Essential Information for Your Journey

• Written Documentation Required: A complete, detailed itinerary including precise times, location names, and exact physical addresses must be submitted via email or fax at least 30 days prior to departure. Verbal itineraries are not accepted.

• Rate Adjustments: Final contract billing is determined strictly by the actual final written itinerary. Any additional usage of the vehicle beyond the hours or mileage parameters outlined in the contract confirmation will generate auxiliary charges and requires an authorized signature from the group leader.

• Fuel Surcharges: B & W Charters reserves the right to apply a fuel surcharge of up to 5% of the total contract cost to offset unexpected market price shocks. Clients will be notified at least 14 days prior to departure if active.

All cancellations must be submitted strictly in writing. The refund structure is enforced based on the notice provided:

• 30+ Days Prior to Departure: Eligible for a full refund of payments made.

• 15 to 29 Days Prior to Departure: Eligible for a maximum refund of 50% of the total charter contract value.

• 14 Days or Less Prior to Departure: The entire balance is completely non-refundable; no credits or refunds will be issued.

• Rescheduling: Trips cancelled but rescheduled for a later date may incur an administrative cancellation fee at the sole discretion of management. Failure to submit required paperwork or timely payments will result in prompt cancellation without prior notice.

• Driver Hours of Service: Operators strictly follow Federal Motor Carrier Safety Regulations governing daily on-duty and driving hours. Drivers will not operate a vehicle outside these mandatory limits under any circumstances.

• Driver Coercion Prohibition: Per 49 CFR parts 171–173, 177–180, 380–383, and 390–399, clients and group leaders are strictly prohibited by federal law from inducing, persuading, or forcing an operator to violate statutory hours-of-service regulations.

• Overnight Rest Shifts: To optimize safety, trips involving continuous overnight driving undergo rigorous management review prior to booking approval. If a route presents safety hazards due to overnight driver fatigue, clients may be requested to modify departures to 6:00 a.m. or later.

• Lodging Responsibilities: The booking client is completely responsible for arranging and paying for the driver’s private hotel accommodations during any multi-day or overnight trip.

• Gratuity Standards: Standard driver gratuity is not included in base charter quotes. Tips represent a vital portion of our operators' compensation. Please consider adding a tip to your contract beforehand or rewarding your professional driver directly at the conclusion of the trip. Standard industry tips range between 10% and 25% of the contract total.

• Technology Disclaimer: Fleet amenities vary across vehicle models. Select motorcoaches offer complimentary Wi-Fi and electrical charging stations (configured as full-row configurations or clustered 110V/USB outlets, depending on the specific model). While we ensure our infrastructure is functional, B & W Charters does not guarantee 100% uptime for Wi-Fi, USB ports, 110V plugs, radios, or DVD equipment and will not issue refunds or contract discounts for tech malfunctions.

• Media Content: Vehicles equipped with DVD systems require clients to bring their own media; B & W Charters does not supply movies or media licenses.

• Idling Restrictions: In accordance with environmental standards and local ordinances, drivers are instructed to turn off engines and refrain from idling unless operationally required for climate control or safety.

• Underage Drinking Policy: Alcohol consumption by any passenger under the age of 21 is strictly illegal and prohibited. Operators are instructed to contact local law enforcement immediately if underage drinking occurs.

• Wedding Shuttles: Wedding guests are strictly barred from bringing external alcohol onto shuttle vehicles. The core bridal party may consume beverages prior to the reception; however, no alcohol is permitted back on the vehicles after the reception concludes.

• General Alcohol Allowances: Non-wedding groups must explicitly request alcohol authorization during booking. If approved, only passengers over 21 may possess beverages, limited strictly to aluminum cans or plastic containers. Glass containers, bottles, Jell-O shots, and kegs are completely prohibited.
• Security Deposits: A $200 refundable security deposit is automatically applied to all wedding shuttles and any charter where alcohol consumption is authorized. This deposit will be forfeited entirely if a passenger becomes sick inside the vehicle or if the bus requires deep cleaning or sustains damage.

• Property Damage: The chartering client assumes full financial liability for any damage inflicted on the vehicle by passengers. Repairs exceeding the initial $200 deposit will be billed directly to the client's account.

• Baggage and Personal Property: Luggage and personal items are stored and handled solely at the passenger's own risk. B & W Charters assumes zero financial liability or responsibility for lost, stolen, or damaged belongings inside the cabin or underneath the cargo bays.

• Animal Restriction: Animals are strictly prohibited on all fleet vehicles, except legally documented service animals displaying proper identification.

• Smoking Prohibited: All forms of smoking, including tobacco, vapes, and electronic cigarettes, are completely banned on every vehicle in our fleet.

• Leased Equipment: B & W Charters reserves the right to subcontract or lease equipment from verified partner companies to fulfill travel agreements when unexpected scheduling conflicts arise. Substituted vehicles will match requested capacities as closely as available.

• Mechanical Breakdowns & Delays: In the event of mechanical delays, severe traffic congestion, or inclement weather patterns, B & W Charters is not financially responsible or liable for lost travel time, missed connections, non-refundable hotel reservations, or pre-ticketed event cancellations. We do not guarantee specific drivers or vehicle assignments.

• Payment Defaults: Balances remaining unpaid past 60 days from completion will be automatically charged to the client’s credit card on file. The client explicitly waives all rights to dispute or charge back these automated recovery transactions.

• Binding Arbitration: Any formal contractual dispute requiring legal intervention will be settled via binding arbitration or court proceedings. The client agrees to assume full financial responsibility for all generated legal costs, court fees, and attorney expenses incurred by both themselves and B & W Charters.

• Waiver of Appeals & Claims: The client waives all rights to appeal an ordered legal judgment. Furthermore, in the event of a road incident or accident where B & W Charters is not deemed legally at fault, all passengers and clients explicitly waive their right to pursue lawsuits or claims against the company.

• Tariff & Contract Adjustments: All charter services are performed subject to tariff regulations. B & W Charters reserves the explicit right to modify, amend, or update this Charter Order Agreement at any time without prior notification.