Important Information — Please Read Before Submitting Your Booking
The following pre-booking notice applies to all charter bus and coach hire services provided by Sydney Charter Bus Australia. Please read this page carefully before proceeding with your booking submission. Submitting a booking constitutes acceptance of the conditions set out below, and of our full Terms and Conditions of Charter & Hire.
📋 Pre-Booking Notice | Sydney Charter Bus Australia | NSW Accreditation No. 39461 | Read Carefully Before Proceeding
Booking Accuracy
Please ensure that the details entered in your booking form correspond exactly to the information provided in your quotation. The quoted fare is based solely on the itinerary, timings, locations and passenger numbers specified at the time of quotation.
The following variations may result in additional charges or require a revised quotation before your booking can be confirmed:
| ✗ | Additional pickup locations, intermediate stops or drop-off points not included in the original quotation |
| ✗ | Changes to confirmed pickup or drop-off times, including early departures or late returns |
| ✗ | Variations in passenger numbers that affect vehicle size or fleet requirements |
| ✗ | Requests for additional transport services, return legs or extended charters not included in the quoted scope |
If you are uncertain whether a variation falls outside your quotation, please contact us before submitting your booking. It is preferable to clarify before submission than to require an amended invoice after the fact.
Tax Invoice & Booking Confirmation
Upon submission of your completed booking form, a tax invoice will be generated and attached to your booking confirmation email. Please retain this document for your records. The tax invoice constitutes the formal record of the service booked and the amount payable.
Payment — Services Within 4 Business Days
⚠ Any service scheduled within 4 business days of the date this booking is submitted is payable by credit card only.
Standard payment terms apply to all services booked more than 4 business days in advance. Full payment options are detailed at sydneycharterbus.com.au/payments.
⚠ Availability Notice
At the time this booking link was issued, availability existed for the requested service date and vehicle type. However, availability cannot be guaranteed until your booking form has been completed and submitted in full.
Sydney Charter Bus Australia operates a dynamic scheduling environment. Any delay in submitting your booking form — including delays caused by internal approval processes, payment authorisation or form completion — may result in the requested service no longer being available at the time of submission.
We recommend submitting your booking as promptly as practicable after receiving this link. If you anticipate a delay, please contact us before the link expires so we may do our best to hold the availability on your behalf, subject to operational constraints.
After Submitting Your Booking
| 1 | Automated acknowledgement — Upon successful submission, you will receive an automated response containing your Booking ID and a copy of the booking details as submitted. Please review this carefully for any errors and contact us immediately if an amendment is required. |
| 2 | Formal booking confirmation — Once your booking request has been received and processed in our system, a formal booking confirmation will be issued via email. This confirmation will include your booking reference number, full service details and a tax invoice. Your booking is not confirmed until this formal confirmation is received. |
| 3 | Pre-Service Booking Checklist — Prior to your service date, please review our Pre-Service Booking Checklist, which sets out important information regarding passenger preparation, luggage, medical requirements and on-the-day logistics that every group organiser should be aware of before travel. |
🏠 General Charter & Hire — Pre-Booking Requirements
Applies to all non-school charter and hire bookings
🚫 Alcohol Policy
Sydney Charter Bus Australia is not a party bus service provider. The consumption of alcohol is strictly prohibited in all vehicles at all times, without exception.
If your group intends to consume alcohol during the journey, please do not proceed with this booking. If you are submitting this booking on behalf of another person, group, organisation or business, you are responsible for ensuring that all passengers are informed of and comply with this policy before boarding.
The person completing this booking form is deemed to be the Hirer and accepts full responsibility for the conduct of all passengers during the charter service. Refer to our Terms & Conditions for full passenger conduct requirements. Alcohol consumption will result in termination of service and no refund issued.
📱 Contact Person — Mobile Number Required
The contact person nominated on your booking form must be reachable by mobile phone on the day of the service. A landline number is not acceptable as the primary contact for charter services. Your driver may need to reach the group organiser directly for coordination purposes on the day. Please ensure the mobile number provided is for the person who will be present during the service.
💼 Excess Luggage
Luggage must be reasonable and proportionate to the vehicle type and passenger numbers. Excessive luggage that cannot be safely accommodated in the vehicle’s luggage compartment may result in the service being unable to proceed as booked. Please review our luggage guidelines in the Pre-Service Booking Checklist and our Excess Luggage Policy before the day of travel.
🏛 Pickup & Drop-Off Locations — Accessibility & Legality
All nominated pickup and drop-off locations must be safe, legally accessible and physically suitable for the vehicle type booked. Locations must provide adequate space for the vehicle to stop, load and depart safely without obstructing traffic or contravening traffic regulations.
If you are uncertain whether a location is suitable, please contact us before submitting your booking. Our drivers are not obligated to stop at locations that present a safety or legal risk. Please also note that our vehicles do not travel on unsealed or unformed roads — refer to our Unsealed Roads Policy.
⚕ Medical Conditions & Special Requirements
Any passenger with a medical condition, mobility requirement or special need that may affect the safe conduct of the service must be disclosed to Sydney Charter Bus Australia at the time of booking. This includes conditions that may require additional stop time, accessible boarding requirements, onboard medication management or any other accommodation.
Full details are set out in the Pre-Service Booking Checklist and our Accessibility Statement.
📄 Terms & Conditions
A full copy of our Charter Hire Terms & Conditions is available on our website. This document contains important provisions relating to overtime and waiting time charges, cancellation fees, passenger conduct requirements, food and beverage restrictions, and all other legal conditions associated with hiring a bus or coach from Sydney Charter Bus Australia.
🏫 Schools, Educational Institutions & OOSH Services — Pre-Booking Requirements
Applies to all school excursion, OOSH, childcare, sporting and educational group bookings
🏫 School & Organiser Responsibilities
The school, organising institution or OOSH service retains full duty of care and supervision over all students and children throughout the duration of the charter service. A qualified teacher, educator or authorised adult supervisor must be present and actively supervising passengers at all times — during boarding, the journey, and disembarkation. Our drivers are transport professionals and are not responsible for the supervision, welfare or behaviour management of students.
Full school responsibilities are detailed in our School Terms & Conditions and Student Transport Risk Assessment.
⚠ Vehicle Cleaning & Biohazard — Sickness Bags
Schools and OOSH services are strongly advised to carry sickness bags (emesis bags) on every excursion. If a student or child becomes unwell during the journey and vomits into a sickness bag with no contamination to the vehicle, no cleaning fee applies.
Where a vomiting incident results in vehicle contamination, biohazard cleaning fees apply as set out in our School Terms & Conditions. Vehicle decontamination is an OHS requirement under the Work Health and Safety Act 2011 (NSW) and cannot be waived.
Recommendation: Add sickness bags to your standard excursion first aid kit — one per student for any journey over 30 minutes.
💊 Anaphylaxis Management
Any student or child with a known anaphylaxis risk must be disclosed to Sydney Charter Bus Australia at the time of booking. The supervising teacher or educator must ensure that the student’s prescribed medication (EpiPen or equivalent) is available on the vehicle at all times during the service. Our full policy is available at the link below.
📱 Contact Person — Mobile Number Required
The teacher in charge or supervising adult nominated as the primary contact must be reachable by mobile phone throughout the service. A school landline or administration number is not acceptable as the primary contact. The contact person must be physically present on the vehicle during the service and must be the person the driver can reach directly if required.
👤 Student Conduct & Seatbelts
All students must remain seated with seatbelts fastened at all times while the vehicle is in motion. The teacher in charge is responsible for briefing students on conduct requirements before boarding and for managing student behaviour throughout the journey. Our driver has the authority to halt the service where student conduct presents a safety risk. The school remains liable for all costs where a service is terminated due to passenger conduct.
Refer to Section 6 of our School Terms & Conditions for full passenger conduct requirements.
🏛 Pickup & Drop-Off Locations
All nominated school pickup and drop-off locations must be safe, legally accessible and suitable for the vehicle type booked. School driveways and entrance roads must be able to accommodate the vehicle safely. Our vehicles do not travel on unsealed or unformed roads. Refer to our Unsealed Roads Policy.
⚕ Medical Conditions & Excess Luggage
All student medical conditions, mobility requirements and special needs must be disclosed at the time of booking. Luggage must be appropriate to the vehicle type and student numbers. Please review the Pre-Service Booking Checklist and Excess Luggage Policy prior to your service date.
Key Policy Documents
Sydney Charter Bus Pty Ltd | ABN: 44 134 888 912 | NSW Accreditation No. 39461 | Ph: 1300 468 199 | [email protected]