Terms and Conditions

2.1. All quotations are provided free of charge and remain valid for 14 days from the date of issue, unless stated otherwise.

2.2. Quoted prices may change at any time before a deposit or full payment is received. A price is only fixed once your booking is confirmed in writing.

2.3. Quotations are based on the journey details you provide, including pick-up and drop-off points, timings, passenger numbers, luggage and any additional stops. If any of these details change, we reserve the right to revise the price.

2.4. Unless expressly stated in your quotation, prices do not include road tolls, congestion charges, clean air zone charges, parking charges, ferry or Eurotunnel tickets, venue access fees, or driver accommodation and meals for tours involving overnight stays. Where these apply, they are charged at cost.

2.5. All prices are quoted in pounds sterling (£). Where VAT applies, it will be stated on your quotation and booking confirmation.

3.1. A booking is only confirmed once we have received a deposit, normally 30% of the total hire cost, or full payment, and we have issued a written booking confirmation. Until then, no contract exists and vehicle availability is not guaranteed.

3.2. The balance of the hire cost must be received in cleared funds by the balance due date shown on your booking confirmation. If the balance is not received by this date, we reserve the right to treat the booking as cancelled by you, and clause 5 (Cancellations by the Customer) will apply. Any deposit paid will not be refunded.

3.3. Bookings made close to the date of travel may require full payment at the time of booking.

3.4. Payment can be made by bank transfer, debit card or credit card. Corporate account terms are available by prior written agreement only.

3.5. It is your responsibility to check your booking confirmation carefully and notify us immediately of any errors. We accept no liability for costs arising from incorrect details that you have not corrected.

4.1. Requests to amend a confirmed booking, including changes to dates, times, routes, passenger numbers or vehicle type, must be made in writing and are subject to availability.

4.2. Amendments may result in a revised price. Significant changes may be treated as a cancellation of the original booking and a new booking, at our reasonable discretion.

4.3. An administration fee of £50 may apply to amendments made within 14 days of travel.

5.1. All deposits are non-refundable. If you cancel a confirmed booking at any time, your deposit will be retained. This reflects the costs we incur in reserving vehicles and drivers, and turning away other work for your dates.

5.2. Cancellations made within 48 hours of the scheduled departure time will be charged at 100% of the total hire cost.

5.3. A minimum administration fee of £50 applies to all cancellations.

5.4. Peak season and event bookings (including Royal Ascot, Cheltenham Festival, Silverstone and Christmas/New Year periods) are strictly non-refundable once confirmed, regardless of the notice given. This reflects the exceptional demand for vehicles on these dates.

5.5. All cancellations must be made in writing to sales@boudencoachtravel.co.uk and are effective from the date we acknowledge receipt.

5.6. We strongly recommend that customers take out suitable travel insurance to cover cancellation costs.

5.7. Where required by law, nothing in this clause affects your statutory rights.

6.1. In the rare event that we need to cancel your booking for reasons within our control, we will refund all monies paid for that booking in full. This will be the full extent of our liability.

6.2. We are not liable for any consequential or indirect losses arising from a cancellation, including but not limited to the cost of flights, accommodation, event tickets, or alternative transport.

6.3. Where a booking is affected by a force majeure event (clause 14), we will make reasonable efforts to provide an alternative vehicle or reschedule your journey, but we shall have no further liability.

7.1. Bouden Coach Travel operates its own fleet of coaches, minibuses and executive vehicles, maintained to the standards required by the Driver and Vehicle Standards Agency (DVSA) and the Traffic Commissioner. To maximise availability, we may also fulfil bookings through trusted partner operators, who are responsible for their own operator licensing, insurance and compliance.

7.2. We reserve the right to substitute any vehicle, including with a partner operator's vehicle, provided it has sufficient seating capacity for your confirmed passenger numbers. The vehicle supplied may differ in type, size, age, appearance, colour, livery or features from any vehicle shown in our marketing materials, website imagery or previous hires.

7.3. Onboard features. While we make every effort to provide vehicles with the features requested, such as Wi-Fi, USB charging points, toilets, air conditioning, PA systems or entertainment systems, these features cannot be guaranteed. If a requested feature is unavailable, or becomes inoperative before or during your journey due to circumstances beyond our control, no compensation or refund will be offered. If a specific feature is essential to your booking, it must be agreed in advance in writing and stated on your booking confirmation.

7.4. Vehicle availability between journeys. Unless specifically agreed in advance by a member of our team and confirmed in writing on your booking confirmation, our vehicles are not required to remain on site or on standby between the outbound and return journeys. Drivers may undertake other work during this time to maximise vehicle availability and efficiency. If you require the vehicle and driver to remain on site for the duration of your event, this must be requested at the quotation stage and will be priced accordingly.

7.5. Seating capacities stated are legal maximums. We cannot carry more passengers than the vehicle is licensed for under any circumstances.

8.1. Routes are planned at our discretion using the most suitable roads for the vehicle supplied, taking into account safety, access, driver hours and traffic conditions. The route taken may not be the shortest or most direct.

8.2. Route and access review. Routes and access are reviewed shortly before your journey to ensure the assigned vehicle can safely reach your destination. If we identify any restrictions, such as narrow roads, weight limits, low bridges, height restrictions, road closures or other access issues, that prevent the vehicle from safely reaching your requested pick-up or drop-off point, we will contact you as soon as possible, typically the day before travel, to agree the nearest suitable alternative location. We accept no liability where an alternative pick-up or drop-off point is required for safety or legal reasons.

8.3. Parking. Parking charges are not included in our quotations unless explicitly stated. Where possible, our drivers will use suitable free parking; however, this depends on the location and local parking restrictions. Where parking is required, particularly for major events and venues such as Silverstone, Cheltenham Festival, Royal Ascot or similar, it must be arranged and paid for in advance by the customer, or it will be charged at cost.

8.4. All timings are estimates. While our drivers make every reasonable effort to run to schedule, we are not liable for delays caused by traffic, roadworks, diversions, weather, other road users, or any event outside our control. For time-critical journeys such as airport transfers, we recommend allowing generous contingency time and will advise suggested departure times on request.

8.5. Driver hours. All journeys are subject to UK and EU/AETR drivers' hours and working time regulations. These rules are a legal requirement and may necessitate rest breaks, driver changes, route adjustments or amended timings. Itineraries must allow for legally required breaks, and we reserve the right to amend or refuse itineraries that cannot be completed lawfully.

9.1. You must provide accurate and complete booking details, including full pick-up and drop-off addresses with postcodes, contact telephone numbers, flight numbers for airport transfers, passenger numbers and luggage requirements. We accept no liability for delays or failed pick-ups caused by inaccurate information.

9.2. Smoking and vaping are strictly prohibited on all vehicles, including e-cigarettes.

9.3. The consumption of alcohol on board is not permitted unless agreed by us in writing in advance, and is prohibited by law on journeys to designated sporting events.

9.4. All passengers must wear seat belts where fitted, as required by law, and must follow the reasonable instructions of the driver at all times.

9.5. Our drivers may refuse to carry, or require the removal of, any passenger who is aggressive, abusive, intoxicated, or whose behaviour poses a risk to safety, other passengers or the vehicle. No refund will be given in these circumstances, and the hirer remains liable for the full hire cost.

9.6. The hirer is responsible for the conduct of all passengers. Any damage to the vehicle, and any specialist or additional cleaning required as a result of passenger behaviour (including spillages and soiling), will be charged to the hirer at cost, with a minimum charge of £150.

9.7. Organisers are responsible for the supervision of children and vulnerable adults at all times. Our drivers are not responsible for passenger supervision.

9.8. Animals are not carried, with the exception of assistance dogs, which are carried free of charge in accordance with the Equality Act 2010. Please notify us of assistance dogs at the time of booking.

10.1. Luggage allowances depend on the vehicle supplied and must be confirmed at the time of booking. Excess or oversized luggage may be refused if it cannot be carried safely or legally.

10.2. All luggage and personal belongings are carried entirely at the owner's risk. We accept no liability for loss of or damage to personal belongings, valuables, or items left on the vehicle.

10.3. Lost property found on our vehicles will be held for 28 days. Return of items can be arranged at the owner's cost.

12.1. Our fleet is maintained to DVSA and Traffic Commissioner standards; however, no vehicle can be guaranteed against mechanical failure. In the event of a breakdown, we will arrange a suitable replacement vehicle at our own cost as quickly as reasonably possible.

12.2. Provision of a replacement vehicle is the full extent of our liability in the event of a breakdown. We do not offer compensation for delays, missed connections, missed events or consequential losses arising from a breakdown or delay.

13.1. We hold full public liability insurance and passenger liability insurance as required for licensed passenger carrying vehicles. Partner operators are required to hold their own equivalent insurance and operator licences.

13.2. Nothing in these terms excludes or limits our liability for death or personal injury caused by our negligence, for fraud, or for any other liability that cannot be excluded or limited under English law.

13.3. Subject to clause 13.2, our total liability to you in respect of any booking, however arising, shall not exceed the total amount paid by you for that booking.

13.4. Subject to clause 13.2, we shall not be liable for any indirect or consequential loss, including loss of profit, loss of enjoyment, missed flights, missed events, or the cost of alternative travel or accommodation.

14.1. We shall not be liable for any failure to perform, or delay in performing, our obligations where that failure or delay results from events beyond our reasonable control, including but not limited to: severe weather, flooding, snow and ice; road traffic accidents and road closures; traffic congestion and diversions; acts of terrorism; industrial action and strikes; fuel shortages; epidemics, pandemics and government restrictions; civil unrest; and mechanical breakdown despite proper maintenance.

14.2. Where a force majeure event prevents us from fulfilling your booking, we will make reasonable efforts to offer an alternative vehicle or date. Refunds in these circumstances are at our reasonable discretion.

17.1. These terms, together with your booking confirmation, form the entire agreement between you and Bouden Coach Travel in relation to your booking, and supersede any prior discussions or representations.

17.2. If any provision of these terms is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.

17.3. We may update these Terms and Conditions from time to time. The version in force at the date of your booking confirmation applies to your booking.

17.4. These terms are governed by the laws of England and Wales, and the courts of England and Wales shall have exclusive jurisdiction over any dispute.