bell, large panoramic windows, interior lights, sound system, CD player, PA system, MP3 & USB input, 110-volt outlets, and a wheelchair lift. All coaches are professionally serviced and maintained.

Our company is a member of the following associations; The United Motorcoach Association, The American Bus Association, The National Association of Motorcoach Operators, and The Midwest Bus & Motorcoach Association. We are also a certified carrier per the United States Department of Defense. Our fleet is fully insured and we have attained the highest safety rating available with the Federal Motor Carrier Safety Administration and the United States Department of Defense. This is a commitment to safety and service excellence very few motorcoach companies have achieved.

B&W Charters reserves the right to update or change the charter order agreement at our discretion.