Terms and Conditions of Hire

All hires start and finish at the company’s garage.  

Quotations are based upon the details submitted by the Hirer, and are calculated using varying  factors such as length of booking, mileage travelled and the amount of days you require our services. Unless otherwise stated, all quotations are valid for a period of 28 days and are subject to availability at the time of booking. Quotations only include the cost of travel (i.e. Coach Hire with Driver). Quotations do not include additional charges such as toll charges, airport pickup/drop off charges, ferry charges, coach parking, accommodation or admission fees etc unless otherwise stated. 

Routes taken and itineraries to be following shall be as instructed by the Hirer at the time of the  quotation or booking. If no specific route is instructed, such route will be at the discretion of Arden Coaches. Any deviations from the route or itinerary agreed at the time of booking, unless required  for safety reasons, may incur at additional charge and may involve additional costs for a second driver or hiring a subcontractor, to comply with EU drivers’ hours regulations. Between outward and return journeys the vehicle may not remain at any destination or be accessible to passengers unless specific arrangements for this have been agreed prior to the commencement of the hire. Arden Coaches will endeavour to complete journeys in the times required, but it is the Hirers responsibility to satisfy themselves that enough time has been allowed to complete their journey to meet with any deadlines or onward connections. We cannot accept responsibility for the consequences of delays caused by circumstances or events which we could not have foreseen or, are beyond our control. It is strongly recommended that you should consider insuring against risk if journey times are particularly crucial.  

The company gives its advice on journey time in good faith. However, as a result of breakdown or traffic congestion or other events beyond the reasonable control of the company, journeys may take longer than predicted and in those circumstances the company will not be liable for any loss or inconvenience suffered by the hirer as a result.  

The company will not be responsible for any damage to, or loss of, personal property left in vehicles,  howsoever caused.  

The company will not accept any liability for damage, injury or loss by any passenger standing up or  walking around the vehicle whilst in motion. 

The company reserves the right to supply a larger coach than that ordered for any journey and in this event no additional charge shall be made to the hirer unless the additional seating capacity is  utilised.  

The company reserves the right to substitute other operators’ vehicles in place of its own for any  journey or part thereof.  

A deposit of £200* is payable at the time of booking. The balance of the hire charge is payable no later than 7 days prior to the date of hire. (The company reserves the right to decline to execute any work when the foregoing condition has not been adhered to, in which case the deposit becomes forfeitable by the hirer to the company.) 

*If your booking is spread across multiple days, the deposit required is multiplied by the total amount of days the booking is spread across. 

No passenger may be carried in excess of the seating capacity of the vehicle and passengers should wear the seat belts provided at all times. 

The hirer undertakes to abide by all statutory requirements and regulations which may in any way affect the journey or itinerary in question. Drivers are familiar with these regulations however they will conform to any reasonable request made by members of the party.  

The company’s private hire vehicles are constructed and adapted to transport seated passengers only and standing on seats or use of roofs for viewing races etc is not permitted. The actual hirer will  be responsible for, and shall indemnify the company against any damage caused to the vehicle(s) as a result of negligence, wilful or otherwise, and/or malice due to the action of all or any member(s) of  the party. 

a. The company reserves the right to charge a cancellation fee on a sliding scale as follows :  

1. Prior to 7 days of departure – Loss of Deposit.  
2. Between 168 and 72 hours of departure – 25% of Total Hire Charge.  
3. Between 72 and 24 hours of departure – 50% of Total Hire Charge.  
4. Less than 24 hours of departure – 100% of Hire Charge. In the event of a refund due to cancellation, an administration fee of £20 will be  applied in addition to the charges above. 

 b. The cost of accommodation, meals and theatre tickets which have already been purchased  by the company at the request of the hirer, will be charged to the hirer, plus any administration charges incurred by the company.  

c. Cancellation due to inclement weather conditions will be charged as above  

d. Theatre tickets* once purchased are not returnable and must be paid for in full (*or any other ancillary service).  

Moderate consumption of alcohol or food may be allowed but must be agreed at the time of the booking. An additional security deposit of £200 is required. This is refundable following the completion of the hire provided that no additional expenses were incurred by the company which  were a direct result of the hirers or their passengers’ actions.

The Hirer should be aware of the legal requirements related to the consumption of alcohol when  travelling to a Sporting Event. It is illegal and strictly forbidden to carry or consume alcohol on coaches going to or from certain sporting events, and anywhere in Scotland. It is the responsibility of the Hirer to ensure total compliance with these rules. Failure to do so will result in the termination of the hire with no remunerations from Arden Coaches Limited.  Further information is contained in  the Sporting Events (Control of Alcohol) Act 1995.   

The company reserve the right to impose additional charges on the hirer following completion of the hire if the passengers have left the vehicle in an unreasonably untidy condition or having required additional time or mileage which was not included for in the original booking. 

Hirer should note that this company operates a strictly no smoking policy on all coaches. Hirers should bring this condition to the attention of all passengers intending to travel on the coach. 

On collection passengers from airports, ferry ports, etc the coach will wait for one hour after the prearranged collection time free of charge. After that additional waiting time will be charged at the  discretion of the company.  

In the event of a complaint arising, the hirer should aim to resolve this at the time by speaking to the  driver or another member of Arden Coaches. If this does not provide a solution, complaints should  be made in writing no later than 14 days of the termination of the hire. We will then acknowledge  your complaint within 14 days and we will issue a full reply within 21 days. The company address can  be found below.  

Arden Coaches Limited

Suite B Fairgate House

205 Kings Road

Birmingham

B11 2AA