TERMS AND CONDITIONS OF CHARTER & HIRE

Diamond Corporate Coaches

Updated: 09/02/26

Terms and Conditions of Hire and Charter Services

These Terms and Conditions (Terms) govern all hire and charter services supplied by Diamond Corporate Coaches (we, us, our). By requesting a quote, making a booking, paying a deposit, issuing instructions, or otherwise using our services, the hirer, customer or contracting party (you, your) agrees to be legally bound by these Terms.

We may amend these Terms at any time without prior notice. The version published on our website at the time of booking or service delivery applies and is immediately effective upon publication.

1. Passenger Conduct and Driver Authority

1.1 Absolute Driver Authority

Our driver has full operational control and authority over the vehicle and all persons on board at all times. The driver may refuse entry to, or require the immediate removal of, any passenger who is intoxicated, abusive, disorderly, unlawful, non-compliant with instructions, or who poses a risk to safety, property or compliance with applicable laws.

1.2 Hirer Responsibility

You are strictly responsible for the conduct, actions and omissions of all passengers. You indemnify, defend and hold harmless us, our officers, employees, contractors and agents from and against all loss, damage, costs, expenses, claims, demands, fines, penalties and liabilities (including legal costs on a full indemnity basis) arising directly or indirectly from the acts or omissions of passengers or any breach of these Terms.

1.3 Smoking and Vaping

Smoking and vaping are strictly prohibited in all vehicles in accordance with NSW legislation. Passengers who smoke outside the vehicle must remain a minimum of four (4) metres from all doors and openings.

1.4 Unsafe or Unlawful Behaviour

Any unruly, aggressive or unsafe conduct may result in immediate termination of the service without refund. Police or other authorities may be contacted where required.

1.5 Interference and Inspection

Passengers must not interfere with vehicle controls, fittings, safety equipment or emergency devices. You must inspect the vehicle upon boarding and immediately notify the driver of any pre-existing damage or excessive rubbish.

2. Food, Beverages and Cleanliness

2.1 Consumption Restrictions

No food or beverages (other than sealed bottled water) may be consumed on board unless expressly approved by us in writing. Consumption is otherwise restricted in accordance with NSW passenger transport requirements, except for genuine medical necessity.

2.2 Safety While in Motion

Passengers must remain seated while the vehicle is moving and must not extend any part of their body outside the vehicle at any time.

2.3 Cleaning Charges

All rubbish must be removed upon exit. Where a vehicle is returned in an unacceptable condition, a cleaning fee of $88 (including GST) or greater (where required) will be charged.

3. Alcohol

3.1 No Consumption

Alcohol consumption is strictly prohibited at all times. We do not provide party bus or entertainment-style transport services.

3.2 Carriage of Alcohol

Unopened alcohol must not be brought on board without our prior written approval. Where approved, alcohol must remain secured and under the driver’s control at all times.

3.3 Breach

Any unauthorised carriage or consumption of alcohol will result in immediate termination of the service without refund and forfeiture of any bond or security held.

4. Additional Charges and Variations

4.1 Service Variations

Any variation to the agreed itinerary, route, kilometres, duration or conditions may incur additional charges. All tolls, parking, entry fees and third-party charges are payable by you.

4.2 Waiting Time

Waiting time is charged in 15-minute increments from the scheduled pickup time:

• Minibuses: $30 per 15 minutes
• Coaches: $50 per 15 minutes

The first 15 minutes are complimentary only if departure occurs within that period.

4.3 Pickup and Set-Down Locations

You must nominate safe and lawful pickup and set-down locations. Any fines, penalties or enforcement notices arising from illegal stopping (including clearways or no-stopping zones) will be charged to you.

4.4 Recovery of Costs

We may debit any outstanding amounts, including additional charges, fines, cleaning, damage or penalties, from your nominated payment method or any bond held.

5. Cancellations, Charges and Refunds

5.1 Cancellation Method

All cancellations must be made in writing via email and acknowledged by us. Failure to pay does not constitute cancellation.

5.2 Non-Cancelled Services

A non-cancelled service occurs where no valid written cancellation is received or where the service is not utilised after the vehicle has departed the depot. Such services are charged at 100%.

5.3 Cancellation Fees

The following cancellation charges apply:

• Non-cancelled service or within 48 hours: 100%
• 3 days prior: 80%
• 4 days prior: 70%
• 5 days prior: 50% or forfeiture of deposit (whichever is greater)
• 6 days prior: 20% or forfeiture of deposit (whichever is greater)
• More than 7 days prior: 10%

5.4 Service Inability

Where we are unable to operate due to mechanical failure or circumstances beyond our reasonable control, liability is strictly limited to a refund of the unused portion of the service. We are not liable for consequential or third-party losses.

6. Tentative Bookings

Tentative bookings automatically lapse after three (3) days unless secured by payment of a 20% non-refundable deposit.

7. Quotes

All quotes are valid for fourteen (14) days and may be revised if service requirements change.

8. Payments and Accounts

8.1 Deposits

A 20% non-refundable deposit is required for bookings made more than seven (7) days prior to service, unless otherwise agreed in writing.

8.2 Final Payment

Full payment is required no later than seven (7) days prior to service. Bookings within seven (7) days require full payment at the time of booking.

8.3 Non-Payment

Failure to pay by the due date constitutes cancellation and will be treated as a non-cancelled service.

8.4 Overdue Accounts

Interest at 10% per month (compounding) may be charged on overdue amounts. You are liable for all recovery costs, including legal fees on an indemnity basis.

8.5 Liability for Payment

The Hirer is personally and jointly liable for all charges associated with the booking.

8.6 Bonds and Additional Charges

We may require a bond. Any overtime, waiting time, damage, tolls, penalties or unpaid amounts may be deducted from your payment method or bond.

9. Breakdowns and Delays

9.1 Time Estimates

All journey times are estimates only. We are not liable for delays caused by traffic, weather, roadworks, accidents or other events beyond our control.

9.2 Routing

The driver determines the safest and most appropriate route. Route-related delays do not entitle you to a refund.

10. Driver Hours and Fatigue

Drivers operate in strict compliance with the Passenger Transport Act 2014 (NSW), the Passenger Transport (General) Regulation 2017 (NSW), applicable fatigue-management laws and all relevant Roads and Maritime Services / Transport for NSW requirements. Maximum working hours, mandatory breaks and night rest requirements are mandatory and cannot be waived.

11. Passenger Property and Lost Items

11.1 Risk

All luggage and personal items are carried entirely at passenger risk. We accept no responsibility for loss, theft or damage.

11.2 Lost Property

Lost property is recorded and held for three (3) weeks before lawful disposal.

12. Vehicles and Equipment

12.1 Substitute Vehicles

Where required, a substitute vehicle of equivalent passenger capacity may be supplied. Vehicle configuration and features may vary.

12.2 Onboard Systems

Entertainment systems and auxiliary equipment are not guaranteed.

12.3 Copyright

You must hold all required public performance licences for any copyrighted material played or displayed.

13. General Conditions

13.1 Subcontracting

We may subcontract services to compliant operators using vehicles of equivalent capacity.

13.2 Operational Changes

The driver may alter the itinerary where necessary for safety, compliance or operational reasons.

13.3 Acceptance

Confirmation of booking or payment constitutes unconditional acceptance of these Terms.

14. Overnight and Extended Charters

14.1 Driver Accommodation

Separate single-room accommodation (minimum 3-star, private bathroom) must be provided for each driver.

14.2 Itinerary Requirements

A detailed itinerary must be provided at least seven (7) days prior, with final confirmation no later than two (2) days before departure.

14.3 Meal Allowance

A meal allowance of $60 per driver per day applies.

15. Complaints

All complaints must be submitted in writing within fourteen (14) days of service completion and are assessed in accordance with the Passenger Transport Act 2014 (NSW), the Passenger Transport (General) Regulation 2017 (NSW) and applicable Transport for NSW guidelines.

16. Signage and Decorations

No signage, decorations or promotional material may be affixed without our prior written consent. All associated costs are payable by you.

17. Governing Law

These Terms are governed by the laws of New South Wales, Australia. You submit to the exclusive jurisdiction of NSW courts.

18. Force Majeure

We are not liable for delay or failure to perform due to events beyond reasonable control, including natural disasters, industrial action, regulatory change or major transport disruption.

19. Limitation of Liability

To the maximum extent permitted by law, including under the Australian Consumer Law: (a) all warranties, conditions and guarantees not expressly stated are excluded; (b) we are not liable for any indirect, incidental, special or consequential loss, loss of profit, loss of opportunity, delay costs or third-party claims; and (c) our total aggregate liability, whether in contract, tort (including negligence), statute or otherwise, is strictly limited to the charter fee actually paid for the affected service date.

20. Pricing Adjustments

Pricing may be adjusted where fuel costs increase, laws or regulations change, or operational costs materially rise.

21. Prohibited Items

The following items are strictly prohibited:

• decorations
• alcoholic beverages
• smoking or vaping devices
• glass containers
• spiked footwear
• fuel containers
• generators
• illegal substances
• non-prescription drugs (excluding lawful over-the-counter medication)

22. Entire Agreement

These Terms constitute the entire agreement between the parties and supersede all prior negotiations, representations, agreements or understandings, whether written or oral. Any variation must be agreed in writing and signed by an authorised representative of Diamond Corporate Coaches.