Terms and Conditions of Hire
Bus4Hire runs minibuses, midi coaches and full-size coaches across Sydney and NSW for transfers, private charters, airport runs, school trips, corporate travel, events and tours. This page is the deal between us: what we deliver, what we need from you as the hirer, and how fees and timing work when plans change. Booking, paying a deposit or travelling with us means you accept these terms in full, so please read them before you confirm.
Last updated: 31 October 2026
“Bus4Hire”, “we”, “us” and “our” mean the operator of the Bus4Hire service. “You” and “the hirer” mean the person or organisation making the booking, and “passengers” means everyone travelling under it. We may update these terms at any time; the version on this page on your service date applies. Nothing here limits your rights under the Australian Consumer Law, and if anything conflicts with it, the Australian Consumer Law prevails.
1. Quotes and bookings
1.1 Quotes. We price each job from the dates, times, addresses, passenger numbers and luggage you give us. A quote is valid for 14 days, may change if your requirements change, and does not reserve a vehicle.
1.2 Tentative holds. A tentative booking lapses after three business days unless the deposit is paid.
1.3 Confirmation. A booking is firm only when you accept the quote in writing and we receive the deposit. Verbal agreement does not bind us, and we may decline any booking.
1.4 What the fare covers. Fares run depot to depot and include GST, fuel, insurance, kilometres and a qualified driver. Hourly work in metropolitan Sydney carries at least two extra hours for travel to and from your job, which may be longer depending on time of day, traffic and the number of stops.
1.5 Vehicle, not head count. We price the size of vehicle and the work involved. A 12-seat minibus costs the same with two passengers or twelve. Weekends and public holidays attract penalty rates.
2. Payments, deposits and bonds
Booking more than 7 days ahead: a 20% non-refundable deposit, with the balance due at least 7 days before travel. Booking 7 days or less ahead: pay in full when you book. Unpaid bookings inside 7 days can be cancelled without notice and charged under section 3.
2.1 Deposit and balance. Unless we agree otherwise in writing, bookings made more than seven days out need a non-refundable 20% deposit, which secures the vehicle and driver. The balance is due seven days before the service.
2.2 Non-payment. We will cancel a service that is not paid on time. Non-payment is not a cancellation by you: the booking is treated as a non-cancelled service and charged at 100%.
2.3 Bonds. Some jobs carry a bond: late nights, big groups, events with extra risk, and school or youth travel. If costs come out of your hire (overtime, waiting, a cancellation fee, damage, cleaning, a fine, parking or tolls), you agree we can take them from the bond or charge them to your nominated card.
2.4 Overdue accounts. Late invoices earn interest at 10% a year, counted from the due date. If we have to chase the money, our reasonable collection costs, lawyers and agencies included, are added to your bill, even if recovery fails.
2.5 Card fees. Paying by card means Square’s Payment Processing Fee of 2.25% is added to the amount you put on the card. We do not add a credit card surcharge: this is Square’s administration fee for processing your card payment, and any fee is itemised on your tax invoice.
| How you pay | Fee |
|---|---|
| Visa, Mastercard or American Express (Australian or overseas) | 2.25% Square’s Payment Processing Fee |
| EFTPOS or Australian bank transfer | 0% |
| International wire transfer | $30.00 AUD flat |
2.6 Paying. Your Booking ID is required for every payment. For bank transfers, quote your invoice number and Booking ID so the payment is matched correctly. Drivers do not handle cash, and we accept neither cash nor cheques.
3. Cancellations and refunds
3.1 In writing only. Email cancellations to bus4hiresydney@gmail.com. They take effect when we acknowledge them in writing. Phone cancellations and missed payments do not count.
3.2 Non-cancelled services. A booking never cancelled in writing, or not used once the vehicle has left our depot, is charged at 100% of the total booking value.
3.3 Fee scale. Fees are calculated on the full invoice value including all charges.
| Notice before the service date | Cancellation fee |
|---|---|
| More than 7 days | 10% of the total booking value |
| 6 days | 20% of the total, or the deposit if higher |
| 5 days | 50% of the total, or the deposit if higher |
| 4 days | 70% of the total booking value |
| 3 days | 80% of the total booking value |
| Within 48 hours | 100% of the total booking value |
| No-show or non-cancelled service | 100% of the total booking value |
Fees rise sharply through the final week, and a cancellation only counts from the moment we confirm it in writing.
3.4 Waivers. We may reduce or waive a fee in exceptional circumstances, at our sole discretion.
3.5 Conduct. When a trip is cut short because passengers misbehave, alcohol appears, these terms are broken or your own instructions make the trip unsafe, you get nothing back.
3.6 If we cancel. If mechanical failure or another event beyond our reasonable control stops us running a service, our liability is limited to refunding the part not operated. We will try to send a substitute; consequential loss and third-party costs are excluded.
3.7 Contracted work. Daily school runs and ongoing contracts follow their own contract; without one, the scale above applies. School excursions use the scale in section 19.
4. Date changes and amendments
4.1 No credits or postponements. A booking cannot be parked, credited or pushed back. To us a new date is two transactions, one cancellation and one fresh booking, and we bill it on that basis.
4.2 Availability. We check the new date when you ask. It cannot be guaranteed however early you ask, and it cannot be held without a deposit for the new booking.
| Rebooking item | How it works |
|---|---|
| Rebooking fee | $110.00 including GST per rebooking. |
| New rate | The new date is priced at its own rate. Any weekend, public holiday, out-of-hours or peak-season increase is added; any decrease is credited to the new invoice. |
| Notice | At least four weeks’ written notice before the original date avoids the original cancellation fee. Inside four weeks, a partial cancellation fee may apply on top of the rebooking fee. |
| Deposit | Moves to the new booking if confirmed more than four weeks out; inside four weeks it is kept towards any cancellation fee. |
| Same day | No date change on the day of the original service. A same-day request is a non-cancelled service charged at 100%. |
4.3 If the new date is unavailable. You can cancel (the section 3 scale applies from the original date), keep the original date at no extra cost, or wait to see if the new date frees up. If you wait, the original booking and its fee scale stay live, and we are not obliged to tell you if space opens. Waiting inside the final seven days is risky: cancel three days out and the fee is already 80%.
4.4 Repeat changes. Each change is a new rebooking with its own $110.00 fee. We may refuse further changes if they are disrupting our schedule.
4.5 Other amendments. Email any tweak to a confirmed job; we will agree if the fleet allows. Once the confirmation is out, each tweak costs an admin fee, plus any change in the hire rate, so moving up a vehicle size means paying both.
| Change | Examples | Fee |
|---|---|---|
| Minor | Contact name, time shift up to 30 minutes, numbers within the same vehicle | From $10 |
| Moderate | Route change, extra stop, time shift over 30 minutes, vehicle up or downgrade | From $25 per change |
| Significant | New itinerary, several changes, anything needing a revised quote | From $50 per booking |
| Complex | Several bookings, last-minute restructure, heavy admin | Quoted before we proceed |
5. Pricing, waiting time and extra charges
5.1 Price factors. Vehicle size, route and depot travel, time and day, total hours, service type and any overnight needs.
5.2 Waiting time. The first 15 minutes after the booked departure time are free. After that, waiting is billed in 15-minute blocks: $30.00 for minibuses (12 to 24 seats) and $50.00 for coaches (34 to 62 seats).
5.3 Extra stops. A stop you add later costs $10 or more if it is a quick detour, $25 or more if it is nearby, and $50 or more if it takes us into another suburb or stretches the route. Country or interstate stops get their own price.
5.4 Other itemised charges. Listed separately when they arise: tolls at cost; car park fees; park or attraction entry; overtime; vehicle swaps after confirmation and extra people on the day; cleaning (from $88 including GST) and biohazard fees under section 8; amendment fees; overnight driver costs; and any fine caused by a stopping spot you chose that turned out to be illegal.
5.5 Out-of-hours, Sundays and holidays. Any part of a service starting or ending outside standard hours carries a loading, shown in your quote.
| Period | Loading on the base rate |
|---|---|
| Starting before 6:00 am | Time and a half |
| Running past 10:00 pm | Time and a half |
| Running past midnight | Double time |
| Sunday | Sunday penalty rate, quoted |
| NSW public holiday | At least 30% surcharge |
A service starting between 10:00 pm and 6:00 am is out-of-hours and carries a minimum out-of-hours charge however short it is; the out-of-hours rate, not a minimum duration, sets the price. The public holiday surcharge covers New Year’s Day, Australia Day, Good Friday, Easter Saturday, Easter Monday, Anzac Day, the King’s Birthday, Bank Holiday, Labour Day, Christmas Day and Boxing Day. Anzac Day is fixed on 25 April under the Public Holidays Act 2010 (NSW); if it falls on a weekend and a Monday holiday is also declared, both days attract the surcharge. Checking whether your date is a public holiday is up to you.
5.6 Overtime. The fare covers the hours in your confirmation plus 15 minutes’ grace. After that, overtime is charged in minimum one-hour blocks at the hourly rate for the vehicle, whatever the cause: events running late, slow venue access, late boarding, extra stops or longer breaks. Out-of-hours loadings apply to overtime in those periods.
5.7 Traffic. If an overrun is purely down to a jam nobody could have predicted at booking, that slice of time is on us. Sydney rush hour is predictable, though, and peak jobs are already priced for it, so rush-hour overruns are charged.
5.8 Timing is an estimate. Times are estimates. We are not liable for delays beyond our control, such as traffic, weather or compulsory driver rest, or for missed flights or events that result. Allow 3.5 hours at the airport for international flights, 2.5 hours for domestic, 30 minutes before events, and 30 to 90 extra minutes in the peaks (7:00 am to 9:30 am and 4:00 pm to 7:00 pm). Coaches are limited to 100 km/h by law.
5.9 Price adjustments. We may adjust prices for material fuel increases, changes in law that materially affect our costs, or inaccurate booking details that raise our costs.
6. Vehicle allocation and passenger numbers
6.1 Capacity, not a model. What you book is enough seats for your group, not a named model, colour or seat layout. Fleet movements on the day decide which vehicle comes, so it may not be the one mentioned in the quote, but a swap is never smaller. If you need a particular vehicle or feature, get it in writing.
6.2 Larger groups. Big groups may travel in a combination of vehicles. Every booked and paid passenger gets a safe, legal seat under the Passenger Transport Act 2014 (NSW), and every vehicle has seatbelts on all seats.
6.3 Numbers. The fare is not reduced if fewer people travel. If numbers grow, tell us immediately: extra transport on the day is not guaranteed, people beyond the booking may be left behind, nobody travels beyond legal seating capacity, and any extra vehicle found at short notice may cost a premium. Book for your largest likely number.
6.4 Subcontractors. We run our own vehicles and drivers. In exceptional cases, such as a breakdown, we may use another Transport for NSW accredited operator working to these terms. We will tell you promptly and remain responsible to you.
7. Onboard safety, conduct and zero alcohol
Bus4Hire is a dry fleet. Nobody brings alcohol aboard, sealed bottles included, and nobody drinks on our vehicles. We are not a party bus company and do not take birthday, bucks or hens bookings. Break this rule and the trip can end on the spot: the full fare stays payable, nothing is refunded, any clean-up or damage is billed to you, and we may involve police. NSW law (the Passenger Transport (General) Regulation 2017) bans alcohol on board as well.
7.1 Food and drink. No food (including takeaway) or hot drinks. Bottled water is always allowed. Eating on a moving bus risks choking, burns and allergen exposure, and NSW regulation prohibits it, with fines of up to $550. A passenger with a genuine medical need, such as diabetes, must tell the driver when boarding.
7.2 Your group. The hirer is responsible for passenger behaviour from boarding to alighting and for briefing everyone on these rules beforehand.
Not allowed
- Smoking or vaping (Smoke-free Environment Act 2000 (NSW)); smokers outside must stay 4 metres from the vehicle.
- Getting up, blocking the aisle, or chatting to or distracting the driver on the move.
- Loud noise, and balloons or novelty items near the driver or blocking their view.
- More passengers than the legal seating capacity.
- Fiddling with emergency doors, glass hammers, fire extinguishers or any safety gear. Anyone who does may be put off the bus and face legal action.
- Abusive, aggressive, threatening, intoxicated or disruptive behaviour.
- Any body part outside the vehicle while moving.
Required
- Seatbelts worn whenever the vehicle moves (Road Rules 2014 (NSW)), and passengers seated.
- Bags under seats or in overhead racks, never in aisles, stairwells, exits or on spare seats. We are not liable for loss or injury from items not stowed properly.
- Lawful directions from the driver followed at all times.
- Onboard toilets (where fitted) not used while moving; comfort stops are planned around driver breaks.
- Rubbish taken off the vehicle.
- Pickups only at safe, legal places, never clearways, bus zones, no stopping, taxi or loading zones.
- A top, lower garment and suitable footwear. The driver may refuse anyone who is not dressed appropriately, especially for venues with dress codes.
7.3 Driver authority. The driver has full authority over the vehicle and safety, may vary the route where safety or law requires, and cannot be overruled by the hirer on safety.
7.4 Refusal and removal. Our drivers can say no at the door, ask someone to leave, or call the trip off. Typical reasons: intoxication that creates risk, threats or unlawful behaviour, smoking, vaping or banned food and drink, a contagious illness (including anything notifiable under the Public Health Act 2010 (NSW)), refusing a lawful instruction, a past recorded breach, or unsuitable dress. Removed passengers get no refund and arrange their own way home.
7.5 Prohibited items. Leave these at home: alcohol, smokes and vapes, glass bottles or jars, fuel cans, generators, sporting spikes or cleats, illegal drugs (pharmacy medicine is fine), anything classed as a dangerous good, large amounts of food or perishables, and balloons, decorations or signage unless we have said yes in writing.
8. Cleaning, biohazards and damage
8.1 Sickness bags. We strongly recommend handing out sickness bags before boarding, especially for school groups, young passengers and anyone prone to motion sickness. A bag used and disposed of without contaminating the vehicle attracts no fee.
8.2 Contamination fees. Once a bus has been soiled with vomit or other bodily fluids, workplace safety law (the Work Health and Safety Act 2011 (NSW)) keeps it off the road until it has been properly decontaminated.
| Incident | Fee (including GST) |
|---|---|
| General mess needing more than a standard clean | From $88 |
| Vomit on the floor, aisle or a hard surface | $350 |
| Vomit on upholstery, seatbelts or several surfaces | $550 |
| Faeces, blood or other serious biohazard | From $550, assessed case by case |
We may also claim reasonable compensation for lost revenue where decontamination stops the vehicle running a later booking.
8.3 Damage. If your passengers break it, you pay to fix it: seats, fittings, windows, upholstery, luggage bays, and graffiti removal. You get a written assessment afterwards, and this is separate from any cleaning fee. Damage that is entirely our own crew’s doing is ours to pay for.
9. Luggage and lost property
9.1 Declare it all. Vehicle choice and price depend on the luggage you declare at booking. The standard allowance is one large and one small bag per passenger. Oversized items must be declared too.
| Oversized category | Examples |
|---|---|
| Sport and leisure | Golf bags, surfboards, ski gear, folding bikes, eskies |
| Music and events | Instruments, drum kits, audio, display and filming gear |
| Family and travel | Prams, wheelchairs and mobility aids, oversized cases, extra bags |
| School and work | Camp and camping gear, tools, boxes, generators or machinery |
Motorised mobility scooters and dangerous goods may be refused unless approved in writing beforehand.
9.2 Mass limits. Every vehicle has legal mass and luggage bay limits under the Heavy Vehicle (Mass, Dimension and Loading) National Regulation, and we will not knowingly run an overloaded vehicle.
9.3 Excess on the day. Undeclared luggage may cause delays or be refused, or require a larger vehicle, trailer, second vehicle or separate luggage transfer at your cost, subject to availability. Anything unsafe to carry stays behind.
9.4 Lifting. Our drivers will not lift any single item over 20 kilograms, so someone from your group needs to help with heavy pieces. They can also say no to anything that is unsafe, dangerous or poorly packed, or that might break or damage other bags or the bus.
9.5 Your risk. Belongings travel at the passenger’s risk. To the extent the Australian Consumer Law allows, we are liable only for loss or damage directly caused by our negligence.
9.6 Lost property. We keep anything left behind at our depot for 60 days. Come and get it in that time, or pay for it to be sent to you. After 60 days it goes.
10. Driver hours and fatigue
10.1 Licensing. Every Bus4Hire driver carries a current NSW Driver Authority and the heavy vehicle licence their vehicle needs. They drive under national fatigue law, and no hirer can ask them to bend it.
10.2 Stricter than the minimum. National rules allow 5.5 hours’ work before a 15-minute break. Our own rule is tighter.
| Bus4Hire rule | Limit |
|---|---|
| Continuous driving | 3 hours maximum, then a compulsory 20-minute break |
| Work in any 24 hours | 12 hours maximum |
| Rest | 7 continuous hours stationary between 10:00 pm and 8:00 am, or 24 continuous hours on extended operations |
| Work in any 7 days | 72 hours maximum |
10.3 What counts. Checks, cleaning, refuelling, helping passengers, loading bags and paperwork are all work time. Breaks are continuous, free of duties and cannot be skipped or shortened, so they must be in your itinerary.
10.4 Your part. Give us a realistic itinerary with every stop and wait disclosed. Do not ask for on-the-day extensions that breach the limits, set unrealistic schedules or pressure the driver. Under Chain of Responsibility laws, hirers share legal accountability and can face personal liability for non-compliant instructions.
10.5 Adjustments. To keep a job legal we can rework the itinerary, bring in a second driver, move times or turn the job down. Where the law makes an extra driver, a hotel room or a schedule change necessary, it is not optional and you pay for it; we will flag it early if we can. Delays that come from staying legal are not our liability.
11. Overnight and extended charters
11.1 Accommodation. Each driver needs their own single room with private bathroom, heating or cooling, television and secure access, at a minimum 3-star standard, quiet enough for real rest. This is not negotiable. We can book it and pass the cost on at cost, or you can book it and send us the details for approval. The driver need not stay at your venue, but any transfer must be in the itinerary.
11.2 Parking. If you are providing the driver’s room, the property needs off-street space for the bus (and trailer, if any) with enough room to turn and no low clearances. If it does not, other parking may add cost.
11.3 Meal allowance. Overnight and extended jobs carry a $70.00 per day meal allowance for each driver. It is payable even when your group is fed, because drivers must be free to eat what suits their health, faith and culture, at times that fit their rest breaks.
11.4 Itinerary. We need your full itinerary a week before you leave, and your final go-ahead two business days out. Build every compulsory rest into it; if something cannot be done legally, we will change it.
11.5 Multi-day trips. These may need extra drivers and charges for standby and repositioning. Accommodation and meals are extra unless quoted.
11.6 Shortfalls. If standards are not met, we may arrange compliant alternatives at your cost, pause the service, or stop it where safety or the law is compromised.
12. Airport transfers
12.1 Meeting the group. The driver meets arrivals at the confirmed meeting point.
12.2 Included waiting time. Every airport quote includes 30 minutes for domestic baggage (T2 and T3), 60 minutes for international customs and baggage (T1), and a 30-minute flight delay buffer. If passengers are held up for reasons unrelated to the flight, such as customs queues or lost bags, standard waiting rates start when the allowance ends.
12.3 Parking. Sydney Airport’s timed commercial parking is not in the fare. It is passed on at cost at the airport’s rates on the day, which are reviewed every 1 July.
12.4 Add-ons. Ask about our flat-fee delay protection package or priority dispatch for critical transfers.
13. Flight delays
13.1 Monitoring. We track arriving flights for confirmed pickups. A documented flight delay inside the included allowances does not trigger overtime or waiting charges.
13.2 Longer delays. Beyond the allowance, overtime applies and must be agreed first, so call us as soon as a long delay looks likely. Once a delay passes 60 minutes beyond the allowance, you must choose to keep the driver on site at the agreed rate, release the vehicle and rebook, or request a rescheduled pickup subject to availability. A delay that reaches the driver’s compulsory rest may end the service.
13.3 Several flights. For a group spread across flights, we time the driver to arrive roughly 20 minutes after the final scheduled landing, and those who land earlier wait inside. Nominate one person as flight coordinator: they follow every flight, keep their phone on, keep us posted and have authority to make the calls.
13.4 Your responsibilities. Monitor the flights, brief passengers (we do not contact them individually) and have a backup plan for long delays.
13.5 Costs. Parking at cost, agreed overtime and any short-notice extra or substitute vehicle at its normal rate. We accept no liability for consequential costs of flight delays, such as missed connections or accommodation.
14. Sealed roads and site access
14.1 Sealed roads only. Our vehicles run on sealed, formed roads only. Drivers will not use gravel, dirt or sand roads, fire trails, farm tracks, construction roads or any surface not sealed with bitumen or asphalt.
14.2 Why. Loose surfaces reduce grip, lengthen braking, destabilise tall coaches and damage vehicles, and insurance conditions often exclude them.
14.3 Alternatives. If a stop is down a dirt road, tell us when you book and we will pick a sealed meeting spot together, or you can organise other transport for that last bit. If the driver only discovers it on arrival, they will stop at the closest safe point on a sealed road. We may refuse or reroute any job that would put people or the bus at risk.
14.4 Access details. Every location must allow a bus to enter, turn and stop legally, and you must warn us of height or weight limits, narrow streets or low branches.
15. Children and child restraints
15.1 The 13-seat line. In NSW, any vehicle seating 13 or more, with the driver counted, is legally a bus. Buses are carved out of Rule 266 of the Road Rules 2014 (NSW), the rule that otherwise makes a driver responsible for restraining under-16s. Vehicles with 12 seats or fewer are point-to-point vehicles and the full child seat rules apply. It is the registered seat count that matters, not how big the vehicle looks.
15.2 On our buses. Children need no booster or child seat by law on a 13-plus seat bus, while passengers 16 and over must wear a fitted belt (Rule 265). All our vehicles are fully seatbelted, and we require every passenger, children included, to belt up whenever moving.
15.3 Anchor points and boosters. Buses are not built with ISOFIX or child seat anchor points, so do not assume a fixed seat can be fitted. Bring a portable booster for children aged about 1 to 7. The driver will help secure it as far as the vehicle allows, and it can usually stay on board for the return.
| Age | Law on a 13-plus seat bus | What we ask |
|---|---|---|
| Under 12 months | No restraint required | Never hold an infant in arms while moving; nurse them in a rear seat and ask us for advice |
| 1 to 7 years | No restraint required | Portable booster, rear seats, seatbelt on, no sharing |
| 7 to 15 years | No restraint required | Fitted seatbelt, rear seats preferred |
| 16 and over | Seatbelt required (Rule 265) | Seatbelt on, one person per seat |
15.4 Always. One child, one belt: never buckle a child in with you. Do not nurse an infant in your arms while moving. Put children in the back rows where you can. Fold and lock prams away, as they do not count as a restraint on a charter bus. Watching the children and their belts is up to the adults travelling with them and the hirer. Let us know at booking if babies or toddlers are coming. This summary of NSW law is not legal advice, so check the current rules with Transport for NSW.
16. Accessibility
16.1 Commitment. We welcome passengers with disability and aim for safe, dignified travel consistent with the Disability Discrimination Act 1992 (Cth) and the Disability Standards for Accessible Public Transport 2002 (Cth).
16.2 Our fleet. Our buses and coaches are not wheelchair accessible, with no ramps and no lifts on any of them. Anyone with limited mobility climbs the entry steps with help from the driver or their companions and rides in an ordinary seat, and folded chairs, walkers and similar aids go underneath in the luggage bay. Motorised scooters travel only with our written approval.
16.3 Planning. When you book, tell us who needs a hand, whether they can move into a regular seat, what boarding help is involved and how big and heavy each aid is. Our 20 kilogram lifting limit applies. Trained assistance animals ride free; just let us know.
16.4 Website. Our website is working towards WCAG 2.1 Level AA. If you cannot use any part of it, email us and we will help directly, replying to accessibility feedback within 5 business days.
17. Commentary and tour guides
17.1 Drivers drive. Our drivers do not give live commentary while driving. It divides their attention, and under work health and safety and Chain of Responsibility laws a hirer who requests it can share liability. Drivers give safety briefings, timing updates and practical instructions only.
17.2 Options. If you want the sights explained, hire a professional guide. For sightseeing days, regional or multi-stop tours, school trips tied to the curriculum, and corporate or VIP groups, we strongly advise one and may insist. Alternatives are a recorded audio tour or your own group leader. Lock in your choice with us before the day.
18. Restaurants and dining
18.1 Your choice, your booking. We do not recommend, choose, endorse or book restaurants or cafés. We cannot control independent venues, and we take no commissions from them.
18.2 What you handle. Book the venue, confirm the time, numbers and menu in writing, manage dietary needs, tell the venue when you will arrive, and check coach access and parking. Leave a buffer for slow service.
18.3 What we will do. Apart from a basic arrival call if you ask, staff will not deal with venues for you. We can suggest general dining areas and coach parking on a non-reliance basis, and accept no liability for dining arrangements.
19. School excursions
For any public or private school trip, whether an excursion, carnival, camp or school event, these rules apply on top of the rest of the page and win wherever the two disagree, including the school cancellation scale and school overtime rate.
19.1 Booking. School bookings run on a Booking ID created in our booking system; until there is one, nothing is confirmed. The school (or whoever it nominates) receives the confirmation and tax invoice by email. Our price is based on the plan you send, and it can change if the timings, places, student numbers or requirements do.
19.2 Cancellation scale. Cancel by email; it takes effect when we acknowledge it. Fees apply to the full cost of the confirmed service.
| Notice before the service | Fee |
|---|---|
| More than 72 hours | No charge |
| Within 72 hours | 10% of the total cost |
| Within 48 hours | 20% of the total cost |
| Within 24 hours | 100% of the total cost |
| On the day, or no-show | 100% of the total cost |
19.3 Refunds. From any refund we approve, we keep $100 including GST to cover the admin. The rest goes back the way you paid, within 10 business days of the cancellation being confirmed in writing.
19.4 Changes. Email any change to the date, times, places or numbers no later than 72 hours before the trip. We will fit it in if we can, re-quote if it costs more, and treat anything later than 72 hours as a favour rather than a right.
19.5 Overtime. Overtime starts once the booked time is exceeded and is charged in 20-minute blocks at $55.00 ($165.00 per hour) including GST, invoiced after the service. Build in at least a 15-minute buffer and plenty of loading time at each stop.
19.6 Payment. Pay by the due date on the invoice. Prices are in Australian dollars and include GST, and we accept credit cards, purchase orders, EFT and government purchasing cards.
19.7 Conduct. Students and staff ride smoke-free, alcohol-free and drug-free; the only drink allowed is bottled water and there is no food; seatbelts stay on and the driver’s word goes. Brief everyone before the day. If behaviour makes the trip unsafe we can refuse or end it, with costs still payable by the school.
19.8 School duties. Duty of care stays with the school, so a teacher or other approved adult must be with the students from boarding to arrival. Confirm accurate student numbers (we cannot promise an extra bus on the day), warn us in advance about any medical, mobility, behavioural or other needs, and make sure every stop has safe, legal bus access. Drivers we assign to school work hold a current Working With Children Check.
19.9 Liability. The school, organiser and responsible adult are liable for passenger damage. Section 22 otherwise applies.
19.10 Vomit is a health hazard. Norovirus, the leading cause of gastro outbreaks in NSW schools, spreads through the air-conditioning and survives on surfaces for weeks. Clean-up needs a certified spill kit, protective equipment, an air-conditioning flush and hours of downtime.
| School incident | Fee (including GST) |
|---|---|
| Sickness bag used and sealed, vehicle clean | $0 |
| General mess: litter, food or dirt beyond normal | $88 |
| Vomit on the floor (spill kit, decontamination, air-conditioning flush, protective equipment, disposal, downtime) | $350 |
| Vomit on seat fabric (all of the above plus seat deep clean or replacement) | $550 |
We send the cleaning invoice straight after the trip; it is due in 14 days and the amounts are fixed. Unusual contamination needing specialist work may cost more. The simple fix: give the teacher in charge one sickness bag per student for any trip of half an hour or more, packed with the first aid kit.
19.11 Force majeure and law. If a bushfire, flood, health emergency, government order, strike or major network outage stops the trip, neither the school nor Bus4Hire is liable to the other. New South Wales law governs, and making a school booking means accepting this section and the rest of these terms.
20. Fleet and safety standards
Bus4Hire holds accreditation under Transport for NSW’s Bus Operator Accreditation Scheme. Every vehicle we put on your job is accredited, kept to Transport for NSW maintenance standards and serviced to a schedule. Drivers check the vehicle before every shift, and the fleet is open to government and roadside inspection. Every seat has a belt, every vehicle has air-conditioning and coaches are speed-limited to 100 km/h. Our drivers are Transport for NSW authorised, licensed for what they drive and bound by the hours in section 10.
21. Pre-service checklist
Check these once your booking is confirmed and again before the day. Any “no” means contact us.
| Stage | Check |
|---|---|
| Paperwork | Confirmation and tax invoice received and correct; Booking ID, reference and invoice number recorded; invoice sent to whoever pays; payment or purchase order in by the due date (7 days out); bank transfers referenced with invoice number and Booking ID. |
| Itinerary | Addresses, times, route and passenger numbers checked. More passengers may need a bigger vehicle. |
| Access | Legal bus stopping point at pickup (not a clearway, no stopping zone, lane or driveway); written parking notes sent (codes, boom gates, height limits, permits); clear boarding areas; one assembly point in the CBD, event precincts, school zones or terminals; destination parking arranged; Live Traffic NSW checked for your date. |
| Group contact | A named person with the group all day on a mobile (not a landline) who answers promptly and calls the driver only when everyone is ready to board. |
| Passengers | Oversized luggage, accessibility needs and mobility aids declared; boosters for under-7s; medical information held discreetly by the group contact. |
| Briefing | Seatbelts on, stay seated, bottled water only, no alcohol, smoking or vaping, no bags in aisles, and cleaning fees for vomiting. |
| On the day | Group assembled before departure; belts on before moving; headcounts each leg (teacher sign-off for schools); everyone back on time; final sweep of seats, racks and bays for belongings; vehicle left as found. |
22. Liability and consumer law
22.1 Guarantees. Like every Australian business, we give you the Australian Consumer Law guarantees, which cannot be signed away: we will use proper care and skill, the service will do what it is meant to, and it will be delivered in reasonable time.
22.2 Limit. As far as the law lets us, we do not pay for knock-on losses such as lost income, a missed wedding or a missed plane. The most we will ever pay for one day’s service, whatever the claim and including injury or death, is the hire fee you paid for that day.
22.3 Passenger non-compliance. To the same extent, we are not liable for injury or loss arising from a passenger not wearing an available seatbelt, standing while moving, ignoring directions or breaking the law.
22.4 Force majeure and third parties. Fires, floods, pandemics, strikes, new regulations, network-wide transport failures and acts of God are beyond us, and so are the venues, car parks, hotels and ferries in your plans; their own terms cover what they do.
23. Privacy and copyright
23.1 Privacy. We collect only what we need to quote, book, run and invoice your service, share it only with those delivering it or where the law requires, and never sell it, in line with the Privacy Act 1988 (Cth). Email us to access or correct your information.
23.2 Website copyright. Everything on this website is our copyright under the Copyright Act 1968 (Cth). You may view or print one unaltered copy of a page for personal, non-commercial use, and fair dealing for research, study, criticism or review is allowed. Copying, adapting, republishing or paraphrasing our content for commercial use without written permission, or scraping the site with bots or AI tools, is prohibited and may lead to legal action.
23.3 Music and video on board. Under Australian copyright law, a playlist or movie played to a busload of people is a public performance, private hire or not. Licences for the song, the recording and any screen content are the hirer’s job, sorted before the trip. If the driver asks and you cannot produce one, the screen or speakers go off, and any infringement is not our liability.
24. Complaints, governing law and general
24.1 Complaints. Email complaints to bus4hiresydney@gmail.com within 14 days of the service. We record and handle each one under NSW passenger transport legislation and our complaints procedure.
24.2 Law. New South Wales law applies to these terms, and only the NSW courts can hear a dispute about them.
24.3 Whole agreement. These terms, with your quote and confirmation, are the entire agreement for the services and replace earlier understandings. We may change them without notice; the version on this page applies from publication.
Ready to plan your trip
For questions about any of these terms, email bus4hiresydney@gmail.com or use our contact page.
We acknowledge the Aboriginal and Torres Strait Islander peoples whose lands our buses travel across every day, and we pay our respects to their Elders.
