TERMS & CONDITIONS

These Terms & Conditions apply to charter motorcoach transportation services provided by Richfield Bus Company & Rochester City Lines. 

Charter Motorcoach Service: 1) Please email or mail a detailed itinerary including addresses of all locations to be visited 14 days prior to departure. 2) The chartering party is responsible for providing our driver with a single, non-smoking motel room on overnight trips unless otherwise specified. 3) The chartering party is responsible for all parking, parkway, ferry, and entrance fees incurred on this trip. 4) If we do not receive payment in the full 30 days prior to your trip, we reserve the right to release your motorcoach.

RESPONSIBILITY: Rochester City Lines/Richfield Bus Company (hereafter referred to as “the Company”) shall not be liable for delay or non-performance resulting from road failure, road or weather conditions, labor difficulties, or any other cause beyond their control. Our maximum liability under any circumstance is the cost of this charter.

PAYMENT TERMS: A deposit of 10% of the charter price or $250.00(whichever is greater) is due upon booking. For groups engaged in fundraising, The Company will make deposit payment schedule accommodations from time to time—please let us know if your group would like to reserve the trip and cannot meet the initial deposit—we will work out a schedule. The price of your charter is quoted as a cash price. The preferred methods of payment are: company check or cash. If paying by check, please put the charter ID number for your trip on the check. There is a 4% convenience fee on a credit card payment.

CANCELLATION & REFUND POLICY: If cancellation occurs more than 30 days prior to scheduled departure, no cancellation fee applies. If cancellation occurs between 29 – 15 days prior to departure, the Deposit is forfeited. If cancellation occurs 14 – 6 days prior to departure, 50% of the trip charge will be assessed. 5 days or less, 100% of the trip charge.

ADVERSE WEATHER CONDITIONS: The above cancellation fees will be waived in the event of adverse weather conditions if the charter is rescheduled within one year of the original booking date with the Company. In the event the trip is cancelled after our operator has left our terminal, the chartering party will be assessed the miles he or she has traveled at our current deadhead rate plus any other expenses incurred.

LATE FEES: A late fee of 2% of your total invoiced amount will be applied to your account each month if your invoice is unpaid. We will grant a seven (7) day grace period after an invoice is produced before late fees begin to be applied.

FUEL SURCHARGE: Due to the volatile price of diesel fuel, please note our fuel surcharge policy. If the price paid per gallon at the time of your trip is $3.48 to $3.98, there will be a 3% surcharge, if between $3.99 and $4.48, there will be a 6% surcharge, if between $4.49 and $4.98, there will be a 9% surcharge, if between $4.99 and $5.48, there will be a 12% surcharge, and the same percentage increase every $0.50 increase in cost.

TRAVEL ITINERARY POLICY: For all journeys utilizing our motor coaches, we require that a complete travel itinerary be submitted at least 14 days prior to the scheduled departure. This advance notice is essential for us to provide the best possible travel experience, ensuring all logistical and operational requirements are met efficiently. We appreciate your adherence to this policy, as it allows us to prepare adequately and deliver a smooth, enjoyable journey for all passengers.

DAMAGE & INDEMNITY: The chartering party will be liable for any damage to the bus or its contents that is caused by the passengers. Only the Company’s motorcoach operators will be allowed to open and close luggage doors. The chartering party agrees to be responsible for all loss, cost, damage, and expenses occasioned by, or arising out of any accident or other occurrence that is found to be the fault of the chartering party including but not limited to negligence and intentional acts. This includes anything due directly or indirectly to the use of alcohol by the chartering party or any of its members.

CARRIER: The Company reserves the right to use leased equipment, or lease from another carrier to fulfill this agreement.

LUGGAGE: Company motorcoach operators are trained to handle and load luggage up to 50 lbs. Anything over 50 lbs. is the responsibility of the chartering party. Please pack accordingly.

FOOD & BEVERAGE: Food and non-alcoholic drinks are allowed on the motorcoach. Alcohol may be consumed, but special permission from our office is required and an additional cleaning fee may apply. No glass; no kegs.

SMOKING: Use of cigarettes, electronic cigarettes (e-cigarettes/vape pens), marijuana, or chewing tobacco is strictly prohibited while on any Company motorcoach.

VIDEO & MUSIC: DVD players are available on request. Use of the video or music systems is included at no extra charge. The chartering party understands that the Company does not broadcast, distribute, or cause to be performed any music, video, or other intellectual property. The chartering party agrees to supply their own movies or music and assumes any copyright or licensing issues associated therewith.

SAFETY: The chartering party agrees to respect our professional motorcoach operator’s decision regarding road conditions, equipment, and safety. Federal regulations allow motorcoach operators to be on duty 15 hours per day, including a maximum of 10 hours driving. An operator must then have 8 complete hours off duty before coming back on duty. Operators will need time to fuel and pre-/post-trip the motorcoach.

To ensure the safety and well-being of all passengers, please kindly wait to depart until an adult aged 21 or older is present on the bus unless given permission from our office. The school transportation departments and coaches are informed and understand that the bus will remain stationary until such an adult is on board. Your cooperation in this matter is greatly appreciated to maintain a secure and responsible travel environment.

ACCESSIBILITY: Any group or passenger who requires an ADA accessible motorcoach is requested to inform us at the time of the reservation and must notify us no later than 48 hours prior to the charter’s departure.

LOST ITEMS: The Company is not responsible for luggage or personal items left inside the motorcoach or underneath in the luggage bay. Personal items are loaded and stored at the sole risk of the passengers.

WEAPONS: Weapons, whether concealed or unconcealed, are not allowed on the motorcoach at any time unless specifically approved by the Company at the time of booking.

IDLING: The Company takes great pride in protecting our environment and aims to always avoid unnecessary idling. Many states and large cities have anti-idling laws that do not allow motorcoaches to idle for more than 3 minutes. The motorcoaches are only designed to idle with enough time to adequately heat up or cool down the cabin for travel. They will not idle while groups are at track meets, sporting events, etc.

BUNK AREA USE: For motorcoaches equipped with sleeper berths or bunk areas, the bunk is strictly for use by the driver only and is considered part of the federally regulated rest area under FMCSA 393.76. Passengers are not permitted to enter, store personal items in, or otherwise utilize the bunk area for any reason, including napping or additional seating. The bunk must remain clear of all objects except Company-provided bedding. Misuse of the bunk area may result in the trip being delayed, stopped, or canceled, and may impact the customer’s ability to book future trips. Signage will be posted inside the motorcoach as a reminder of this policy.

INFECTION PREVENTION AND CONTROL: The Company cannot fully prevent the chartering party from becoming exposed to, contracting, or spreading influenza, COVID-19 or other diseases while utilizing the Company’s services or premises.

AFTER HOURS EMERGENCY PHONE NUMBER: Ordinarily our office is open daily from 7:00 AM to 4:30 PM C.S.T. If an emergency arises, please call (952) 881-1111