Terms and Conditions

Review the information:  Please review the information on the front of your confirmation for accuracy.  If there are any errors, or you would like to make any changes, please notify us immediately. 

Itinerary: To insure adequate driver preparation we request a detailed itinerary listing all stops, with adequate addresses and anticipated timing, be received in our office at least 7 days prior to departure.  It is the chartering party’s responsibility to insure adequate travel time to and from all destinations.  The vehicle operator will be furnished with a copy of this itinerary and will be specifically instructed to follow it. The operator does not have the authority to deviate from the itinerary.  Any change(s) to the itinerary must receive prior approval from an authorized Thomas Charters official. Thomas Charters has the absolute discretion and right to agree or decline to make any requested changes. Any changes to the itinerary may result in additional charges.  Federal law regulates driver hours of service.  Thomas Charters will not compromise your safety by violating the legal limits, which are as follows: 1. No more than 15 hours on duty in any 24 hour period. 2. Of this15 hours, no more than 10 hours may be actual driving hours. 3. After 15 hours on duty, the driver must have at least 8 consecutive hours off duty. 

Charges:  The price indicated on the charter confirmation is based on the specific service requested.  It is understood and agreed that additional miles, hours, or expenses will be paid for at specific rates by the chartering party, details of which can be determined by calling the office M-F 10:00 AM to 4:00 PM.  Charges reflect laws regulating driver’s hours of service and all highway tolls anticipated based on the itinerary submitted.  Parking, entrance fees, and other miscellaneous expenses may or may not be included as detailed on the confirmation.  On trips in which the chartering parting is securing overnight accommodations it is the chartering party’s responsibility to reserve and pay for a single and separate room for each driver.  Should fuel prices increase, we reserve the right to adjust the price accordingly with a fuel surcharge.  

Deposit/Final Payment:  Unless otherwise arranged and indicated in this agreement, the deposit in the amount outlined on the charter confirmation must be received immediately to secure and hold the motorcoach.  Final balance is due fifteen days prior to departure.  In the event that payment is not received within the stated terms the contracting party may lose the deposit, and the motorcoach may be cancelled. There will be a $50 fee on any and each returned check.  Future bookings are subject to cancellation due to non-payment of previous trips. 

Delay and Cancellation policy:  Delays caused by weather, traffic, or unforeseeable mechanical problems shall not constitute a liability against Thomas Charters.  Any request to cancel this contract must be received fifteen 15 days prior to the scheduled departure date.  If the cancellation is received less than fifteen 15 days prior to the scheduled departure date, the company will bill or retain the amount of the deposit as liquidated damages.  If the cancellation is received less than seven days prior to the scheduled departure date, the company will bill or retain 50% of the contracted prices as liquidated damages.  If the cancellation is received less than 36 hours prior to the company’s vehicles being dispatched to the point of origin, the company will bill or retain 75% of the contracted prices as liquated damages.  Thomas Charters reserves the right to cancel any trip prior to departure, and make a full refund if, in our opinion, the safe passage could be compromised due to acts of nature, authority of law, terrorism, war, accidents, road condition, mechanical failures, work stoppages, or weather. 

Equipment:  This contract is for the use of equipment only.  In the event of a mechanical failure of the vehicle, substitute equipment or transportation will be secured as soon as possible.  Amenities on the vehicles such as washroom, radio, CD player, video and/or DVD player, wi-fi, and device charging are optional equipment and are offered for the use of our customers free of charge; therefore no adjustments in the charges will be made if this equipment experiences a failure.  From time to time Thomas Charters may provide a vehicle with a seating capacity larger than requested at no additional charge, unless the number of passengers traveling exceeds the originally requested vehicle size. Thomas Charters also reserves the right to lease or charter equipment from other companies to fulfill this charter agreement. 

Baggage:  Passenger baggage is limited to 50 pounds per bag, and in a total quantity that can be conveniently stored in the vehicle.  The company will exercise all reasonable care, but is not responsible for loss or damage to parcels or baggage carried on its vehicles.  Each member of the group shall be responsible for their own personal property and baggage.  We do not allow ski boots, golf shoes or other sports shoes with cleats to be worn onboard any vehicle.  Passengers are requested not to lean skis, sports equipment, or other items against the vehicle.  Thomas Charters is not responsible for, and the vehicle operator has no authority to accept, the risk of loss for an item(s) left on the vehicle at any stop or at the conclusion of the trip.  Each passenger will place his or her baggage in a safe manner, or shall request that it be safely stored by the vehicle operator or other employee of Thomas Charters.  The company shall not be liable for any injuries to a passenger caused by or resulting from the falling or shifting of baggage not placed or stored by the operator of the vehicle or some other agent of Thomas Charters.  No member of the group shall open or close the exterior baggage compartments on the vehicle. 

Conduct of the chartering party:  Smoking is strictly prohibited by law aboard Thomas Charters vehicles.  Alcoholic beverages on board the vehicle must be approved prior to departure and may be subject to additional security deposits.  No kegs or glass containers will be allowed onboard. Food and beverage consumption on board our vehicles is a privilege granted by Thomas Charters and will be revoked if behavior warrants. Thomas Charters has the absolute discretion and right to agree or decline any request.  Each passenger shall select the seat which he/she is to occupy during the trip for which the vehicle has been chartered or shall be assigned to such a seat by the operator of the vehicle or group leader, and shall remain in such seat at all times when the vehicle is in motion.  Thomas Charters shall not be liable for any injuries sustained by any passenger(s) who shall fail, neglect, or refuse to comply with this policy.  No passenger shall open any emergency or service door except in the event of an emergency, and then only while the vehicle is not in motion.  It is the group leader’s responsibility to insure that all passengers are onboard prior to departing each stop.  

Driver gratuities: Unless specifically arranged  upon booking, gratuities are not included in the charter price. Gratuities are customary and based on the level of service the chartering party receives.  

It shall be the responsibility of the group leader chartering the vehicle to notify all members of the chartering party regarding the above rules of conduct required on any Thomas Charters vehicle.