Terms and Conditions of Charter & Hire

Coacharoo 📧 www.coacharoo.com.au/contact-us | 🌐 www.coacharoo.com.au

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These Terms and Conditions apply to all charter and hire services supplied by Coacharoo (“we”, “us”, “our”). By making a booking, paying a deposit, or otherwise using our services, the Hirer (“you”, “your”) agrees to be bound by these Terms and Conditions in their entirety.

We may amend these Terms at any time without notice. The current version is published on our website at www.coacharoo.com.au and applies immediately upon posting.

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1. CONDUCT OF PASSENGERS

1.1 The driver has full authority over the vehicle and all passengers at all times. The driver may refuse entry or require any passenger to disembark where that passenger’s behaviour breaches any law, threatens the safety of others, or is disruptive, intoxicated, abusive, or otherwise objectionable.

1.2 You are responsible for the conduct of all passengers travelling under your booking and are liable for any loss, damage, or costs caused by passengers to the vehicle, its equipment, the surrounding environment, or any third party.

1.3 Smoking, including the use of vaping or e-cigarette devices, is strictly prohibited in all vehicles under NSW law. Any passenger who smokes outside the vehicle must remain a minimum of four (4) metres from the vehicle at all times.

1.4 Unruly, unsafe, or aggressive behaviour by any passenger may result in the immediate termination of the charter without refund. NSW Police may be contacted where circumstances require.

1.5 Passengers must not interfere with any vehicle equipment, emergency devices, or fittings at any time. The Hirer must inspect the vehicle for pre-existing rubbish or damage prior to departure and notify the driver immediately of any concerns.

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2. FOOD & BEVERAGE

2.1 No food or beverages, other than sealed bottled water, may be consumed on board unless Coacharoo has provided express prior written consent. NSW law prohibits eating and drinking on public passenger vehicles except where required for genuine medical reasons.

2.2 All passengers must remain seated with seatbelts fastened while the vehicle is in motion and must not place any part of their body outside the vehicle at any time.

2.3 All rubbish must be removed from the vehicle upon exit. A cleaning fee of $88.00 (inclusive of GST) may be applied where the vehicle is returned in an unacceptable condition.

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3. ALCOHOL

NO ALCOHOL is to be consumed in any Coacharoo vehicle at any time. Coacharoo does not provide party bus services of any kind.

3.1 Alcohol must not be consumed on board under any circumstances.

3.2 Unopened alcohol must not be brought onto any vehicle without Coacharoo’s prior written approval. Any approved unopened alcohol carried must remain in the custody of the driver at all times.

3.3 Unauthorised alcohol consumption or carriage will result in the immediate termination of the charter without refund, and any bond or security deposit held will be forfeited in full.

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4. ADDITIONAL CHARGES

4.1 Any variation to the booked itinerary, distance, hours, or agreed route may incur additional charges at our discretion. Tolls, parking fees, entry fees, and similar third-party charges are payable by the Hirer.

4.2 Waiting time is charged in 15-minute increments from the nominated pickup time at the following rates:

• Minibuses: $30.00 per 15 minutes
• Coaches: $50.00 per 15 minutes

The first 15 minutes are complimentary only where departure occurs within that period.

4.3 The Hirer is responsible for providing a safe and legally compliant pickup and drop-off location. Any fines or penalties resulting from the use of illegal pickup points, including clearways, no-stopping zones, or restricted areas, will be charged directly to the Hirer.

4.4 Coacharoo may charge the Hirer’s nominated credit card or retain all or part of any bond or security deposit to recover unpaid fees, damage costs, fines, penalties, cleaning charges, or any other costs arising from or associated with the booking.

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5. CANCELLATIONS, CANCELLATION CHARGES & REFUNDS

5.1 All cancellations must be made in writing through our contact page at www.coacharoo.com.au/contact-us and are only valid upon written acknowledgement from Coacharoo. Failure to make payment does not constitute cancellation of a booking.

5.2 A “non-cancelled service” occurs where the booking has not been cancelled in writing in accordance with Clause 5.1, or where the Hirer fails to utilise the service after the vehicle has departed the depot. Non-cancelled services are fully chargeable at 100% of the charter fee.

5.3 Cancellation fees are applied as follows:

• Non-cancelled service: 100% of the charter fee
• Cancellation within 48 hours of service: 100%
• Cancellation 3 days prior: 80%
• Cancellation 4 days prior: 70%
• Cancellation 5 days prior: 50%, or forfeiture of deposit (whichever is greater)
• Cancellation 6 days prior: 20%, or forfeiture of deposit (whichever is greater)
• Cancellation more than 7 days prior: 10% cancellation fee

5.4 Where Coacharoo is unable to operate a service due to mechanical failure or circumstances beyond our reasonable control, our liability is strictly limited to a refund for the portion of the service not operated. Coacharoo is not liable for consequential loss, missed events, or third-party expenses of any kind.

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6. TENTATIVE BOOKINGS

Tentative bookings will expire after three (3) business days unless secured by payment of a 20% non-refundable deposit.

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7. QUOTES

All quotes provided by Coacharoo remain valid for fourteen (14) days from the date of issue and may be revised where your requirements change following the original quote.

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8. PAYMENTS

8.1 A non-refundable deposit of 20% of the total charter fee is required to confirm bookings made more than seven (7) days prior to the service date, unless otherwise agreed in writing by Coacharoo.

8.2 Full payment of the outstanding balance is required no later than seven (7) days prior to the charter date. Bookings made within seven (7) days of the service date require full payment at the time of booking.

8.3 Failure to pay in accordance with these Terms will result in cancellation of the service and the booking will be classified as a non-cancelled service, with full cancellation fees applied accordingly.

8.4 Coacharoo reserves the right to charge interest at a rate of 10% per month (compounding) on all overdue invoices and to recover all costs associated with debt collection and recovery.

8.5 The Hirer is personally liable for all fees, charges, and payments associated with the booking, regardless of whether the Hirer is booking on behalf of a third party, group, or organisation.

8.6 ADDITIONAL PAYMENTS

A bond may be required upfront in certain circumstances at Coacharoo’s discretion.

The Hirer expressly agrees to have charges debited from their nominated credit card for any of the following arising from the booking: overtime and waiting time charges, cancellation fees, damage to the vehicle, additional services rendered, fines and penalties, entry fees, parking fees, road tolls, and any other charges associated with the service not settled at the time of booking.

The Hirer agrees to pay all reasonable costs, including legal fees regardless of outcome, associated with the recovery of unpaid invoices, late payment fees, and all other fees and charges relating to the booking.

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9. BREAKDOWN & DELAYS

9.1 All journey times provided by Coacharoo are estimates only. Coacharoo is not liable for delays arising from traffic conditions, adverse weather, roadworks, accidents, or any other events beyond our reasonable control.

9.2 The driver retains full authority to determine the safest and most efficient route at all times. Delays attributable to route decisions do not entitle the Hirer to a refund or compensation of any kind.

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10. DRIVER HOURS

All drivers must comply with NSW fatigue management laws, including maximum permissible work hours and mandatory rest period requirements under applicable legislation. These statutory obligations cannot be varied, waived, or overridden by the Hirer under any circumstances.

A bus driver’s maximum work time is 12 hours per day within any 24-hour period. Stationary rest time refers to the period a driver spends out of the bus. A night rest break constitutes 7 continuous hours of stationary rest taken between 10:00 pm on one day and 8:00 am the following day (using the time zone of the driver’s base), or alternatively, a 24-hour continuous stationary rest break.

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11. PASSENGER PROPERTY & LOST PROPERTY

11.1 All luggage and personal property are carried entirely at the passenger’s own risk. Coacharoo is not liable for any loss, theft, or damage to personal property under any circumstances.

11.2 Lost property located and reported to Coacharoo will be recorded and held for a period of three (3) weeks, after which it may be disposed of at Coacharoo’s discretion.

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12. EQUIPMENT

12.1 In the event of mechanical issues or unforeseen circumstances, vehicles may be substituted with an alternative vehicle. Replacement vehicles may differ in type, configuration, or specifications, however passenger capacity will be maintained at an equivalent level.

12.2 Coacharoo cannot guarantee the ongoing availability or functionality of any onboard entertainment systems.

12.3 Where the Hirer wishes to publicly screen copyright-protected material on board, the Hirer must independently obtain and provide a valid public performance licence prior to the charter date. Coacharoo accepts no responsibility for any breach of copyright by the Hirer.

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13. GENERAL TERMS & CONDITIONS

13.1 Coacharoo reserves the right to subcontract services where reasonably necessary. Any subcontracted vehicle will be of at least equivalent passenger capacity to that originally booked.

13.2 The driver retains full operational control of the vehicle at all times and may vary the agreed itinerary where safety considerations or legal compliance requirements necessitate such a variation.

13.3 By confirming a booking or paying a deposit, the Hirer accepts these Terms and Conditions in full and without reservation.

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14. OVERNIGHT & EXTENDED CHARTER SERVICES

14.1 For all overnight charter services, the Hirer must arrange and provide separate single-room accommodation for each driver. Accommodation must meet a minimum 3-star standard and include private bathroom facilities.

14.2 A detailed itinerary for the charter must be provided to Coacharoo at least one (1) week prior to the departure date, with final confirmation received no later than two (2) days prior to departure.

14.3 A meal allowance of $66.00 per driver, per day applies to all overnight and extended charter services and is payable by the Hirer.

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15. COMPLAINTS

All complaints must be submitted in writing to Coacharoo through our contact page at www.coacharoo.com.au/contact-us within fourteen (14) days of the date of service. All complaints will be recorded and managed in accordance with NSW Passenger Transport legislation and relevant regulatory requirements.

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16. NOTICES & SIGNAGE

No signage, branding, promotional material, or decorations may be affixed to, placed on, or displayed within any Coacharoo vehicle without our prior written approval. All costs associated with the application, removal, or rectification of any unauthorised material are payable by the Hirer.

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17. GOVERNING LAW

These Terms and Conditions are governed by the laws of New South Wales, Australia. The Hirer submits to the exclusive jurisdiction of the courts of New South Wales in respect of any dispute arising from or in connection with these Terms or any booking made with Coacharoo.

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18. FORCE MAJEURE

Coacharoo is not liable for any delay or failure to perform its obligations where such delay or failure arises from events or circumstances beyond our reasonable control, including but not limited to natural disasters, pandemics, industrial disputes, regulatory or legislative changes, or major transport network interruptions.

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19. LIMITATION OF LIABILITY

To the maximum extent permitted by law:

(a) Coacharoo is not liable for indirect, incidental, special, or consequential loss of any kind, including but not limited to loss of revenue, profit, or opportunity, and

(b) Coacharoo’s total aggregate liability in connection with any booking is capped at the total charter fee paid by the Hirer for the affected service date.

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20. PRICES SUBJECT TO CHANGE

Coacharoo reserves the right to adjust pricing where:

(a) fuel prices increase beyond normal market fluctuation, (b) changes in laws or regulations materially affect the cost of service delivery, or (c) market conditions or booking discrepancies result in a material increase in operating costs.

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21. PROHIBITED ITEMS

The following items must not be brought onto or used within any Coacharoo vehicle at any time:

• Decorations of any kind
• Alcoholic beverages
• Smoking or vaping devices
• Glass containers
• Footwear with spikes or cleats
• Fuel containers
• Generators or power equipment
• Illegal substances
• Non-prescription drugs, other than lawful over-the-counter medication

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22. ENTIRE AGREEMENT

These Terms and Conditions constitute the entire agreement between Coacharoo and the Hirer with respect to the subject matter herein and supersede all prior agreements, representations, negotiations, or understandings, whether oral or written.

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For enquiries, please contact Coacharoo: 📧 www.coacharoo.com.au/contact-us 🌐 www.coacharoo.com.au Office Hours: Weekdays: 09:30 to 16:30 | Weekends: 12:00 to 14:00