School Transport Terms & Conditions

These School Transport Terms and Conditions of Hire outline everything schools, universities, OOSH services, Outside School Hours Care (OSHC) providers and Vacation Care operators need to know before confirming a booking with Coacharoo. All services operate in full compliance with NSW legislation and Transport for NSW (TfNSW) accreditation standards. By confirming a booking, the school, educational institution or authorised representative (“the Client”) agrees to the terms set out below. Please read this document carefully before proceeding with any reservation.

All bookings with Coacharoo require a unique Booking ID generated through the Coacharoo booking portal. Upon acceptance of a booking, written confirmation inclusive of a tax invoice will be issued to the nominated contact via email.

Please note the following important reservation conditions:

• Quoted prices are based on the agreed itinerary at the time of booking.
• Prices are subject to revision if there are any changes to scheduled pick-up or drop-off times, locations, passenger numbers or route requirements.
• A revised invoice will be issued for any amendment that affects the scope or cost of service.
• All booking communications must be directed to the nominated Coacharoo contact or via the booking portal.

Coacharoo operates a structured cancellation schedule. All cancellation requests must be submitted in writing through our contact page at www.coacharoo.com.au/contact-us. Cancellation fees are calculated from the scheduled departure time of the booked service.

Cancellation fees reflect the operational costs incurred by Coacharoo, including driver allocation, vehicle scheduling and third-party commitments made on the Client’s behalf.

Any amendments to a confirmed booking must be submitted in writing no less than three (3) business days prior to the scheduled service date and are subject to vehicle and driver availability at the time of the request. Amendments include but are not limited to:

• Changes to the travel date or scheduled departure time
• Changes to the destination, route or pick-up and drop-off locations
• Increases or decreases to the confirmed passenger count

Where an amendment results in an increase to the scope or cost of the service, a revised invoice will be issued accordingly. Coacharoo cannot guarantee the availability of suitable vehicles or drivers for late amendment requests.

Where a service extends beyond the agreed scheduled duration, overtime charges will apply. These charges are invoiced following the completion of the service.

• Overtime is calculated in blocks of twenty (20) minutes
• The overtime rate is $55.00 per 20-minute block (equivalent to $165.00 per hour)
• Overtime is billed from the moment the agreed end time of service is exceeded
• Overtime invoices will be issued following the completion of the booked service

The Client is encouraged to account for travel delays, traffic conditions and school dismissal times when confirming itinerary durations to avoid overtime charges.

Payment is required in full in accordance with the terms agreed at the time of booking confirmation. Coacharoo accepts the following payment methods:

• Credit Card
• Purchase Order (PO), available to approved institutional accounts
• Electronic Funds Transfer (EFT)
• Purchasing Card (P-Card)

Failure to remit payment in accordance with the agreed terms may result in the suspension of services and the initiation of recovery action. Schools and institutions utilising Purchase Orders are responsible for ensuring orders are approved and issued within agreed timeframes.

Coacharoo is firmly committed to the safety, wellbeing and protection of all students and children in our care. The following mandatory accreditation and compliance standards are upheld across all Coacharoo services:

• All Coacharoo drivers hold a current Working with Children Check (WWCC) as required under the Child Protection (Working with Children) Act 2012 (NSW). The WWCC incorporates a National Police Check and a review of reportable workplace misconduct.
• All drivers display their Driver’s Authority card at all times whilst operating a passenger service.
• All Coacharoo coaches, minibuses and buses are fully accredited by Transport for NSW (TfNSW) and are inspected, serviced and maintained in strict accordance with Service NSW regulatory requirements.
• Formal vehicle safety inspections are conducted every six (6) months in compliance with applicable road transport legislation.
• Vehicles fitted with seatbelts can be confirmed on booking, in compliance with applicable road transport standards. Where seatbelts are fitted, all passengers are required to wear a seatbelt at all times.

The Client is responsible for ensuring that the appropriate duty of care obligations of their institution are met prior to and during the engagement of Coacharoo’s services. This includes the provision of adequate supervision by qualified staff members for the duration of all booked services.

Coacharoo will not be held liable for delays or cancellations arising from circumstances beyond our reasonable control. Such circumstances include but are not limited to:

• Severe weather events or natural disasters
• Road closures or traffic incidents
• Mechanical failure of a vehicle
• Acts of government or public authority directives

In such circumstances, Coacharoo will make all reasonable efforts to notify the Client promptly and arrange a suitable alternative where practicable.

The Client accepts full responsibility for any damage caused to Coacharoo vehicles, fixtures or fittings during the course of hire that is attributable to passengers travelling under the Client’s supervision. The cost of repair or cleaning arising from such damage will be assessed and invoiced to the Client following the completion of the service.

Coacharoo reserves the right to refuse or terminate a service where passengers are found to be in breach of safety, conduct or regulatory requirements, without liability to the Client.

The following conditions apply to all passengers travelling on Coacharoo vehicles at all times, without exception:

• Smoking, the consumption of alcohol and the possession or use of illegal substances are strictly prohibited on all vehicles.
• The consumption of food and beverages (with the exception of water) is not permitted on board.
• All passengers must remain seated and wear a seatbelt for the full duration of the journey.
• All passengers must comply with the reasonable safety instructions of the driver at all times.
• Any passenger displaying threatening, disruptive or unsafe behaviour may be refused travel or removed from the vehicle at the driver’s discretion.

The supervising teacher or authorised group leader travelling with the students assumes full responsibility for the conduct and behaviour of all passengers in their care for the duration of the booked service. Coacharoo strongly recommends that schools confirm their student-to-supervisor ratios prior to travel in accordance with their own duty of care obligations.

Neither Coacharoo nor the Client shall be held liable for any failure or delay in the performance of their respective obligations where such failure or delay arises directly from events beyond the reasonable control of either party. Force majeure events include but are not limited to:

• Natural disasters, floods, fires or extreme weather events
• Pandemics, public health emergencies or government-mandated restrictions
• Acts of government, statutory authority directives or legislative changes
• Road, bridge or infrastructure closures

In the event of a force majeure circumstance, both parties agree to communicate promptly and act reasonably in rescheduling or managing affected bookings.

These Terms and Conditions of Hire are governed by and construed in accordance with the laws of New South Wales, Australia. Any dispute arising in connection with these terms or any booking made with Coacharoo shall be subject to the exclusive jurisdiction of the courts of New South Wales.

The Client agrees that by confirming a booking, they submit to the jurisdiction of the courts of New South Wales for the resolution of any claims or disputes arising from these terms.

By confirming a booking with Coacharoo, the Client acknowledges that they have read, understood and agreed to these School Transport Terms and Conditions of Hire in their entirety. Confirmation of a booking by email, phone, via the Coacharoo portal or by submission of a Purchase Order constitutes full acceptance of these terms.

Where an authorised representative acts on behalf of a school, university, OOSH, OSHC or Vacation Care service, that representative warrants that they have the authority to bind the institution to these terms.

For all booking enquiries, cancellation requests, amendments or general questions regarding these terms, please contact our team directly. Our friendly staff are here to help.

📧 www.coacharoo.com.au/contact-us
📝 Request a quote online
🌐 www.coacharoo.com.au

Office Hours: Weekdays: 09:30 to 16:30  |  Weekends: 12:00 to 14:00

Please Note: These School Transport Terms and Conditions of Hire apply specifically to all school, university, OOSH, Outside School Hours Care (OSHC) and Vacation Care bookings made with Coacharoo. They are to be read in conjunction with Coacharoo’s standard General Terms and Conditions of Hire. Together, these documents form the binding agreement governing the use of Coacharoo’s transport services. In the event of any conflict or inconsistency between this document and the General Terms and Conditions, the provisions contained within this School Transport Terms and Conditions document shall take precedence.