Terms & Conditions

Sydney Charter Bus Pty Ltd | Trading as Sydney Charter Bus Australia | ABN: 44 134 888 912 | NSW Accreditation No. 39461

Last updated: 29 September 2026.

These Terms & Conditions apply to all charter, hire, transfer, tour, school, corporate, airport transfer and private hire services supplied by Sydney Charter Bus Pty Ltd (“we”, “us”, “our”). By making a booking, paying a deposit, or otherwise using our services, the Hirer (“you”, “your”) agrees to be bound by these Terms & Conditions in full. We may amend these Terms at any time. The current version is published on our website and applies immediately upon posting.

Nothing in these Terms limits or excludes any right the Hirer may have under the Australian Consumer Law (Schedule 2, Competition and Consumer Act 2010 (Cth)) or any other applicable legislation. Where any term is inconsistent with the Australian Consumer Law, the Australian Consumer Law prevails.

1. Quotation, Booking & Tentative Bookings

1.1 Quotations. All quotations are prepared on the basis of the information supplied by the Hirer at the time of enquiry. Quotes remain valid for fourteen (14) days from the date of issue and may be revised if your requirements change. A quotation is not a confirmed booking and does not guarantee vehicle availability.

1.2 Tentative Bookings. Tentative bookings expire after three (3) business days unless secured by payment of the required deposit. SCBA will not hold availability beyond this period without a deposit.

1.3 Booking Confirmation. A booking is confirmed only upon receipt of written acceptance of the quote and payment of the required deposit. Verbal confirmations are not binding on Sydney Charter Bus Australia.

1.4 Fare Basis. All fares are calculated on a depot-to-depot basis and are inclusive of GST, fuel, insurance, mileage and an authorised driver. In the Sydney Metro area, a minimum of two (2) hours is added to all hourly bookings to cover operational travel time to and from the service location. This minimum may be extended depending on the time of day, traffic conditions, and the number of pickup or drop-off locations.

1.5 Pricing by Vehicle, Not Passenger Count. Pricing is based on vehicle size and operational requirements, not the number of passengers. A booking is priced the same whether 2 or 12 passengers travel in a 12-seat vehicle. Weekend and public holiday services attract penalty rates.

1.6 Right to Decline. Sydney Charter Bus Australia reserves the right to decline any booking at its absolute discretion, without obligation to provide reasons.

2. Payments, Deposits & Bonds

2.1 Deposit. A non-refundable deposit of 20% of the total booking value is required for all bookings made more than seven (7) days prior to the service date, unless otherwise agreed in writing. This deposit secures the vehicle and driver allocation.

2.2 Full Payment. Full payment is required at least seven (7) days before the service date. Bookings made within 7 days of the service date require full payment at the time of booking. Any booking with outstanding payment at less than 7 days before service may be cancelled without notice, with all applicable cancellation fees applied.

2.3 Non-Payment. Failure to pay in accordance with these Terms will result in cancellation of the service. A non-payment cancellation is classified as a non-cancelled service and is fully chargeable at 100% of the total booking value.

2.4 Bond & Security Deposit. A bond or security deposit may be required at our discretion for certain services, including but not limited to late night services, large group bookings, events with elevated risk, and school or youth group bookings. The Hirer authorises Sydney Charter Bus Australia to debit their nominated card or retain all or part of any bond to recover overtime and waiting time charges, cancellation fees, vehicle damage, cleaning fees, fines, parking fees, road tolls, or any other costs arising directly from the booking.

2.5 Overdue Accounts. Interest of 10% per annum applies to all overdue invoices from the due date. The Hirer agrees to pay all costs associated with debt recovery, including reasonable legal and agency fees, regardless of the outcome of any recovery action.

2.6 Card Payments (No Surcharges) and Payment Fees. Sydney Charter Bus Australia does not apply a surcharge to any card payment, including American Express and internationally issued cards. The only fee shown below is a bank handling charge for international wire transfers. All fees are itemised on the tax invoice. See sydneycharterbus.com.au/payments for full payment options.

3. Cancellations & Refunds

3.1 Written Cancellation Required. All cancellations must be submitted in writing via email to info@sydneycharterbus.com.au and acknowledged in writing by Sydney Charter Bus Australia. Failure to make payment does not constitute cancellation. A verbal cancellation is not binding.

3.2 Non-Cancelled Service. A “non-cancelled service” occurs where the booking has not been cancelled in writing, or where the Hirer fails to use the service after the vehicle has departed the depot. Non-cancelled services are fully chargeable at 100% of the total booking value.

3.3 No Refund on Conduct-Related Termination. No refund will be provided where the service is terminated due to passenger misconduct, breach of these Terms, zero-tolerance alcohol violations, or safety risks arising from the Hirer’s instructions.

3.4 SCBA-Initiated Cancellation. Where Sydney Charter Bus Australia cannot operate a service due to mechanical failure or circumstances beyond reasonable control, liability is strictly limited to a refund for the portion of the service not operated. No consequential loss, missed events or third-party expenses will be compensated. Where possible, an equivalent alternative vehicle will be arranged.

3.5 Cancellation Fee Schedule.

Cancellation fees are calculated on the total invoice value including all applicable charges. All cancellations must be confirmed by SCBA in writing to be effective. SCBA may waive or reduce cancellation fees at its absolute discretion in exceptional circumstances.

3.6 School & Contracted Services. For daily school bus services and ongoing contracted services, cancellation terms are governed by the applicable contract. Where no separate contract exists, the standard cancellation schedule at Section 3.5 applies. See also the School Terms and Conditions.

4. Date Changes, Deferrals & Postponements

4.1 No Credits, Deferrals or Postponements. Sydney Charter Bus Australia does not offer credits, deferrals or postponements of confirmed bookings. A credit issued against a future booking is, in operational and administrative terms, a cancellation of the original booking followed by a new booking. It is treated and charged as such under these Terms. A request to “move the date” is neither administratively simple nor without cost consequences.

4.2 What a Date Change Actually Involves. A request to change the date of a confirmed service appears straightforward, but in practice it involves cancelling the original booking and all associated scheduling, vehicle allocation and driver assignment; a fresh availability check across the entire fleet for the requested new date, including whether that date falls on a weekend, public holiday, OOSO-rated period or peak season; a re-assessment of the applicable charter rate; creation of a new booking record with a new reference number, tax invoice, driver allocation and scheduling documentation; and communication of the change to all relevant parties. This is not a simple amendment. The rebooking fee at Section 4.5 reflects this cost.

4.3 Availability Is Not Guaranteed. A date change request is subject to vehicle and driver availability on the requested new date. Availability cannot be guaranteed regardless of notice given, is assessed at the time the request is made, and cannot be pre-reserved without payment of the applicable deposit for the new booking.

4.4 If We Are Not Available on the Requested New Date. Where SCBA does not have availability on the requested new date, the Hirer has three options.

Important. Holding out for availability while inside the 7-day cancellation window is a high-risk strategy. The cancellation fee increases as the original service date approaches. A Hirer who waits until two days before the original service date, with no availability identified for the new date, faces a cancellation fee of 80% of the total booking value if they then cancel. Make a decision as early as possible.

4.5 Date Change Rebooking Fee. Where SCBA has availability on the requested new date and the Hirer confirms a date change, the change is processed as a cancellation of the original booking and a new booking for the new date.

4.6 Repeated Date Changes. Each date change is a new cancellation and rebooking. Each subsequent change attracts the $110.00 rebooking fee and is subject to availability. SCBA reserves the right to decline further date change requests where a pattern of repeated changes creates unacceptable scheduling disruption.

4.7 In Plain Language. If you need to change your booking date and give us four or more weeks’ notice, we will check availability, charge a $110.00 rebooking fee and apply any rate difference for the new date. If we do not have availability, you can cancel (fees apply), proceed on the original date, or wait and see if availability opens up. We do not offer free date changes, credits, deferrals or postponements. Every date change is a new booking. See our Postponement Policy.

5. Booking Amendments

5.1 Amendments in Writing. SCBA will make every reasonable effort to accommodate changes to a confirmed booking. All amendment requests must be made in writing. Amendments are subject to vehicle and driver availability and are not guaranteed. An administration fee applies to all changes made after Booking Confirmation has been issued.

5.2 Amendment fees are in addition to any difference in the charter rate resulting from the change. For example, a vehicle upgrade attracts the rate difference plus the amendment fee. See our Booking Amendments information.

6. Additional Charges, Pricing Factors & Waiting Time

6.1 Pricing Factors. Charter pricing is influenced by vehicle size, type and configuration; pickup location, total route distance and depot-to-depot travel time; time of day and day of week, including peak hour, weekend, public holiday and OOSO rates; total operational hours; the type of service; and overnight or interstate requirements including driver accommodation and meal allowance. For current indicative rates, see our Bus Hire Prices & Rates page.

6.2 Waiting Time. The first fifteen (15) minutes of waiting time from the booked departure time is provided without charge. After this, waiting time is charged in fifteen (15) minute increments.

6.3 Additional Stop Charges. Each quotation is based on the pickup and drop-off locations specified at the time of quotation. Additional stops confirmed after booking are charged from $10 per stop for a minimal route deviation, from $25 for a stop within the same general area, and from $50 for a stop in an additional suburb or an extended route. Long-distance additional stops, regional or interstate, are quoted separately.

6.4 Other Additional Charges. The following may apply where incurred and will be itemised in the invoice: road tolls (Class B vehicle rates, passed to the Hirer at cost); parking fees at Sydney Airport, Central Station, Sydney Olympic Park, event venues and all other paid parking; National Park and venue entry fees; overtime beyond the confirmed end time (Section 8); vehicle upgrades or downgrades after confirmation and additional passengers on the day; cleaning fees from $88 inc. GST where the vehicle is returned in an unacceptable condition; biohazard cleaning fees (Section 16); amendment fees (Section 5); driver accommodation and meal allowance for overnight services (Section 11); and fines arising from illegal pickup or stopping locations nominated by the Hirer.

7. Out of Standard Operations (OOSO), Late Night & Public Holidays

7.1 OOSO Defined. Out of Standard Operations (OOSO) means any service or portion of a service that commences or concludes outside standard operating hours. OOSO loadings apply to the relevant portions of any service and are confirmed in the quotation.

7.2 Late Night & Early Morning Minimum. Any service commencing between 10:00 PM and 6:00 AM is classified as an OOSO service. A minimum OOSO charge applies to all late night and early morning services regardless of duration. The OOSO rate, not a minimum duration, governs these services, and is confirmed in the quotation.

7.3 Public Holiday Surcharge. A minimum surcharge of 30% on the base charter rate applies to all services operating on a NSW public holiday, including 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. The applicable surcharge is confirmed in the quotation. It is the Hirer’s responsibility to verify whether a service date falls on a public holiday.

7.4 ANZAC Day Weekend Rule. Under the Public Holidays Act 2010 (NSW), ANZAC Day is a fixed public holiday on 25 April each year. Where ANZAC Day falls on a Saturday or Sunday, the NSW Government may declare an additional public holiday on the following Monday. Where such a Monday public holiday is declared, the surcharge under Section 7.3 applies to both 25 April and the declared Monday. The Hirer is responsible for confirming whether any service date coincides with a declared substitute public holiday.

8. Overtime & Extension of Service

8.1 The charter rate covers the service for the agreed duration in the Booking Confirmation. Fifteen (15) minutes’ grace is allowed from the scheduled end time. After this grace period, overtime is charged in minimum one (1) hour increments at the applicable hourly rate for the vehicle type.

8.2 Overtime applies regardless of the reason for extension, including event overruns, delayed venue access, late passenger boarding, additional stops, or extended pauses requested by the Hirer.

8.3 Traffic Delays. Where a service overruns solely due to traffic conditions not reasonably foreseeable at the time of booking, overtime will not apply to the portion of the overrun attributable to that delay. However, Sydney’s peak hour conditions on major arterials are a foreseeable operating condition. Services scheduled during peak hours are priced accordingly, and overtime resulting from predictable peak hour congestion does not constitute a traffic delay exception.

8.4 Airport Transfers. Overtime does not apply to delays in inbound airport pickups where the delay is caused by a documented flight delay to the arriving flight. SCBA monitors flight arrivals for confirmed airport pickups. Where a Passenger is delayed within the terminal beyond the agreed wait period for reasons unrelated to the flight, such as customs or baggage collection, standard waiting time rates apply from the expiry of the included wait period. Refer to Section 20 and the Flight Delays Policy.

8.5 Where OOSO rates apply to an overtime period, the OOSO loading is applied to the overtime charge. Refer to Section 7 for applicable rates.

9. Scheduling, Times Are Estimates Only

9.1 SCBA will use all reasonable endeavours to arrive and depart at the times stated in the Booking Confirmation. However, scheduled times are estimates only and are not guaranteed. SCBA accepts no liability for delays attributable to traffic, road closures, accidents, adverse weather, mandatory driver rest requirements, regulatory compliance, or any other circumstance beyond its reasonable control.

9.2 Recommended Contingency. The Hirer is strongly advised to build contingency time into the itinerary for all time-sensitive services.

9.3 SCBA accepts no liability for costs, losses or missed commitments arising from a service arriving after a scheduled event time, flight or other deadline where the delay was caused by circumstances beyond SCBA’s reasonable control. The Hirer is encouraged to obtain appropriate travel or event insurance.

10. Vehicle Allocation & Subcontracting

10.1 Allocation by Capacity, Not Model. Fares are calculated on the basis of the passenger numbers confirmed at the time of booking, not a guaranteed vehicle model, make or configuration. Vehicles may be substituted where mechanical or operational requirements arise. Any replacement vehicle will be of at least equivalent passenger capacity. A specific vehicle, livery or feature cannot be guaranteed unless agreed in writing.

10.2 Multiple Vehicles for Larger Groups. For larger groups, allocation may result in a combination of vehicles rather than a single bus. All passengers booked and paid for will be safely and legally seated in compliance with NSW transport regulations.

10.3 Passenger Number Changes. The Hirer must notify SCBA as early as possible if passenger numbers change. Where actual numbers on the day exceed the confirmed booking, additional transport cannot be guaranteed and excess passengers may not be accommodated. No passenger may travel in excess of a vehicle’s legal seating capacity.

10.4 Direct Operator. Sydney Charter Bus Australia is a direct operator. We own our vehicles and employ our drivers, and we do not use brokers. In exceptional circumstances, including vehicle breakdown, sudden driver unavailability, or events beyond SCBA’s reasonable control, SCBA reserves the right to engage an accredited subcontractor to fulfil all or part of a confirmed booking. Where a subcontractor is engaged, SCBA will use only Transport for NSW accredited operators, ensure services are delivered under SCBA’s policies and these Terms, notify the Hirer as soon as practicable, and remain the primary responsible party. Engaging a subcontractor in exceptional circumstances does not constitute a breach of this agreement.

10.5 Signage & Media. No signage or promotional material may be affixed to any vehicle without prior written approval from SCBA. No copyright material may be publicly screened on board without a valid public performance licence provided by the Hirer.

11. Overnight & Extended Charter Services

11.1 Driver Accommodation. The Hirer must provide or fund separate single-room accommodation for each driver on all overnight services. Accommodation must be a minimum 3-star standard with private bathroom facilities, located at or near the group’s accommodation. Accommodation costs are the Hirer’s responsibility and are charged in addition to the base charter rate. Where the Hirer does not arrange accommodation, SCBA will book suitable accommodation and pass the cost on at cost.

11.2 Driver Meal Allowance. A mandatory driver meal allowance applies to all overnight and extended charter services and is itemised separately in the quotation. This allowance applies regardless of any client-provided catering, and exists so that each driver can source meals that meet their own individual needs, which may include dietary and health requirements, religious and cultural observances such as halal, kosher or vegetarian diets, and personal lifestyle choices. Client catering cannot be assumed to accommodate every driver’s requirements, and a driver who is unable to eat provided catering must still be able to obtain a proper meal. The allowance also supports compliance with fatigue management, by ensuring drivers take genuine meal breaks during long duties.

11.3 Itinerary Submission. A detailed itinerary must be provided at least one (1) week prior to departure, with final confirmation at least two (2) business days prior. Itineraries must allow for all mandatory driver rest periods under the Heavy Vehicle National Law (HVNL). SCBA reserves the right to amend any itinerary that cannot be legally fulfilled within regulated hours.

11.4 For full terms governing extended and multi-day charters, refer to SCBA’s Extended Charter Policy and Interstate Transfers & Tours page.

12. Food, Drink & Zero Alcohol Policy

12.1 Why Alcohol Is Prohibited. Alcohol on board is prohibited under the Passenger Transport (General) Regulation 2017 (NSW) and SCBA policy. Open-container and passenger intoxication laws, the safety of all passengers, the driver’s ability to concentrate free of disruption, and SCBA’s accreditation and insurance obligations all depend on a strict no-alcohol rule. There are no exceptions.

12.2 Food & Hot Beverages. Food, including takeaway food, and hot beverages including coffee and tea are not permitted on board. Bottled water is always permitted. This is not an arbitrary restriction, and the reasons are practical and legal.

• Safety. Eating and drinking while a vehicle is moving carries a choking and spill risk, and hot drinks can cause burns during braking or sudden movement.
• The law. Under the Passenger Transport (General) Regulation 2017 (NSW), passengers must not eat or drink on a bus, with a penalty of up to $550. A notice to this effect is displayed on board.
• Allergens. Food carried and consumed in a shared cabin can expose other passengers to serious allergens.
• Hygiene and availability. Spills, crumbs and food waste soil seating and can take a vehicle out of service for cleaning, affecting the next group’s booking.

12.3 Medical Exceptions. Passengers with a genuine medical need to eat or drink on board, for example a passenger managing diabetes, must declare this to the driver at boarding. Bottled water remains permitted for everyone at all times. See our Food & Drink Policy.

13. Passenger Conduct & Onboard Rules

The Hirer is responsible for the conduct of all Passengers throughout the service, including while boarding and alighting, and must ensure all Passengers are aware of and comply with these rules before boarding.

Strictly prohibited on all services:

• Alcohol, under the zero-tolerance policy at Section 12.
• Food and hot beverages, under Section 12. Bottled water is always permitted.
• Smoking or vaping, strictly prohibited under the Smoke-free Environment Act 2000 (NSW). Any passenger wishing to smoke outside the vehicle must remain at least 4 metres clear of it.
• Standing, congregating in aisles, or approaching or distracting the driver while the vehicle is in motion.
• Excessive noise, balloons or novelty items near the driver or that obstruct the driver’s view.
• Passengers in excess of the vehicle’s legal seating capacity.
• Interfering with safety equipment, including emergency exits, exit hammers, fire extinguishers or any other safety device.
• Abusive, aggressive, intoxicated, threatening or disruptive behaviour toward the driver or other Passengers.
• Placing any body part outside the vehicle while in motion.

Mandatory passenger requirements:

• Seatbelts must be worn at all times where fitted, a legal requirement under the Road Rules 2014 (NSW).
• All Passengers must remain seated while the vehicle is in motion.
• All luggage must be stored under seats or in overhead racks, not in aisles or on spare seats.
• All Passengers must comply with lawful directions from the driver at all times.
• Onboard toilets, where fitted, must not be used while the vehicle is in motion.
• All rubbish must be removed from the vehicle upon exit.
• All pickups must be at safe, legal locations, not clearways, bus zones, no stopping zones, taxi zones or loading zones.

13.1 Dress Standards. All Passengers must board wearing appropriate clothing, including a shirt or top, shorts, trousers or skirt, and appropriate footwear. Passengers who fail to meet dress standards may be refused boarding at the driver’s discretion, particularly where the service involves access to a venue that enforces dress requirements.

13.2 Driver Authority. The driver has full authority over the vehicle and all safety matters and may vary the itinerary where safety or legal compliance requires. The Hirer must not request extended driving hours beyond legal fatigue limits, impose unrealistic schedules, pressure the driver to exceed legal limits, or alter itineraries in a manner that breaches fatigue compliance. Under Chain of Responsibility (CoR) provisions of the Heavy Vehicle National Law, Hirers share legal accountability for safety outcomes and may face personal liability for non-compliant instructions.

13.3 No Refund on Conduct. Where a service is terminated due to passenger misconduct, alcohol violations, breach of these Terms, or safety risk arising from the Hirer’s instructions, no refund will be provided. The Hirer remains liable for all charges applicable to the full booking. Police may be contacted where required. See our Passenger Conduct and Onboard Safety policies.

14. Right to Refuse Travel & Removal of Passengers

Sydney Charter Bus Australia reserves the right, at the driver’s absolute discretion, to refuse boarding, remove from the vehicle, or terminate the service where any Passenger:

• Is, in the driver’s reasonable assessment, under the influence of alcohol or any drug that impairs behaviour, posing a risk to others or the vehicle.
• Is behaving in a disruptive, threatening, abusive or unlawful manner that compromises the safety or comfort of others.
• Is observed smoking or vaping on or in close proximity to the vehicle.
• Is consuming alcohol or prohibited food or beverages in breach of these Terms.
• Is presenting with symptoms of an infectious or contagious illness posing a risk to others, including active vomiting contaminating the vehicle, or any condition notifiable under the Public Health Act 2010 (NSW).
• Fails to comply with a lawful direction from the driver in relation to safety, seating or conduct.
• Has previously breached these Terms and whose conduct has been recorded by SCBA.
• Does not meet the minimum dress standard in Section 13.1.

Where a Passenger is refused carriage or removed, SCBA is not obliged to refund any portion of the charter fare. SCBA accepts no responsibility for costs incurred by the removed Passenger in arranging alternative transport.

15. Prohibited Items

The following must not be brought onto or used within the vehicle under any circumstances:

• Alcoholic beverages, opened or unopened.
• Smoking or vaping devices.
• Decorations including balloons, unless prior written approval has been granted by SCBA.
• Glass containers of any kind.
• Fuel containers or portable power generators.
• Shoes with spikes or cleats.
• Illegal substances or non-prescription drugs, other than lawful over-the-counter medication.
• Any hazardous, dangerous or prohibited item under Australian transport legislation.
• Bulk quantities of food, produce or perishable goods that may present hygiene concerns during transit.

16. Biohazard & Vehicle Contamination

16.1 SCBA strongly recommends that Hirers, particularly those booking school excursions, tours with young Passengers, or services with persons prone to motion sickness, provide sickness bags for all Passengers before boarding. Where a Passenger uses a sickness bag that is properly disposed of without vehicle contamination, no additional cleaning charge applies.

16.2 Where a Passenger vomits on or otherwise contaminates any part of the vehicle, biohazard decontamination is required under the Work Health and Safety Act 2011 (NSW) before the vehicle may return to service.

Cleaning fees are in addition to any loss of revenue where the vehicle cannot immediately return to service following decontamination. SCBA reserves the right to claim reasonable additional compensation for loss of use where decontamination prevents the vehicle from fulfilling a subsequent booking.

17. Luggage, Excess Baggage & Personal Property

17.1 Declaration. All luggage and oversized items, including golf bags, sporting equipment, musical instruments, prams and mobility aids, must be accurately declared at the time of booking. Vehicle allocation and pricing are based on the information originally supplied by the Hirer.

17.2 Mass Limits. All vehicles are subject to Gross Vehicle Mass (GVM) limits under the Heavy Vehicle (Mass, Dimension and Loading) National Regulation (NSW). SCBA will not knowingly operate an overloaded vehicle.

17.3 Excess & Undeclared Baggage. Luggage capacity is finite and is allocated to the declared load. Undeclared or excess luggage discovered on the day may result in delays, refusal of carriage of the excess, or a requirement for a larger vehicle or a luggage trailer at the Hirer’s expense, subject to availability. Where excess baggage cannot be safely and legally carried, it will not be transported. To avoid disappointment, declare the full luggage load, including quantity and any oversized items, when booking. See SCBA’s Excess Luggage Policy.

17.4 Manual Handling. The driver manual handling limit is 20 kilograms per item. The Hirer must assist with loading heavier items. Drivers reserve the right to refuse to load any item considered unsafe, excessively heavy, dangerous or improperly packed.

17.5 Prohibited Luggage. SCBA reserves the right to refuse carriage of any luggage that is, in SCBA’s reasonable assessment, a dangerous good or hazardous substance, likely to be damaged during transport, likely to cause damage to other Passengers’ luggage or the vehicle, or a bulk quantity of food or perishable goods presenting hygiene concerns.

17.6 Passenger Responsibility. All luggage and personal property are carried entirely at the Passenger’s own risk. SCBA is not liable for loss, theft or damage to property under any circumstances except where directly caused by the negligence of SCBA or its employees. This limitation applies to the extent permitted by the Australian Consumer Law.

17.7 Lost Property. Lost property is recorded and held at SCBA’s depot for sixty (60) days from the date of recovery. The owner must contact SCBA within this period to arrange collection. Any freight or delivery costs to return the property are the owner’s sole responsibility. Items remaining unclaimed after 60 days will be disposed of at SCBA’s discretion. See SCBA’s Lost Property page.

18. Driver Authority, Fatigue & Working Hours

18.1 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. No instruction from the Hirer may override the driver’s authority in matters of safety.

18.2 All SCBA drivers hold a current NSW Driver Authority and appropriate Heavy Vehicle licence and operate under the regulated fatigue management requirements of the Heavy Vehicle National Law (HVNL). These requirements cannot be varied by the Hirer.

18.3 Driver Hour Limits, SCBA Company Policy:

• Maximum 3 hours continuous driving before a mandatory 20-minute rest break.
• Maximum 12 hours total work in any 24-hour period.
• Minimum 7 continuous hours stationary rest between 10:00 PM and 8:00 AM, or 24-hour continuous stationary rest for extended operations.
• Maximum 72 hours total per 7-day period.

18.4 The Hirer must not request extended driving hours beyond legal fatigue limits, impose unrealistic schedules, pressure the driver to exceed legal limits, or alter confirmed itineraries in a manner that breaches fatigue compliance. Where additional drivers, accommodation or schedule adjustments are legally required, these are mandatory and chargeable to the Hirer. Under the Chain of Responsibility (CoR) provisions of the HVNL, Hirers share legal accountability for safety outcomes and may face personal liability for non-compliant instructions.

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

18.6 Driver Commentary. Driver commentary and live tour narration is not a standard service. All commentary must be delivered by a separately engaged professional tour guide.

19. Itinerary, Access, Unsealed Roads & Site Responsibility

19.1 Accurate Details. Accurate addresses, contact details and a complete itinerary must be provided prior to the service date. The Hirer must ensure all nominated locations provide adequate bus access, turning space and legal stopping zones.

19.2 Site Risks. Site-specific risks, including height restrictions, narrow streets, weight limits, overhanging trees and unsealed surfaces, must be disclosed in advance.

19.3 Sealed Roads Only. All SCBA vehicles operate on sealed, formed roads only. For the safety of passengers and to comply with insurance and warranty conditions, our drivers will not take a vehicle onto an unsealed, dirt, gravel or unformed road, or any surface that is not suitable for a heavy vehicle. Where a nominated pickup, drop-off or destination is accessible only by an unsealed road, the Hirer must advise SCBA in advance so an alternative sealed meeting point can be arranged. A driver who arrives to find that access requires travelling on an unsealed road may set down or collect passengers at the nearest safe sealed point instead. See SCBA’s Unsealed Roads Info.

19.4 Pickup Legality. The Hirer is responsible for providing safe and legal pickup and drop-off locations. Any fines issued as a result of the Hirer nominating an illegal pickup or stopping location will be charged directly to the Hirer.

20. Airport Transfers & Flight Delays

20.1 Included Wait Periods. The following wait periods are included in all airport transfer quotes:

• 30-minute domestic baggage allowance (T2 and T3).
• 60-minute international customs and baggage clearance (T1).
• 30-minute flight delay allowance.

Sydney Airport parking charges are passed to the Hirer at cost.

20.2 Flight Monitoring. SCBA monitors flight arrivals for confirmed airport pickups. Overtime and waiting charges do not apply to a delay caused by a documented delay to the arriving flight, within the included allowances. Where a Passenger is delayed within the terminal for reasons unrelated to the flight, such as customs or baggage collection, standard waiting time applies from the expiry of the included wait period.

20.3 Multiple Flights. Where a group arrives on multiple flights, the driver will arrive approximately 20 minutes after the last scheduled flight lands, and passengers on earlier flights must wait at the terminal. A dedicated flight monitor must be assigned for all multi-flight bookings to communicate real-time flight status to SCBA.

20.4 Extended Delays. Delays exceeding 60 minutes beyond the included allowance require the Hirer to elect to (a) confirm the driver remains on site at the agreed overtime or waiting time rate, (b) release the vehicle and rebook, or (c) request a rescheduled pickup subject to availability. SCBA accepts no liability for consequential costs arising from flight delays. See the Flight Delays Policy.

21. Accessibility & Disability Access

21.1 Our Commitment. Sydney Charter Bus Australia welcomes passengers with disability and is committed to providing safe, dignified and inclusive transport, consistent with the Disability Discrimination Act 1992 (Cth) and the Disability Standards for Accessible Public Transport 2002 (Cth).

21.2 Advise Us in Advance. So that we can allocate a suitable vehicle and plan the service properly, the Hirer must advise any accessibility requirements at the time of booking. This includes wheelchairs and mobility scooters, walking frames and other mobility aids, the number of passengers requiring assistance, whether passengers can transfer to a standard seat, and any boarding assistance needs. Vehicle suitability and access features vary across the fleet, and specific accessibility features cannot be guaranteed unless arranged in advance.

21.3 Assistance Animals. Trained assistance animals are welcome on board in accordance with the Disability Discrimination Act 1992 (Cth). Please advise us at the time of booking so the driver is informed.

21.4 Mobility Aids & Loading. Where mobility aids are to be carried, their dimensions and weight must be declared so safe loading and stowage can be arranged, having regard to the driver manual handling limit at Section 17.4. We will work with the Hirer to find a safe and practical solution for every group.

22. Vehicle Damage

The Hirer is responsible for the cost of repairing any damage to a vehicle caused by a Passenger during the charter service. Damage includes but is not limited to broken seats or fittings, graffiti, torn upholstery, cracked or broken glass, and damage to luggage hold fittings. SCBA will provide a written assessment of damage costs following the service. Damage charges are in addition to any applicable cleaning fees under Section 16. The Hirer is not responsible for damage caused solely by the actions of SCBA’s driver or employees.

23. Liability, Force Majeure & Australian Consumer Law

23.1 Consumer Guarantees. Services provided by SCBA come with consumer guarantees that cannot be excluded under the Australian Consumer Law, including guarantees of due care and skill, fitness for purpose and reasonable time for supply.

23.2 Limitation of Liability. To the maximum extent permitted by law, SCBA is not liable for indirect, incidental, special or consequential loss or damage, including loss of profit or loss from missed events or flights; and, including for loss arising from personal injury or death, SCBA’s total aggregate liability in respect of any service is capped at the charter fee paid for the affected service date.

23.3 Passenger Safety Obligations. All vehicles are fitted with seatbelts. Passengers are responsible, at all times while the vehicle is in motion, for wearing a fitted seatbelt, remaining seated, following the driver’s safety directions, and complying with all applicable road safety and other laws. Where passengers are children, responsibility for their supervision and the correct use of seatbelts and child restraints rests with the Hirer and the accompanying adults.

23.4 Passenger Non-Compliance. To the maximum extent permitted by law, SCBA is not liable for any injury, loss or damage to the extent it arises from a passenger’s failure to wear an available seatbelt, remaining unseated while the vehicle is moving, failing to follow the driver’s directions, or otherwise failing to comply with applicable laws. This clause operates in addition to the limitation of liability in clause 23.2.

23.5 Force Majeure. SCBA is not liable for delay or failure to perform due to events beyond its reasonable control, including natural disasters, pandemics, industrial disputes, regulatory changes, major transport interruptions or Acts of God.

23.6 Third Party Services. Where third party services, such as venues, parking, accommodation or ferry connections, form part of the Hirer’s arrangements, SCBA is not liable for loss or damage caused by those third parties. The Hirer is subject to the terms of those third parties in relation to their services.

23.7 Pricing Adjustments. Pricing may be adjusted where fuel prices increase materially, where laws or regulations change and materially affect service delivery costs, or where booking discrepancies result in increased operational costs.

24. Complaints, Governing Law & Entire Agreement

24.1 Complaints. Complaints must be submitted in writing within fourteen (14) days of the service date to info@sydneycharterbus.com.au. All complaints will be recorded and managed in accordance with NSW Passenger Transport legislation and SCBA’s complaints handling procedure.

24.2 Governing Law. These Terms are governed by the laws of New South Wales, Australia. The Hirer submits to the exclusive jurisdiction of the courts of New South Wales.

24.3 Entire Agreement. These Terms constitute the entire agreement between the parties in respect of the services and supersede all prior agreements, representations or understandings. SCBA may amend these Terms at any time without notice. The current version is published at sydneycharterbus.com.au/terms-and-conditions and applies immediately upon posting.

Key Policy Documents

These Terms & Conditions should be read together with SCBA’s supporting policies:

• School Terms & Conditions
• Postponement Policy
• Booking Amendments
• Food & Drink Policy
• Passenger Conduct
• Onboard Safety
• Unsealed Roads Info
• Flight Delays Policy
• Lost Property
• Payments
• FAQs