Booking Terms and Conditions

Part ABookings and changes

A1These terms apply to every charter, hire, transfer, tour, school, corporate, airport and private hire service supplied by Sydneywide Coach Hire. “Hirer” means whoever makes the booking. Making a booking, paying a deposit or using a service binds the hirer, and the hirer is responsible for passing the relevant rules on to passengers. Australian Consumer Law rights are not limited by anything here and prevail over any inconsistent term.

A2A quote reflects the details supplied at enquiry, is valid for 14 days from issue, may change if requirements change, and does not reserve a vehicle. Tentative bookings lapse after three business days without a deposit.

A3Confirmation requires both written acceptance of the quote and payment of the deposit. Verbal agreement is not binding on us.

A4Fares are calculated depot to depot and include GST, fuel, insurance, mileage and an authorised driver. Hourly Sydney metro bookings include a minimum of two additional hours for travel to and from the job, which can increase with the time of day, traffic and the number of pickups and drop-offs.

A5Pricing is per vehicle, not per passenger: a 12-seat vehicle costs the same with 2 or 12 on board. Weekend and public holiday services carry penalty rates. Vehicle type, route and depot travel, day and time, total hours, service type and overnight or interstate requirements all affect the fare.

A6We may decline any booking without stating a reason.

Amendment fees

A7Amendments must be requested in writing and depend on availability. After the Booking Confirmation is issued, these fees apply in addition to any change in the hire rate:

Date changes

A8We do not provide credits, deferrals or postponements. A date change is processed as a cancellation of the original booking followed by a new booking, which involves releasing the scheduled vehicle and driver, rechecking the fleet for the new date, re-rating the job and issuing a new reference, invoice and schedule.

A9New-date availability is never guaranteed, is assessed when you ask, and can only be secured with the new booking’s deposit. If we cannot offer the new date, the options are: cancel (the Part C scale applies from the original date); proceed on the original date at no extra cost; or keep the booking while waiting for availability, with the original cancellation scale still running and no obligation on us to notify you. Waiting inside seven days is costly: three days out the fee is 80%, and under 48 hours it is 100%.

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Part BPayments

B1The deposit secures the vehicle and driver allocation unless other terms are agreed in writing.

B2Failing to pay does not cancel a booking. If we cancel for non-payment, the booking is a non-cancelled service charged at 100% of its value.

B3A bond or security deposit may be required, including for late-night services, large groups, events with elevated risk, and school or youth groups. The hirer authorises us to debit the nominated card or retain the bond, in whole or part, for overtime and waiting time, cancellation fees, vehicle damage, cleaning, fines, parking, tolls and any other costs arising directly from the booking.

B4Overdue invoices accrue interest at 10% per annum from the due date. The hirer pays all reasonable debt recovery costs, including legal and agency fees, whatever the result of the recovery action.

B5Square’s Payment Processing Fee of 2.25% is payable on any amount settled by card. It covers Square’s administration of the card transaction and is not a credit card surcharge. Fees are itemised on the tax invoice:

B6Your Booking ID is required for payment. Use the invoice number and Booking ID as the reference on bank transfers. Receipts are emailed. Cash is not accepted (drivers carry none) and cheques are not accepted.

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Part CCancellations

C1Cancel in writing, either through our contact page or by replying to your Booking Confirmation email. It is effective only when we acknowledge it in writing. Verbal cancellations and non-payment are not cancellations.

C2A non-cancelled service, meaning one not cancelled in writing or not used after the vehicle has left the depot, is charged at 100%.

C3No refund applies where a service ends because of passenger misconduct, breach of these terms, a zero-alcohol breach, or a safety risk created by the hirer’s instructions.

C4If we cannot operate due to mechanical failure or circumstances beyond our reasonable control, we will arrange an equivalent vehicle where possible. Otherwise liability is limited to refunding the unperformed portion; consequential loss, missed events and third-party expenses are excluded.

C5Daily school runs and ongoing contracts follow their contract terms; without a contract, this scale applies. School excursions use the scale in Part R.

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Part DRates, waiting and overtime

D1Loadings apply to the affected portion and are confirmed in the quote. Public holidays include 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. Where Anzac Day (25 April, fixed by the Public Holidays Act 2010 (NSW)) falls on a weekend and a Monday holiday is declared, the surcharge applies on both days. The hirer must check whether a date is a public holiday or declared substitute.

D2Overtime: 15 minutes’ grace after the confirmed end time, then minimum one-hour increments at the vehicle’s hourly rate, with any out-of-hours loading added. It applies whatever the cause, including event overruns, late venue access, late reboarding, extra stops or longer pauses requested.

D3Overrun caused solely by traffic not reasonably foreseeable at booking is not charged. Peak-hour congestion on Sydney’s major roads is foreseeable, is priced into peak services, and does not qualify. Flight delay rules are in Part M.

D4Scheduled times are estimates. We are not liable for delays from traffic, closures, accidents, weather, mandatory driver rest, compliance or other causes beyond our control, or for flights, events or deadlines missed as a result. Hirers are encouraged to take out travel or event insurance and to allow:

D5Itemised when incurred: Class B tolls at cost; parking at Sydney Airport, Central Station, Sydney Olympic Park, venues and other paid locations; national park and venue entry; overtime; vehicle changes after confirmation and extra passengers on the day; cleaning fees; amendment fees; overnight driver accommodation and meals; fines from illegal pickup locations nominated by the hirer.

D6Prices may be adjusted for material fuel price rises, legal or regulatory changes that materially raise costs, or booking discrepancies that increase operating costs.

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Part EVehicle allocation

E1Fares are calculated on confirmed passenger numbers, not a guaranteed make, model or configuration. Any suitable accredited vehicle may be allocated depending on fleet availability, scheduling and route planning, and replacements always have at least equivalent seating. Specific vehicles, liveries or features are guaranteed only in writing.

E2Larger groups may be carried in a combination of vehicles. All booked and paid passengers will be seated safely and legally under NSW passenger transport regulations.

E3Fares are not reduced if actual numbers are lower. If numbers on the day exceed the booking, additional transport cannot be guaranteed, excess passengers may not travel, no vehicle will exceed its legal capacity, and we accept no liability for passengers unable to travel. Short-notice additional vehicles may attract premium rates.

E4We are a direct operator using our own vehicles and employed drivers, not a broker. In exceptional circumstances, such as breakdown or sudden driver unavailability, we may engage a Transport for NSW accredited subcontractor, who will operate under our policies and these terms. We will notify you as soon as practicable and remain the responsible party. This is not a breach of the agreement.

E5No signage or promotional material may be attached to a vehicle without prior written approval.

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Part FSafety standards

F1Sydneywide Coach Hire is an accredited bus operator under the Transport for NSW Bus Operator Accreditation Scheme. Every vehicle we allocate is accredited and maintained in line with Transport for NSW requirements.

F2Vehicles follow a scheduled servicing programme and the periodic safety inspections required of accredited operators, and drivers complete pre-departure checks before each service. Vehicles with faults are withdrawn and replaced where possible.

F3All seats have seatbelts, coaches are limited to 100 km/h, and drivers are authorised and licensed for their vehicle class.

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Part GDriver hours

G1Drivers hold a current NSW Driver Authority and the required heavy vehicle licence, and work under the fatigue management requirements of the Heavy Vehicle National Law and NSW driver fatigue regulations. These cannot be varied by the hirer.

G2Company policy, which is stricter than the national standard of a 15-minute break in each 5.5 hours:

G3Work includes inspections, cleaning, refuelling, assisting passengers, loading luggage and administration. Breaks are continuous, free of all duties and cannot be skipped, shortened or deferred.

G4Hirers must provide realistic itineraries that allow for traffic and breaks, disclose all stops, waiting and route changes, and must not request extensions beyond legal limits, impose unrealistic schedules or alter itineraries in breach of fatigue rules. Under Chain of Responsibility, hirers, organisers and booking agents share legal accountability and may face personal liability.

G5We may amend itineraries, adjust times, add second or relief drivers, or refuse or modify bookings that are not legally achievable. Additional drivers, accommodation or schedule changes required by law are mandatory and chargeable, and will be advised in advance where possible. We are not liable for delays caused by legal compliance, including rest breaks and roadside inspections.

G6Drivers on school services hold a current Working With Children Check issued by the NSW Office of the Children’s Guardian under the Child Protection (Working with Children) Act 2012 (NSW).

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Part HOnboard safety

H1The hirer is responsible for passenger conduct throughout the service, including boarding and alighting, and must brief passengers on these rules before boarding. They form part of the contract of carriage.

H2Not allowed on board: liquor of any kind, vapes and smoking gear, glassware, jerry cans and generators, sports shoes with spikes or cleats, unlawful drugs (ordinary pharmacy medication is fine), dangerous goods, and large quantities of food or perishable produce. Balloons and decorations require prior written approval.

H3The driver has full authority over the vehicle and safety, may vary the route or itinerary for safety or compliance, and may refuse boarding, remove a passenger or terminate the service where a passenger is impaired by alcohol or drugs, is disruptive, threatening or unlawful, smokes or vapes on or near the vehicle, consumes prohibited items, presents with an infectious illness (including active vomiting or a condition notifiable under the Public Health Act 2010 (NSW)), refuses a lawful direction, has a recorded prior breach, or does not meet the dress standard. No refund applies, and we are not responsible for the passenger’s alternative transport costs.

Biohazard, cleaning and damage

H4Hirers, particularly of school, youth and motion-sickness-prone groups, should supply sickness bags. A properly used and disposed-of bag attracts no charge. Contamination requires biohazard decontamination under the Work Health and Safety Act 2011 (NSW):

H5Cleaning fees are additional to lost revenue, and reasonable compensation may be claimed where decontamination prevents the vehicle fulfilling a later booking.

H6The hirer pays for passenger-caused damage (for example broken seats or fittings, graffiti, torn upholstery, broken glass, luggage hold damage), assessed in writing after the service and charged in addition to cleaning. The hirer is not responsible for damage caused solely by our driver or employees.

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Part IChild restraints

I1Under NSW law a bus has 13 or more seats including the driver. Rule 266 of the Road Rules 2014 (NSW) exempts buses from the driver’s duty to restrain passengers under 16, and Rule 267 sets further seatbelt exemptions. Children on an accredited bus of 13 or more seats are therefore not legally required to use a restraint, booster or seatbelt.

I2Vehicles of 12 seats or fewer including the driver are regulated as point to point transport and full child restraint and seatbelt laws apply. Seat count and accreditation status decide which rules apply, not physical size.

I3All our vehicles are seatbelted throughout, and wearing a belt while moving is a condition of travel for every passenger, including children. Buses and coaches do not have ISOFIX or child restraint anchor points as standard. For children aged 1 to 7 we recommend a portable booster; drivers will help secure it as far as the vehicle permits, and it may usually remain on board for the return.

I4Absolute rules: never share a seatbelt with a child; never hold an infant while moving; seat children as far from the front as practicable; fold, wheel-lock and stow prams and strollers, which cannot be used as restraints on charter vehicles.

I5Notify us at booking if infants or young children are travelling. Supervision and correct use of belts and restraints rests with the hirer and accompanying adults. This Part is a general interpretation of NSW law, not legal advice.

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Part JAccessibility

J1Passengers with disability are welcome, and we aim to provide safe, dignified transport consistent with the Disability Discrimination Act 1992 (Cth) and the Disability Standards for Accessible Public Transport 2002 (Cth).

J2At booking, advise the number of passengers needing assistance, each mobility aid’s type, dimensions and weight (the 20 kg driver handling limit in Part K applies), whether each passenger can transfer to a standard seat, and any boarding assistance required. Motorised scooters need prior written approval.

J3Trained assistance animals are welcome under the Disability Discrimination Act 1992 (Cth); please tell us at booking.

J4We are working towards WCAG 2.1 Level AA on our website. If you cannot use our site or forms, use our contact page or call us on the number shown on our website and we will process your enquiry manually and provide content in an alternative format where reasonably practicable, responding within five business days. Unresolved concerns may be taken to the Australian Human Rights Commission.

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Part KLuggage

K1Vehicles operate within Gross Vehicle Mass and axle limits under the Heavy Vehicle (Mass, Dimension and Loading) National Regulation and may be checked at NHVR weigh stations, where overloading can lead to fines, offloading or the vehicle being held. We will not knowingly operate an overloaded vehicle.

K2Undeclared or excess luggage may cause delays, be refused, or require a larger vehicle, trailer, second vehicle or separate luggage transport at the hirer’s expense, subject to availability. Secondary transport cannot be guaranteed without notice. Refused items become the hirer’s or passenger’s responsibility.

K3Drivers may refuse items that are unsafe, excessively heavy, dangerous, improperly packed or likely to cause injury or damage. We may also refuse dangerous goods, items likely to be damaged or to damage others’ property or the vehicle, goods prohibited under transport law, and bulk perishables.

K4Property travels at the passenger’s risk. Except where caused by our or our employees’ negligence, and subject to the Australian Consumer Law, we are not liable for loss, theft or damage, or for delays, costs or penalties arising from undeclared or incorrectly declared luggage.

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Part LAirport transfers

L1For Sydney Airport arrivals, the driver meets your group at the meeting point specified in the Booking Confirmation. Included in every arrival quote:

L2Sydney Airport commercial parking is charged by time and vehicle class, is not included in the fare, and is passed on at cost at the rate current on the day (reviewed by the airport each 1 July).

L3Multi-flight groups: the driver arrives about 20 minutes after the last scheduled flight lands, earlier arrivals wait in the terminal, and the hirer must assign one dedicated flight monitor who is reachable throughout, tracks all flights, relays real-time updates to us and has authority to make transport decisions.

L4Departures: allow 3.5 hours (international) or 2.5 hours (domestic) at the airport before departure, as in Part D.

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Part MFlight delays

M1We monitor arrivals for confirmed pickups. Overtime and waiting charges do not apply to a documented delay of the arriving flight within the included allowances.

M2Delays in the terminal not caused by the flight (for example customs or baggage) attract standard waiting time once the included period expires.

M3Where a delay will exceed the included allowance by more than 60 minutes, the hirer must elect to: (a) keep the driver on site at the agreed overtime or waiting rate; (b) release the vehicle and rebook or arrange alternative transport; or (c) request a rescheduled pickup, subject to availability and driver hours.

M4We may be unable to hold a vehicle where later scheduled services would be affected, and a delay running into a driver’s mandatory rest period may require the service to end. We will notify you as early as possible; alternative transport is then the hirer’s responsibility.

M5Hirer responsibilities: monitor all flights and update us early; brief passengers on pickup procedure, terminal waits and delay arrangements (we do not contact individual passengers); and hold a contingency plan with alternative operator contacts, a decision process for holding or releasing the vehicle, and, for split flights, a plan to move part of the group ahead.

M6Optional add-ons, by request at booking: Delay Protection, which converts open-ended waiting into one flat fee up to a set ceiling, and Priority Dispatch, which commits a vehicle (substitute if necessary) inside a nominated window. Additional vehicles at short notice are charged at standard rates and are not guaranteed.

M7We provide the confirmed transport only and accept no liability for consequential costs of flight delays, such as connections or accommodation.

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Part NExtended charters

N1The allowance lets drivers buy meals that suit their dietary, religious and cultural needs at times that fit their rest breaks.

N2Itineraries must allow all rest required under the Heavy Vehicle National Law, and we may amend any that cannot be legally completed. Additional drivers may be needed on long or high-hour trips, and standby, waiting and repositioning may incur charges, all outlined at quoting.

N3Accommodation and meal allowances are excluded from standard pricing unless stated. If arrangements fall below these standards we may arrange compliant alternatives at the hirer’s expense, delay or suspend the service, or refuse to continue where safety or compliance is compromised. Unsuitable parking may mean alternative arrangements at extra cost.

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Part OUnsealed roads and access

O1Our vehicles run on sealed, formed roads only. Excluded surfaces include gravel, dirt and sand roads, fire trails, access tracks, agricultural routes, construction or temporary roads, and any road not sealed with bitumen or asphalt.

O2Unsealed roads reduce traction and stability, damage vehicles, may limit insurance and often lack turning space or safe passenger zones.

O3Where any location is reachable only by unsealed road, advise us in advance so a sealed meeting point can be arranged; alternative transport may be needed for the final segment. A driver finding unsealed access on arrival may set down or collect at the nearest safe sealed point.

O4Hirers must supply accurate addresses, contacts and a complete itinerary, ensure adequate bus access, turning space and legal stopping zones, and disclose height restrictions, narrow streets, weight limits, overhanging trees and unsealed surfaces in advance. Fines for illegal stopping locations nominated by the hirer are charged to the hirer.

O5We may decline or amend bookings involving unsealed roads, modify unsafe routes and refuse access to risky locations. Routing decisions are at our sole discretion.

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Part PCommentary and guides

P1Drivers are not permitted to provide live tour commentary while operating a vehicle. They provide essential operational information only: safety briefings, timing and logistics.

P2Commentary while driving divides attention and slows reactions: a foreseeable risk under the Work Health and Safety Act 2011 (NSW) and the Heavy Vehicle National Law, for which a requesting hirer may share liability under Chain of Responsibility.

P3Commentary must be delivered by a separately engaged professional tour guide, strongly recommended (and possibly required) for sightseeing, multi-stop and regional tours, educational excursions and VIP or corporate services. Approved alternatives, confirmed with us before the service, are pre-recorded audio commentary (multiple languages available) or a client-appointed group leader who takes responsibility for commentary. Hirers must not request ongoing commentary from drivers.

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Part QDining

Q1We do not recommend, select, endorse or book restaurants, cafes or dining venues. Dining arrangements are solely the hirer’s responsibility.

Q2Venues are independent third parties we do not control, we take no commissions, and venue delays can affect driver hours.

Q3The hirer selects and books venues, confirms times and capacity, advises arrival times, manages dietary needs, and confirms coach access and parking with the venue. Drivers and staff do not liaise with venues (beyond a basic arrival notification on request), manage bookings, menus or payments, or recommend venues.

Q4On request we may suggest general dining precincts and advise on coach access and parking, on a non-reliance basis that is not an endorsement. To the extent permitted by law, we accept no liability for loss, injury, delay or dissatisfaction arising from dining arrangements.

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Part RSchool excursions

Part R applies to excursion, sporting, camp and event charters for public and private schools, is read with the rest of these terms, and prevails for school bookings wherever they conflict.

R1Each booking needs a Booking ID from our booking system to be confirmed. A written confirmation and tax invoice is emailed to the school or authorised representative. Fares are based on the itinerary, timings and locations supplied and may be revised if those, numbers or requirements change.

R2Cancellations must be made in writing through our contact page or by email reply, and are effective once acknowledged.

R3Approved refunds have an administrative fee deducted, and the remainder is refunded to the paying card or account within 10 business days after written confirmation.

R4Changes to date, times, locations or numbers must be requested in writing at least 72 hours before the service, subject to availability. Cost-increasing changes receive a revised quote. Requests within 72 hours are at our absolute discretion.

R5Overtime begins when the booked time is exceeded and is charged in 20-minute blocks at the rate in your quote, invoiced after the service, with the school liable. Build in at least a 15-minute buffer and adequate loading time.

R6Payment terms are as agreed and stated on the invoice, in AUD inc. GST, by credit card, purchase order, EFT or NSW Government P-Card.

R7Conduct: no smoking, alcohol or illegal substances; no food or hot drinks (bottled water only); remain seated and belted; follow driver directions. The school briefs students and staff beforehand. We may refuse or end a service where conduct is unsafe, and the school remains liable for costs.

R8A teacher or authorised staff member must be present for boarding, travel and disembarkation, and the school retains primary duty of care. The school confirms accurate numbers (extra passengers may not be carried), discloses special needs, medical, mobility and other risks in advance, and ensures safe, lawful access, turning space and stopping areas.

R9We are not responsible for disruption beyond reasonable control (severe weather, closures, incidents, mechanical failure). The school, organiser and responsible adult are liable for passenger damage, invoiced to the school. To the extent permitted by law, our aggregate liability is limited to the charter fee for the affected service, excluding indirect, special or consequential loss. Personal property travels at the owner’s risk.

R10 Biohazard policy

Vomit in a vehicle is a recognised occupational health and safety hazard. Norovirus, the most common cause of school gastro outbreaks in NSW, infects with 10 to 20 particles, while one vomiting episode releases more than 30 million, which become airborne, circulate through air conditioning and persist on surfaces for up to 60 days. Rotavirus, E. coli, salmonella and campylobacter may also be present. Safe Work Australia guidance and the Work Health and Safety Act 2011 (NSW) require biohazard precautions: isolation, full protective equipment, a certified spill kit, an air conditioning flush, seat treatment or replacement, and vehicle downtime of several hours up to a full day.

R11School cleaning fees are non-negotiable, invoiced immediately after the service and payable within 14 days. Additional costs may apply for specialist remediation beyond this schedule.

R12Neither party is liable for failure caused by force majeure, including natural disasters, public health emergencies, government restrictions, industrial action or major network disruption. NSW law governs, with exclusive jurisdiction in NSW courts. Submitting a booking is acknowledgement that the school has read and accepted Part R and the general terms.

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Part SPre-service checklist

Run through these items once your confirmation and invoice arrive. Anything unchecked needs action before the service.

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Part TLiability and law

T1Our services come with non-excludable consumer guarantees under the Australian Consumer Law, including due care and skill, fitness for purpose and supply within a reasonable time.

T2To the maximum extent permitted by law, we are not liable for indirect, incidental, special or consequential loss, including lost profit or losses from missed events or flights, and our total aggregate liability for any service, including for personal injury or death, is capped at the charter fee paid for the affected service date.

T3All vehicles have seatbelts. While moving, passengers are responsible for wearing a belt, remaining seated, following safety directions and complying with the law; the hirer and accompanying adults supervise children. To the extent permitted, we are not liable for injury, loss or damage to the extent caused by a passenger’s failure to do so, in addition to T2.

T4We are not liable for delay or failure caused by force majeure, including natural disasters, pandemics, industrial disputes, regulatory changes, major transport interruptions or acts of God, nor for third-party services such as venues, parking, accommodation or ferries, which operate under their own terms.

T5Complaints must be made in writing through our contact page within 14 days of the service and are managed under NSW passenger transport legislation and our complaints procedure.

T6These terms are governed by the laws of New South Wales and the hirer submits to the exclusive jurisdiction of its courts. They are the entire agreement for the services and supersede prior agreements and representations. We may amend them at any time; the published version applies from posting.

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Part UPrivacy and copyright

U1Privacy: we collect personal information needed to quote, book and operate services (names, contact details, addresses, flight details, passenger numbers, and any accessibility or medical details supplied), use it to deliver and administer the service, disclose it to drivers or engaged subcontractors only as required, and handle it under the Privacy Act 1988 (Cth) and the Australian Privacy Principles. We do not sell personal information. Access or correction requests can be made through our contact page.

U2Copyright: all content on this website is owned by Sydneywide Coach Hire and protected under the Copyright Act 1968 (Cth). A single unmodified copy of a page may be kept for personal, non-commercial reference, and fair dealing for research, study, criticism or review with attribution is permitted. Any other reproduction, adaptation, republication, sale, derivative or paraphrased version, or automated scraping (including by AI tools), requires our prior written consent.

U3Public performance: music or video played to passengers is a public performance, even on a private charter. Music requires licences for the musical work and the sound recording (jointly available through OneMusic Australia), and films require a public performance licence. The hirer is responsible for licensing; if a valid licence cannot be shown on request, the driver may require the content to stop. We accept no liability for infringement by hirers or passengers.

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