Vehicle Allocation Policy
Passenger Numbers, Vehicle Assignment & Service Compliance
| Issued by | Sydney Charter Bus Pty Ltd | ABN: 44 134 888 912 |
| Trading as | Sydney Charter Bus Australia (SCBA) |
| Accreditation | NSW Accreditation No. 39461 — Transport for NSW |
| Policy applies to | All charter, hire, transfer, tour, and event transport bookings |
| Review | Current version 6.1— subject to amendment at any time |
| Overview | This policy outlines how Sydney Charter Bus Australia allocates vehicles to confirmed bookings, the basis on which charter fares are calculated, and the responsibilities of clients in providing accurate passenger numbers. Understanding this policy ensures correct pricing, appropriate vehicle allocation, and a fully compliant service on the day of travel. |
1. Fare Calculation — Based on Confirmed Passenger Numbers
Charter fares quoted by Sydney Charter Bus Australia are calculated on the basis of the total number of passengers confirmed at the time of booking. The fare reflects the passenger numbers supplied by the client — not a guaranteed vehicle size, model, or configuration.
Clients are responsible for providing accurate and complete passenger numbers when requesting a quote or confirming a booking. Fares will not be recalculated downward following confirmation if actual passenger numbers are lower than those originally advised.
2. Vehicle Allocation — Operational Discretion
Sydney Charter Bus Australia reserves the right to allocate any suitable accredited vehicle from its fleet to fulfil a confirmed booking. On the day of service, the vehicle provided may differ from the vehicle class or model referenced at the time of quoting, subject to:
| ● | Fleet availability on the day of service |
| ● | Scheduling requirements across the full operational fleet |
| ● | Overall operational movements and route planning |
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Important Clients should not assume that a specific vehicle model, configuration, or size will be supplied beyond what is operationally required to safely and legally seat the confirmed number of passengers. For larger group bookings, vehicle allocation may result in a combination of vehicles being deployed rather than a single bus. All such arrangements will fulfil the confirmed booking in full. |
3. Passenger Safety & Regulatory Compliance
Regardless of the vehicle or vehicle combination allocated on the day of service, Sydney Charter Bus Australia guarantees the following:
| ✓ | Safe and legal seating — All passengers booked and paid for will be safely and legally seated in accordance with the Passenger Transport Act 2014 (NSW) and applicable Transport for NSW regulations. |
| ✓ | Accredited vehicles — All allocated vehicles are fully accredited under the NSW Bus Operator Accreditation Scheme (BOAS) and maintained in accordance with Transport for NSW regulatory requirements. |
| ✓ | Authorised drivers — All drivers are formally authorised by Transport for NSW and hold current credentials appropriate to the vehicle class operated, under NSW Accreditation No. 39461. |
| ✓ | Seatbelts fitted and operational — All vehicles in the Sydney Charter Bus Australia fleet are equipped with seatbelts across all seating positions. |
4. Passenger Number Changes — Upgrade Recommendation
Sydney Charter Bus Australia strongly recommends that clients upgrade their booking if there is any reasonable possibility that confirmed passenger numbers may increase prior to or on the day of service.
If actual passenger numbers on the day of service exceed the confirmed booking:
| ! | Additional transport may not be available at short notice due to scheduling and fleet deployment commitments |
| ! | Excess passengers not included in the confirmed booking may not be accommodated |
| ! | Sydney Charter Bus Australia accepts no liability for passengers unable to travel as a result of undisclosed or increased numbers |
| ! | Any additional vehicles sourced at short notice may be subject to premium rates and cannot be guaranteed |
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💡 Our Recommendation To avoid disruption, disappointment, or additional cost on the day of travel, we strongly encourage clients to confirm their maximum anticipated passenger numbers at the time of booking — not their minimum expected numbers. Upgrading your booking in advance is always simpler, more cost-effective, and less stressful than sourcing additional transport at short notice on the day of your event. |
5. Client Responsibilities
Clients confirm the following responsibilities upon booking:
| ✓ | Accurate passenger numbers — The passenger count provided at the time of booking is the total confirmed number of travelling passengers. |
| ✓ | Prompt notification of changes — Any increase in passenger numbers must be communicated to Sydney Charter Bus Australia as early as possible prior to the service date to allow for revised vehicle allocation where fleet availability permits. |
| ✓ | Acceptance of vehicle allocation — The client accepts that the vehicle allocated on the day of service may differ from any vehicle referenced at the time of quoting, provided all confirmed passengers are safely and legally seated. |
| ✓ | Onboard compliance — All passengers must comply with the onboard safety requirements of the allocated vehicle, including seatbelt usage and passenger conduct obligations under applicable NSW transport regulations. |
6. Why Accurate Booking Numbers Matter
Confirming accurate passenger numbers at the time of booking delivers the following outcomes:
| ✓ Correct fare calculation with no post-confirmation adjustments |
| ✓ Appropriate vehicle allocation matched to your group |
| ✓ Smooth operational planning and scheduling |
| ✓ Full regulatory compliance on the day of service |
| ✓ Elimination of last-minute logistical issues and delays |
| ✓ Confidence that all passengers will be accommodated |
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Need to Update Your Passenger Numbers? Contact our team as early as possible if your passenger numbers change. We will do our best to accommodate revised requirements subject to fleet availability and scheduling. 📞 1300 468 199 | 📱 0413 182 999 |
🚫 Policy Compliance Notice
This policy forms part of the agreement between the client and Sydney Charter Bus Pty Ltd upon confirmation of any booking. By proceeding with a booking, clients acknowledge they have read, understood, and accepted the terms of this policy. Sydney Charter Bus Australia reserves the right to amend this policy at any time in accordance with changes to applicable legislation, regulatory requirements, or operational standards. The current version is always published at www.sydneycharterbus.com.au/company-policies.
📞 1300 468 199 | 📱 0413 182 999 | ✉ [email protected]
Office Hours: Monday–Friday 9:30am–4:30pm | Weekends 12:00pm–2:00pm | Public Holidays: Operational — Office Closed