Section 1Introduction and definitions

1.1 These terms govern all charter, hire, transfer, tour, school, corporate, airport and private hire services performed by Sydney Coach Hire. They form a binding agreement with the Hirer once the Hirer makes a booking, pays any deposit or uses a service.

Hirer

The individual, business, school or organisation that requests and pays for the service.

Passenger

Any person carried under the Hirer’s booking. The Hirer answers for the conduct of all Passengers.

Booking Confirmation

Our written confirmation of the agreed service, issued once acceptance and the deposit are received.

Non-cancelled service

A booking not cancelled in writing, or a service not used after the vehicle has departed our depot.

OOSO

Out of standard operations, meaning work that begins or ends outside normal operating hours.

1.2 We may revise these terms, and the version published on this page applies from the date of publication. School bookings are also subject to Section 20, which prevails over the general terms to the extent of any inconsistency.

1.3 These terms do not exclude, restrict or modify any right or remedy the Hirer has under the Australian Consumer Law in Schedule 2 of the Competition and Consumer Act 2010 (Cth). Any inconsistent term is read down to the extent necessary.

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Section 2Making a booking

2.1 Quotations. A quotation reflects the information supplied at enquiry, remains open for 14 days from issue and may be re-priced if requirements change. It does not reserve a vehicle.

2.2 Tentative holds. A provisional hold lapses after three business days unless the deposit is paid within that time.

2.3 Confirmation. A booking is confirmed only upon written acceptance of the quotation together with payment of the deposit. Oral agreement does not bind Sydney Coach Hire.

2.4 What the fare includes. Fares are calculated depot to depot and include GST, fuel, insurance, distance travelled and an authorised driver. Within the Sydney metropolitan area, hourly bookings carry a minimum of two additional hours for positioning to and from the job. This may be extended for time of day, traffic, or multiple pickup and set-down points.

2.5 Vehicle-based pricing. Fares are set by vehicle size and operational needs, not by the number of people who travel. A 12-seat vehicle is charged identically for 2 or 12 Passengers, and fares are not reduced after confirmation where fewer Passengers travel. Penalty rates apply on weekends and public holidays.

2.6 Information. The Hirer must supply accurate addresses, contact details and a complete itinerary before the service date.

2.7 Discretion. We may decline any booking without stating a reason.

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Section 3Allocation of vehicles

3.1 The fare secures safe and lawful seating for the confirmed number of Passengers, not a nominated make, model, livery or configuration. The vehicle supplied is chosen according to fleet availability and scheduling and may differ from any referred to at quotation. A particular vehicle or feature is assured only when agreed in writing.

3.2 We may substitute a vehicle of equal or greater capacity where mechanical or operational needs arise, and larger groups may be carried in several vehicles. Every booked and paid Passenger will be seated safely and lawfully under the Passenger Transport Act 2014 (NSW) and Transport for NSW requirements.

3.3 The confirmed count is taken as the total number travelling, and the Hirer must notify increases promptly. Passengers above that number may be unable to travel, short-notice extra vehicles may attract premium rates and cannot be assured, no vehicle will exceed its legal seating capacity, and we are not liable where Passengers cannot travel because numbers were understated.

3.4 Services are delivered by our own drivers and vehicles. In exceptional circumstances, including breakdown, sudden driver unavailability or events beyond our reasonable control, we may engage an operator accredited by Transport for NSW to perform all or part of a booking under these terms. The Hirer will be told as soon as practicable, Sydney Coach Hire remains primarily responsible, and this does not breach the agreement.

3.5 No signage may be attached to a vehicle without prior written approval, and copyright material may not be screened publicly on board without a valid public performance licence (Section 23).

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Section 4Payment terms

4.1 The deposit secures the vehicle and driver and applies unless otherwise agreed in writing. A booking with an unpaid balance inside seven days may be cancelled without notice with cancellation fees applied; such a cancellation is a non-cancelled service chargeable at 100%.

4.2 A bond may be required at our discretion, including for late-night services, large groups, elevated-risk events and school or youth bookings. The Hirer authorises us to retain it, or debit the nominated card, for overtime, waiting time, cancellation fees, damage, cleaning, fines, parking, tolls and other costs arising directly from the booking.

4.3 Overdue invoices accrue interest at 10% per annum from the due date, and the Hirer will meet all recovery costs, including reasonable legal and agency fees, regardless of outcome.

4.4 The 2.25% card fee shown above is Square’s Payment Processing Fee, the administration fee Square applies to process each card payment. It is not a credit card surcharge and is itemised on the tax invoice.

4.5 Online payments require the Booking ID, and transfers must quote the Invoice Number and Booking ID (bank details are on the invoice). Cash and cheques are not accepted, and drivers do not handle money. Receipts are emailed, and a card authorisation form is available on request.

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Section 5Cancellation by the Hirer

5.1 Notice of cancellation must be emailed to [email protected] and is effective only once acknowledged by us in writing. A verbal message is not effective, and failing to pay does not amount to cancellation.

5.2 Fees are calculated on the full invoice value including all charges, according to the notice given before the service date:

5.3 We may reduce or waive a fee in exceptional circumstances, at our absolute discretion.

5.4 No refund is payable where a service is terminated because of Passenger misconduct, breach of these terms, a breach of the alcohol prohibition, or a safety risk created by the Hirer’s instructions.

5.5 Where we are unable to perform because of mechanical failure or circumstances beyond our reasonable control, we will arrange an equivalent vehicle where possible. Failing that, our liability is limited to a refund of the portion of the service not performed. Consequential loss, missed events and third-party costs are not compensated.

5.6 Daily school runs and ongoing contracts are governed by their own contract terms; absent a separate contract, this scale applies. Individual school excursions are governed by the school scale in Section 20.

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Section 6Changing a confirmed booking

6.1 No postponements. Sydney Coach Hire does not grant credits, deferrals or postponements. A change of date is processed as a cancellation and a new booking, as it requires the original allocation to be released, fleet availability re-checked, the rate reassessed for weekend, holiday, OOSO or peak periods, and new records, invoice and driver documents issued. Availability on a new date is assessed on request, is never guaranteed and cannot be reserved until the new deposit is paid.

6.2 Where the new date is unavailable, the Hirer may (a) cancel under Section 5, measured from the original date; (b) proceed on the original date at no cost; or (c) retain the booking and wait, in which case we may, without obligation, advise if capacity opens while the original scale continues to run. Waiting inside seven days is risky: the fee is 80% three days out and 100% within 48 hours. We may refuse further changes where repeated requests cause unacceptable disruption.

6.3 Other amendments must be requested in writing and are subject to availability. After the Booking Confirmation issues, these fees apply in addition to any rate change:

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Section 7Rates, loadings and overtime

7.1 Pricing factors. Price reflects vehicle size and type, pickup location, route distance and depot travel, time and day, total hours, service type and any overnight or interstate requirements.

7.2 Waiting. The first 15 minutes after the booked departure are free. Thereafter waiting is charged per 15 minutes at $30.00 for minibuses (12 to 24 seats) and $50.00 for coaches (34 to 62 seats).

7.3 Additional stops. Stops added after booking are charged from $10 (minimal deviation), $25 (same general area) or $50 (additional suburb or extended route). Regional or interstate additions are quoted separately.

7.4 Pass-through costs. Where incurred, the invoice will itemise Class B tolls at cost; paid parking at Sydney Airport, Central Station, Sydney Olympic Park, venues and elsewhere; national park and venue entry; overtime; post-confirmation vehicle changes and extra Passengers; cleaning and damage; amendment fees; overnight driver costs; and fines from unlawful stopping places nominated by the Hirer.

7.5 Loadings apply to the affected portion of a service. A service beginning between 10:00 PM and 6:00 AM carries a minimum OOSO charge irrespective of duration.

7.6 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. ANZAC Day is 25 April under the Public Holidays Act 2010 (NSW); where a substitute Monday is declared, both days attract the surcharge. The Hirer must check whether a date is a public holiday.

7.7 Overtime. The fare covers the confirmed duration plus 15 minutes’ grace. Beyond that, overtime is charged in minimum one-hour increments at the vehicle’s hourly rate, with any OOSO loading, whatever the reason, including event overruns, late venue access, late boarding, added stops or requested pauses. It is not charged for the part of an overrun caused solely by traffic not reasonably foreseeable at booking; Sydney peak-hour congestion is foreseeable and does not qualify. Flight delays are dealt with in Section 16.

7.8 Scheduled times. Times are estimates only. We accept no liability for delay caused by traffic, closures, accidents, weather, mandatory rest, compliance or other causes beyond our reasonable control, or for resulting costs or missed commitments. Hirers should consider travel or event insurance and allow at least:

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Section 8Safety and accreditation

8.1 Sydney Coach Hire operates accredited vehicles under the NSW Bus Operator Accreditation Scheme, maintained in accordance with Transport for NSW requirements. Our fleet is serviced and inspected on a scheduled basis, drivers perform vehicle safety checks as part of each duty, and vehicles are subject to roadside inspection by the National Heavy Vehicle Regulator.

8.2 Every vehicle is air-conditioned and has seatbelts fitted to all seating positions. Every driver is authorised by Transport for NSW and holds the licence class required for the vehicle driven.

8.3 Where scheduling, commercial or customer considerations conflict with legal or safety requirements, legal compliance and Passenger safety take priority.

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Section 9Working hours of drivers

9.1 The driver has full authority over the vehicle and all safety matters and may vary the route or itinerary where safety or legal compliance requires. Drivers hold a current NSW Driver Authority and appropriate heavy vehicle licence and work under the fatigue requirements of the Heavy Vehicle National Law, which the Hirer cannot vary.

9.2 Our limits are tighter than the national standard of 5.5 hours’ work followed by a 15-minute rest:

9.3 Work includes inspections, cleaning, refuelling, assisting Passengers, luggage and administration. Breaks are continuous, duty-free and cannot be skipped, reduced or deferred.

9.4 The Hirer must provide a realistic itinerary, disclose all stops, waits and route changes in advance, and must not seek extensions beyond legal limits, impose unrealistic schedules or pressure a driver. Under Chain of Responsibility provisions of the Heavy Vehicle National Law, the Hirer shares legal accountability and may be personally liable for non-compliant instructions.

9.5 We may amend itineraries, adjust times, add or relieve drivers, or refuse bookings that cannot lawfully be performed. Legally required drivers, accommodation or schedule changes are mandatory and charged to the Hirer, with advance notice where practicable, and we are not liable for compliance-related delay, including roadside enforcement.

9.6 Drivers 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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Section 10Conditions of carriage

10.1 The Hirer is responsible for all Passengers’ conduct throughout the service, including boarding and alighting, and must ensure every Passenger knows these conditions before travel.

10.2 Food and beverages. Food, including takeaway and snacks, and hot drinks such as tea and coffee are prohibited; bottled water is always permitted. The rule addresses choking, spill and burn risks, allergen exposure and cleaning downtime, and reflects the Passenger Transport (General) Regulation 2017 (NSW), which forbids eating or drinking on a bus with penalties of up to $550. A Passenger with a genuine medical need, such as diabetes, must obtain prior approval and declare it to the driver at boarding.

10.3 Prohibited. Smoking or vaping (Smoke-free Environment Act 2000 (NSW)), with smokers keeping 4 metres from the vehicle; standing, gathering in aisles or distracting the driver, including with excessive noise, balloons or novelty items; exceeding seating capacity; interfering with exits, exit hammers, extinguishers or other safety equipment, which may lead to removal and legal action; abusive, threatening, intoxicated or disruptive behaviour; extending a body part outside a moving vehicle; and carrying glass, fuel or generators, spiked or cleated footwear, illegal or non-prescription drugs (other than lawful over-the-counter medication), dangerous goods, bulk perishables, or decorations without written approval.

10.4 Required. Passengers must wear the fitted seatbelt at all times under the Road Rules 2014 (NSW) and remain seated while moving; stow bags under seats or in racks, keeping aisles, stairwells and exits clear; obey the driver’s lawful directions; not use an onboard toilet while moving (comfort stops are scheduled around driver rest); remove all rubbish; board only at safe, lawful places, never clearways, bus, taxi, loading or no stopping zones; and wear a top, lower garment and footwear, failing which boarding may be refused.

10.5 Refusal and removal. The driver may refuse boarding, remove a Passenger or terminate the service where a Passenger appears affected by alcohol or drugs so as to endanger others; behaves in a disruptive, abusive or unlawful way; smokes or vapes on or near the vehicle; consumes alcohol or prohibited food or drink; shows symptoms of infectious illness, including active vomiting or a condition notifiable under the Public Health Act 2010 (NSW); ignores a lawful safety direction; has a recorded prior breach; or fails the dress standard. No refund is payable, we are not responsible for alternative transport, and on termination the Hirer remains liable for the full booking.

10.6 Cleaning. Hirers should supply sickness bags on school excursions, tours with young travellers and trips with anyone prone to motion sickness; no fee applies where a bag is used without contaminating the vehicle. Contamination requires biohazard decontamination under the Work Health and Safety Act 2011 (NSW).

10.7 Reasonable compensation for loss of use may also be claimed where decontamination prevents a later booking. The Hirer is liable for repairing damage caused by Passengers, including seats, fittings, upholstery, glass, the luggage hold and graffiti, in addition to cleaning fees, following a written assessment. The Hirer is not liable for damage caused solely by our driver or staff.

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Section 11Baggage

11.1 The full luggage load, including quantity and oversized items, must be declared at quotation, as allocation and price depend on it. The standard allowance is one large and one small bag per Passenger. Items to declare include golf bags, surfboards, ski gear, folding bicycles, eskies, musical instruments, audio, display or filming equipment, prams, wheelchairs and mobility aids, oversized cases, camp and camping gear, trade equipment, cartons and machinery.

11.2 Vehicles are subject to Gross Vehicle Mass, axle and luggage compartment limits under the Heavy Vehicle National Law and the Heavy Vehicle (Mass, Dimension and Loading) National Regulation, and may be directed into weigh stations. We will not knowingly operate an overloaded vehicle.

11.3 Undeclared or excess luggage may cause delay, refusal of the excess, or a requirement for a larger vehicle, trailer, additional vehicle, luggage van or separate transfer, at the Hirer’s expense and subject to availability.

11.4 Drivers will not manually lift items over 20 kilograms, and the Hirer must assist with heavier items. Drivers may refuse items that are unsafe, dangerous, improperly packed, likely to be damaged or to cause injury or damage, and bulk perishables. Motorised mobility scooters and dangerous goods require prior written approval. Refused items remain the Hirer’s or Passenger’s responsibility.

11.5 Property travels at the owner’s risk. To the extent permitted by the Australian Consumer Law, we are not liable for loss, theft or damage except through our negligence, nor for consequences of incorrect declarations.

11.6 Lost property is held at our depot for 60 days from recovery. The owner bears any freight cost, and unclaimed items may then be disposed of.

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Section 12Child passengers

What counts as a bus

A vehicle with 13 or more seats including the driver’s seat.

Legal position on buses

Rule 266 of the Road Rules 2014 (NSW) exempts bus drivers from ensuring passengers under 16 are restrained, and Rule 267 provides further seatbelt exemptions, so children on an accredited bus are not legally required to use a restraint, booster or seatbelt.

Vehicles of 12 seats or fewer

Governed by point to point transport laws, under which full child restraint rules apply.

Passengers 16 and over

Must wear a fitted seatbelt under Rule 265.

12.1 Whatever the legal position, all our vehicles have seatbelts throughout and wearing them is a condition of carriage for every Passenger, including children. On charter vehicles prams cannot serve as restraints and must be folded, wheel-locked and stowed.

12.2 A seatbelt must never be shared with a child. Buses are not built with ISOFIX or restraint anchorages, so a fixed restraint should not be assumed; drivers will help secure a portable booster where the vehicle permits, and it may usually stay aboard for the return. Hirers should advise at booking if infants or young children will travel. Supervision of children rests with the Hirer and accompanying adults. This section is general information, not legal advice.

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Section 13Passengers with disability

13.1 Sydney Coach Hire welcomes Passengers with disability and seeks to provide safe, dignified and inclusive transport consistent with the Disability Discrimination Act 1992 (Cth) and the Disability Standards for Accessible Public Transport 2002 (Cth).

13.2 At booking, the Hirer must advise the number of Passengers needing assistance, whether each can transfer to a standard seat, the boarding help required, and the dimensions and weight of every mobility aid, so loading can be planned within the 20 kg manual handling limit. Motorised scooters require written approval.

13.3 Trained assistance animals are welcome in accordance with the Disability Discrimination Act 1992 (Cth) and should be notified at booking.

13.4 Anyone unable to use our online forms may request a quote or booking by email. We will provide information in an alternative format where reasonably practicable and respond to accessibility feedback within five business days.

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Section 14Road surfaces and access

14.1 Our vehicles operate only on sealed, formed roads. They will not enter gravel, dirt or sand roads, fire trails, rural or agricultural tracks, construction or temporary roads, or any surface not sealed with bitumen or asphalt.

14.2 Unsealed surfaces reduce traction, increase braking distances and destabilise high-capacity coaches; risk bogging; generate dust that limits visibility and harms engines and air filtration; and cause stone, suspension and vegetation damage. Commercial insurance commonly limits or excludes cover on such roads, which also tend to lack turning areas, safe passenger zones and emergency access.

14.3 The Hirer must tell us in advance if any location is reached only by an unsealed road, so that a sealed meeting point can be agreed or alternative transport arranged for the final segment. A driver encountering unsealed access may set down or collect at the nearest safe sealed point. We may decline, amend or re-route bookings where conditions are unsafe or non-compliant.

14.4 The Hirer must ensure each location has adequate bus access, turning space and lawful stopping zones, and disclose height limits, narrow streets, weight limits and overhanging trees. Fines resulting from an unlawful pickup or stopping point nominated by the Hirer are charged to the Hirer.

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Section 15Airport services

15.1 We meet inbound groups at Sydney Airport’s T1 international terminal and T2 and T3 domestic terminals. The Booking Confirmation records the agreed meeting point and the group contact’s mobile number. The driver meets the group at that point when all Passengers have cleared the terminal.

15.2 Commercial vehicle parking at Sydney Airport is charged by vehicle class and duration under the airport’s tariff, which is reviewed each 1 July. It is excluded from the fare and passed on at cost.

15.3 Where a Passenger is held in the terminal for reasons unrelated to the flight, such as customs or baggage, standard waiting time applies once the included allowance expires.

15.4 For multi-flight bookings the driver arrives approximately 20 minutes after the last scheduled flight lands, and Passengers on earlier flights wait at the terminal. The Hirer must appoint a single dedicated flight monitor, on duty and reachable by phone throughout the transfer window, to track all flights and give us real-time updates. Passengers must be briefed in advance about terminal waiting.

15.5 The Hirer is responsible for informing all Passengers of pickup arrangements and contingency plans; we do not communicate with individual Passengers. Recommended departure contingency is set out in Section 7.

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Section 16Delayed flights

16.1 We monitor arrivals for confirmed pickups, and no overtime or waiting applies to a documented delay of the arriving flight within the included allowances. The Hirer should also monitor flights and notify changes early.

16.2 Once the allowance is exceeded, the Hirer should contact us immediately to confirm whether the driver can remain; overtime or waiting then applies and should be agreed before it is incurred. Where the allowance is exceeded by more than 60 minutes, the Hirer must elect to (a) retain the driver at the agreed rate, (b) release the vehicle and rebook, or (c) request a rescheduled pickup, subject to availability and driver hours.

16.3 We may be unable to hold a vehicle needed for later services, in which case the Hirer will be told early and must arrange alternatives. A delay reaching a driver’s mandatory rest may end the service. Short-notice substitute vehicles are charged at the applicable rate and are not guaranteed.

16.4 Hirers of large or time-critical groups should hold a contingency plan covering alternative operators, a hold-or-release decision process, moving part of a split group ahead, and a flight monitor authorised to decide. A delay protection package (flat fee for waiting up to an agreed maximum) and a priority dispatch guarantee (a vehicle within an agreed time) may be requested at booking.

16.5 We accept no liability for consequential costs of flight delays, including connecting transport or accommodation.

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Section 17Multi-day and overnight work

17.1 This section applies to services beyond one operating day or requiring an overnight stay, including tours, interstate travel, camps and retreats.

17.2 Accommodation. Each driver requires a separate single room of at least 3-star standard with private bathroom, television, heating and cooling, secure access and a quiet environment; shared rooms are not acceptable. It should be at or near the group’s accommodation, though not necessarily the same property, with any transfer allowed for. We may book it and charge at cost, or the Hirer may book it and submit details for approval; if the Hirer does not, we will. Accommodation is additional to the base rate.

17.3 Hirer-arranged properties must provide off-street parking for the vehicle and any trailer, large-vehicle access, turning and height clearance, and venue or council permission, failing which alternative parking may be charged.

17.4 Meals. A mandatory driver meal allowance of $70.00 per driver per day is itemised in the quotation and applies even where catering is supplied, so drivers can meet their own dietary, health, religious and cultural needs (for example halal, kosher or vegetarian) and take genuine breaks within regulated hours.

17.5 Planning. A detailed itinerary is required one week before departure and final confirmation two business days before. It must accommodate mandatory rest under the Heavy Vehicle National Law, and we may amend any that cannot be lawfully performed. Additional drivers, standby, waiting and repositioning may be charged.

17.6 Where these standards are not met, we may arrange compliant alternatives at the Hirer’s cost, delay or suspend the service, or decline to continue where safety or compliance is compromised.

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Section 18Guided commentary

18.1 Drivers do not deliver live commentary or tour narration while operating a vehicle. They provide essential operational information only, such as safety briefings, timing updates and logistics.

18.2 Commentary while driving divides attention, increases cognitive load, reduces hazard awareness and slows reactions. The Work Health and Safety Act 2011 (NSW) requires foreseeable risks to be eliminated or minimised, the Heavy Vehicle National Law requires safe driving practice, and under Chain of Responsibility a Hirer requesting driver commentary may share liability.

18.3 Where commentary is required, the Hirer should engage a professional tour guide, which is recommended and may be required for sightseeing, multi-stop or regional tours, educational excursions and VIP services. Approved alternatives are a pre-recorded audio commentary system or a group leader appointed by the Hirer who takes responsibility for commentary. Arrangements must be confirmed with us before the service date.

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Section 19Meal stops and restaurants

19.1 Sydney Coach Hire does not recommend, select, endorse or reserve restaurants, cafés or dining venues. Dining arrangements are solely the Hirer’s responsibility.

19.2 Venues are independent third parties over whom we have no control as to food quality, hygiene, allergen and dietary compliance, pricing, capacity or service time. We receive no commission or referral benefit. Remaining neutral avoids conflicts of interest, and venue delays can affect regulated driver hours and other clients’ services.

19.3 The Hirer must select and book venues, confirm reservation times and group size, advise arrival times, manage dietary requirements and confirm coach access and parking. Drivers will not liaise with venues or handle bookings, menus or payment, other than a basic arrival notification on request.

19.4 On request we may identify general dining precincts or offer guidance on coach access and parking. Such information is given on a non-reliance basis and is not an endorsement. To the maximum extent permitted by law we accept no liability for any loss, injury, delay or dissatisfaction arising from a dining venue. Hirers are encouraged to obtain written confirmation from venues and build buffer time into the itinerary.

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Section 20Schools

20.1 This section applies to all school excursion, sporting, camp and event charters for public and private schools. It is read with the general terms and prevails over them where inconsistent.

20.2 Booking. A school booking requires a Booking ID from our booking system and is not confirmed without one. A confirmation and tax invoice are emailed to the school or its authorised representative. Fares follow the itinerary, timings, locations and numbers provided and may be revised if these change.

20.3 Changes. Requests must be in writing at least 72 hours before service and are subject to availability. Changes increasing cost attract a revised quote; requests within 72 hours are at our absolute discretion.

20.4 Cancellation. By email, effective on our written acknowledgement. An approved refund is subject to a $100 administrative fee including GST, with the balance returned to the original payment method within 10 business days.

20.5 Overtime. Applies from the moment the booked time is exceeded, in 20-minute blocks of $55.00 ($165.00 per hour) including GST, invoiced after the service, for which the school accepts liability. A buffer of at least 15 minutes and adequate loading time is recommended.

20.6 Payment. On the terms stated on the invoice, in Australian dollars including GST, by credit card, purchase order, EFT or NSW Government P-Card.

20.7 Conduct and supervision. The school must brief students and staff: no smoking, alcohol or illegal substances; no food or hot drinks (bottled water only); remain seated and belted; follow driver directions. We may refuse or end a service where conduct is unsafe, and the school remains liable for costs. A teacher or authorised staff member must be present at boarding, throughout the journey and at disembarkation, and the school retains primary duty of care. The school must confirm accurate numbers, communicate special needs, medical, mobility and other risks before travel, and ensure safe, lawful bus access at every location.

20.8 Biohazard. Vomit is a recognised hazard under the Work Health and Safety Act 2011 (NSW). Norovirus, the most frequent cause of gastroenteritis outbreaks in NSW schools, can infect with 10 to 20 particles, becomes airborne and can circulate through air-conditioning, and survives on surfaces for up to 60 days. Decontamination requires protective equipment, a biohazard spill kit, an air-conditioning flush, seat treatment or replacement and hours or a day off the road.

20.9 Cleaning fees are invoiced immediately after the service, payable within 14 days and not negotiable, and specialist remediation may be charged in addition. We strongly recommend at least one sickness bag per student for journeys of 30 minutes or more, carried by the teacher in charge.

20.10 Liability. We are not responsible for disruption caused by circumstances beyond our reasonable control, such as severe weather, road closures, traffic incidents or mechanical failure. The school, organiser and responsible adult are liable for damage caused by students. To the maximum extent permitted by law our liability is limited to the charter fee for the affected service, excluding consequential loss, and property travels at the owner’s risk. Neither party is liable for force majeure, including natural disasters, declared public health emergencies, government restrictions, industrial action or major transport disruption. By booking, the school accepts this section with the general terms.

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Section 21Hirer’s pre-departure checklist

21.1 Completing these steps prevents most day-of-service problems. Contact us promptly if any cannot be completed.

On receiving confirmation

1. Check the confirmation and tax invoice for date, price and GST; record the Booking ID, Reference and Invoice Number; forward the invoice to accounts.
2. Pay, or raise a purchase order, at least seven days before service, quoting the Invoice Number and Booking ID.
3. Confirm itinerary, times, route and Passenger numbers.

Before the day

1. Confirm a lawful, safe coach stopping place at each pickup and send written driver instructions (address, access codes, boom gates, height or time limits, permits).
2. Nominate one assembly point for CBD, event, school-zone or terminal pickups, arrange any paid destination parking with us, and check Live Traffic NSW for your date.
3. Appoint a group contact present throughout and reachable on a mobile, briefed to answer the driver and call only once everyone is assembled.
4. Declare oversized items, mobility aids and access needs, organise boosters, and brief the group on the conditions of carriage.

On the day

1. Assemble before departure, confirm seatbelts, count heads every leg (teacher sign-off for schools) and return on time.
2. Check seats, racks and bays for belongings before the driver leaves.

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Section 22Liability and complaints

22.1 Our services come with consumer guarantees under the Australian Consumer Law that cannot be excluded, including due care and skill, fitness for purpose and supply within a reasonable time.

22.2 To the maximum extent permitted by law, Sydney Coach Hire is not liable for indirect, incidental, special or consequential loss, including loss of profit or loss from missed events or flights, and its total aggregate liability for any service, including for personal injury or death, is limited to the charter fee paid for the affected service date.

22.3 While the vehicle is moving, Passengers must wear a fitted seatbelt, remain seated, follow the driver’s safety directions and comply with the law. Supervision of child Passengers and correct use of belts and restraints rests with the Hirer and accompanying adults. To the maximum extent permitted by law, we are not liable for injury, loss or damage to the extent caused by a Passenger’s failure to comply. This operates in addition to clause 22.2.

22.4 We are not liable for delay or non-performance caused by events beyond our reasonable control, including natural disasters, pandemics, industrial disputes, regulatory changes, major transport interruptions or acts of God. Nor are we liable for the acts of third parties such as venues, car parks, accommodation providers or ferry operators, whose own terms apply to the Hirer.

22.5 Prices may be adjusted where fuel costs rise materially, where changes in law or regulation materially affect costs, or where booking discrepancies increase operating costs.

22.6 Complaints must be made in writing to [email protected] within 14 days of the service date. Each is recorded and managed under NSW passenger transport legislation and our complaints handling procedure.

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Section 23Privacy and intellectual property

23.1 Privacy. We collect personal information reasonably necessary to quote, book, operate and invoice services, including names, contact details, addresses, flight details and any accessibility or medical information the Hirer provides. It is used for those purposes and legal obligations, disclosed only to those delivering the service, never sold, and managed under the Privacy Act 1988 (Cth) and the Australian Privacy Principles. Access or correction requests may be made by email.

23.2 Website content. All material on this website, including these terms, is owned by Sydney Coach Hire and protected under the Copyright Act 1968 (Cth). One unmodified copy of a page may be kept for personal, non-commercial reference, and fair dealing for research, study, criticism or review is permitted within the Act. Other reproduction, adaptation, republication or sale, derivative or paraphrased versions for commercial use, and automated scraping, including by AI tools, are prohibited without written consent and may result in blocking and legal action.

23.3 Onboard performance. Playing music or film to a group on a charter is a public performance. Music requires licences for the work and the recording, available jointly through OneMusic Australia, and audiovisual content requires its own licence. The Hirer is solely responsible for licensing; without proof on request the driver may stop the content, and we accept no liability for infringement.

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Section 24Governing law

24.1 These terms are governed by the laws of New South Wales, Australia, and the Hirer submits to the exclusive jurisdiction of the courts of New South Wales.

24.2 These terms are the entire agreement between the parties regarding the services and supersede all prior agreements, representations and understandings. Sydney Coach Hire may amend them at any time without notice, and the version published on this page applies from posting.

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