Terms & conditions.

"Charter Services" means the group transportation we arrange for you, whether performed with a vehicle we operate or with a vehicle supplied by an independent, licensed motor carrier in our partner network (a "Carrier"). "Confirmation" means the written quote, itinerary and price we send you and that you approve. "Passengers" means you and every guest, member or invitee who boards a vehicle under your reservation.

The Chartr Bus LLC arranges and coordinates Charter Services nationwide. Where a trip is performed by a Carrier, that Carrier holds the operating authority and insurance for the vehicle, and we act as the booking agent and coordinator on your behalf. We only place trips with operators registered with the USDOT and FMCSA that meet our driver, vehicle and insurance standards.

Quotes are free and itemize the vehicle, driver, hours, mileage, tolls and gratuity guidance for the full trip. A quote is an offer that stays open for 7 days unless it says otherwise, and it is based on the itinerary, headcount, dates and times you gave us. Changes to any of these may change the price.

A reservation is confirmed when we receive your approved Confirmation and the deposit described below. Until then, vehicles and dates are not held. We reserve the right to decline any reservation.

You are responsible for the accuracy of every address, time and passenger count you provide. Please review your Confirmation carefully and tell us about errors or omissions before paying the deposit.

A 10% deposit of the quoted total locks your date. The balance is due 7 days before the trip unless your Confirmation says otherwise. Reservations made within 7 days of the trip must be paid in full at booking.

We accept major credit and debit cards, ACH transfer and, for approved organizations, invoiced payment on net terms. Card payments may carry a processing fee that is disclosed on your Confirmation. Balances not paid when due may result in cancellation of the reservation and forfeiture of the deposit.

Prices include the driver, fuel, standard tolls and standard parking. They do not include driver gratuity, overtime beyond the booked hours, overnight driver lodging on multi-day trips, venue-imposed parking or event fees, or excess cleaning charges, all of which are billed as described below.

Where a state or municipality imposes a tax, surcharge or fee on charter transportation after your Confirmation is issued, we may pass that amount through to you at cost.

You may request changes to the itinerary, times, stops or headcount by contacting your coordinator. We will accommodate changes where the vehicle and driver are available, and we will confirm any price difference in writing before the change takes effect. Changes requested within 72 hours of departure may not be possible and may be subject to an additional charge.

A change to a larger vehicle, an additional vehicle, an added day, or a materially different route is treated as a new reservation for pricing purposes.

Cancel 14 or more days before the trip and the deposit is refunded in full. Cancel 7 to 13 days before the trip and 25% of the quoted total is due. Cancel fewer than 7 days before the trip and 50% of the quoted total is due. A no-show, or a cancellation once the driver has been dispatched, is charged at 100% of the quoted total.

Cancellations must be sent in writing to your coordinator or to admin@chartrbus.com and take effect when we acknowledge them. Refunds are issued to the original payment method within 10 business days.

If we cancel a trip because of severe weather, a government order or another event outside anyone’s control, every payment you have made is refunded in full. If we cancel for any other reason and cannot offer a suitable replacement vehicle, every payment you have made is refunded in full; that refund is your sole remedy.

The hours in your Confirmation run from the scheduled pickup to the final drop-off. Drivers arrive on site 20 minutes before the scheduled pickup as standard, and waiting time at venues counts toward your booked hours.

Service that runs beyond the booked hours is billed at the hourly rate on your Confirmation in 30-minute increments. Your coordinator will contact you before the booked end time whenever possible.

All trips are operated within the federal hours-of-service limits that apply to commercial drivers. A driver may not exceed 10 hours of driving or 15 hours on duty in any 24-hour period. Itineraries that would exceed these limits require a relief driver or an overnight rest period, which will be quoted before the trip. We will not ask a driver to exceed these limits, and you agree not to ask either.

We plan every route with generous buffers, but we cannot guarantee arrival or departure at a specific time. Traffic, road closures, weather, mechanical breakdown, accidents, detours, inspections, GPS errors and similar events (an "Interference Event") can cause delays despite reasonable care.

If an Interference Event affects your trip, we will work with the Carrier to get the vehicle moving or to dispatch a replacement as quickly as reasonably possible. Except for refunds of unused service where we fail to provide a vehicle at all, neither The Chartr Bus nor the Carrier is liable for costs or losses arising from a delay, including missed events, flights, connections or accommodations.

Neither party is liable for failure to perform caused by events beyond its reasonable control, including acts of God, severe weather, fire, flood, epidemic, strike, civil unrest, war, terrorism, government action or failure of public infrastructure.

We assign a vehicle that matches the type and capacity in your Confirmation. We cannot guarantee a specific make, model, year, color or exterior appearance, and we may substitute a vehicle of equal or greater capacity when needed to fulfil the trip.

Amenities such as Wi-Fi, power outlets, audio and video equipment, restrooms and climate control are provided as available and are not guaranteed to function for the entire trip. Failure of an amenity does not entitle you to a refund, though we will always try to resolve the issue or arrange a replacement vehicle where practical.

Wheelchair-lift vehicles and other accessibility equipment are available with at least 72 hours’ notice. Service animals as defined under the Americans with Disabilities Act are welcome on every vehicle.

You are responsible for the behavior of every Passenger in your group. Passengers must follow the driver’s safety instructions, remain seated while the vehicle is moving, and treat the driver and the vehicle with respect.

The following are not permitted on any vehicle: smoking or vaping; illegal drugs; weapons; open flames; standing or moving between seats while the vehicle is in motion; and any conduct that the driver reasonably considers unsafe, abusive, threatening or harassing. Alcohol is permitted only where your Confirmation says so, only for Passengers aged 21 and over, and never on trips carrying students. The Carrier and driver may refuse alcohol on board at any time.

The driver may refuse to transport, or may remove from the vehicle, any Passenger whose conduct endangers others or violates these Terms, and may end the trip early without refund if the safety of the driver or Passengers is at risk. Any fines or penalties imposed on the Carrier or the driver because of Passenger conduct are your responsibility.

You are responsible for damage to the vehicle caused by any Passenger, including damage to seats, flooring, fixtures, windows and equipment, and for the cost of repair at the Carrier’s documented rates. Where a vehicle must be taken out of service for repair, you may also be charged for the resulting downtime.

Vehicles are cleaned and inspected before every trip. Excess cleaning made necessary by food, drink, bodily fluids, glitter, confetti or similar is billed at cost, with a minimum charge of $250. You will be notified of any damage or cleaning charge within 5 business days of the trip and provided with supporting photographs on request.

Neither The Chartr Bus nor the Carrier is responsible for personal property left on board. We will help you contact the Carrier to recover any item found.

Trips carrying students or minors require adult chaperones in the ratio set by the school, organization or applicable state law, and never fewer than one adult per vehicle. Chaperones are responsible for supervising students, conducting headcounts at every stop and enforcing the conduct rules above. Drivers are not chaperones.

Charter Services are performed by licensed motor carriers carrying at least the liability insurance required under federal law, which is currently $5,000,000 combined single limit for vehicles seating 16 or more Passengers. Claims for personal injury or property damage arising from the operation of a vehicle are governed by the Carrier’s insurance and by applicable law.

To the fullest extent permitted by law, the total liability of The Chartr Bus LLC to you for any claim arising out of a reservation, however caused, is limited to the amount you paid us for that reservation. We are not liable for indirect, incidental, consequential or punitive damages, or for lost profits or opportunities, even if we were advised of the possibility.

Nothing in these Terms limits liability that cannot be limited by law, including liability for death or personal injury caused by negligence.

If you believe a charge is wrong, contact us first. We will review the charge, share our records and work with you in good faith to resolve the dispute, normally within 10 business days. You agree to give us this opportunity before initiating a chargeback or dispute with your card issuer or bank.

Where a chargeback is initiated for a charge that was valid under these Terms, you remain responsible for the amount, together with the reasonable costs we incur in contesting it. Amounts that remain unpaid 30 days after they are due may be referred to collection, and you agree to pay reasonable collection costs and attorneys’ fees where permitted by law.

By making a reservation you agree to receive transactional communications about your trip by phone, SMS and email, including driver details, day-of-trip updates and invoices. You may opt out of marketing communications at any time by following the instructions in the message or by contacting us. Calls with our team may be recorded for quality and training and to document the terms of a reservation.

We use the information you give us to arrange and perform your trip, to share the necessary details with the Carrier and driver, and to process payment. We do not sell your personal information.

These Terms, together with your Confirmation, are the entire agreement between you and The Chartr Bus LLC for the Charter Services and replace any earlier discussion or understanding. If a Confirmation and these Terms conflict, the Confirmation controls for that trip. Changes to these Terms must be in writing and agreed by us.

These Terms are governed by the laws of the State of New York, without regard to its conflict-of-law rules. Any dispute that cannot be resolved informally will be brought exclusively in the state or federal courts located in Nassau County, New York, and you consent to their jurisdiction.

If any provision of these Terms is held unenforceable, the remaining provisions continue in full force. Our failure to enforce a provision is not a waiver of it. You may not assign a reservation without our written consent; we may assign performance of a trip to a Carrier in our network at any time.

We may update these Terms from time to time. The version in effect on the date of your Confirmation applies to that reservation, and the current version is always available on this page.