Pre-Service Booking Checklist
Everything You Need to Confirm Before Your Charter Bus or Coach Service
A practical guide for group organisers, event coordinators, corporate administrators and school staff — use this checklist once your booking is confirmed and before the day of service.
How to use this checklist: Work through each section once your booking confirmation and tax invoice have been received. Items marked Contact Us if answered NO require immediate action before your service can proceed. Items marked Brief Your Group should be communicated to the event organiser, group leader or supervising teacher before the service date. | 1300 468 199 | [email protected]
Part A — Booking Administration
Confirm these items immediately after receiving your booking confirmation. If any answer is NO — contact us.
| # | Checklist Item | Action if NO | ✓ Done |
|---|---|---|---|
| A1 | Have you received a written booking confirmation email from Sydney Charter Bus Australia? | Contact Us | ☐ |
| A2 | Have you received your tax invoice with the correct service date, price and GST breakdown? | Contact Us | ☐ |
| A3 | Do you have your Booking ID, Booking Reference Number and Invoice Number recorded? (Quote any one of these when contacting us.) | Contact Us | ☐ |
| A4 | Has the invoice been forwarded to the appropriate finance administrator, business manager or accounts payable team for processing? | Action Now | ☐ |
| A5 | Has payment been made (or a Purchase Order raised) by the due date shown on the invoice? Payment is required at least 7 days prior to service. Bookings within 7 days require immediate payment. | Pay Now | ☐ |
| A6 | If paying by bank transfer, did you quote the Invoice Number and Booking ID as the payment reference to ensure correct allocation? | Resubmit | ☐ |
| A7 | Have you reviewed the confirmed itinerary (pickup location, drop-off location, departure time, return time and route) and confirmed it is accurate? | Contact Us | ☐ |
| A8 | Are the confirmed passenger numbers still accurate? If numbers have changed since booking, have you notified us immediately? (An increase may require a vehicle upgrade.) | Contact Us | ☐ |
Part B — Pickup Location, Parking & Access
Confirm legal parking and safe access before the service date. These items prevent the most common day-of-service delays.
| # | Checklist Item | Action if NO | ✓ Done |
|---|---|---|---|
| B1 | Is there a legal and safe stopping or parking position for a bus or coach at your confirmed pickup address? (Not a clearway, no-stopping zone, narrow lane or driveway.) | Contact Us | ☐ |
| B2 | Have you provided our office with written parking instructions for the driver — including the exact address, access codes, boom gates, height restrictions, time limits or permit requirements? | Email Us | ☐ |
| B3 | Have you confirmed a safe, clear and unobstructed boarding and alighting area at both the pickup and drop-off locations — free of traffic, hazards and pedestrian congestion? | Plan Now | ☐ |
| B4 | If your pickup is in a restricted area (CBD block, event precinct, school zone, terminal forecourt) — have you identified a single assembly point where the entire group will wait before the driver is called? | Plan Now | ☐ |
| B5 | If your destination has paid parking (e.g. Sydney Olympic Park, Central Station, Sydney Fish Markets, Echo Point Blue Mountains) — has this been arranged and communicated to our office? | Contact Us | ☐ |
| B6 | Have you checked for road closures, event-day traffic, school zone hours or other access issues at your pickup and destination on the specific date and time of your service? (Check: Live Traffic NSW) | Check Now | ☐ |
Part C — Group Contact & Communications
The group contact is the critical link between the driver and your party. These items are essential for day-of-service coordination.
| # | Checklist Item | Action if NO | ✓ Done |
|---|---|---|---|
| C1 | Has a nominated group contact been assigned for the day of service — a real person who will be present throughout the service and reachable by mobile phone? | Assign Now | ☐ |
| C2 | Is the group contact’s number a mobile phone — not a school landline, office number or reception? The driver must be able to reach this person directly, at any location, at any time during the service. | Update Us | ☐ |
| C3 | Has the contact person been briefed that they must answer calls and respond to messages from the driver promptly — particularly at the pickup point? An unanswered call at a restricted stopping zone can result in the driver having to leave and re-approach. | Brief Them | ☐ |
| C4 | Does the contact person know the driver’s name and contact number (where provided in the confirmation)? If driver details have not yet been provided, have you noted to check your confirmation email again closer to the service date? | Check Email | ☐ |
| C5 | Has the contact person been briefed that the driver must not be called until every member of the group is present, assembled and ready to board? Calling the driver while the group is still gathering causes dangerous double-parking situations. | Brief Them | ☐ |
Part D — Passengers, Luggage & Special Requirements
Undeclared passengers, luggage or special requirements are the most common cause of day-of-service disruption. Confirm these well in advance.
| # | Checklist Item | Action if NO | ✓ Done |
|---|---|---|---|
| D1 | Are the confirmed passenger numbers still accurate? Has anyone been added or removed since the booking was placed? (Standard luggage allowance: 1 large + 1 small bag per person.) | Contact Us | ☐ |
| D2 | Have you declared all excess, oversized or unusual luggage — including sporting equipment, musical instruments, prams, camping gear, medical equipment, wheelchairs, mobility aids or commercial goods? | Contact Us | ☐ |
| D3 | Are there any passengers with accessibility needs, mobility aids, crutches, walking frames or other physical requirements that affect boarding or seating? Have these been communicated to our office? | Contact Us | ☐ |
| D4 | Are you travelling with infants or children under 7 years? Have you arranged to bring your own portable booster seat? Have you noted that infants must not be carried in arms while the vehicle is in motion? | Contact Us | ☐ |
| D5 | Do any passengers have medical conditions, EpiPens, medication requirements or emergency health information that the driver should be aware of? This should be communicated discreetly to the group contact on the day. | Plan Now | ☐ |
Part E — Brief Your Group — Onboard Rules
These rules must be communicated to every passenger before boarding. They reflect NSW road transport law and our Onboard Safety Policy.
NSW Law & Onboard Safety — Tell Your Group:
| ▶ | All passengers must wear a seatbelt at all times while the vehicle is in motion. One seatbelt per person — no sharing. |
| ▶ | All passengers must remain seated throughout the journey. No standing or walking in the aisle while moving. |
| ▶ | No food or drinks including tea and coffee. NSW law — applies to all accredited passenger transport. |
| ▶ | No snacks of any kind at any time. No exceptions. |
| ▶ | Bottled water is permitted. This is the only beverage exception. |
Zero Tolerance Policies — No Exceptions:
| ✗ | Zero alcohol policy. No opened or unopened alcohol on any vehicle at any time. No exceptions regardless of service type. |
| ✗ | No smoking or vaping. Strictly prohibited on all vehicles at all times. |
| ✗ | No disruptive behaviour. The driver has full authority over all safety matters. Disruptive conduct may result in service termination. |
| ✗ | No luggage in the aisle. All bags must be safely stowed in luggage bays, overhead racks or under seats. |
| ✗ | Biohazard notice: Passenger vomiting incurs a $550.00 incl. GST biohazard cleaning fee per incident, invoiced to the client. |
Part F — Day of Service — Final Checks
Complete these checks on or immediately before the day of service.
| # | Day-of-Service Item | When | ✓ Done |
|---|---|---|---|
| F1 | Group fully assembled and ready to board at the pickup point before the scheduled departure time. Do not call the driver until this is confirmed. | Before departure | ☐ |
| F2 | All passengers have their seatbelt fitted before the vehicle departs. The group contact should verbally confirm this with the driver. | Before departure | ☐ |
| F3 | Headcount completed before departure and before each return leg. For school services: teacher sign-off required. | Before each leg | ☐ |
| F4 | Group contact mobile is on, charged and answered throughout the service. If the driver calls, answer immediately. | All day | ☐ |
| F5 | All passengers return to the vehicle on time. Overtime is charged from 30 minutes beyond the scheduled return time in 15-minute blocks (minibus $30 | coach $50 per 15 min). | Return time | ☐ |
| F6 | Vehicle walkthrough before the driver departs — a nominated person checks all seats, overhead racks, luggage bays and under-seat areas for lost property. This one step prevents most lost property incidents. | Before driver leaves | ☐ |
| F7 | Vehicle is returned in the same condition it was received. Any food, rubbish or mess left by passengers may attract the $88.00 incl. GST cleaning fee. Vomiting incidents attract a $550.00 biohazard cleaning fee. | Before driver leaves | ☐ |
Quick Reference — Additional Charges
| Charge | Rate |
|---|---|
| Overtime — Minibus | $30.00 / 15 min |
| Overtime — Coach | $50.00 / 15 min |
| Overtime — School | $55.00 / 20 min |
| Overtime grace period | First 15 min — free |
| Standard cleaning fee | $88.00 incl. GST |
| Biohazard cleaning fee | $550.00 incl. GST |
Useful Links
| ✓ | Pay Online — sydneycharterbus.com.au/online-payments |
| ✓ | Terms & Conditions of Charter & Hire |
| ✓ | Onboard Safety Policy |
| ✓ | Excess Luggage Policy |
| ✓ | Lost Property Policy |
| ✓ | NSW Live Traffic — road closures and event traffic |
| ✓ | FAQs |
Questions About Your Booking?
Our team is here to help with any pre-service questions, itinerary changes, payment queries or parking advice. NSW Accreditation No. 39461 | ABN: 44 134 888 912
📞 1300 468 199 | 📱 0413 182 999 | ✉ [email protected]
Office Hours: Mon–Fri 9:30am–4:30pm | Weekends 12:00pm–2:00pm | Public Holidays: Operational — Office Closed