Williams Travel Terms & Conditions
Quotes are valid for 30 days from date of issue.
Prices stated on confirmation are valid for the hire date and the duration of hire.
In the event that fuel costs rise substantially we will be forced to increase prices accordingly.
Williams Travel will only ever increase prices to a maximum of 10% of the confirmed costs and will always give a minimum of 28 days notice prior to hire. Cancellations by the customer in these circumstances will not incur any costs.
Times stated on quotes and confirmations are to be adhered to due to legislation regarding driver’s hours. Any amendments to these times must be confirmed preferably by email by Williams Travel prior to departure.
Williams Travel reserves the right to add additional charges for any extra time and mileage incurred in addition to what is stated on your quote/confirmation. Charges will not be added if extra time and mileages are due to road issues/traffic conditions, but charges will be added for flight delays and delays where the customer and/or their clients are deemed to be liable.
Final itineraries are subject to legislation regarding driving hours, once received Williams Travel will do their upmost to accommodate your requirements.
Vehicles with lap belts will be provided; three point belts must be requested and if booked will be clearly noted on your confirmation.
Smoking is not permitted in any Williams Travel vehicle. E Cigarettes are at the discretion of the Group Organiser, but the driver has the right to insist they are not used.
Alcohol and its consumption are not permitted on any of our vehicles; this is a company policy and is not at the discretion of the driver.
Groups who wish to consume alcohol on their trips must make the request at quotation stage and Williams Travel will look at request on an individual basis and allocate an appropriate vehicle. This will be stated on your confirmation.
Glasses and bottles are never permitted for safety reasons.
Drivers will have the authority to ask passengers to refrain from consuming alcohol if they feel the safety of passengers and/or the vehicle are being put at risk.
Williams Travel has a zero tolerance policy for verbal and physical abuse directly towards any of our employees, customers or third parties working in conjunction with our business.
In the instance that a particular or specialist vehicle has been booked and the vehicle is unavailable for part of or the entire trip due to circumstances beyond our control we will ensure that we provide an alternative and appropriate means of transport. We are unable to guarantee an identical substitute vehicle and in some cases the journey may be covered by more than one vehicle.
If a wheelchair accessible vehicle has been booked, the total weight of each passenger and chair must not exceed 300kg.
All wheelchair accessible vehicles are fitted with Unwin tracking and any clamping systems provided by third parties must be compatible with the Unwin system.
Administration charges may be added at the discretion of Williams Travel but will not exceed £10.00 per amendment.
Cleaning charges may be added in such circumstances that it is deemed that the state of the vehicle after hire requires additional cleaning that is beyond reasonable for the purpose for which it has been hired. These will not exceed 50% of the original hire costs.
Damage to vehicles whilst on hire will be charged to the Organisation, School or individual named on the confirmation. Williams Travel will show a complete breakdown of damages and repairs carried out on a separate invoice.
Feeder drivers included in hire cost will clearly be stated.
When feeder drivers have not been included but are required to complete the trip/tour within the boundaries of legal drivers hours, the following additional charges – calculated from Williams Depot to change over point – will be made;
30 miles: £60.00 40 miles: £80.00 50 miles: £100.00 80 miles: £160.00 100 miles: £200.00 125 miles: £250.00
Standard Cancellation Policy
All cancellations must be made during normal office hours by email to Enquires@Williams-travel.co.uk.
Outside of normal office hours and for hires departing before the following weekday at 9:00am please telephone 01209 717152 and a number for the on call manager will be available.
Hire of vehicles that do not exceed 24 hours
Cancellation (48 – 25 hours prior to start of hire) there will be No Charge.
Cancellation (24 – 12 hours prior to start of hire) there will be a 50% Charge.
Cancellation on the day (less than 12 hours prior to start of hire) there will be a 100% Charge.
Hire of vehicles for a period exceeding 24 hours.
Will incur a £100.00 cancellation charge for each 24 hours of hire or part of, if cancelled 5 days – 48 hours prior to the start of hire.
Adverse weather conditions do not affect our normal cancellation policy and cancellations will still be charged accordingly.
Exceptions to Cancellation Policy
For sporting event hire that does not exceed 24 hours and that may be cancelled at short notice due to weather and pitch condition beyond the customers control and providing that the vehicle has not left our depot, we will guarantee that any cancellation charges will not exceed £100.00.
Schools/Colleges and Universities will only be charged normal cancellation fees during the Summer Term or when hires exceed 24 hours or exceed cost of £250 regardless of the amount of vehicles hired for the exceeded amount. In the event that the vehicle has left our depot and falls under the exceeded amount we will guarantee that any cancellation charges would not exceed £100.00
Any alternative cancellation terms agreed between Williams Travel and you the customer other than those shown above will be clearly stated on all confirmations. Please check carefully.
Parking, Tolls and Permit Charges
Parking, tolls and permit charges will be included in the total quoted costs based on the information received by the customer.
When parking, toll and permit charges have not been included these will be shown as extra on all quotes and confirmations.
Driver’s accommodation and meals.
Accommodation costs for drivers can be booked by Williams Travel and will be charged at;
Day accommodation; per driver is £75.00 which includes £15.00 evening meal allowance.
Overnight accommodation; per driver per night is £75.00 which includes an evening meal allowance.
If meals are not provided for the driver/s at accommodation booked through the client, the following will be charged for driver/s meals £10.00 per breakfast and £15.00 per evening meal.
There will be an increase of 25% on the above rates for drivers accommodation booked inside London’s Low Emission Zone.
Williams Travel reserve the right to pass on any cancellation charges plus a 10% administration charge for pre booked driver accommodation for hires that have been cancelled by the customers.
Low emission vehicles will be provided for all hires inside the London`s Low Emission Zone. However if you require a vehicle that is non LEZ compliant there will be an added charge of £200 per calendar day for a permit to allow the vehicle to be used within the Low Emission Zone.
Williams Travel will not be liable for loss /damage to personal items. Luggage left in vehicles overnight is not covered under our fleet policy and it is recommended that no luggage is left on any of its vehicles overnight. Any luggage or property left will be at own risk.
Vehicles are checked by the drivers at the end of their shifts, and any lost property is handed into the office during office hours, Valuable items may be put in the safe subject to size.
Whilst every effort is made for the safe keeping of items, neither Williams Travel or of its employees will be liable for any lost property until it is logged in the office on the next day of business.
Unclaimed lost property will be disposed off after one month from date of log. Official documents e.g. Bank Cards, Passports etc will be returned after this period to the provider.
Lost property records are held for six months.
Value Added Tax
Vehicles hired that exceed 8 passenger seats are Zero rated for vat purposes.
Vehicles hired that have 8 or less passengers seats are subject to VAT at the current rate.
Parking and accommodation / meals if not included with in the original quote is subject to VAT at the current rate.
Cleaning and charges for damages are subject to VAT at the current rate.
Hire of Williams Travel employees for the purpose of steward consultancy which has not been included in the coach hire cost is subject to VAT at the current rate.