Ruby Asia Travel & Tours

Terms and Conditions

Bus Charter Service Agreement

Ruby Asia Travel & ToursEffective Date: January 1, 2024Version 2.1

Important Notice: By booking any bus charter or group transportation service with Ruby Asia Travel & Tours, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions. Please read this document carefully before making any reservation.

Table of Contents

1Service Definitions2Charter Booking & Pricing3Cancellation & Refunds4Passenger Requirements5Safety & Driver Standards6Liability & Insurance7Route & Schedule Changes8General Provisions

1. Service Definitions

“Bus Charter” means the private hire of buses or coaches for group transportation provided by Ruby Asia Travel & Tours.
“Client” means the organization or individual making the booking and responsible for all passengers.
“Multi-day Charter” means bus services extending over multiple days with driver accommodation arrangements.
“Premium Coach” means luxury buses with enhanced amenities requiring advance booking and full prepayment.

2. Charter Booking & Pricing

2.1 Pricing Structure

Charter Rates:
  • • Prices quoted in LKR/USD including GST
  • • Minimum 8-hour booking for day charters
  • • Overtime: LKR 1,500 per hour beyond limit
  • • Driver meals and accommodation included for multi-day
Additional Costs:
  • • Highway tolls charged separately
  • • Parking fees at destinations
  • • Fuel surcharge for distances over 300km
  • • Special event surcharge: 25% (holidays)

2.2 Booking Requirements

  • Minimum 72-hour advance booking for standard buses
  • 7-day advance notice required for premium coaches
  • 50% deposit required at time of confirmation
  • Final passenger count confirmed 24 hours prior to departure

3. Cancellation & Refunds

3.1 Standard Bus Charters

Cancellation PeriodRefund Amount
7+ days before departure90% refund (10% admin fee)
3-6 days before departure50% refund
Less than 72 hoursNo refund

3.2 Premium Coach Charters

Cancellation PeriodRefund Amount
14+ days before departure80% refund (20% admin fee)
7-13 days before departure40% refund
Less than 7 daysNo refund
Note: Weather-related cancellations may be eligible for rescheduling without penalty, subject to vehicle availability.

4. Passenger Requirements

4.1 Group Organizer Responsibilities

  • Provide accurate passenger count and contact details
  • Ensure all passengers board at designated pickup points on time
  • Coordinate with driver for any route or schedule changes
  • Maintain group discipline and safety throughout journey

4.2 Passenger Conduct

  • • No alcohol consumption permitted on board
  • • Smoking strictly prohibited - LKR 10,000 penalty
  • • Keep noise levels appropriate for fellow passengers
  • • Children must be supervised by responsible adults
  • • Maximum luggage: 1 bag + 1 small carry-on per person

5. Safety & Driver Standards

5.1 Driver Qualifications

  • All drivers hold valid heavy vehicle licenses and certifications
  • Regular health checks and background verification completed
  • Mandatory rest periods enforced for long-distance journeys
  • Professional training in customer service and emergency procedures

5.2 Vehicle Standards

  • • All buses undergo daily safety inspections
  • • Emergency equipment including first aid kits on board
  • • GPS tracking and communication systems installed
  • • Regular maintenance as per transport authority requirements

6. Liability & Insurance

6.1 Limitation of Liability

The Company's liability is limited to the charter fee paid. We are not responsible for delays due to traffic, road conditions, or mechanical issues beyond our reasonable control.

6.2 Insurance Coverage

  • Comprehensive motor insurance covering all passengers
  • Public liability insurance for group transportation
  • Personal belongings remain passenger responsibility
  • Travel insurance strongly recommended for all passengers

7. Route & Schedule Changes

7.1 Route Modifications

Minor route changes due to road conditions or traffic will be made at driver discretion for safety and efficiency.

7.2 Schedule Adjustments

  • Client-requested schedule changes subject to availability
  • Additional charges apply for significant itinerary modifications
  • Weather delays handled with passenger safety as priority
  • Mechanical breakdowns: replacement vehicle arranged within 2 hours

8. General Provisions

8.1 Environmental Policy

All buses meet Euro emission standards and undergo regular environmental compliance checks.

8.2 Complaints & Feedback

Service feedback must be submitted within 48 hours of journey completion for proper investigation and resolution.

8.3 Governing Regulations

All services operate under Sri Lankan passenger transport regulations and road traffic laws.

Questions About Bus Charter Services?

Our group transportation team is ready to help plan your perfect journey.

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