Terms and Conditions of Charter & Hire

Sydney Bus Hire Company complies with all TfNSW and RMS regulations for Public Passenger vehicles.
Please review our Terms and Conditions on this page, which may change without notice. For inquiries, call 0452 104 173.

 

1)  CONDUCT OF PASSENGERS:

The driver is responsible for ensuring the vehicle’s safety. If passengers break statutory regulations, the driver can refuse them boarding or ask them to leave. The hirer is accountable for the behaviour of passengers during the hire period and must cover any damage caused; Sydney Bus Hire Company may charge for such damages. Smoking and vaping are not allowed in any vehicles under NSW law, and anyone who smokes must do so at least 4 metres away from the vehicle.

Drivers may refuse service to anyone under the influence, disruptive, or likely to cause issues. Unruly behaviour lets drivers end the charter and contact police if required. Entry can be denied to passengers deemed problematic. Sydney Bus Hire Company is not liable for losses due to such terminations. Passengers may face fines from police or RMS for unruly conduct.

Passengers must not tamper with vehicle equipment. The Hirer is responsible for any damage caused by their group during the hire. Before other passengers board, the Hirer should check for damage or rubbish and inform the driver or designate someone else to do so if unavailable.

2) FOOD & BEVERAGE:

Only bottled water may be consumed in our vehicles. NSW law bans eating or drinking (unless for medical reasons or with written permission) on public transport. Passengers must stay seated and keep limbs inside while moving. Please take your rubbish when you leave; a cleaning fee of $88 applies if left messy. Sydney Bus Hire Company may also charge for extra cleaning, damages, fines, or penalties.

3) ALCOHOL:

NO ALCOHOL is permitted in our vehicles at any time. Party bus services are not offered. Do not bring alcohol—opened or unopened—on board without written permission; any unopened alcohol must be stored by the driver. Having opened alcohol on the bus leads to service termination, no refund, and a $300 penalty. Concealed alcohol use also incurs a $300 penalty, plus cleaning charges: $110 for floor spills and $330 for seat spills.

4) ADDITIONAL CHARGES:

Additional charges will apply if the Hirer requests more kilometres or hours beyond those specified in the charter order. Separate fees are charged for tolls, entry, and parking. Sydney Bus Hire Company will inform customers of anticipated extra costs during booking, but any unexpected fees that arise before departure remain the responsibility of the Hirer.

Costs incurred for damage, cleaning, fines, or penalties will also be billed to the Hirer. It is the Hirer’s duty to select a legal and safe pick-up location; any fines resulting from collection in restricted areas such as clearways or no-parking zones are the Hirer’s responsibility. If the vehicle departs within 15 minutes, there will be no charge for the first quarter-hour.

After the first 15 minutes, waiting is billed in 15-minute blocks: $30 for minibuses, $50 for coaches. Sydney Bus Hire Company may invoice you, charge your card, or withhold bonds for waiting fees, damages, fines, or cleaning costs. The hirer is responsible for passenger behaviour and related penalties.

5) CANCELLATIONS, CANCELLATION CHARGES & REFUNDS:

If a charter is unused after leaving the depot, or if the hirer fails to arrive within 45 minutes of the scheduled pickup, it will be treated as a “non-cancelled” service. Full payment is required before the service unless other arrangements are confirmed in writing by Sydney Bus Hire Company. To cancel, email your request; cancellations more than seven days after booking incur a 10% fee.

All cancellations must be emailed and confirmed by staff. Bookings are not cancelled until written notice is received—non-payment does not qualify as cancellation and fees may apply.

The following Cancellation Charges apply:

  • “Non-cancelled” service – Full charter fee applies (no refund).
  • Cancellations within 48 hours of the service is 100% of the hiring fee.
  • Cancellations 3 days prior – Charged 80% of hiring fee.
  • Cancellations 4 days prior – Charged 70% of hiring fee.
  • Cancellations 5 days prior – Charged 50% of hiring fee or forfeited deposit (whichever is greater).
  • Cancellations 6 days prior – Charged 20% of hiring fee or forfeited deposit (whichever is greater).
  • All cancellations greater than 7 days of the service have a 10% cancellation fee.

If Sydney Bus Hire Company cannot provide a service due to issues like vehicle failure, it will refund the relevant part of the fee only. The company is not liable for losses from missed additional services. The hirer is responsible for any supplier cancellation charges.

6) TENTATIVE BOOKINGS:

Tentative bookings will expire three days after the request is made. To confirm a tentative booking, you must pay a non-refundable deposit of 20% by credit card.

7) QUOTES:

Quotes are valid for 14 days and may change if the hirer provides new information.

8) PAYMENTS:

A 20% non-refundable deposit is required for bookings made more than seven days before your service date, unless otherwise agreed by the company. The remaining balance must be paid no later than seven days prior to your booking date, unless Sydney Bus Hire Company has confirmed a different written agreement.

If you book within seven days of the service date, full payment is necessary. Failure to pay may result in your booking being cancelled, loss of your deposit, and possible re-booking fees.

If payment is not received on time, the service will proceed as a “non-cancelled” booking (see cancellations #5), and full payment will still be charged. All invoices must be paid promptly. Sydney Bus Hire Company reserves the right to charge 10% compound interest per month on overdue payments. Any costs related to external debt recovery or legal action will be added to your account and pursued until settled. The person hiring is responsible for all deposits and payments.

Payments are accepted via Visa, MasterCard, AMEX, JCB, and EFT through Square; cheques or cash are not accepted on the day.

8.1) ADDITIONAL PAYMENTS:

A bond may be required upfront. The Hirer authorises charges to their credit card for any overtime, waiting time, cancellations, damage, extra services, fines, entry or parking fees, tolls, or other unpaid charter costs. The Hirer is also responsible for all recovery costs, including legal fees, late fees, and any booking-related charges.

9) BREAKDOWN & DELAYS:

Sydney Bus Hire Company provides estimated journey times but does not guarantee or accept liability for arrival times, delays, or breakdowns. Arrival times at stops are not assured, and drivers are pre-selected to comply with all laws. The company is not responsible for delays due to road, traffic, or weather conditions beyond its control, and such delays do not warrant cancellations or refunds. Drivers choose routes based on various factors; late arrivals resulting from these choices are not eligible for refunds or compensation.

10) DRIVER HOURS:

A bus driver can work up to 12 hours in any 24-hour period. *Stationary rest time means time spent off the bus. Night rest requires either 7 consecutive hours of stationary rest between 10pm and 8am (local base time) or a continuous 24-hour stationary break.

11) PASSENGERS PROPERTY & LOST PROPERTY:

All vehicles must meet legal capacity limits. The driver decides what luggage may be carried.

Sydney Bus Hire Company is not responsible for passengers’ belongings, which remain at the owner’s risk, regardless of cause. Property left on vehicles is not the company’s liability; lost items are returned to the office and logged in the Lost & Found Register.

Lost property is held at the office for up to three weeks before disposal.

12) EQUIPMENT:

All equipment supplied by the service provider undergoes thorough inspection prior to use, ensuring consistent reliability. In the event that a bus requires replacement due to unforeseen mechanical failure, the substitute vehicle may differ in type. Certain coaches are equipped with digital download or video disc systems; while requests for these features will be accommodated when possible, availability cannot be guaranteed.

Sydney Bus Hire Company assumes no liability for hirers who display copyrighted digital downloads or video discs in its vehicles or those of its suppliers. The Australian Copyright Council stipulates that pre-recorded content sold within Australia is solely for domestic use. Public performances—including those conducted on coaches and buses—require a license from the copyright holder, as set forth by the Australian Copyright Act. This regulation applies equally to commercial and non-profit users. Sydney Bus Hire Company and its providers expressly disclaim responsibility for any unauthorized exhibition of copyrighted material.

Purchasing pre-recorded digital downloads or video discs does not exempt the buyer from copyright obligations. Public exhibition of such recordings constitutes a violation of copyright law. Following changes introduced by Australia’s Free Trade Agreement, effective 1 January 2005, playing infringing or imported copies without proper authorization breaches copyright law—even if the copy was originally lawful elsewhere. When planning to screen digital downloads or video discs, it is imperative to verify that the content is legitimate and the necessary permissions have been obtained for imported media.

Should the hirer intend to publicly play copyrighted digital downloads or video discs, a signed license must be submitted at least 48 hours prior to the charter. While the estimated size of equipment is provided at booking for reference purposes, it cannot be guaranteed; nonetheless, all vehicles will accommodate the confirmed number of passengers.

13) GENERAL TERMS & CONDITIONS:

Sydney Bus Hire Company may outsource tours or charters if vehicles or drivers are unavailable, but the quoted price will remain the same unless a specific vehicle is requested by the client.

Your driver is trained to manage any emergencies, so please follow their instructions if one arises. If a vehicle experiences mechanical issues, Sydney Bus Hire Company may replace it or use a subcontractor as necessary. The driver holds full authority over the charter and will communicate any changes or requests directly with the hirer or group leader.

The scheduled end time for the tour or charter will remain unchanged unless an extension is agreed upon, regardless of the start time. Any special requests made during the trip must be approved by the driver. By confirming your booking with Sydney Bus Hire Company, you agree to their Terms and Conditions as outlined in their policies and guidelines. Providing a deposit or credit card details to secure your booking also signifies acceptance of these terms.

14) OVERNIGHT & EXTENDED CHARTER SERVICES:

The Hirer is responsible for reserving and paying for a separate room for each driver on overnight tours or charters. Sydney Bus Hire Company can assist with accommodation arrangements upon request, with the cost added to the final invoice. For extended trips, a detailed itinerary must be submitted at least one week prior to departure, with the final version due no later than two days before the trip.

Prices may be adjusted based on the final itinerary. Drivers are not required to stay at the same accommodation as guests, and alternative options, such as nearby motels, can be arranged. Sydney Bus Hire Company can organize driver accommodation, or clients may choose to book directly, potentially securing a discount when booked alongside the group.

Each driver must be provided with a private room, complete with a bathroom and television, meeting at least a 3-star standard. This level of accommodation is mandatory for all drivers. Additionally, a meal allowance of $66 per day will be applied for each driver.

15) COMPLAINTS:

Any complaints regarding Sydney Bus Hire Company’s services should be emailed to [email protected] within 14 days. All complaints will be recorded in our Complaints Register, in compliance with RMS Clause 12B (1) (g) of the Passenger Transport (Bus Services) Regulation.

16) NOTICES:

No bill, poster, or notice may be displayed on any vehicle without prior written approval. The Hirer is responsible for all costs associated with installing or removing any signage.

17) GOVERNING LAW:

This contract is governed by the laws of New South Wales, Australia. All charter and driver hire services are subject to NSW law, regardless of your location.

18) FORCE MAJEURE:

Sydney Bus Hire Company is not liable for delays or non-performance caused by events beyond its control, such as natural disasters, strikes, industrial actions, transport disruptions, laws, regulations, or ordinances.

19) LIMITATION OF LIABILITY:

NEITHER SYDNEY BUS HIRE COMPANY NOR THE SERVICE PROVIDER IS LIABLE FOR ANY SPECIAL, INDIRECT, INCIDENTAL, PUNITIVE, EXEMPLARY, OR CONSEQUENTIAL DAMAGES, INCLUDING LOSS OF PROFITS, RELATED TO THIS AGREEMENT—EVEN IF SUCH DAMAGES WERE FORESEEABLE OR PREVIOUSLY ADVISED. LIABILITY, UNDER ANY CIRCUMSTANCES, WILL NOT EXCEED THE SINGLE BUS CHARTER FEE FOR THE DAY IN QUESTION.

20) PRICES SUBJECT TO CHANGE:

Prices listed in the confirmation may change if: (a) fuel costs increase before your charter date, resulting in a fuel surcharge; (b) changes in laws or market conditions require major vehicle modifications or create additional costs for Sydney Bus Hire Company; or (c) market conditions or order discrepancies make the trip more expensive than originally estimated.

21) PROHIBITED ITEMS:

The following items and activities are prohibited:

  • Decorations
  • Alcoholic Beverages
  • Smoking (including e-cigarettes & vaping)
  • Glass containers
  • Golf shoes or other shoes with spikes (worn)
  • Fuel containers
  • Generators
  • Illegal Substances
  • Non-Prescription Drugs

22) ENTIRE AGREEMENT:

This Agreement represents the complete and exclusive understanding between the parties, and it overrides any prior agreements, whether oral or written, pertaining to the subject matter addressed herein.

 

 

 

 

 

last update 15th November 2025