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 duration.
Cleared payment 7 days prior to commencement of hire unless otherwise agreed. Bookings made within 7 days of date of hire will require immediate payment on booking.
In the event that fuel costs rise substantially we will be forced to increase prices accordingly. Williams Travel will only increase prices to a maximum of 10% of the confirmed cost and will give a minimum of 28 days notice prior to hire. Cancellation by customer in these circumstances will not incur a charge.
Times stated on quotes and confirmations are to be adhered to. Any amendments to these times must be requested prior to departure and agreed with Williams Travel.
Williams Travel reserve the right to make additional charges for extra time, mileage or tolls incurred in addition to what is stated on your 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 compliance with legal driving hours. 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.
Williams Travel are unable to guarantee journey times and we accept no liability for inconvenience or loss caused by breakdown or delays.
If for operational reasons it is required, Williams Travel reserve the right to subcontract your hire to an alternative reputable company.
Passenger Conduct
Smoking and/or the use of e-cigarettes are not permitted in any Williams Travel vehicle.
Alcohol and its consumption are not permitted on any of our vehicles unless by prior agreement, under agreed conditions. Glasses and glass bottles are never permitted for safety reasons.
The Public Order Act 1986 prohibits the carriage of alcohol on a PSV vehicle that is travelling to or from a designated sporting event.
Hot food and its consumption are not permitted on any of our vehicles.
Williams Travel has a zero-tolerance policy for verbal and physical abuse towards any of our employees, customers or any third party.
The driver is responsible for the safety of the vehicle and any passenger deemed unsafe in any way will be removed.
Vehicle Change
In the instance that a particular or specialist vehicle has been booked, and the vehicle is unavailable 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.
Additional Charges
Administration charges may be added for amendments at the discretion of Williams Travel but will not exceed £20 per change.
Cleaning charges may be added in such circumstances that it is deemed that 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 hirer named on the confirmation. Williams Travel will give a complete breakdown of damages/repairs carried out.
Feeder Drivers
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 will be made:
30 miles: £60 40 miles: £80 50 miles: £100 80 miles: £160 100 miles: £200 125 miles: £250
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 25 hours or more prior to start of hire there will be no charge.
- Cancellation 24 – 12 hours prior to start of hire – 50% charge.
- Cancellation less than 12 hours prior to start of hire – 100% charge.
Hire of vehicles for a period exceeding 24 hours
Will incur a £100 cancellation charge for each 24 hours of hire or part of, if cancelled 5 days – 48 hours prior to the start of hire.
Cancellation less than 48 hours prior to start of hire there will be a 100% charge.
Adverse weather conditions do not affect our cancellation policy and all cancellations will be charged accordingly.
Any element of your booking that has been pre-paid by Williams Travel on your behalf will not be refunded.
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.
Schools/Colleges and Universities will only be charged cancellation fees during the Summer Term or when hires exceed 24 hours or exceed the cost of £350 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 cancellation charges do not exceed £100.
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 unless otherwise stated on your quote and confirmation.
Driver Accommodation and Meals
Accommodation for drivers can be booked by Williams Travel and will be charged at £120 per driver per night on a half board basis.
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 per breakfast and £20 per evening meal.
Williams Travel reserve the right to pass on any cancellation charges plus a 10% admin charge for pre booked driver accommodation for hires that have been cancelled by the customer.
Clean Air Zones & Low Emission Zones
All quotes include a compliant vehicle or applicable charges based on information provided by hirer.
Luggage
Williams Travel drivers will only lift items to a maximum of 20kg per item.
Williams Travel will not be liable for loss/damage to personal items. Any luggage or property is left on vehicle at owners risk.
Lost Property
Vehicles are checked by the drivers at the end of their shift, and any lost property is handed into the office. Whilst every effort is made for the safe keeping of items, neither Williams Travel or its employees will be liable for lost property. Unclaimed lost property disposed of after one month.
Value Added Tax
Vehicles hired that exceed 8 seats are VAT exempt.
Vehicles hired that have 8 or less seats are subject to VAT.
Parking and accommodation/meals (if not included with in the original quote) are subject to VAT.
Cleaning/damage charges are subject to VAT.
