Coach Hire - F.A.Q.s

Why do you need my e-mail address, I just want an estimated price for my coach journey?

Your e-mail address is just our way of recording your journey details to save you repeating all of the information again if you contact us again to book the coach or to obtain a quotation for another coach or minibus journey, your e-mail address is an unique identifier. The information you give us is confidential and we do not use or disclose your e-mail address other than for the purposes of coch hire or minibus hire.

So why do we sometimes need so much information just to get a quote?

All quotations are based upon of accurate information supplied by you. This is important, as, for example, the number of drivers may depend on the timing of the itinerary. When comparing prices check what the quotation includes and whether extras such as parking or road tolls are included, or whether you will be expected to pay these separately. On tours or longer day trips, it is important to establish whether it will be you or the supplier who pays for the driver’s accommodation and or meals.

The length of the journey, number of rest breaks will also affect the quotation as we need to ensure that the driver has adequate hours to perform his duties without comprising health & safety.

The quotation will usually be subject to availability of vehicles and drivers, and ask how long it is valid for – you might find that going back six months later the price has changed!

Booking the vehicle

Assuming you are happy with the price quoted and you go ahead and book, you will receive a booking confirmation from the company which is the contract between you. You and the operator need to be clear on who the group organiser is as the coach operator will require this nominated person to be responsible for the management of the group, including ensuring the adherence to instructions on times of departure etc.

When you receive the contract, you should ensure that it contains the following important information:

What size of vehicle has been booked and the maximum number of passengers that can be carried
The itinerary that will be operated with a mutual understanding on where the driver will need to take legal rest breaks. This is particularly important as it is often a source of conflict between drivers and organisers.
It is also worth establishing how the company will operate the day – will the coach stay at the destination, for example, or will it return to base?
An agreement on additional charges that may accrue as a result of changes in the itinerary.
Whether the company has a right to impose surcharges where, for example, the date of hire is some time away and the price of fuel has changed significantly in the intervening period.
Details of payment terms including any deposit required.
Details of any cancellation terms. Typically, operators will almost certainly require cancellation charges within 14 days of a job, usually rising to 100% of the charge where the cancellation on the day itself or seven days before.
You may need to consider the implications of this if the coach is booked to go to an event that might be cancelled at the last minute.
An understanding of what the coach operator’s responsibilities will be in the case of breakdowns or delays. An agreement on under what circumstances the operator might substitute another vehicle (including those from other operators) or ancillary facilities for all or part of the hire.

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