Terms and Conditions (coach hire)
Please read carefully to avoid any misunderstandings
Amended 18th July 2024
BOOKINGS AND RESERVATIONS (Private, non-account clients) are only regarded as provisional until a minimum potentially non-refundable* deposit payment of £100.00 has been made. The deposit is due within 7 days from the time of booking after which (and the minimum deposit remains unpaid), the vehicle will be unreserved and be made available for hire to another potential client. In the event of us arranging a ferry crossing as part of your hire, we will normally ask for the cost of the crossing in addition to our normal deposit (please further refer to the "Our Quotation" section below). The full balance of the hire is payable no less than 21 days prior to the date of the hire unless agreed otherwise. *Please refer to the "Cancellations" clause below.
(Trade/account clients) Written/email confirmation is normally required. Payment is due on the day of the hire unless agreed otherwise.
PAYMENT terms/methods are indicated on our invoice. PLEASE NOTE that our drivers cannot accept payment on the day of the hire.
YOUR DEPOSIT (and any other monies paid) is only refundable if Island Explorer/Hummingbird Travel (hereafter referred to as we/us) is unable to fulfil our obligation to you (hereafter referred to as the client) due to unforeseen and exceptional circumstances (i.e. if our vehicle becomes unavailable for whatever reason and we are unable to provide a replacement). Our liability will be limited to providing a full refund of monies paid in such circumstances. If any ferry bookings have been made by us, we will follow any process under the respective ferry company's terms and conditions to achieve a refund of any monies paid to them or to transfer the booking to another operator.
REFUNDS will not be given if the hire is cancelled due to the following; The driver considers that the client's party (or any member thereof) are behaving in an inappropriate manner which is likely to infringe PCV regulations (conduct of passengers) to the extent that the individual(s) poses a risk to the safety of the other passengers, our staff or any other road user – any other circumstances not attributed or caused by us or any member of our staff. (See also 'Cancellations' section below).
CANCELLATIONS where a booking is cancelled 21 days (or more) prior to the date of the hire, then a full refund of any monies paid may be given. In the event of a cancellation being made within 21 days prior to the hire then only the deposit (£100.00) would be non-refundable (unless we secure an alternative booking for the same day in which we may refund your deposit also*). With 14 days notice or less, then 50% of the total hire charge is payable (unless we secure another hire for that day). Where the cancellation occurs with 48 hours or less notice, or immediately prior to the hire, then the full hire charge is payable (certain circumstances such as poor weather conditions or situations outside of the client's control will be considered where at least a partial refund may be made). In respect of any ferry crossing which has been arranged by us, we would be governed by the respective ferry company's separate terms and conditions in respect of their refund policy. *We may make an admin charge from the deposit in the event of the hire requiring any itinerary preparation or any third party arrangements such as admissions, restaurant bookings or excursions.
BREAKDOWNS/DELAYS while we will give advice on journey times in good faith, we cannot guarantee the completion of any journey at a specific time and will not be liable for loss or inconvenience caused by breakdown or other delay (e.g. traffic or weather conditions). We cannot be held responsible for any delays to your journey where other suppliers are operating that particular part of the journey (eg Shuttle/Ferry etc). However, we shall try and make good any time lost. In the event of a delay or breakdown situation we shall endeavor to provide a replacement coach as quickly as possible. We cannot be held liable for any loss of time or inconvenience as a result.
OUR QUOTATION will be based on all the information, requirements and itinerary provided by the client at the time of the inquiry. We reserve the right to amend our final costings/invoice in the event of the driver being tasked to deviate from the itinerary/timings provided to us by the client (as stated in any confirmation). The quotation will not include any consequential charges such as ferry, tunnel, toll, clean air zone (CEZ), parking or admission fees (unless such information has specifically requested for by the client) and as such, such charges will be the responsibility of the client. Unless specifically agreed otherwise in advance, we will assume that the vehicle will remain at the required destination until the booked return time and that suitable parking facilities are available. In the event of the hire involving an overnight stay, the quote will not normally include accommodation for our driver(s)*. Our quotation will remain valid for 14 days without deposit**. However, if a ferry crossing is required as part of the hire and our quote includes this, we would not be able to guarantee this part of the quote for the same period (14 days) as the tariff stated would be as advertised by the ferry company on the day our quote was issued and is subject to their separate terms and conditions. *Please refer to "important destination info" below. **Subject to vehicle availability.
IMPORTANT DESTINATION INFO our vehicle is 14mtrs long and 2.9mtrs wide so consideration should be made for adequate parking facilities at your desired destination. Equally, if your hire involves having overnight accommodation, our driver reserves the right to refuse to stop/drop off outside such accommodation which doesn't have a suitable bay/parking area for the purpose of unloading/loading passengers or/and their luggage and as such, would be causing an obstruction of the highway.
LATE NIGHT/EARLY SURCHARGE may apply (and included in the quotation) to any return time after 23:00hrs (11pm) at a rate of £30 per hour (or part of) calculated up to the time the vehicle arrives back at it's depot and the driver signs off. This charge will NOT apply in the event of 1) the return time has been exceed as a result of any circumstances attributed to Island Explorer (or any other agency acting on our behalf). 2) to hires which exceeds 24 hours where the driver and vehicle are not on duty after 23:00hrs. This charge also applies to hires that begin prior to 05:00hrs.
DRIVER'S HOURS are regulated by law and the client accepts the responsibility of ensuring the hire keeps to the hours and times agreed by us (this is particularly important where the hire is subject to a ferry crossing). Neither the client or any passenger shall delay or otherwise interrupt the journey in such a way that the driver is at risk of breaching regulations relating to driving hours and duty time. If any breach is likely to occur, the client will be responsible for any additional costs in us having to provide additional staff as a result. PLEASE NOTE that we reserve the right to authorise our driver to depart on the return journey (with or without all the original number of passengers) at such a time where by he/she would avoid any potential driver's hours infringements which could result in the driver being prosecuted and/or fined by the relevant authorities. In such circumstances that result in any passenger(s) being left behind, we would not accept any responsibility for any subsequent costs that the affected passenger(s) may incur (Please also refer to the "Breakdown/Delays" section above).
SEATING CAPACITY must not be exceeded under any circumstances.
PASSENGER CONDUCT is the full and sole responsibility of the client during the hire. We reserve the right to administer additional charges to cover for any damage caused or/and for any excessive cleaning which maybe required. This may extend to the cost of any loss of earnings and/or the hire of a replacement vehicle (when necessary) where our vehicle is rendered unusable for a subsequent hire(s) in such circumstances caused by a member or members of the client's party. Under PCV regulations (Conduct of passengers, drivers and conductors), our staff reserve the right to require any person to leave the vehicle who is causing a nuisance or posing a safety risk to any other passengers, our staff, the vehicle or other road users. Any losses or expenses arising from any such an incident would be the sole responsibility of the offending passenger and/or the client. The safety of our passengers and staff will always be our top priority.
SMOKING (including ’electronic’ devices) is not permitted on our vehicles.
ALCOHOL is normally permitted although we cannot supply it as we are not licenced to sell alcohol. HOWEVER If travelling to a 'main' sporting event (normally but not restricted to a football league fixture), it is illegal for alcohol to be carried anywhere on a PCV vehicle and as such, we reserve the right to check any passenger's baggage if our driver/crew member suspects anyone attempting to bring alcohol on board as we get prosecuted as well as the passenger.
HOT FOOD is not to be bought onto our vehicle unless it has been agreed with us in advance.
HOT/COLD DRINKS are available (subject to availability) on a pay as you basis (please refer to our current tariff) or are included if hired under a VIP package. Cup 'sip' covers will also be provided. Glass bottles MUST NOT be left insecure on the vehicle, they must be kept in a bag and taken off the vehicle at the end of the hire.
SEAT BELTS are to be worn at all times while the vehicle is in motion. This particularly applies to children under 16 years of age as it is a legal obligation to ensure they are wearing a seat belt.
ON BOARD TOILET is available under an executive or VIP package and has a limited water supply. Therefore should only be used where there are no alternative facilities available. The toilet is only designed for liquid waste and no other materials other than toilet tissue should be disposed of down the toilet. We reserve the right to administer additional charges to cover any excessive cleaning caused by misuse (Please also refer to the 'Passenger Conduct' section above).
CHILDREN must be allocated their own seat irrespective of age. We cannot allow children to sit on an adult’s lap or share a seat. Parents of small children (or infants) who would normally be conveyed in a child seat, will be expected to bring such a seat with them so it can be secured to a seat on the vehicle. Children are the responsibility of the client whilst on board our vehicle and we would prefer that they are not seated unaccompanied next to any emergency exit (Please also refer to the 'Passenger Conduct' section above).
PASSENGERS PROPERTY and belongings are your responsibility. We cannot accept responsibility for any loss or damage to your property during your time with us. We strongly advise you to not leave valuable items unattended on the coach during stops. The vehicle will normally be locked and secured when ever it is left unattended by our crew.
LUGGAGE AND BULKY ITEMS such as push/wheel chairs can be accommodated on our vehicle (subject to the availability of space). We would advise that you indicate in your booking that such items will need to be accommodated. Overnight luggage (such as suit cases etc) should be either 1 large case per couple or 1 small/medium case per individual passenger. We would strongly advise you NOT to pack fragile items in any luggage which is to be stowed in the luggage compartment/boot of the vehicle. Please note that due to health & safety regulations, we are unable to accommodate any item which weighs in excess of 25kg (55lbs).
OUR VEHICLE is operated by N.S. Hartland T/A Island Explorer and is fully compliant with all current PCV requirements and carries the relevant liability insurance for all passengers.
COMPLAINTS In the unlikely event of a complaint, the client must put this in writing within 7 days of the hire for us to investigate. The client may use our 'contact us' form for this purpose. We will aim to work with the client to find an amicable, agreeable solution to both parties.
By paying the deposit/sending written confirmation, you agree to the above terms and conditions.
(Trade/account clients) Written/email confirmation is normally required. Payment is due on the day of the hire unless agreed otherwise.
PAYMENT terms/methods are indicated on our invoice. PLEASE NOTE that our drivers cannot accept payment on the day of the hire.
YOUR DEPOSIT (and any other monies paid) is only refundable if Island Explorer/Hummingbird Travel (hereafter referred to as we/us) is unable to fulfil our obligation to you (hereafter referred to as the client) due to unforeseen and exceptional circumstances (i.e. if our vehicle becomes unavailable for whatever reason and we are unable to provide a replacement). Our liability will be limited to providing a full refund of monies paid in such circumstances. If any ferry bookings have been made by us, we will follow any process under the respective ferry company's terms and conditions to achieve a refund of any monies paid to them or to transfer the booking to another operator.
REFUNDS will not be given if the hire is cancelled due to the following; The driver considers that the client's party (or any member thereof) are behaving in an inappropriate manner which is likely to infringe PCV regulations (conduct of passengers) to the extent that the individual(s) poses a risk to the safety of the other passengers, our staff or any other road user – any other circumstances not attributed or caused by us or any member of our staff. (See also 'Cancellations' section below).
CANCELLATIONS where a booking is cancelled 21 days (or more) prior to the date of the hire, then a full refund of any monies paid may be given. In the event of a cancellation being made within 21 days prior to the hire then only the deposit (£100.00) would be non-refundable (unless we secure an alternative booking for the same day in which we may refund your deposit also*). With 14 days notice or less, then 50% of the total hire charge is payable (unless we secure another hire for that day). Where the cancellation occurs with 48 hours or less notice, or immediately prior to the hire, then the full hire charge is payable (certain circumstances such as poor weather conditions or situations outside of the client's control will be considered where at least a partial refund may be made). In respect of any ferry crossing which has been arranged by us, we would be governed by the respective ferry company's separate terms and conditions in respect of their refund policy. *We may make an admin charge from the deposit in the event of the hire requiring any itinerary preparation or any third party arrangements such as admissions, restaurant bookings or excursions.
BREAKDOWNS/DELAYS while we will give advice on journey times in good faith, we cannot guarantee the completion of any journey at a specific time and will not be liable for loss or inconvenience caused by breakdown or other delay (e.g. traffic or weather conditions). We cannot be held responsible for any delays to your journey where other suppliers are operating that particular part of the journey (eg Shuttle/Ferry etc). However, we shall try and make good any time lost. In the event of a delay or breakdown situation we shall endeavor to provide a replacement coach as quickly as possible. We cannot be held liable for any loss of time or inconvenience as a result.
OUR QUOTATION will be based on all the information, requirements and itinerary provided by the client at the time of the inquiry. We reserve the right to amend our final costings/invoice in the event of the driver being tasked to deviate from the itinerary/timings provided to us by the client (as stated in any confirmation). The quotation will not include any consequential charges such as ferry, tunnel, toll, clean air zone (CEZ), parking or admission fees (unless such information has specifically requested for by the client) and as such, such charges will be the responsibility of the client. Unless specifically agreed otherwise in advance, we will assume that the vehicle will remain at the required destination until the booked return time and that suitable parking facilities are available. In the event of the hire involving an overnight stay, the quote will not normally include accommodation for our driver(s)*. Our quotation will remain valid for 14 days without deposit**. However, if a ferry crossing is required as part of the hire and our quote includes this, we would not be able to guarantee this part of the quote for the same period (14 days) as the tariff stated would be as advertised by the ferry company on the day our quote was issued and is subject to their separate terms and conditions. *Please refer to "important destination info" below. **Subject to vehicle availability.
IMPORTANT DESTINATION INFO our vehicle is 14mtrs long and 2.9mtrs wide so consideration should be made for adequate parking facilities at your desired destination. Equally, if your hire involves having overnight accommodation, our driver reserves the right to refuse to stop/drop off outside such accommodation which doesn't have a suitable bay/parking area for the purpose of unloading/loading passengers or/and their luggage and as such, would be causing an obstruction of the highway.
LATE NIGHT/EARLY SURCHARGE may apply (and included in the quotation) to any return time after 23:00hrs (11pm) at a rate of £30 per hour (or part of) calculated up to the time the vehicle arrives back at it's depot and the driver signs off. This charge will NOT apply in the event of 1) the return time has been exceed as a result of any circumstances attributed to Island Explorer (or any other agency acting on our behalf). 2) to hires which exceeds 24 hours where the driver and vehicle are not on duty after 23:00hrs. This charge also applies to hires that begin prior to 05:00hrs.
DRIVER'S HOURS are regulated by law and the client accepts the responsibility of ensuring the hire keeps to the hours and times agreed by us (this is particularly important where the hire is subject to a ferry crossing). Neither the client or any passenger shall delay or otherwise interrupt the journey in such a way that the driver is at risk of breaching regulations relating to driving hours and duty time. If any breach is likely to occur, the client will be responsible for any additional costs in us having to provide additional staff as a result. PLEASE NOTE that we reserve the right to authorise our driver to depart on the return journey (with or without all the original number of passengers) at such a time where by he/she would avoid any potential driver's hours infringements which could result in the driver being prosecuted and/or fined by the relevant authorities. In such circumstances that result in any passenger(s) being left behind, we would not accept any responsibility for any subsequent costs that the affected passenger(s) may incur (Please also refer to the "Breakdown/Delays" section above).
SEATING CAPACITY must not be exceeded under any circumstances.
PASSENGER CONDUCT is the full and sole responsibility of the client during the hire. We reserve the right to administer additional charges to cover for any damage caused or/and for any excessive cleaning which maybe required. This may extend to the cost of any loss of earnings and/or the hire of a replacement vehicle (when necessary) where our vehicle is rendered unusable for a subsequent hire(s) in such circumstances caused by a member or members of the client's party. Under PCV regulations (Conduct of passengers, drivers and conductors), our staff reserve the right to require any person to leave the vehicle who is causing a nuisance or posing a safety risk to any other passengers, our staff, the vehicle or other road users. Any losses or expenses arising from any such an incident would be the sole responsibility of the offending passenger and/or the client. The safety of our passengers and staff will always be our top priority.
SMOKING (including ’electronic’ devices) is not permitted on our vehicles.
ALCOHOL is normally permitted although we cannot supply it as we are not licenced to sell alcohol. HOWEVER If travelling to a 'main' sporting event (normally but not restricted to a football league fixture), it is illegal for alcohol to be carried anywhere on a PCV vehicle and as such, we reserve the right to check any passenger's baggage if our driver/crew member suspects anyone attempting to bring alcohol on board as we get prosecuted as well as the passenger.
HOT FOOD is not to be bought onto our vehicle unless it has been agreed with us in advance.
HOT/COLD DRINKS are available (subject to availability) on a pay as you basis (please refer to our current tariff) or are included if hired under a VIP package. Cup 'sip' covers will also be provided. Glass bottles MUST NOT be left insecure on the vehicle, they must be kept in a bag and taken off the vehicle at the end of the hire.
SEAT BELTS are to be worn at all times while the vehicle is in motion. This particularly applies to children under 16 years of age as it is a legal obligation to ensure they are wearing a seat belt.
ON BOARD TOILET is available under an executive or VIP package and has a limited water supply. Therefore should only be used where there are no alternative facilities available. The toilet is only designed for liquid waste and no other materials other than toilet tissue should be disposed of down the toilet. We reserve the right to administer additional charges to cover any excessive cleaning caused by misuse (Please also refer to the 'Passenger Conduct' section above).
CHILDREN must be allocated their own seat irrespective of age. We cannot allow children to sit on an adult’s lap or share a seat. Parents of small children (or infants) who would normally be conveyed in a child seat, will be expected to bring such a seat with them so it can be secured to a seat on the vehicle. Children are the responsibility of the client whilst on board our vehicle and we would prefer that they are not seated unaccompanied next to any emergency exit (Please also refer to the 'Passenger Conduct' section above).
PASSENGERS PROPERTY and belongings are your responsibility. We cannot accept responsibility for any loss or damage to your property during your time with us. We strongly advise you to not leave valuable items unattended on the coach during stops. The vehicle will normally be locked and secured when ever it is left unattended by our crew.
LUGGAGE AND BULKY ITEMS such as push/wheel chairs can be accommodated on our vehicle (subject to the availability of space). We would advise that you indicate in your booking that such items will need to be accommodated. Overnight luggage (such as suit cases etc) should be either 1 large case per couple or 1 small/medium case per individual passenger. We would strongly advise you NOT to pack fragile items in any luggage which is to be stowed in the luggage compartment/boot of the vehicle. Please note that due to health & safety regulations, we are unable to accommodate any item which weighs in excess of 25kg (55lbs).
OUR VEHICLE is operated by N.S. Hartland T/A Island Explorer and is fully compliant with all current PCV requirements and carries the relevant liability insurance for all passengers.
COMPLAINTS In the unlikely event of a complaint, the client must put this in writing within 7 days of the hire for us to investigate. The client may use our 'contact us' form for this purpose. We will aim to work with the client to find an amicable, agreeable solution to both parties.
By paying the deposit/sending written confirmation, you agree to the above terms and conditions.