Terms & Conditions

Terms and Conditions - Please click to expand relevant section


These conditions apply whether a contract has been given verbally or in writing. The hirer acts on behalf of all the passengers travelling on the vehicles. If the hirer is a company, group or partnership, an individual must be named as a responsible person. The hirer is responsible for actions and decisions of all the passengers on board including any additional costs incurred in performing the contract, whether or not they actually travel with the party. 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. The company will only accept instructions from the hirer or their nominated representative. Where a copy of these conditions has been given to the hirer at any time, or the hirer has been advised verbally of all significant terms, making a booking will be deemed to signify acceptance of them. Where a hirer makes a booking before receiving these conditions and without being advised verbally of all significant terms, the hirer may cancel the contract without liability to the operator within 48 hours of receiving these conditions.

Quotations, Confirmations and Payment

Quotations....Quotations are given on the basis of the direct route 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 shown on the confirmation. All quotations are given subject to the company having available a suitable vehicle at the time the hirer accepts the quotation. All quotations are for standard coaches unless use of ‘Executive features’ is requested, then availability is not guarenteed. Quotations are valid for 7 days unless otherwise notified and are subject to availability. Quotations are given for coach and driver, we do not do self-drive hire. Any additional charges will be separately identified and will be the hirer’s responsibility unless otherwise specified.

Confirmation....Normally, a written confirmation will be sent to confirm the booking. This will normally be a email. The information on the confirmation is to be assumed correct unless the customer contacts us. Should any errors be seen or changes made please contact us straight away so we can try and amend your booking where we are able. No booking is secured without a confirmation.

Payment....Full payment is due 14 days before travel unless you have a account with us. Account holders have 14 days after travel to pay. If no payment is received within 30 days after travel further action will be taken to recover the outstanding monies. Some hires and advance bookings will require a deposit. These are non-returnable and you will be made aware at the time of quoting or booking. A sales invoice will be provided which will lay out the terms and method of payments.

Provision and Use of Vehicle

The hirer cannot assume the use of the vehicle between outward and return journeys, nor that it will remain at the destination for the hirer’s use throughout the time of your visit unless this has been agreed with the company in advance.

Should you require a DDA /PSVAR vehicle, a on-board toilet or one with executive features this must be specified at the time of booking and will be listed on your confirmation.

Vehicles with on-board DVD players and TV's are for passengers media. We do not provide media. Should you wish to use these you must have necessary licences or permissions in place unless you are showing your own media that you have the rights to.

The primary use of the vehicle is for transporting passengers. Should you require it for another use eg. filming, photography this need to be approve prior to hire.

The company reserves the right to provide a larger vehicle than that specified at no additional charge unless any extra seats are used in which case an additional pro rata charge will be made to the hire charge. The company reserves the right to substitute another vehicle (including those of other operators) or ancillary facilities for all or part of the hiring subject to such substitutes being of at least equivalent quality. Executive vehicles maybe used on a standard bookings, but without all executive facilities being available. 

The company will at the time of booking, agree and specify the legal seating capacity of the vehicle to be supplied. The hirer must not load the vehicle beyond this capacity.

Route and Time Variations / Driver's Hours
ROUTE AND TIME VARIATION….The company reserves the right to levy additional charges for additional mileage or time to that agreed. Such charges will be in accordance with the company’s tariff in force on the day of departure. The vehicle will depart at times agreed by the hirer, and it is 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 who fail to follow instructions given by the hirer. 

DRIVER’S HOURS….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 or any passenger shall delay or otherwise interrupt the journey in such a way that the driver is at risk of breaching 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. The calculation of any additional costs will be in accordance with the company’s tariff in force on the day of departure.

Cancellation by the Hire....Cancellation for any reason other than in exceptional circumstances (which could be deemed as being in our control), unless notified to the company within 30 days prior to the day of departure will incur a cancellation fee 

30-14 days - 25% of total cost

13-7 days - 50% of total cost

7-0 days - 100% of cost

Additional charges maybe added on if driver fees or congestion/parking fees/tolls have already been paid

Multi-Booking and Residential Trips....Cancellation of any residential trip for any other reason than exceptional circumstances will incur the below fees. Multi-bookings are trips within a 60 day period invoiced on one bill.

90 days or more prior - £100 cancellation fee or 10%  of total cost (which ever larger)

60-90 days prior - 25% of total cost

30-60 days prior - 50% of total cost

Less than 30 days prior - 75% of total cost

This time is calculated from the date of cancellation to the date of departure. If any driver fees/tolls/parking fees/ congestion charges have already been paid these will be added in addition.

Long Term Contracted Serviced (eg. Home to School runs) When a contract or a Purchase order is in place the above does not apply. If exited before the end of a contact or purchase order once it has started then a exit fee applies. This will be around 50% of the remaining balance for the period between the new and original end date. 

If a circumstance can be classed as a exceptional circumstance which was unforeseen is at the discretion of Barker Bus Ltd.

Breakdown or Delays

Unfortunately as with any road transport there is always a risk of break down (although very rarely) or road delays.

The company gives its advice on journey time in good faith. However, in the event of breakdown, traffic congestion or other events beyond the reasonable control of the company, journeys may take longer than predicted. In those circumstances the company will not be liable for any loss or inconvenience suffered by the hirer as a result.

Agency and Sub-Contractor Arrangements

AGENCY ARRANGEMENTS….Where the company hires in vehicles from other operators at the request of the hirer and where the company arranges ancillary facilities such as meals, accommodation, ferries, admission tickets or any other services provided by another supplier, it does so as an agent for and on behalf of the hirer. Any terms and conditions imposed by such other suppliers through the company shall, insofar as they are supplied to the hirer, be binding on the hirer as if he had directly contracted such services and the hirer shall indemnify the company against any loss, claim, damage or award in respect of a breach of such supplier’s terms and conditions brought about by the hirer’s action.

Sub Contractors….Must comply with all the above terms and conditions, along side the ones mentioned in this section which is specifically for those who Sub Contract on behalf of Barker Bus Ltd. Any contract can be cancelled with one calendar months notice or notice period given by customer, which ever is the shortest or will automatically cancel and be re-assessed at the end of July. Any stoppages, fines or penalties incurred from the customer will be passed onto the sub contractor. The sub contractor may not approach or enter negotiations with customers with the intent of obtaining direct work. The sub-contractor drivers must work within the confines of the Barker Bus employees handbook and sub contractors must always uphold the corporate image of Barker Bus Ltd, whilst following all the terms set out both here, and in specific contract details provided to the sub contractor. Sub-contractors must be fully compliant and legal at all times. If any laws or regulations are broken, then this will result in instant termination of our contract.


Package Travel Regulations

If the hirer organises other elements of a package in addition to the provision of transport, the hirer may be defined as an ‘organiser’ or a ‘retailer’ for the purposes of the Package Travel, Package Holidays, and Package Tours Regulations 1992 and as such may be required to comply with the provisions of those regulations. In this instance, the company cannot accept any liability that may be incurred for losses or damage that it would otherwise accept under the terms of those regulations. The hirer, accepts responsibility for establishing whether they are so defined, and the company cannot accept liability for loss or damage incurred that should have been the responsibility of the hirer if the hirer was the legally defined organiser or retailer. Where the company agrees to act as an organiser or retailer, it will issue separate conditions of trading relating to its liabilities and responsibilities under the Regulations.

Conduct of Passengers and their Property

The driver is responsible for the safety of the vehicle at all times, and as such may remove any passenger whose behaviour prejudices safety or is in breach of the Public Service Vehicle (Conduct of Drivers, Inspectors, Conductors and Passengers) Regulations 1990. These regulations set out certain rights and responsibilities on all parties, and full details of these can be obtained from the company on request. The hirer is responsible for any damage caused to the vehicle, its fittings or equipment by any passenger for the duration of the hire. Where the hire is to a sporting event, the hirer should be aware of the legal requirements relating to alcohol, contained in the Sporting Events (Control of Alcohol) Regulations 1995, and the conditions of entry to race courses as laid down by the Race Course Association Ltd. The company will provide details of these restrictions on request. A valeting charge may be incurred by the hirer, if the company feels that the vehicle on hire has been left by passengers in a way that is not reasonable.

Other than on a vehicle fitted expressly for that purpose, food (except confectionery) and drink (including alcoholic beverages) may not be consumed on the vehicle without prior written consent from the company. 


Although every precaution is taken, the company will not in any case be responsible for loss or damage to any article placed or carried on their vehicles, owner’s property is the full responsibility of the hirer(s) and/or passengers.


In the event of 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 has not provided a remedy, complaints should be submitted in writing and within 7 days of the termination date of the hire. The company will acknowledge all complaints within 14 days and will normally reply fully within 28 days.

Home to School Conditions

Barker Bus Administered Routes

The conditions set out here over-ride other similar sections when related to home to school transport. All transport must be paid for upfront.  All code of conduct laid down by Barker Bus Ltd must be observed at all times, alongside the rules and behaviour expectations of the school that the student attends. Once a place is paid for we operate a "non-refund" policy. In extreme circumstances which could be deemed within our control, Barker Bus Ltd. may consider options which maybe partial refund or in the form of a credit note. Passengers must be at their stop at least 5 minutes early as in order to allow for various traffic conditions and different clock settings the bus may run up to 5 minutes earlier than the scheduled time. Once a form is completed to sign up, in order to cancel at any time a admin fee will be incurred, unless deemed by Barker Bus Ltd. as a exceptional circumstance which is at the discretion of Barker Bus Ltd. Please only complete a form to sign up if you require transport. Due to the limited number of seats places are allocated at the discretion of Barker Bus Ltd.

Students must follow instruction from Barker Bus Ltd staff. All passengers must sit where asked by Barker Bus Ltd or school staff. Should mis-behaviour occur we reserve the right to share details and CCTV with the school.

Coach passes remain the property of Barker Bus Ltd. These must be shown every journey. Should a pass be damaged or lost a fee of £5 must be paid to obtain a new one. 

In the event of poor behaviour, a event that could pose a danger to others or lead to vehicle damage, a incident or is a distraction to others the right to travel may be revoked or suspended with one days notice when agreed by Barker Bus Ltd and liaised to the school. In this event no reimbursements will be made and Barker Bus Ltd. is not liable for alternate travel.

In the rare event of a long delay or breakdown, Barker Bus Ltd will make alternate arrangements. If it is decided by a passenger to take alternate transport, Barker Bus Ltd. is not liable to costs.

Barker Bus Ltd. also offer discounts if selected payment methods are chosen or a sibling is traveling, however these discounts are taken when you pre-pay for a place on the service, if the grounds for discount are not for filled, you will be liable to pay the full amount for your transport before any discount was subtracted

Barker Bus Ltd. holds the right to alter routes and change stops onto different routes without notice. We will ensure that coaches have enough capacity for the stops they serve. Students are only guaranteed a seat on the coach serving their specified stop. Please ensure that when completing forms or sending in requests that you have selected the correct stop as coach switching is not permitted and we can only consider a request to move stop should seats be available. Should a stop have to be moved or timings adjusted we will always give as much notice as possible by parents preferred method of contact.

School services provided by us to schools, other companies or LEA's

Where a home to school service is contracted to a school/college/university or booking agent the following payments are required for days that the school is closed other than pre-arranged holidays or occasional/insect days. The first 3 days are charged at 100%, the remaining days are charged in line with government recommendations at 80%. This also applies for closure due to severe weather or any other reason the school is un-expectedly closed to pupils.


Once a confirmation has been issued to the hirer, providing there are 30 days prior to the departure date, the company reserves the right to pass on increases in the cost of fuel, taxes imposed by the Governments of the UK and of other countries to be visited during the journey, road tolls and foreign currency. No surcharges will be levied within 30 days of departure. On notification of such surcharges, the hirer may cancel the booking subject to our cancellation policy. The liability of the company will be limited to the cost of the hire and any ancillary services supplied.

Day Trips and Breaks

These terms and condition are only valid for trips being run by Barker Bus Ltd or Hamlet Travel Ltd. Should you find a trip by our website being arranged by a third party their terms and conditions apply and we cannot be held accountable for them.

Trips that are over 24 hours that include accomodation are only arranged occasionally for a limited number of passengers on a non-profit basis. 

Cancellation by Us

Barker Bus and Hamlet Travel holds the right to cancel a trip should the numbers not reach a viable amount. This will be done with more than a months notice before the departure dates and any money will be returned.

Cancellation by the customer

Should you wish to cancel your place on a trip, the deposit/initial payment is not refundable. In extreme circumstances we will endeavour to look at individual cases at our decreation. 

However should you cancel within a month of departure (inside the cut off time), it is 100% payable.

Travel Insurance

Our recommendation is that anyone coming on a coach trip should have appropriate travel insurance.

Diet, Medical and Special Requirements

Any diet requirements (on trips with meals included) should be discussed with us prior to booking so we can ensure that appropriate meals can be provided.

Should any passenger require assistants due to a medical condition, disability or need other special requirements  please contact us prior to ensure we are able to facilitate these needs. 

If a passenger is in a wheelchair but are able to board the coach un-aided there is no need to notify us before hand as long as the wheel chair folds up. We are not able to carry electric wheel chair or buggies without prior arrangements. If a passenger is reliant and not able to transfer out of a wheel chair we would need to be contacted prior to booking to ensure that the coach and any venues are able to accomodate a wheel chair.

Should a passenger have a medical condition which may deem them un-fit to travel then we may ask for a doctors letter to ensure that they are fit and travel is not advised against for the condition.

Changes to Trip

Although alterations to trips will not be a common occurrence, this may happen from time to time. Should a venue become un-available or a traffic hold up leads to time changes then we are left with no choice but to make suitable changes. Changes to venues will always be substituted with a similar one wherever possible. In the event that the itinerary does change we are not able to offer compensation or refunds.

Unless overwritten in this section, the terms and conditions apply from other sections of this document. All trips must be paid in full at least 30 days prior to departure.

Telephone Calls and Abuse

Barker Bus Ltd. has a zero abuse tolerance policy. Should this be verbal or physical.

If a member of staff is being verbally abused, experiencing rude behaviour or being shouted at they may instruct you they are ending the conversation and hang up if this is over the telephone. Should this be in person they will ask you to leave the premises or refuse you if you are a passenger.

Should this be in form of writing, whether a letter/email/text it may be used as evidence. Anything abusive or threatening behaviour thought to be a danger will be reported to the police.

Some calls maybe recorded for training and monitoring purposes. Should this be the case you will be made aware and all recordings will be held following correct procedure.