Charter Booking Terms & Conditions
GENERAL:
- Please e-mail, fax or mail a detailed itinerary including addresses of all locations to be visited at least 14 days prior to departure.
- The chartering party is responsible for providing our driver with a single, non-smoking hotel room on overnight trips unless otherwise specified.
- Driver’s gratuity is not included in this price unless otherwise noted.
PRICING: This charter has been priced based on the information that was collected when the charter was booked. Any changes to the schedule or itinerary may result in additional charges. Any parking fees that are incurred on the trip will be the responsibility of the chartering party. Due to the volatile price of diesel fuel, a fuel surcharge may be added based on the applicable fuel cost at the time your transportation is provided. Please inquire with our charter booking department for surcharge rates.
DEPOSITS/PAYMENTS: Except for preauthorized billed clients a deposit of 25% of the total charter price is due to hold your booking. Accepted methods of payment include company check, ACH, or credit card. Payment in full is due 14 days prior to departure. If the charter is booked within 14 days of departure payment in full is due at the time of booking. If we do not receive full payment and a final itinerary 14 days prior to your trip, we reserve the right to release your motorcoach.
RESPONSIBILITY: Minnesota Coaches, Inc. shall not be liable for delay or non-performance resulting from road failure, road or weather conditions, labor difficulties or any other cause beyond their control. Our maximum liability arising out of delay or non-performance of this contract is the cost of this charter.
DAMAGE: The group will be liable for any damage to the bus or its contents that is caused by the passengers. Only Minnesota Coaches motorcoach operators will be allowed to open and close under-floor luggage doors.
CARRIER: Minnesota Coaches, Inc. reserves the right to use leased equipment or sublet trips to another carrier to fulfill this agreement should the need arise.
FOOD & BEVERAGE: Except for sunflower seeds, food and non-alcoholic beverages are allowed on the motorcoach. If the group desires to consume alcoholic beverages on board the motorcoach prior approval is required and limitations to containers the alcohol will be consumed from and contained in will be discussed and agreed upon. If deemed necessary, a $250 damage and cleaning fee may be charged upon the charter’s return.
TOBACCO: Use of cigarettes, electronic cigarettes or chewing tobacco is not allowed while on any motorcoach.
VIDEO or MUSIC: DVD players are available on all motorcoaches. Use of the video or music systems is included at no extra charge. The chartering party understands that Minnesota Coaches does not broadcast or distribute any music, video or other intellectual property. The chartering party agrees to supply their own movies or music and assumes any copyright or licensing issues associated therewith.
SAFETY: The chartering party agrees to respect our professional motorcoach operator’s decision regarding road conditions, equipment, and safety.
NIGHT DRIVING: Minnesota Coaches, Inc. drivers are required to take night driving safety stops between the hours of midnight and 6 AM. The safety of our passengers and our drivers are our highest concern. This stop is aimed to avoid fatigue a driver may experience during night driving. A motorcoach operator must have 8 consecutive hours off-duty in a hotel room or the equivalent after 10 hours of driving in a 15-hour period.
ACCOMMODATIONS FOR THE DISABLED: Any group or passenger who requires an ADA accessible motorcoach is requested to inform us at the time of the reservation.
LOST ITEMS: Minnesota Coaches, Inc. is not responsible for luggage or personal items left inside the motorcoach or underneath in the luggage bay. All efforts will be made to return personal items at the client’s expense; it is required that groups thoroughly look through motorcoaches upon the arrival at their destination.
WEAPONS: Weapons (concealed or unconcealed) are not allowed on the motorcoach at any time. Exceptions would be military, law enforcement and security personnel authorized to carry a weapon.
LUGGAGE: Minnesota Coaches motorcoach operators are trained to handle and load luggage up to 50 lbs. Anything over 50 lbs. is the responsibility of the chartering party. Please pack accordingly.
IDLING: Minnesota Coaches takes great pride in protecting our environment and always aims to avoid unnecessary idling. Due to anti-idling laws the motorcoaches will only be idled for enough time to adequately heat up or cool down the cabin for travel.
CANCELLATION POLICY:
- A full refund will be made if notice is given more than 48 hours from the trip date and time.
- Within 48 hours Minnesota Coaches reserves the right to keep a portion of the trip cost which could be anywhere between 25% and the full cost of the charter depending on the circumstances.
ADVERSE WEATHER CONDITIONS: The above cancellation fees will be waived in the event of adverse weather conditions. In the event the trip is cancelled after our operator has left our terminal, the chartering party may be charged in accordance with the 48-hour cancellation policy stated above.
AGREEMENT: By initialing below, you are agreeing to the above terms and conditions as written.
CONTACT INFORMATION: MAIL – Minnesota Coaches, Inc. 101 E 10th Street Hastings, MN 55033 (Please refer to the charter confirmation for your representative’s emails and phone numbers).
Thank you and enjoy your trip.