Mitcham Belle Coaches provide coach & mini-bus services
under the Operators Licence within the guidelines of the
Departments of Transport.
All vehicles will meet the licensing and roadworthy
requirements which govern the industry.
All drivers under the employment of Mitcham Belle are
qualified and competent to drive the company’s vehicles.
1.0 Definitions
1.1 "Conditions" means the Terms & Conditions under which the Company ( Mitcham Belle ) provides coach &
mini bus services
1.2 "Company" means Leggs Travel Limited trading as Mitcham Belle
1.3 "Client" means the organisation, individual or agent whom contracts the services
1.4 "Passenger" means the person or persons being carried by the Company's vehicle
1.5 "Reservation" means the specification of the requirement from the Client to the Company
1.6 " Tariff " means the agreed set price to which is defined by the Company to it's Client
1.7 " Price " means the cost agreed of the hire for a vehicle to a non-regular Client ( not subject to an annual
agreement )
1.8 " Private Hire " means a Client whom may hire the Company's vehicle on a ad hoc basis
1.9 " Agency " means a Client whom contracts on an annual basis for the provision of coach services at an
agreed tariff
1.10 " Regulation " means that the Company provides coach services based upon either British Domestic
Regulations or the European Community Regulations
1.11 " Tachograph " means a system by which time, distance, speed and rest breaks taken on each vehicle
during the day's journey's may be recorded
1.12 " Contract " means the agreement between the Company and the Client
2.0 Contract
2.1 These conditions apply whether a contract has been made verbally, by e-mail or in writing. The hirer acts
on behalf of all passengers travelling on the vehicles. If the hirer is a company, partnership, group or an
individual must be named as a responsible person. The hirer is responsible for the actions and decision of
all the passengers on board including any additional costs incurred in performing the contract, whether or
not they actually travel with the party. The company will only accept instructions from the hirer. If the
hirer is not going to travel with the party a representative must be chosen and the company
informed prior to the hire taking place.
2.2 The Client is wholly responsible for providing the detail of the services required in writing by fax or e-mail
to the company at all times
2.3 The Company receives the enquiry for coach or mini-bus services from the Client in writing/ by e-mail or
fax with the price, or in the case of an agent with the detail of the reservation
2.4 Quotations are given on the basis of the most direct route possible and on information provided by the
hirer. The route used will be at the discretion of the company unless it has been particularly specified by
the hirer in which case it will be clearly stated on the confirmation
2.5 All quotations are given subject to the company having suitable vehicles available at the time that the hirer
accepts the quotation
2.6 Quotations will be valid for a period of 28 days unless otherwise notified
2.7 Quotations are provided for coach/mini-bus and driver only. Any additional charges will be shown
separately and identified, and will be the hirer's responsibility unless specified
2.8 In the event of additional fuel surcharges being applied during the season or period of the quotation, the
Company reserve the right to pass on such additional charges to the Client
2.9 Written confirmation by the company is the only basis for the acceptance or hire for a subsequent
alteration to it's terms
2.10 Clients are responsible for reconfirming the reservation detail back to the company in writing 7 days prior
to the provision of services
2.11 Any last minute changes to the requirements by the Client must be in writing by e-mail or fax and will be
subject to availability and at least 3 days prior to service
2.12 The vehicle will depart on the times agreed by the hirer and will be the responsibility of the hirer to
account for all passengers at those times. The Company will not accept liability for any losses incurred by
passengers whom fail to follow the instructions provided by the hirer
2.13 Should the hirer wish to cancel any agreement either the relevant tariff term and conditions will apply or
the following scale of charges will apply in relation to the total hire charges:
2.13.1 14 Days or more None
2.13.2 6 – 14 days 25 %
2.13.3 3 – 5 Days 50 %
2.13.4 1 – 2 Days 75 %
2.13.5 Day of Hire 100 %
2.13.6 In addition , the cost of any accommodation , meals and theatre tickets which
have already been purchased by the Company will be charged to the hirer, plus
any administration charges incurred by the company
2.13.7 Cancellation due to poor weather conditions will be charged as above
2.13.8 Theatre tickets ( or any other such ancillary service ) once purchased are not
returnable and must be paid for in full
2.14 On private hire, no animals ( other that guide dogs and hearing dogs notified to the company in advance )
may be carried on any vehicle without prior written agreement from the Company
2.15 In the event of any emergency, riot, civil commotion, strike, lock out, stoppage or restraint of labour or on
the happening of any over which the company has no control ( including adverse weather and road
conditions ) or in the event of the hirer taking any action to vary agreed conditions unilaterally, the
company may, by return all money paid and without further or other liability cancel the contract
2.16 No bill or poster is to be displayed on any vehicle without prior written consent of the Company
2.17 Should an existing Contract be cancelled, in writing, by either party, this will result in any credit terms
being revoked and all outstanding monies become due with immediate effect
3.0 Terms of Payment
3.1 Subject to any special terms, the Client must pay for the provision of coach/mini-bus services before the
journey commences
3.2 Clients who maintain an annual agreement with the company will be invoiced for the provision of services
on a daily, weekly or monthly basis according to the Tariff Agreement and Contract
3.3 Clients who are contracting an ad hoc basis will need to make payment in accordance with the following
terms:
3.3.1 Payment in full on confirmation of reservation
3.3.2 Payment in full on the presentation of invoices
3.3.3 The company reserves the right to levy additional charges for mileage or time than that
agreed. The charges will be pro rata and in accordance with details advised on the booking
3.4 In the event of a Termination of Contract by the Client, the company has without prejudice to any right of
remedy entitled to cancel the reservation and any further reservations without further notice
4.0 Insurance
4.1 All Clients or passengers are responsible of maintaining active travel insurance cover for all passengers
travelling on the Company's vehicles
4.2 The Client's insurance cover must indemnify the company against liabilities which are out of the control of
the Company
4.3 The Client's insurance cover must indemnify the company from any such direct or indirect service failure
or negligence by the Client, their servants or agent's
4.4 The company accepts any personal property of the hirer and their passengers on the understanding that it
will take all reasonable steps to avoid loss or damage
4.5 The hirer should notify the company or the driver if any items of exceptional value are to be carried on the
vehicle. It is the hirer's responsibility to minimise the risk of loss when property is left unattended
5.0 Provision of Coach & Mini-Bus Services
5.1 The Company maintains the right to define the route taken by any vehicle, unless specifically agreed prior
to the start of a journey
5.2 The Company's drivers maintain the final decision upon the route taken by the vehicle, with the full
consideration for the safety and well being of his/her passengers
5.3 The company takes every precaution to meet pick-up and set-down times and deadlines but is
indemnified by the Agent or Client in the event of delays which are out of the Company's control
5.4 The hirer cannot assume use of the vehicle between outward and return journeys, nor to remain at the
destination for the hirer's use unless this has been agreed with the Company in advance
5.5 Clients representatives, guides, tour leaders or escorts undertake the responsibility at their own risk and
must indemnify the company against service failure
5.5.1 Representatives must be qualified and competent to represent the Agent or Client
5.5.2 Representatives must be dressed in accordance with the Clients instructions and/or the
passenger "type"
5.5.3 Representatives must be insured by the Clients and indemnify the Company thereof
5.5.4 Representatives jurisdiction cannot be in anyway impinge upon the safety of the vehicle
5.5.5 Representatives on a part-time basis must meet all the normal requirements for full-time
representatives
5.5.6 Representatives using Company equipment on the vehicle are obliged to return the equipment
without damage and in full
5.5.7 Representatives meeting vehicles are wholly responsible for liaison according to the contract
terms
5.5.8 Representatives must accept as final, such decisions by the driver, which are in accordance
with the Road traffic Act and passengers safety and reflect the best possible route
5.6 The Contract and Reservation detail regarding arrival and departure times are defined on the Drivers Work
Document
5.7 The Driver retains final discretion over the pick-up and set-down locations in compliance with the Road
Traffic Regulations and local authority restrictions at the time of the journey
5.8 The Drivers are responsible for the vehicle movement under the direction of the Traffic Manager who
monitors the position of general traffic conditions
5.9 The Drivers are responsible for the safe storage of luggage in the defined storage compartments.
Luggage may not be stowed within the vehicle seat area, gangways or close to emergency exits. The decision
of where luggage is stored is the driver's
5.10 Drivers provided by the Company are qualified and competent. They will endeavour to arrive on time,
subject to road traffic conditions, they will be dressed in Company uniform and will offer assistance where
possible to passengers and representatives.
5.11 All vehicles hired by the company are subject to restrictions for carrying luggage for statutory safety
reasons. The hirer accepts that the driver shall be the sole judge as to whether and to what extent passengers
property is carried. Large and bulky items may not be able to be carried, and the hirer should take all steps to
notify the company in advance of any such requirements.
5.12 The driver is not responsible for any porterage but has sole responsibility and discretion over the
storage of the passengers luggage
5.13 The Client indemnifies the Company against loss or damage to luggage or any such personal possession
owned by the passengers
5.14 Any possessions left/found on board during or after the journey will be retained by the driver and
handed in to the traffic Manager on return to the Company's depot
5.15 The Client indemnifies the company against any such claim which may arise from loss or damage
5.16 The driver is responsible for the safety of the vehicle at all times, and as such may remove any
passengers whose behaviour prejudices safety. The hirer is responsible for any damage caused to the vehicle
by any passengers for the duration of hire
5.17 the driver must maintain a record of his/her driving hours on a tachograph and must be able to
demonstrate that he/she meets the regulations under the Company's operational procedures
5.18 The hours of operation for the driver are regulated by law and the hirer accepts the responsibility of
ensuring the hire keeps to the hours and times agreed by the Company. Neither the hirer nor any passengers
shall delay or otherwise interrupt the journey in such a way that the driver is at risk of breaching the
regulations relating to driving hours and duty time. If any breach is likely to occur the hirer will be responsible
for any additional costs incurred unless it is outside the control of the hirer
5.19 The Company reserves the right to allocate a vehicle suitable for the requirements of the Client
5.20 The Client at the point of the reservation may specify the size of the vehicle, but the Company will
maintain the right to provide a vehicle which meets the requirement without prejudice to the
reservations
5.21 The Company does reserve the right to provide a larger vehicle than that specified at no additional cost,
unless any extra seats are used in which case additional pro rata charges will be made to the Client
5.22 Client specifications for mini-coaches or double deckers will be accommodated strictly on a first serve
basis with availability being confirmed at the time of the reservation
5.23 The company will reserve the right to provide an alternative vehicle from a sub-contractor, who will
meet wherever possible all the Company's quality criteria, without prior notice to the Client
5.24 The Company will give its advise on journey times in good faith, but as a result of traffic congestion or
breakdown or other events beyond the reasonable control of the Company. Journeys may take longer
that predicted and in those circumstances the company will not be liable for any loss or inconvenience
suffered by the hirer as a result
5.25 The Company will reserve the right to park the vehicle in areas and only areas defined by the Road
traffic Regulations or by local authorities which govern the parking of coaches
5.26 Any "on board services" provided by the Company are without prejudice and liability. The company is
indemnified by the Client against any claim or injury, directly or indirectly relating to the provision of "on
board services"; hot & cold drinks, toilet facilities and audio/visual facilities
5.27 All notices posted within the coach is for the benefit or well-being of the passengers are deemed to be
understood and unless requested, will be complied to without further representation by the Company or
Driver
5.28 The Client and/or Passengers are at liberty to give the driver a gratuity for his services. Any such
contractual arrangements between the Client and the Company regarding gratuity will be reflected in
the invoice
6.0 Alcohol, Food & Drinks on the vehicles
6.1 Under the terms of the Sporting Events (Control of Alcohol) Act 1985 the company does not allow the
consumption of alcohol whilst being carried by a Public Services Vehicle to football matches
6.2 Alcohol may be carried on the vehicle but storage is under the direction of the Driver
6.3 The driver maintains the discretion by which any alcohol may be carried or consumed on the Company's
vehicles
6.4 In the interest of the safety and comfort to passengers it is the Company policy to discourage the
consumption of food and drink on vehicles
6.5 Other that on a vehicle fitted expressly for the purpose, food (except confectionary) and drink (including
alcoholic beverages) may not be consumed on the vehicle without prior written consent from the
company
6.6 The carriage and/or use of drugs in or on a company vehicle is not permitted at any time
6.7 Mitcham Belle Coaches have entered into a memorandum of Understanding (MoU) with The Customs &
Excise Drugs Alliance and will report any drugs related activities or suspicions to the relevant authority
7.0 Safety
7.1 The Company is governed by it's own strict Code of Conduct known as the Mitcham Belle Induction and
Assessment Handbook. All safety measures are taken in accordance with the Road Traffic Act and Industry
Regulations
7.2 Emergency procedures are outlined by notice on each and every vehicle. Passengers should be
encouraged by the hirer to familiarise themselves with the emergency exits and procedures
7.3 Prior to a vehicle departing the driver will provide an audio visual presentation showing seat belt
regulations as well as information on location of fire exits. Also passengers will be advised of ways to
remain comfortable during the journey. After the presentation the driver will document this on his Work
Instruction Document.
7.4 Clients who contract the company under the Agency terms may on request, attend a pre-season safety
and familiarisation induction
7.5 In the event of an incident or accident the driver if able, will vacate the vehicle and ensure the passengers
safety and immediately inform the Traffic Manager who will initiate a vehicle replacement if required or
instruct the driver on the next course of action
7.6 The Client representative will at all times assist the driver to maintain the Passengers safety
7.7 In the event of a vehicle breakdown, the company maintains the obligation to replace the vehicle with a
vehicle of a similar specification
7.8 Any specialist needs for the passengers who may have a disability must be defined at the time of the
reservation. All liabilities relating to the assistance and the well-being of disabled passengers will remain
with the Client or the Client's representative. In the absence of a specific disclaimer, the acceptance of the
Terms indemnifies the Company from any such claims
8.0 Quality Control Procedures
8.1 The company takes every possible measure to ensure the highest level of Quality Control
8.2 The Company will form time to time undertake Quality Control inspections upon vehicles without prior
notice to the Client
8.3 Customers Satisfaction Surveys will be carried out after all hires. A Customers Satisfaction Card will be
given to the hirer for completion and returning to the driver. Feedback from these will be used to ensure
the best possible service to the Client
8.4 Such Quality Control measures deemed necessary may be implemented without notice to the Client, as
long as the services being provided are not affected
8.5 In the event of a complaint about the Company's services, the hirer should endeavour to seek a solution
at the time by seeking assistance from the driver or from the company. If this does not provided a
remedy, then complaints should be submitted in writing and within 14 days of the termination date of the
hire
9.0 Liability, Indemnity and Force Majeure
9.1 Notwithstanding the provision of the Contract or any remedy which might otherwise be available, the
Company's sole liability to the Client shall be found to be achieved unless specific representation is made
in writing by e-mail or fax and proven to be substantiated through arbitration
9.2 Except in the event of death or personal injury by the Company's proven negligence, the Company shall
not be liable by any reason or any implied warranty, condition other terms under common law or express
terms hereof
9.3 Provision of coach services by the Company to the Client is made under, and in accordance with, the law
governing England and Wales. The acceptance of the Contract by the Client will deem an acceptance of
the law governing the provision of such coach services (to include Company Law and Road Traffic Law)
9.4 The Company accepts no liability for any incident, accident, damage or injury as a result of an Act of
God/Force Majeure
10.0 General
10.1 Any notice of change whatsoever, to be given by either party to the other under the existing conditions
shall be in writing by e-mail or fax and acknowledgement must be sent of notice in writing by e-mail or
fax
10.2 Any such dispute between the Client and the Company should the need arise, will be heard within the
jurisdiction of the English Courts
