Terms & Conditions of Charter Hire

Sydney City Coach Hire follows all Transport for NSW (TfNSW) and Roads and Maritime Services (RMS) regulations for Public Passenger vehicles. These rules are part of our Terms and Conditions, which you can review on this page. For questions, contact us at 0452 103 430. Terms and Conditions may change without notice, so please check back regularly for updates.

1)  CONDUCT OF PASSENGERS:

The driver is responsible for vehicle safety. Passengers breaching statutory regulations may be removed or denied boarding by the driver. The Hirer is liable for passenger conduct and any damage caused during hire; Sydney City Coach Hire may charge for such damage. Smoking or vaping is prohibited in all vehicles as per NSW law. Smokers must stay at least 4 metres from the vehicle.

The driver may refuse to transport anyone under the influence of alcohol or drugs, or those likely to disturb others. Unruly or unsociable behaviour on or off the vehicle allows the driver to end the charter immediately and call the police if needed. The driver can also deny entry to any passenger deemed likely to become unruly, sick, or abusive. Sydney City Coach Hire is not responsible for losses caused by service termination due to such incidents. Passengers may be fined by police or RMS for unruly conduct.

Passengers must not interfere with any vehicle equipment. The Hirer must pay for repairs to any damage caused by their party during the charter hire period. Before other passenger ’board, the Hirer should check the vehicle for damage or rubbish and notify the driver immediately; if absent, they must assign someone else to do this.

2) FOOD & BEVERAGE:

No food or drinks (except bottled water) may be consumed in our vehicles. NSW law prohibits eating or drinking on Public Transport Vehicles unless for medical reasons or with written permission. Passengers must remain seated and keep their bodies inside the vehicle while it is moving. Please take all rubbish when exiting; an $88 (inc GST) cleaning fee applies if the vehicle is left messy. Sydney City Coach Hire may charge for additional cleaning, damages, fines, or penalties.

3) ALCOHOL:

NO ALCOHOL is allowed in our vehicles at any time, and party bus services are not provided. Do not bring opened or unopened alcohol onto the bus unless you have written permission; unopened alcohol must be stored by the driver. Opened alcohol on board will result in service termination, no refund, and a $300 penalty. Secretly bringing and consuming alcohol incurs a $300 penalty, plus cleaning fees of $110 for floor spills and $330 for seat spills.

4) ADDITIONAL CHARGES:

If the Hirer requests extra kilometres or hours beyond the charter order, additional charges apply. Tolls, entry fees, and parking are also charged separately. Sydney City Coach Hire will advise of expected extra charges at the time of booking; unforeseen fees before departure are the Hirer’s responsibility.

Any extra costs for damage, cleaning, fines, or penalties will be charged to the Hirer. The Hirer must choose a safe and legal pick-up spot and is responsible for any fines from illegal or inappropriate locations, such as clearways or no parking zones. The first 15 minutes are free if the vehicle leaves within that time.

After that initial 15 minutes, waiting time is charged in 15-minute increments—$30 per block for minibuses and $50 per block for coaches. Sydney City Coach Hire may issue invoices, charge your credit card, or withhold bonds to cover waiting fees, damages, penalties, parking fines, or cleaning costs related to your booking.

The hirer is liable for passenger conduct and any related penalties.

5) CANCELLATIONS, CANCELLATION CHARGES & REFUNDS:

If the charter is not used after the vehicle leaves the depot, it will be considered a “non-cancelled” service. If the hirer does not arrive at the pickup location within 45 minutes of the scheduled time, the charter will be terminated and treated as a “non-cancelled” service.

If payment is not made before the chartered service, full charges apply unless otherwise arranged in writing by Sydney City Coach Hire. Cancellations must be emailed to Sydney City Coach Hire. A 10% fee applies for cancellations made more than seven days after booking.

All cancellations must be submitted by email and confirmed by a staff member. Not paying does not cancel your booking; written notice is required, or cancellation fees will apply.

The following Cancellation Charges apply:

  • “Non-cancelled” service – Full charter fee applies (no refund).
  • Cancellations within 48 hours of the service is 100% of the hiring fee.
  • Cancellations 3 days prior – Charged 80% of hiring fee.
  • Cancellations 4 days prior – Charged 70% of hiring fee.
  • Cancellations 5 days prior – Charged 50% of hiring fee or forfeited deposit (whichever is greater).
  • Cancellations 6 days prior – Charged 20% of hiring fee or forfeited deposit (whichever is greater).
  • All cancellations greater than 7 days of the service have a 10% cancellation fee.

If Sydney City Coach Hire cannot provide all or part of a service due to reasons such as vehicle failure, it will refund only the corresponding portion of the hiring fee. It is not responsible for losses related to missed additional services caused by such failures. The hirer must pay any cancellation charges from suppliers.

6) TENTATIVE BOOKINGS:

Tentative bookings will expire three days after the request is made. To confirm a tentative booking, you must pay a non-refundable deposit of 20% by credit card.

7) QUOTES:

Quotes are valid for 14 days and may change if the hirer provides new information.

8) PAYMENTS:

A non-refundable deposit of 20% is required for all bookings made more than seven days before the service date, unless the company agrees otherwise. The full remaining balance must be paid at least seven days prior to the booking date, unless Sydney City Coach Hire has provided a different written payment agreement.

For bookings made within seven days of the service date, full payment is required. If full payment is not received, the booking may be cancelled, deposits will be non-refundable, and a re-booking fee may apply.

Failure to pay by the due date results in a “non-cancelled” service (see cancellations #5), and full payment will be charged. All invoices must be settled on time. Sydney City Coach Hire may apply 10% compound interest per month on overdue payments. Any external debt recovery or legal costs will be added to the client’s balance and pursued until paid. The hirer is personally responsible for all deposits and payments.

We accept Visa, MasterCard, AMEX, JCB, and EFT via Square; cheques or cash on the day are not accepted.

8.1) ADDITIONAL PAYMENTS:

A bond may be required upfront. The Hirer authorises charges to their credit card for any overtime, waiting time, cancellations, damage, extra services, fines, entry or parking fees, tolls, or other unpaid charter costs. The Hirer is also responsible for all recovery costs, including legal fees, late fees, and any booking-related charges.

9) BREAKDOWN & DELAYS:

Sydney City Coach Hire provides journey time estimates but does not guarantee arrival times or accept liability for delays or vehicle breakdowns.

Arrival times at each stop are not guaranteed. All Sydney City Coach Hire drivers are chosen in advance and instructed to follow all applicable laws.

Sydney City Coach Hire and its drivers are not liable for delays caused by road, traffic, or weather conditions beyond their control. Such delays do not justify charter cancellations or refunds.

The driver determines the route based on factors like the time of day, day of the week, roadworks, and their awareness of accidents or unexpected delays. If these chosen routes result in you arriving late at your destination, no refunds, partial refunds, or compensation will be provided.

10) DRIVER HOURS:

A bus driver can work up to 12 hours in any 24-hour period. *Stationary rest time means time spent off the bus. Night rest requires either 7 consecutive hours of stationary rest between 10pm and 8am (local base time) or a continuous 24-hour stationary break.

11) PASSENGERS PROPERTY & LOST PROPERTY:

All vehicles provided by the operator must comply with legal capacity limits. The driver alone will decide what passenger luggage can be carried.

Sydney City Coach Hire is not responsible for passengers’ luggage or belongings, which remain at the owner’s risk. The company is not liable for any loss or damage to such items, regardless of cause, including negligence.

Sydney City Coach Hire is not liable for any property left on the vehicle by passengers. All lost items are returned to the office and recorded in the Lost & Found Register.

Lost property will be kept at the Sydney City Coach Hire office for up to three weeks, after which it will be disposed of.

12) EQUIPMENT:

All equipment provided by the service provider is inspected before use to ensure reliable service. If a bus needs to be replaced due to mechanical failure beyond our control, the substitute may be a different type. Some coaches have digital download or video disc equipment; requests for these will be fulfilled where possible but cannot be guaranteed.

Sydney City Coach Hire accepts no liability for hirers who display copyrighted digital downloads or video discs in its or suppliers’ vehicles. According to the Australian Copyright Council, pre-recorded content sold in Australia is strictly for home use. Public performances—including those on coaches and buses—require a license from the copyright owner, as mandated by the Australian Copyright Act. This rule applies to both commercial and non-profit users. Sydney City Coach Hire and its service providers disclaim all responsibility for unauthorised showings of copyrighted material.

Buying pre-recorded digital downloads or video discs does not alter copyright obligations. Publicly showing recordings from these formats is a copyright violation. Due to changes from Australia’s Free Trade Agreement, since 1 January 2005, playing an infringing or imported copy without the copyright owner’s permission breaches copyright—even if the copy was originally legal elsewhere. To screen a digital download or video disc, ensure it is a legitimate copy and you have the necessary permissions if it was imported.

If the Hirer wishes to play copyrighted digital downloads or video discs publicly, a signed license must be provided at least 48 hours before the charter. Equipment size is estimated at booking but not guaranteed; however, all vehicles will accommodate the confirmed number of passengers.

13) GENERAL TERMS & CONDITIONS:

Sydney City Coach Hire may outsource tours or charters if vehicles or drivers are unavailable. The quoted price will remain unchanged unless the client requests a specific vehicle.

Your driver is trained to handle emergencies; please follow their instructions if one occurs. Sydney City Coach Hire may replace vehicles with mechanical issues or use a sub-contractor as needed. The driver has full authority over the charter and will coordinate any changes or requests with the hirer or group leader.

The scheduled finishing time stays the same (unless an extension is agreed upon), no matter when the tour or charter begins. Any special requests made by the client during the trip must be approved by the driver. By confirming your booking with Sydney City Coach Hire, you accept their Terms and Conditions as outlined in their policies and guidelines. If you pay a deposit or provide credit card details to secure a booking, you are also agreeing to these Terms and Conditions.

14) OVERNIGHT & EXTENDED CHARTER SERVICES:

The Hirer must reserve and pay for a separate room for each driver on overnight tours or charters. Sydney City Coach Hire can arrange accommodation upon request, with charges added to the invoice. For extended trips, submit a detailed itinerary at least one week before departure and a final version at least two days prior.

Prices may be adjusted according to the final itinerary. Drivers are not required to lodge at the same accommodation as guests; alternative arrangements such as nearby motels can be made. Sydney City Coach Hire is able to organise driver accommodation, or clients may choose to book directly, which may result in a discount if reserved alongside the group. The driver must be provided with a private room, including a bathroom and television, meeting a minimum 3-star standard. This level of accommodation is required for all drivers. In addition, a meal allowance of $66 per day is applicable for each driver.

15) COMPLAINTS:

Complaints about Sydney City Coach Hire’s services must be emailed to [email protected] within 14 days. All complaints are logged in our Complaints Register as required by RMS Clause 12B (1) (g) of the Passenger Transport (Bus Services) Regulation.

16) NOTICES:

No bill, poster, or notice may be displayed on any vehicle without written consent. The Hirer is responsible for all costs of adding or removing signage.

17) GOVERNING LAW:

This contract is governed by the laws of New South Wales, Australia. All charter and driver hire services are subject to NSW law, regardless of your location.

18) FORCE MAJEURE:

Sydney City Coach Hire is not liable for delays or non-performance caused by events beyond its control, such as natural disasters, strikes, industrial actions, transport disruptions, laws, regulations, or ordinances.

19) LIMITATION OF LIABILITY:

NEITHER SYDNEY CITY COACH HIRE NOR THE SERVICE PROVIDER IS LIABLE FOR ANY SPECIAL, INDIRECT, INCIDENTAL, PUNITIVE, EXEMPLARY, OR CONSEQUENTIAL DAMAGES, INCLUDING LOSS OF PROFITS, RELATED TO THIS AGREEMENT—EVEN IF SUCH DAMAGES WERE FORESEEABLE OR PREVIOUSLY ADVISED. LIABILITY, UNDER ANY CIRCUMSTANCES, WILL NOT EXCEED THE SINGLE BUS CHARTER FEE FOR THE DAY IN QUESTION.

20) PRICES SUBJECT TO CHANGE:

Prices in the confirmation may change if: (a) fuel costs rise before your charter date, resulting in a fuel surcharge; (b) changes in laws or market conditions require significant vehicle modifications or cause increased expenses for Sydney City Coach Hire; or (c) market conditions or order discrepancies make the trip cost higher than initially estimated.

21) PROHIBITED ITEMS:

The following items and activities are prohibited:

  • Decorations
  • Alcoholic Beverages
  • Smoking (including e-cigarettes & vaping)
  • Glass containers
  • Golf shoes or other shoes with spikes (worn)
  • Fuel containers
  • Generators
  • Illegal Substances
  • Non-Prescription Drugs

22) ENTIRE AGREEMENT:

This Agreement represents the complete and exclusive understanding between the parties, and it overrides any prior agreements, whether oral or written, pertaining to the subject matter addressed herein.

© Sydney City Coach Hire 2025

 

 

 

 

 

last update 15th November 2025