T & C’s

Terms & Conditions for Coach Hire

Reviewed: 05/08/2021

Next Review: 05/08/2023


These conditions apply whether a contract has been made verbally or in writing.

The hirer acts on behalf of all the passengers travelling on the vehicles. If the hirer is a company, group, or partnership, an individual must be named as a responsible person. The hirer is responsible for the actions and decisions of all the passengers on board including any additional costs incurred in performing the contract, whether or not they actually travel with the party.

If the hirer is not going to travel with the party, a representative must be chosen, and Acorn Travel South Wales Limited informed prior to the hire taking place. Acorn Travel South Wales Limited will only accept instructions from the hirer or their nominated representative. Where a copy of these conditions has been given to the hirer at any time, or the hirer has been advised verbally of all significant terms, making a booking will be deemed to signify acceptance of them.


1. Payment Terms

We require a deposit per vehicle at the time of booking (unless you are an account holder) and full payment is to be made 28 days prior to the date of hire. Please note that once the deposit has been paid it is Non-refundable although it IS transferable to another date or can be used for a Acorn day trip or Tour.

Payment for your hire can be made by cheque, payable to Acorn Travel South Wales Limited, credit/debit card or by bank transfer. Our Bank detail can be found at the bottom of the Booking Confirmation or Invoice.

If you need a Purchase Order number recorded on the invoice, please send it to us 4 weeks prior to departure or upon receipt of this document, as appropriate. Please ask your Accounts Dept to issue the P/O number stating the Acorn Private Hire Invoice number.

2. Conditions of Hire

These are the conditions of hire of Acorn Travel South Wales Limited, (hereinafter called “the company”). They form the basis of the contract under which the company agrees to hire its vehicles to the customer (hereinafter called “the hirer”). 


3. Breakdown and Delays

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.

4. Liability for Injury 

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

5. Supplying Coaches with Additional Seating Capacity

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. If you must have the size of vehicle you requested, please let us know at the time of booking as this may affect your quote.

 6. Use of the Vehicle 

The hirer cannot assume the use of the vehicle between outward and return journeys, nor will it remain at the destination of the hirer’s use unless this has been agreed with the company in advance.

7. The Use of Other Operator’s Vehicles

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

8. Payment Terms, Quotations, Coach Parking & Tolls

Quotations are given on the basis of the direct route and on information provided by the hirer. The route used will be at the discretion of Acorn Travel South Wales Limited unless it has been particularly specified by the hirer.

All quotations are given subject to Acorn Travel South Wales Limited having a suitable vehicle available at the time the hirer accepts the quotation. Quotations are valid for 14 days unless otherwise notified. Quotations and reservations made for periods greater than one calendar month in the future may be subject to a fuel surcharge if the cost of fuel significantly increases. The company will inform the hirer of any additional charge at its earliest convenience. Quotations are given for coach and driver only. Any additional charges will be separately identified and will be the hirer’s responsibility unless otherwise specified.

A deposit per vehicle is payable at the time of booking for hires from January to December. The balance of the hire charge is payable by twenty eight days prior to the date of hire, unless other payment terms are agreed as stated overleaf. (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). Coach parking, unless stated, is not included in the price of hire. Any charge payable for the parking or waiting of the vehicle, whilst undertaking the hire, is the sole responsibility of the hirer. This must be paid for in full on booking or on the day, as circumstances permit.

9. Passenger Capacity and Seat Belts

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

10. Driver’s hours regulations

The hours of operation for the driver are regulated by law and the hirer accepts the responsibility of ensuring the hire keeps to the hours and times agreed by the Company. Neither the hirer nor any passenger shall delay or otherwise interrupt the journey in such a way that the driver is at risk of breaching regulations relating to driving hours and duty time. If any breach is likely to occur, the hirer will be responsible for any additional costs incurred unless it is outside the control of the hirer.

11. Conduct of Passengers 

a) The driver is responsible for the safety of the vehicle at all times and as such may remove any passenger whose behavior prejudices safety or is in breach of the Public Service Vehicle (Conduct of Drivers, Inspectors, Conductors and Passengers) Regulations 1990. These regulations set out certain rights and responsibilities on all parties and full details of these can be obtained from the company on request. The hirer is responsible for any damage caused to the vehicle by any passenger for the duration of the hire.

b) Where the hire is to a sporting event, the hirer should be aware of the legal requirements relating to alcohol, contained in the Sporting Events (Control of Alcohol) Act 1985, (as amended) and the conditions of entry to racecourses as laid down by the Racecourse Association Ltd. The company will provide details of these restrictions on request.

12. Cancellation by The Hirer

Once a booking is confirmed by the hirer, the amount paid for the coach hire will be returned to the hirer EXCEPT the deposit. The deposit will be retained by the Operator, the hirer will have to option to transfer the Non-refundable deposit to another date or trip, alternatively the Non-refundable can be used for a Acorn Day Trip of Tour.

Refunds can take up to10 working days to be processed.

13. Cancellation by the Operator

Once a booking is confirmed by the hirer, the Operator will never cancel a hire (as long as payment terms have been adhered to). In cases of extreme weather conditions or exceptional circumstances out of the Operators control, Acorn will liaise with the hirer and make every reasonable effort to make sure the hire is completed.

14. Consumption of Alcohol

The consumption and or carrying of alcohol in the passenger compartment of company vehicles is strictly forbidden unless permission has been obtained from the company.

15. Additional Charges

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.

16. No smoking policy

Hirers should note that this company operates a policy of no smoking on all company vehicles. This policy will be strictly enforced. Would hirers please bring this condition to the attention of all passengers intending to travel on the coach.

17. Airport or Ferry Transfers

On collecting 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.

18. Passengers’ Property and Lost Property 

a) All vehicles hired by the company are subject to restrictions on carrying luggage for statutory safety reasons. Large bulky items may not be able to be carried and the hirer should take all steps to notify the company in advance of such requirements.

b) The company accepts any personal property of the hirer and their passengers on the understanding that it will take all reasonable steps to avoid loss or damage. The hirer should notify the company or the driver if items of exceptional value are to be carried on the vehicle. It IS the hirer’s responsibility to minimise risk of loss when property is left unattended.

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

d) All articles of lost property recovered from the vehicle will be held at the company’s premises where the vehicle is based and will be subject to the current Public Service Vehicle (Lost Property) Regulations. The company will provide details of this legislation on


19. Complaints

In the event of a complaint about the company’s services, the hirer should endeavor to seek a solution at the time by seeking assistance from the driver, or from the company by calling our Travel Team on 01443 410420. If this has not provided a remedy, complaints should be submitted in writing and within 14 days of the termination of the hire. The company shall reply to any complaints within 5 working days of receipt of the same. Please contact our Operations Manager by calling 01443 410420 or by writing to him at our offices at Acorn Travel South Wales Ltd, 51 Perrott Street, Treharris, CF46 5ET or by email at info@coachhirewlaes.co.uk