Terms & Conditions

1. Payments

All invoices must be paid no later than 7 days before the date of hire, unless alternative arrangements have been agreed in writing. Cheques over £1,000 are not accepted. Please make payment by bank transfer.

2. Cancellation

Cancellation within 48 hours of the hire date: 50% of the hire charge will be payable. Cancellation on the day of hire: 100% of the hire charge is payable. Peak season (May–July): any cancellation made within 14 days of the hire date will incur a 50% charge.

3. Departure and Scheduling

The departure time is the time the coach leaves the pick-up point, not the time passengers begin boarding. Passengers must be ready to board at least 15 minutes before departure to allow time for seating, seatbelt checks, and loading luggage. Late departures may result in additional charges if they affect the driver’s legal hours or subsequent bookings. The company is not responsible for delays caused by circumstances outside its control (e.g. traffic, accidents, weather or mechanical breakdowns). Refunds will not be provided in such cases.

4. Passenger Responsibilities On Board

Adults/teachers must position themselves throughout the coach (front, middle, and rear) to maintain supervision and discipline. All passengers must wear seatbelts unless medically exempt. Eating and drinking are not permitted on board. Water may be allowed on long journeys or in hot weather with prior agreement. Schools must provide rubbish bags and remove all waste if any food or drink has been permitted. Cleaning charges will apply for any soiling of the vehicle (vomit, bodily fluids, excessive dirt). Schools are encouraged to provide sick bags for passengers who may suffer travel sickness. After sports fixtures or muddy activities, passengers must change footwear/clothing before boarding.

First Aid kits are carried on all vehicles, but drivers are not authorised to administer medical treatment. Schools should ensure a qualified First Aider is present. Large bags and luggage must be stored in the luggage compartment. Use of the on-board toilet (if fitted) requires a £100 access and cleaning charge unless otherwise agreed. Abuse of staff (verbal or physical) will not be tolerated and may result in immediate involvement of emergency services.

5. Airport Private Hire

All airport drop-offs and pick-ups require the lead passenger’s phone number. For return collections, the flight number of the inbound flight must be provided so arrival times can be monitored. Luggage capacity must be advised by the customer before travel, and Barton Coach Company will recommend the most suitable vehicle. We are not responsible for any travel delays caused by insufficient notice of your luggage amount. Any known delays that the customer becomes aware of (e.g., flight delays) must be communicated to Barton Coach Company as soon as possible. A charge of £25 per hour will apply for any delay that affects the driver’s parking fee or results in extended waiting time.

6. Wheelchair Users

If a wheelchair user is travelling, it is the hirer’s full responsibility to confirm that the designated pickup location is suitable for safe lift operation. The lift cannot be operated on uneven ground, soft or loose surfaces (including gravel), steep gradients, or from the kerb of a footpath. The area must be level, stable, and provide adequate clearance for the driver to deploy and operate the lift safely. The hirer is also responsible for ensuring that the wheelchair is safe, fully functional, and compatible with standard vehicle restraint systems. Our drivers will secure the wheelchair within the vehicle; however, they will not lift, modify, or adjust the wheelchair, nor will they attempt to operate the lift in conditions deemed unsafe. If the pickup location is not suitable or safe for lift operation, the driver may refuse to board the passenger. In such circumstances, we will not be held liable for delays, additional costs, or failure to complete the journey.

7. Parking and Additional Charges

Parking charges, tolls, and venue access fees are payable by the school unless stated otherwise on the invoice. Any fines or charges arising due to delays caused by the passengers will be passed on to the school. The company reserves the right to apply additional charges to the school if the vehicle is left in an unreasonably untidy condition or if extra time or mileage is required that was not included in the original booking.

8. Lost Property

Lost property found on the vehicle will be retained for 30 days. After this period, unclaimed items will be disposed of. Food and drink will be discarded immediately for hygiene reasons.

9. Sub-Contracting

In rare circumstances we may use a vetted subcontractor to fulfil your hire. We take care to use reputable operators, but we cannot accept liability for issues arising from a subcontracted service.

10. Conduct and Safety

The driver’s instructions must be followed at all times. The driver is responsible for the safe operation of the vehicle and reserves the right to refuse travel to any passenger whose behaviour poses a risk to safety.

Yours sincerely,
Barton Coach Company
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Effective Date: 20.10.2025.