Quality Assurance Travel: Terms & Conditions

General: This document contains all of the Terms & Conditions under which Quality Assurance Travel agrees to furnish service to you, the Customer. When you sign the booking reservation, it becomes a legally binding contract and can only be changed by a written agreement between Company and Customer.
Payment Policy: Customer shall pay a 50% deposit of the total trip price immediately to confirm reservation. The balance shall be due two (2) week’s prior to the trip date. The total trip price shall be paid upon reservation if the trip date is 14 days or less from the reservation date.
1. Credit card payments: QAT will automatically charge credit card on file 14 days prior to the trip date if balance has not been paid. The individual submitting the payment will be responsible for overtime/additional charges.
2. Wire Payments: There will be an additional $30.00 bank fee to process your wire payment.
3. Checks: Checks returned from a bank (whether due to insufficient funds, stop payment, or otherwise) will result in a $75 administrative fee.
Cancellations and Refunds: All cancellations must be received from Customer in writing via our website www.cancelmybus.com.
1. 100% Refund if cancellation is made 14 business days prior to the trip date, less a $65.00 clerical fee.
2. 50% Refund if cancellation is made 7-13 business days prior to the trip date.
3. No refunds if cancellation is made within 1-6 business days prior to the trip date.
4. No refunds for on-spot cancellations or no show.
5. Service fees charged by our payment processor may not be refundable in any circumstances.
6. QAT’s cancellation policy applies to all trips, including, without limitation, rescheduled trips.
Change Policy: Any time changes made 48 hours prior to the charter are subject to a $25.00 minimum charge fee per bus. Any date changes are subject to a minimum $250.00 fee, subject to #3’s conditions.
Cancellation by QAT. While we use all reasonable efforts to ensure that we deliver on each and every booking, occasionally events beyond our control will mean that we must cancel a bus booking. Accordingly, we reserve the right to cancel a booking at any time. In the event that we cancel any booking, our sole liability to you shall be a refund in full of any amount paid by you in respect of such Bus booking. We shall have no further liability to you, whether in respect of any cost of alternative arrangements, missed events or otherwise.
Additional Charges: Final itinerary is due at least 5 days prior to the trip date, original total trip cost at time of reservation may not reflect actual charges as any changes, additions, deletions or the like may change actual trip cost. Customers shall be billed and charged for any overtime incurred on the charter after the service is requested or performed. QAT’s charges herein may be subject to charges for changes in time, mileage, or additional services requested, overtime rate will be billed at $165 per hour per bus and or $5.50 per mile, whichever is greater. QAT will automatically charge credit card on file for any additional charges incurred after trip. Tolls, parking fees and park entrance fees are not included and shall be paid by Customer.
Driver Gratuity: Our quotes do not included a driver gratuity; we request that the Customer provide the driver with a minimum 10% tip on the day of the trip for satisfied service. If the Customer does not provide the driver with a gratuity and the service was satisfactory, a 10% gratuity will be billed and or automatically charged if credit card is on file.
Right To Substitute Equipment: Quality Assurance Travel has the right, at its sole discretion, to substitute equipment from our fleet or from other companies in order to fulfill this charter agreement.
WIFI Service: Our WIFI service is cellular based so we cannot guarantee service without interruption. Should the WIFI service fail due to loss of cellular signal or onboard equipment malfunction, there will be no refunds. The WIFI should only be utilized for tasks that do not require large amounts of data transfer, Streaming video over our WIFI service or any other excessive use of data is not permitted and may result in termination of WIFI service without notice. We reserve the right to terminate WIFI service at any time without a refund.
Food or Beverage: An automatic $85.00 will be charged post trip if the Customer brings Food or Beverages on the bus, this fee is separate from a cleaning fee if applicable. Glass containers and kegs shall not be allowed on the coach at any time. Ice chests, trash cans, receptacles or other objects shall not placed in the aisle of the coach while in motion. All drinks must be placed in a regular ice chest that does not leak in a seat which has been properly protected. Any coach seat or space utilized for food or beverage shall be included in the total passenger count.
Unusual Cleaning: In the event that the charter trips activities require greater than normal amount of time and material necessary to clean the bus properly upon its return to the garage, QAT may require additional cost to cover such additional time and materials, up to a maximum of $500.00. If there is vomiting on the bus or general messy circumstances, a $500.00 or more cleaning fee will be applied per incident, per bus.
Bus Refusal; Removal from bus: By making a reservation for your bus rental you hereby covenant on your behalf and, where applicable, on behalf of each of your guests to treat the bus driver and any other passengers on the bus with courtesy and respect. We reserve the right, in our sole discretion, and reserve the right for any drivers, in their sole discretion, to refuse to allow you or any of your guests on the bus or to remove you or any of your guests from the bus if you or they: (i) engage in harassing, discriminatory, violent, hateful, offensive, obscene or otherwise harmful behavior, including without limitation, any physical acts of violence and/or verbal threats; (ii) smoking, drinking or taking drugs on the bus; (iii) don’t have a valid ticket; or (iv) are intoxicated or otherwise under the influence of drugs or alcohol; (v) for any other reason that the driver or the QAT personnel or representatives deem to be reasonably necessary to protect the safety of the other passengers, the driver, the event staff personnel, and any other third party; or (vi) carrying/possession illegal, restricted, or harmful substances or goods, including without limitation, narcotics, firearms and other weapons.
Baggage: Customer baggage and property during a trip shall be handled at Customer’s own risk and only in an amount that can be reasonably carried in the chartered bus.
Lost Items: QAT is not responsible for any lost, forgotten or stolen items.
Damage on the bus: You are liable for all damage to the vehicle interior and exterior caused by you or any your guests incurred during the trip.
Force Majeure: QAT shall not be liable to Customer for any delays or non-performance to the extent due to unforeseen circumstances or causes beyond its reasonable control, including but not limited to acts of the bus operator, driver illness, USDOT or other regulatory compliance, acts of God, wars, terrorism, riots, embargoes, acts of civil or military authorities, fires, floods, accident, mechanical failure, road, traffic or weather conditions, labor difficulties, civil disturbance, strikes or any other causes or circumstances beyond QAT’s control.
Video/Audio: Customer shall not be entitled to a refund due to equipment malfunction including, without limitation, inoperable or unavailable audio or video equipment.
Open Alcohol Containers: QAT will operate all trips in accordance with and limited by all governing provincial and state laws and regulations pertaining to open alcohol containers in vehicles. No minors will be permitted on a bus or in any other vehicle where open container alcohol is present, unless accompanied by parent or legal guardian, and consumption of alcohol by a minor is specifically prohibited. Open container alcohol will not be permitted on any charter trip sponsored by a student organization, including but not limited to fraternities, sororities, sports clubs, dormitory organizations, etc. If governing state law permits open alcohol containers on buses or in any other vehicles and you request to rent a bus with open alcohol containers and bus supplier grants permission for open alcohol containers on its buses or other vehicles in accordance with, then all of the following shall apply: Only adults of legal drinking age may consume alcohol on the bus; Customer will be charged a automatic $85.0 non-refundable fee. No kegs or glass containers are permitted under any circumstances.

NOTE: QAT and its bus operators reserve the right to refuse to permit open container alcohol on any bus or in any other vehicle at any time if there is any doubt as to whether a group or individual of drinking age or if the group or any of its members violate any of the provisions of this Contract.

Driver Room: Customer shall pay and secure one room per driver for driver’s lodging on any overnight charter in the same hotel or facility where Customer is staying. Otherwise, Customer shall be charged a minimum of $250.00 per room per night.
Hours of Service: Bus drivers can drive up to ten (10) hours and be “On Duty” up to fifteen (15) hours at a time. At that point, the driver must be given a minimum of nine (8) consecutive hours “Off Duty” before returning to an “On Duty” status. “Off Duty” driver status applies once the motor coach is parked and secured at its overnight or layover location and the driver has completed all necessary paperwork. Once those nine (8) hours have been completed he/she is then legal to start another fifteen (15) hour period. He/she will require a minimum of thirty minutes to start new paperwork and inspect the motorcoach before they can pick up the group and start the new day. These rules are strictly enforced. No group will be allowed to put a driver out of his/her legal hours of service.
Indemnification: You shall indemnify and hold Quality Assurance Travel (qualityassurancetravel.com) and its subsidiaries, affiliates, officers, agents, and employees, harmless from all claims, actions, proceedings, demands, damages, losses, costs, and expenses (including reasonable attorneys’ fees), incurred in connection with: (I) any materials submitted, posted, transmitted or made available by you through the service; (ii) any interactions or transactions between you and any other user; and/or (iii)any violation by you of these terms of use, the rights of any third-party or any applicable law or regulation.
Damages: Customers are responsible for their own conduct. QAT is not responsible for any lost, forgotten or stolen items. Customer baggage and property during a trip shall be handled at Customer’s own risk and only in an amount that can be reasonably carried in the chartered bus. Customer will be liable for any damage to the bus caused by the Customer during a trip. Unless controlling legal authority requires otherwise, any award relating to QAT’s services specified by or related to this contract by a court, arbitrator or otherwise shall be limited to actual compensatory damage and neither party shall be entitled to any indirect, special, incidental or consequential damages. Customer shall not be entitled to any damages for delay which are caused or related to traffic conditions, weather conditions or bus or other equipment malfunction including, without limitation, inoperable or unavailable audio or video equipment. QAT may substitute similar buses and equipment from other charter bus companies when necessary. Any complaint must be submitted in writing no later than 48 hours after the trip to be considered. The prevailing party in any dispute relating to this agreement shall be entitled to reasonable attorney’s fees.
Severability: If any part of this contract is declared invalid for any reason, this ruling shall not affect the validity of the rest of the agreement. The other parts of the agreement shall remain in effect as if the agreement had been executed without the invalid part. The parties declare that they intend and desire that the remaining parts of the agreement continue to be effective without any part or parts that have been declared invalid.

Coronavirus Waiver

Waiver of Liability: The novel coronavirus, COVID-19, has been declared a worldwide pandemic by the World Health Organization. COVID-19 is reported to be contagious. The state of medical knowledge is evolving, but the virus is believed to spread from person-to-person contact and possibly by contact with contaminated surfaces and objects or in the air. People reportedly can be infected and show no symptoms and therefore spread the disease. The exact methods of spread and contraction are unknown, and there is no known treatment, cure, or vaccine for COVID-19. Evidence has shown that COVID-19 can cause serious and potentially life-threatening illness and even death.

Quality Assurance Travel cannot prevent you [or your child(ren)] from becoming exposed to, contracting, or spreading COVID-19 while utilizing Quality Assurance Travel’s services or premises. It is not possible to prevent against the presence of the disease. Therefore, if you choose to utilize Quality Assurance Travel’s services and/or enter onto [company]’s premises you may be exposing yourself to and/or increasing your risk of contracting or spreading COVID-19.

Assumption of Risk: I have read and understood the above warning concerning COVID-19. I hereby choose to accept the risk of contracting COVID-19 for myself and/or my children in order to utilize Quality Assurance Travel’s services and enter Quality Assurance Travel’s premises. These services are of such value to me [and/or to my children,] that I accept the risk of being exposed to, contracting, and/or spreading COVID-19 in order to utilize Quality Assurance Travel’s services and premises in person.

Waiver of Lawsuit/Liability: I hereby forever release and waive my right to bring suit against Quality Assurance Travel and its owners, officers, directors, managers, officials, trustees, agents, employees, or other representatives in connection with exposure, infection, and/or spread of COVID-19 related to utilizing Quality Assurance Travel’s services and premises. I understand that this waiver means I give up my right to bring any claims including for personal injuries, death, disease or property losses, or any other loss, including but not limited to claims of negligence and give up any claim I may have to seek damages, whether known or unknown, foreseen or unforeseen.

Emergency Contact Information: A QAT representative shall attempt to be available 24 hours a day for emergencies at 408.885.1040 option 2 QAT’s offices are open from 8:00 a.m. to 5:30 p.m. Monday through Friday excluding holidays. The office telephone number is 408.885.1040.

These Terms and Conditions shall be kept on file at QAT indefinitely and shall apply to any and all subsequent trips.