Terms & Conditions of Charter & Hire
Sydney Charter Bus Pty Ltd | Trading as Sydney Charter Bus Australia | ABN: 44 134 888 912 | NSW Accreditation No. 39461
Last updated: May 2026. These Terms & Conditions apply to all charter, hire, transfer, tour, school, corporate, airport transfer and private hire services supplied by Sydney Charter Bus Pty Ltd (“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 & Conditions in full. We may amend these Terms at any time. The current version is published on our website and applies immediately upon posting.
| Operator | Sydney Charter Bus Pty Ltd | ABN: 44 134 888 912 | Trading as Sydney Charter Bus Australia |
| Accreditation | NSW Accreditation No. 39461 — Transport for NSW Bus Operator Accreditation Scheme (BOAS) |
| Governing Law | Laws of New South Wales, Australia. The Hirer submits to the exclusive jurisdiction of the courts of NSW. |
| Contact | 1300 468 199 | 0413 182 999 | [email protected] | www.sydneycharterbus.com.au |
Nothing in these Terms limits or excludes any right the Hirer may have under the Australian Consumer Law (Schedule 2, Competition and Consumer Act 2010 (Cth)) or any other applicable legislation. Where any term is inconsistent with the Australian Consumer Law, the Australian Consumer Law prevails.
📋 Charter & Hire Terms & Conditions | Sydney Charter Bus Australia | ABN: 44 134 888 912 | NSW Acc. 39461
1. Quotation, Booking & Tentative Bookings
1.1 All quotations are prepared on the basis of the information supplied by the Hirer at the time of enquiry. Quotes remain valid for fourteen (14) days from the date of issue and may be revised if your requirements change. A quotation is not a confirmed booking and does not guarantee vehicle availability.
1.2 Tentative Bookings. Tentative bookings expire after three (3) business days unless secured by payment of the required deposit. SCBA will not hold availability beyond this period without a deposit.
1.3 Booking Confirmation. A booking is confirmed only upon receipt of written acceptance of the quote and payment of the required deposit. Verbal confirmations are not binding on Sydney Charter Bus Australia.
1.4 Fare Basis. All fares are calculated on a depot-to-depot basis and are inclusive of GST, fuel, insurance, mileage and an authorised driver. In the Sydney Metro area, a minimum of two (2) hours is added to all hourly bookings to cover operational travel time to and from the service location. This minimum may be extended depending on the time of day, traffic conditions, and the number of pickup or drop-off locations.
1.5 Pricing by Vehicle — Not Passenger Count. Pricing is based on vehicle size and operational requirements — not the number of passengers. A booking is priced the same whether 2 or 12 passengers travel in a 12-seat vehicle. Weekend and public holiday services attract penalty rates.
1.6 Right to Decline. Sydney Charter Bus Australia reserves the right to decline any booking at its absolute discretion, without obligation to provide reasons.
2. Payments, Deposits & Bonds
2.1 Deposit. A non-refundable deposit of 20% of the total booking value is required for all bookings made more than seven (7) days prior to the service date, unless otherwise agreed in writing. This deposit secures the vehicle and driver allocation.
2.2 Full Payment. Full payment is required at least seven (7) days before the service date. Bookings made within 7 days of the service date require full payment at the time of booking. Any booking with outstanding payment at less than 7 days before service may be cancelled without notice, with all applicable cancellation fees applied.
2.3 Non-Payment. Failure to pay in accordance with these Terms will result in cancellation of the service. A non-payment cancellation is classified as a non-cancelled service and is fully chargeable at 100% of the total booking value.
2.4 Bond & Security Deposit. A bond or security deposit may be required at our discretion for certain services — including but not limited to late night services, large group bookings, events with elevated risk, and school or youth group bookings. The Hirer authorises Sydney Charter Bus Australia to debit their nominated credit card or retain all or part of any bond to recover: overtime and waiting time charges, cancellation fees, vehicle damage, cleaning fees, fines, parking fees, road tolls, or any other costs arising directly from the booking.
2.5 Overdue Accounts. Interest of 10% per annum applies to all overdue invoices from the due date. The Hirer agrees to pay all costs associated with debt recovery, including reasonable legal and agency fees, regardless of the outcome of any recovery action.
2.6 Credit Card Surcharges. The following surcharges apply where payment is made by credit or charge card:
| Card Type | Surcharge |
|---|---|
| Visa & Mastercard — personal card | 1.77% |
| Visa & Mastercard — commercial card | 2.50% |
| American Express | 3.50% |
| Diners Club | 3.50% |
| JCB (Square payment portal) | 2.25% |
| P-Card — schools and government clients only | 1.28% |
| Non-Australian / International card | 3.85% (comprising base rate 2.53% + transaction fee 0.88% + approval fee 0.44%) |
Surcharges reflect SCBA’s actual cost of card acceptance. All surcharges are noted on the tax invoice. See sydneycharterbus.com.au/payments for full payment options.
4. Date Changes, Deferrals & Postponements
4.1 No Credits, Deferrals or Postponements. Sydney Charter Bus Australia does not offer credits, deferrals or postponements of confirmed bookings. A credit issued against a future booking is, in operational and administrative terms, a cancellation of the original booking followed by a new booking. It is treated and charged as such under these Terms. The Hirer should not assume that a request to “move the date” is administratively simple or without cost consequences. It is neither.
4.2 What a Date Change Actually Involves. A request to change the date of a confirmed service appears straightforward. In practice, it involves the following internal processes, each of which carries a real administrative and operational cost:
- Cancellation of the original booking and all associated scheduling, vehicle allocation and driver assignment
- Availability check across the entire fleet for the requested new date, including checking whether the new date falls on a weekend, public holiday, OOSO-rated period or peak season where availability is reduced
- Re-assessment of the applicable charter rate for the new date, which may be materially different from the original rate where the new date attracts weekend, public holiday or OOSO loadings
- Creation of a new booking record, including a new booking reference number, new tax invoice, new driver allocation and new scheduling documentation
- Communication to all relevant internal and external parties of the change
This process is not a simple amendment. It consumes significant administrative time and creates downstream scheduling implications that affect other bookings. The rebooking fee at Section 4.5 reflects this cost.
4.3 Availability Is Not Guaranteed. A date change request is subject to vehicle and driver availability on the requested new date. Sydney Charter Bus Australia cannot guarantee availability for any new date, regardless of how much notice is given. Availability is assessed at the time the date change is requested and cannot be pre-reserved without payment of the applicable deposit for the new booking.
4.4 What Happens If We Are Not Available on the Requested New Date. Where the Hirer requests a date change and Sydney Charter Bus Australia does not have availability on the requested new date, the Hirer has three options:
| Option | What This Means | Cost Consequence |
|---|---|---|
| A | Cancel the booking | The cancellation fee schedule at Section 3.5 applies based on the notice period from the original service date. Where the request is made within 7 days of the original service date, the cancellation fee will be significant. |
| B | Proceed with the original booking on the original date | The confirmed booking proceeds as originally scheduled. The Hirer retains the service as booked. No additional fee applies. |
| C | Wait for availability to present itself | Sydney Charter Bus Australia may, at its absolute discretion and without obligation, notify the Hirer if availability becomes available on or near the requested new date through a cancellation by another client or other operational reasons. This is not a guarantee. The original booking remains confirmed and the cancellation fee schedule continues to apply to the original date throughout this period. The closer the original date, the higher the applicable cancellation fee if the Hirer ultimately cancels. This option is not recommended within 7 days of the original service date. |
⚠ Important: Holding out for availability while inside the 7-day cancellation window is a high-risk strategy. The cancellation fee increases as the original service date approaches. A Hirer who waits until two days before the original service date, with no availability identified for the new date, faces a cancellation fee of 80% of the total booking value if they then cancel. Sydney Charter Bus Australia recommends making a decision as early as possible.
4.5 Date Change — Rebooking Fee. Where Sydney Charter Bus Australia has availability on the requested new date and the Hirer confirms a date change, the date change is processed as a cancellation of the original booking and a new booking for the new date. The following apply:
| Item | Detail |
|---|---|
| Rebooking fee | $110.00 inc. GST per rebooking. This fee covers the administrative cost of cancelling the original booking and generating a new booking, including new reference numbers, new tax invoice, updated scheduling and driver reallocation. |
| Rate adjustment | The new booking will be priced at the rate applicable to the new date. If the new date attracts a weekend rate, public holiday surcharge, OOSO loading or peak season rate that differs from the original booking rate, the difference is payable in addition to the rebooking fee. Any reduction in the applicable rate on the new date will be applied as a credit against the new invoice. |
| Notice required | A minimum of four (4) weeks’ written notice prior to the original service date is required for a date change request to be processed without the original booking’s cancellation fee applying. Date change requests received inside four weeks of the original service date will be assessed on availability and may attract a partial cancellation fee in addition to the rebooking fee, depending on the notice period. |
| Deposit retention | The deposit paid on the original booking will be applied to the new booking where the rebooking is confirmed more than four (4) weeks prior to the original service date. Where the date change is requested inside four weeks, the original deposit is retained as part of any applicable cancellation fee. |
| No change of date on a same date | A date change request cannot be processed on the same calendar day as the original service. Same-day requests to change a booking date constitute a non-cancelled service or same-day cancellation and are fully chargeable at 100% of the total booking value under Section 3. |
4.6 Repeated Date Changes. Each date change constitutes a new cancellation and rebooking. Where a Hirer requests more than one date change on the same original booking, each subsequent change attracts the $110.00 rebooking fee and is subject to availability at the time of the request. Sydney Charter Bus Australia reserves the right to decline further date change requests at its absolute discretion where a pattern of repeated changes creates unacceptable scheduling disruption.
4.7 Date Changes in Plain Language. In practical terms: if you need to change your booking date and give us four or more weeks’ notice, we will check availability, charge a $110.00 rebooking fee and apply any rate difference for the new date. If we do not have availability, you can cancel (fees apply), proceed on the original date, or wait and see if availability opens up. We do not offer free date changes, credits, deferrals or postponements. Every date change is a new booking.
3. Cancellations & Refunds
3.1 Written Cancellation Required. All cancellations must be submitted in writing via email to [email protected] and acknowledged in writing by Sydney Charter Bus Australia. Failure to make payment does not constitute cancellation. A verbal cancellation is not binding.
3.2 Non-Cancelled Service. A “non-cancelled service” occurs where the booking has not been cancelled in writing, or where the Hirer fails to use the service after the vehicle has departed the depot. Non-cancelled services are fully chargeable at 100% of the total booking value.
3.3 No Refund on Conduct-Related Termination. No refund will be provided where the service is terminated due to passenger misconduct, breach of these Terms, zero-tolerance alcohol violations, or safety risks arising from the Hirer’s instructions.
3.4 SCBA-Initiated Cancellation. Where Sydney Charter Bus Australia cannot operate a service due to mechanical failure or circumstances beyond reasonable control, liability is strictly limited to a refund for the portion of the service not operated. No consequential loss, missed events or third-party expenses will be compensated. Where possible, an equivalent alternative vehicle will be arranged.
3.5 Cancellation Fee Schedule.
| Notice Period Before Service Date | Cancellation Fee |
|---|---|
| Non-cancelled service or no-show | 100% of total booking value |
| Within 48 hours of service | 100% of total booking value |
| 3 days prior to service | 80% of total booking value |
| 4 days prior to service | 70% of total booking value |
| 5 days prior to service | 50% of total booking value or deposit — whichever is greater |
| 6 days prior to service | 20% of total booking value or deposit — whichever is greater |
| More than 7 days prior to service | 10% of total booking value |
Cancellation fees are calculated on the total invoice value including all applicable charges. All cancellations must be confirmed by SCBA in writing to be effective. SCBA may waive or reduce cancellation fees at its absolute discretion in exceptional circumstances.
3.6 School & Contracted Services. For daily school bus services and ongoing contracted services, cancellation terms are governed by the applicable contract. Where no separate contract exists, the standard cancellation schedule at Section 3.5 applies. See also the School Terms and Conditions.
4. Additional Charges, Pricing Factors & Waiting Time
4.1 Pricing Factors. Charter pricing is influenced by the following factors:
- Vehicle size, type and configuration (standard or luxury)
- Pickup location, total route distance and depot-to-depot travel time
- Time of day and day of week — peak hour, weekend, public holiday and OOSO rates
- Total operational hours including all travel time to and from the service location
- Type of service — hourly charter, single transfer, multi-stop, day tour or extended charter
- Overnight and interstate travel requirements including driver accommodation and meal allowance
Indicative hourly rates: Minibuses $99–$145 p/h | Coaches $155–$220 p/h (inc. GST). Rates vary by vehicle type, service requirements and applicable loadings. See Bus Hire Prices & Rates.
4.2 Waiting Time. The first fifteen (15) minutes of waiting time from the booked departure time is provided without charge. After this period, waiting time is charged in fifteen (15) minute increments as follows:
| Vehicle Type | Waiting Time Rate |
|---|---|
| Minibuses (12–24 seats) | $30.00 per 15 minutes |
| Coaches (34–62 seats) | $50.00 per 15 minutes |
4.3 Additional Stop Charges. Each quotation is based on the pickup and drop-off locations specified at the time of quotation. Additional stops confirmed after booking will be charged as follows:
| Additional Stop Type | Charge (inc. GST) |
|---|---|
| Local — minimal route deviation | From $10 per stop |
| Moderate — within same general area | From $25 per stop |
| Significant — additional suburb or extended route | From $50 per stop |
| Long-distance additional stop (regional or interstate) | Quoted separately — contact SCBA |
4.4 Other Additional Charges. The following charges may apply where incurred in the course of the service and will be itemised in the invoice:
- Road tolls (Class B vehicle rates, passed to the Hirer at cost)
- Parking fees — Sydney Airport, Central Station, SOP, event venues and all other paid parking
- National Park and venue entry fees
- Overtime charges beyond the confirmed booking end time (Section 7)
- Vehicle upgrades or downgrades after confirmation, and additional passengers on the day
- Cleaning fee from $88 inc. GST where the vehicle is returned in an unacceptable condition
- Biohazard cleaning fees (Section 11)
- Amendment fees (Section 6)
- Driver accommodation and meal allowance for overnight services (Section 10)
- Fines arising from illegal pickup or stopping locations nominated by the Hirer
- Credit card surcharges (Section 2.6)
5. Out of Standard Operations (OOSO), Late Night & Public Holidays
5.1 OOSO Defined. Out of Standard Operations (OOSO) means any service or portion of a service that commences or concludes outside standard operating hours. OOSO loadings apply to the relevant portions of any service and are confirmed in the quotation.
5.2 OOSO Rates.
| OOSO Period | Rate Loading |
|---|---|
| Services commencing before 6:00 AM | Time-and-a-half on the base charter rate |
| Services extending past 10:00 PM | Time-and-a-half on the base charter rate |
| Services extending past midnight | Double-time on the base charter rate |
| Sunday services | Sunday penalty rate — confirmed in quotation |
5.3 Late Night & Early Morning Minimum. Any service commencing between 10:00 PM and 6:00 AM is classified as an OOSO service. A minimum OOSO charge applies to all late night and early morning services regardless of the duration of the service. The specific OOSO rate will be confirmed in the quotation prior to booking. No minimum hour threshold applies — the OOSO rate, not a minimum duration, governs these services.
5.4 Public Holiday Surcharge. A minimum surcharge of 30% on the base charter rate applies to all services operating on a NSW public holiday, including but not limited to: New Year’s Day, Australia Day, Good Friday, Easter Saturday, Easter Monday, ANZAC Day, King’s Birthday, Bank Holiday, Labour Day, Christmas Day and Boxing Day. The applicable surcharge will be confirmed in the quotation. It is the Hirer’s responsibility to verify whether a service date falls on a public holiday.
5.5 ANZAC Day — Weekend Rule. Under the Public Holidays Act 2010 (NSW), ANZAC Day is a fixed public holiday on 25 April each year. Where ANZAC Day falls on a Saturday or Sunday, the NSW Government may declare an additional public holiday on the following Monday under the Public Holidays Order 2011 (NSW). This has been declared for 2026 (Monday 27 April) and 2027 (Monday 26 April). Where such a Monday public holiday is declared, the public holiday surcharge under Section 5.4 applies to both 25 April and the declared Monday. The Hirer is responsible for confirming whether any service date coincides with a declared substitute public holiday.
6. Amendment Fees
6.1 SCBA will make every reasonable effort to accommodate changes to a confirmed booking. All amendment requests must be made in writing. Amendments are subject to vehicle and driver availability and are not guaranteed. An administration fee applies to all changes made after Booking Confirmation has been issued:
| Type of Amendment | Fee |
|---|---|
| Minor — contact name, time change up to 30 min, passenger count within same vehicle | From $10 |
| Moderate — route change, additional stop, time change over 30 min, vehicle upgrade or downgrade | From $25 per change |
| Significant — new itinerary, multiple changes to a single booking, changes requiring a revised quotation | From $50 per booking |
| Complex — multiple bookings affected, last-minute restructure, or substantial administrative time required | Assessed case by case — SCBA will advise before proceeding |
Amendment fees are in addition to any difference in the charter rate resulting from the change (e.g. a vehicle upgrade attracts the rate difference plus the amendment fee).
7. Overtime & Extension of Service
7.1 The charter rate covers the service for the agreed duration in the Booking Confirmation. Fifteen (15) minutes’ grace is allowed from the scheduled end time. After this grace period, overtime is charged in minimum one (1) hour increments at the applicable hourly rate for the vehicle type.
7.2 Overtime applies regardless of the reason for extension, including event overruns, delayed venue access, late passenger boarding, additional stops, or extended pauses requested by the Hirer.
7.3 Traffic Delays. SCBA acknowledges that traffic delays are beyond the control of either party. Where a service overruns solely due to traffic conditions not reasonably foreseeable at the time of booking, overtime charges will not apply to the portion of the overrun attributable to that delay. However, Sydney’s peak hour conditions on major arterials are a foreseeable and expected operating condition. Services scheduled during peak hours are priced accordingly and overtime resulting from predictable peak hour congestion does not constitute a traffic delay exception.
7.4 Airport Transfers. Overtime charges do not apply to delays in inbound airport pickup services where the delay is caused by a documented flight delay to the arriving flight. SCBA monitors flight arrivals for confirmed airport pickups. Where a Passenger is delayed within the terminal beyond SCBA’s agreed wait period for reasons unrelated to the flight (e.g. customs, baggage collection), standard waiting time rates apply from the expiry of the included wait period. Refer to the Flight Delays Policy.
7.5 Where OOSO rates apply to an overtime period, the OOSO loading will be applied to the overtime charge. Refer to Section 5 for applicable rates. For extended and overnight charters, refer also to SCBA’s Extended Charter Policy.
8. Scheduling — Times Are Estimates Only
8.1 SCBA will use all reasonable endeavours to arrive and depart at the times stated in the Booking Confirmation. However, scheduled times are estimates only and are not guaranteed. SCBA accepts no liability for delays attributable to traffic, road closures, accidents, adverse weather, mandatory driver rest requirements, regulatory compliance, or any other circumstance beyond its reasonable control.
8.2 Recommended Contingency. The Hirer is strongly advised to build contingency time into the itinerary for all time-sensitive services:
| Service Type | Recommended Minimum Contingency |
|---|---|
| International flight departures | 3.5 hours between estimated airport arrival and scheduled flight departure |
| Domestic flight departures | 2.5 hours between estimated airport arrival and scheduled flight departure |
| Event transport | 30 minutes before event commencement, allowing for precinct congestion and access |
| Peak hour services | Allow 30–90 minutes additional time for services operating between 7am–9:30am or 4pm–7pm |
| All coaches — speed limit | All SCBA coaches are restricted to 100km/h under NSW law. Allow additional travel time on all journeys, particularly over longer distances. Do not base journey time estimates on car navigation. |
8.3 SCBA accepts no liability for costs, losses or missed commitments arising from a service arriving after a scheduled event time, flight or other time-sensitive deadline where the delay was caused by circumstances beyond SCBA’s reasonable control. The Hirer is encouraged to obtain appropriate travel or event insurance.
9. Vehicle Allocation & Subcontracting
9.1 Fares are calculated on the basis of the passenger numbers confirmed at the time of booking — not a guaranteed vehicle model or configuration. Vehicles may be substituted where mechanical or operational requirements arise. Replacement vehicles will be of at least equivalent passenger capacity.
9.2 For larger groups, allocation may result in a combination of vehicles rather than a single bus. All passengers booked and paid for will be safely and legally seated in compliance with NSW transport regulations.
9.3 The Hirer must notify SCBA as early as possible if passenger numbers change. Where actual numbers on the day exceed the confirmed booking, additional transport cannot be guaranteed and excess passengers may not be accommodated.
9.4 Direct Operator. Sydney Charter Bus Australia is a direct operator. We own our vehicles and employ our drivers. We do not use brokers. In exceptional circumstances — including vehicle breakdown, sudden driver unavailability, or events beyond SCBA’s reasonable control — SCBA reserves the right to engage an accredited subcontractor to fulfil all or part of a confirmed booking. Where a subcontractor is engaged, SCBA will: use only Transport for NSW accredited operators; ensure services are delivered under SCBA’s policies and these Terms; notify the Hirer as soon as practicable; and remain the primary responsible party for the service. The engagement of a subcontractor in exceptional circumstances does not constitute a breach of this agreement.
9.5 No signage or promotional material may be affixed to any vehicle without prior written approval from SCBA. No copyright material may be publicly screened on board without a valid public performance licence provided by the Hirer.
10. Overnight & Extended Charter Services
10.1 Driver Accommodation. The Hirer must provide or fund separate single-room accommodation for each driver on all overnight services. Accommodation must be a minimum 3-star standard with private bathroom facilities, located at or near the group’s accommodation. Accommodation costs are the Hirer’s responsibility and are charged in addition to the base charter rate.
10.2 Driver Meal Allowance. A mandatory meal allowance of $70.00 per day per driver applies to all overnight and extended charter services, regardless of any client-provided catering arrangements. This allowance is itemised separately in the quotation.
10.3 Itinerary Submission. A detailed itinerary must be provided at least one (1) week prior to departure, with final confirmation at least two (2) business days prior. Itineraries must allow for all mandatory driver rest periods under the Heavy Vehicle National Law (HVNL). SCBA reserves the right to amend any itinerary that cannot be legally fulfilled within regulated hours.
10.4 For full terms governing extended and multi-day charters, refer to SCBA’s Extended Charter Policy and Interstate Transfers & Tours page.
11. Passenger Conduct & Onboard Rules
The Hirer is responsible for the conduct of all Passengers throughout the service, including while boarding and alighting. The Hirer must ensure all Passengers are aware of and comply with these rules before boarding.
Strictly prohibited on all services:
- Alcohol — zero tolerance. No alcohol (opened or unopened) on board at any time. We do not provide party bus services. Under the Passenger Transport (General) Regulation 2017 (NSW) and SCBA’s policy, alcohol is absolutely prohibited.
- Food and hot beverages including coffee, tea and takeaway food — bottled water is always permitted. Medical exceptions require declaration to the driver at boarding.
- Smoking or vaping — strictly prohibited under the Smoke-free Environment Act 2000 (NSW). Any passenger wishing to smoke outside the vehicle must remain at least 4 metres clear of the vehicle.
- Standing, congregating in aisles, or approaching or distracting the driver while the vehicle is in motion
- Excessive noise, balloons or novelty items near the driver or that obstruct the driver’s view
- Passengers in excess of the vehicle’s legal seating capacity
- Interfering with safety equipment — emergency exits, exit hammers, fire extinguishers or any other safety device
- Abusive, aggressive, intoxicated, threatening or disruptive behaviour toward the driver or other Passengers
- Placing any body part outside the vehicle while in motion
Mandatory passenger requirements:
- Seatbelts must be worn at all times where fitted — a legal requirement under the Road Rules 2014 (NSW)
- All Passengers must remain seated while the vehicle is in motion
- All luggage must be stored under seats or in overhead racks — not in aisles or on spare seats
- All Passengers must comply with lawful directions from the driver at all times
- Onboard toilets (where fitted) must not be used while the vehicle is in motion
- All rubbish must be removed from the vehicle upon exit
- All pickups must be at safe, legal locations — not clearways, STA Bus Zones, No Stopping Zones, Taxi Zones or Loading Zones
11.1 Dress Standards. All Passengers are required to board wearing appropriate clothing including a shirt or top, shorts, trousers or skirt, and appropriate footwear. Passengers who fail to meet dress standards may be refused boarding at the driver’s discretion, particularly where the service involves access to a venue that enforces dress requirements.
11.2 Driver Authority. The driver has full authority over the vehicle and all safety matters. The driver may vary the itinerary where safety or legal compliance requires. The Hirer must not request extended driving hours beyond legal fatigue limits, impose unrealistic schedules, pressure the driver to exceed legal limits, or alter itineraries in a manner that breaches fatigue compliance. Under Chain of Responsibility (CoR) provisions of the Heavy Vehicle National Law, Hirers share legal accountability for safety outcomes and may face personal liability for non-compliant instructions.
11.3 No Refund on Conduct. Where a service is terminated due to passenger misconduct, alcohol violations, breach of these Terms, or safety risk arising from the Hirer’s instructions, no refund will be provided. The Hirer remains liable for all charges applicable to the full booking. Police may be contacted where required.
12. Right to Refuse Travel & Removal of Passengers
Sydney Charter Bus Australia reserves the right, at the driver’s absolute discretion, to refuse boarding, remove from the vehicle, or terminate the service where any Passenger:
| a | Is, in the driver’s reasonable assessment, under the influence of alcohol or any drug that impairs behaviour, posing a risk to others or the vehicle |
| b | Is behaving in a disruptive, threatening, abusive or unlawful manner that compromises the safety or comfort of others |
| c | Is observed smoking or vaping on or in close proximity to the vehicle |
| d | Is consuming alcohol or prohibited food or beverages in breach of these Terms |
| e | Is presenting with symptoms of an infectious or contagious illness posing a risk to others, including active vomiting contaminating the vehicle, or any condition notifiable under the Public Health Act 2010 (NSW) |
| f | Fails to comply with a lawful direction from the driver in relation to safety, seating or conduct |
| g | Has previously breached these Terms and whose conduct has been recorded by SCBA |
| h | Does not meet the minimum dress standard in Section 11.1 |
Where a Passenger is refused carriage or removed, SCBA is not obliged to refund any portion of the charter fare. SCBA accepts no responsibility for costs incurred by the removed Passenger in arranging alternative transport.
13. Prohibited Items
The following must not be brought onto or used within the vehicle under any circumstances:
- Alcoholic beverages — opened or unopened
- Smoking or vaping devices
- Decorations including balloons — unless prior written approval has been granted by SCBA
- Glass containers of any kind
- Fuel containers or portable power generators
- Shoes with spikes or cleats
- Illegal substances or non-prescription drugs (other than lawful over-the-counter medication)
- Any hazardous, dangerous or prohibited item under Australian transport legislation
- Bulk quantities of food, produce or perishable goods that may present hygiene concerns during transit
14. Biohazard & Vehicle Contamination
14.1 SCBA strongly recommends that Hirers — particularly those booking school excursions, tours with young Passengers or services with persons prone to motion sickness — provide sickness bags (emesis bags) for all Passengers before boarding. Where a Passenger uses a sickness bag that is properly disposed of without vehicle contamination, no additional cleaning charge applies.
14.2 Where a Passenger vomits on or otherwise contaminates any part of the vehicle, biohazard decontamination is required under the Work Health and Safety Act 2011 (NSW) before the vehicle may return to service. The following charges will be invoiced to the Hirer:
| Type of Contamination | Cleaning Fee (inc. GST) |
|---|---|
| General mess — food, liquid, soiling requiring cleaning above standard | From $88 |
| Vomit on floor, aisle or hard surface | $350 |
| Vomit on upholstered seat, seat belt or multiple surfaces | $550 |
| Faecal, blood or serious biohazard contamination | Minimum $550 — assessed case by case |
Cleaning fees are in addition to any loss of revenue where the vehicle cannot immediately return to service following decontamination. SCBA reserves the right to claim reasonable additional compensation for loss of use where decontamination prevents the vehicle from fulfilling a subsequent booking.
15. Luggage & Personal Property
15.1 All luggage and oversized items must be accurately declared at the time of booking. Vehicle allocation and pricing are based on the information originally supplied by the Hirer.
15.2 All vehicles are subject to Gross Vehicle Mass (GVM) limits under the Heavy Vehicle (Mass, Dimension and Loading) National Regulation (NSW). SCBA will not knowingly operate an overloaded vehicle. Undeclared excess luggage discovered on the day may result in delays, refusal of carriage, or a requirement for a larger vehicle at the Hirer’s expense.
15.3 The driver manual handling limit is 20 kilograms per item. The Hirer must assist with loading heavier items. Drivers reserve the right to refuse to load any item considered unsafe, excessively heavy, dangerous or improperly packed.
15.4 Prohibited Luggage. SCBA reserves the right to refuse carriage of any luggage that is, in SCBA’s reasonable assessment: a dangerous good or hazardous substance; likely to be damaged during transport; likely to cause damage to other Passengers’ luggage or the vehicle; or a bulk quantity of food or perishable goods presenting hygiene concerns. Refer to SCBA’s Excess Luggage Policy.
15.5 Passenger Responsibility. All luggage and personal property are carried entirely at the Passenger’s own risk. SCBA is not liable for loss, theft or damage to property under any circumstances except where directly caused by the negligence of SCBA or its employees. This limitation applies to the extent permitted by the Australian Consumer Law.
15.6 Lost Property. Lost property is recorded and held at SCBA’s depot for sixty (60) days from the date of recovery. The owner must contact SCBA within this period to arrange collection. Any freight or delivery costs to return the property to the owner are the owner’s sole responsibility. Items remaining unclaimed after 60 days will be disposed of at SCBA’s discretion. Refer to SCBA’s Lost Property page.
16. Driver Authority, Fatigue & Working Hours
16.1 The driver has full authority over the vehicle and all safety matters and may vary the route or itinerary where safety or legal compliance requires. No instruction from the Hirer may override the driver’s authority in matters of safety.
16.2 All SCBA drivers hold a current NSW Driver Authority and appropriate Heavy Vehicle licence. All drivers operate under the regulated fatigue management requirements of the Heavy Vehicle National Law (NSW) (HVNL). These requirements cannot be varied by the Hirer.
16.3 Driver Hour Limits — SCBA Company Policy:
- Maximum 3 hours continuous driving before a mandatory 20-minute rest break
- Maximum 12 hours total work in any 24-hour period
- Minimum 7 continuous hours stationary rest between 10:00 PM and 8:00 AM, or 24-hour continuous stationary rest for extended operations
- Maximum 72 hours total per 7-day period
16.4 The Hirer must not request extended driving hours beyond legal fatigue limits, impose unrealistic schedules, pressure the driver to exceed legal limits, or alter confirmed itineraries in a manner that breaches fatigue compliance. Where additional drivers, accommodation or schedule adjustments are legally required, these are mandatory and chargeable to the Hirer. Under the Chain of Responsibility (CoR) provisions of the HVNL, Hirers share legal accountability for safety outcomes and may face personal liability for non-compliant instructions. Refer to SCBA’s Driver Working Hours & Fatigue Compliance Policy.
16.5 WWCC. All SCBA drivers on school transport services hold a current Working With Children Check (WWCC) issued by the NSW Office of the Children’s Guardian under the Child Protection (Working with Children) Act 2012 (NSW).
16.6 Driver Commentary. Driver commentary and live tour narration is not a standard service. All commentary must be delivered by a separately engaged professional tour guide. Refer to SCBA’s Driver Commentary & Tour Guide Policy.
17. Itinerary, Access & Site Responsibility
17.1 Accurate addresses, contact details and a complete itinerary must be provided prior to the service date. The Hirer must ensure all nominated locations provide adequate bus access, turning space and legal stopping zones.
17.2 Site-specific risks including height restrictions, narrow streets, weight limits, overhanging trees and unsealed surfaces must be disclosed in advance. All SCBA vehicles operate on sealed roads only. Refer to SCBA’s Unsealed Roads Policy.
17.3 The Hirer is responsible for providing safe and legal pickup and drop-off locations. Any fines issued as a result of the Hirer nominating an illegal pickup or stopping location will be charged directly to the Hirer.
18. Airport Transfers & Flight Delays
18.1 Included Wait Periods. The following wait periods are included in all airport transfer quotes:
- 30-minute domestic baggage allowance (T2/T3)
- 60-minute international customs and baggage clearance (T1)
- 30-minute flight delay allowance
Sydney Airport parking charges are passed to the Hirer at cost.
18.2 Multiple Flights. Where a group arrives on multiple flights, the driver will arrive approximately 20 minutes after the last scheduled flight lands. Passengers on earlier flights must wait at the terminal. A dedicated flight monitor must be assigned for all multi-flight bookings to communicate real-time flight status to SCBA.
18.3 Extended Delays. Delays exceeding 60 minutes beyond the included allowance require the Hirer to elect: (a) confirm the driver remains on site at the agreed overtime/waiting time rate; (b) release the vehicle and rebook; or (c) request a rescheduled pickup subject to availability. SCBA accepts no liability for consequential costs arising from flight delays. Refer to the Flight Delays Policy for full details.
19. Vehicle Damage
The Hirer is responsible for the cost of repairing any damage to a vehicle caused by a Passenger during the charter service. Damage includes but is not limited to: broken seats or fittings, graffiti, torn upholstery, cracked or broken glass, and damage to luggage hold fittings. SCBA will provide a written assessment of damage costs following the service. Damage charges are in addition to any applicable cleaning fees under Section 14. The Hirer is not responsible for damage caused solely by the actions of SCBA’s driver or employees.
20. Liability, Force Majeure & Australian Consumer Law
20.1 Consumer Guarantees. Services provided by SCBA come with consumer guarantees that cannot be excluded under the Australian Consumer Law, including guarantees of due care and skill, fitness for purpose and reasonable time for supply.
20.2 Limitation of Liability. To the maximum extent permitted by law: (a) SCBA is not liable for indirect, incidental, special or consequential loss or damage, including loss of profit or loss from missed events or flights; and (b) SCBA’s total aggregate liability in respect of any service is capped at the charter fee paid for the affected service date.
20.3 Force Majeure. SCBA is not liable for delay or failure to perform due to events beyond its reasonable control including natural disasters, pandemics, industrial disputes, regulatory changes, major transport interruptions or Acts of God.
20.4 Third Party Services. Where third party services — venues, parking, accommodation, ferry connections — form part of the Hirer’s arrangements, SCBA is not liable for loss or damage caused by those third parties. The Hirer is subject to the terms of those third parties in relation to their services.
20.5 Pricing Adjustments. Pricing may be adjusted where: (a) fuel prices increase materially; (b) laws or regulations change and materially affect service delivery costs; or (c) booking discrepancies result in increased operational costs.
21. Complaints, Governing Law & Entire Agreement
21.1 Complaints. Complaints must be submitted in writing within fourteen (14) days of the service date to [email protected]. All complaints will be recorded and managed in accordance with NSW Passenger Transport legislation and SCBA’s complaints handling procedure.
21.2 Governing Law. These Terms are governed by the laws of New South Wales, Australia. The Hirer submits to the exclusive jurisdiction of the courts of New South Wales.
21.3 Entire Agreement. These Terms constitute the entire agreement between the parties in respect of the services and supersede all prior agreements, representations or understandings. SCBA may amend these Terms at any time without notice. The current version is published at sydneycharterbus.com.au/terms-and-conditions and applies immediately upon posting.
Key Policy Documents
🏳 Sydney Charter Bus Australia acknowledges the Aboriginal and Torres Strait Islander peoples as the Traditional Custodians of the land on which we operate and travel. We pay our respects to Elders past, present and emerging. 🏳
› Read our full Acknowledgement of Country →