Barr Transportation Terms and Conditions for Charter and School Trip Bookings
Effective January 20, 2025
By booking a trip, submitting a payment, or signing a trip quote or confirmation, the school, organization, or contracting party (“Client”) agrees to the following Terms and Conditions. These terms form a binding agreement with Barr Transportation LLC (“Company” or “Carrier”), located at 6114 Race Rd, Elkridge, MD 21075.
1. Estimate and Trip Confirmation
1.1 Estimate Validity: The figures provided in any quote are valid for 30 days from the date of issuance. Rates and policies may be subject to change after this period.
1.2 Trip Confirmation: To confirm a trip, the Client must sign and return the trip confirmation form. No trip is scheduled until the signed form is received and written confirmation is issued by Barr Transportation.
1.3 Delay in Confirmation: If a signed confirmation is not returned promptly, Barr Transportation reserves the right to accept other work for that date. If the requested date becomes unavailable due to delay, Barr Transportation will not be liable for any resulting inconvenience or loss.
2. Booking and Payment
2.1 Deposit: A deposit of 25% of the total trip cost or $250, whichever is greater, is required to secure the booking.
2.2 Final Payment: The remaining balance is due no later than the date of service. Clients may pay in advance upon receipt of the invoice.
2.3 Additional Charges: If additional hours, tolls, or incidentals occur during the trip, they will be billed after the trip and due upon receipt.
2.4 Billing Policy: Deadhead travel (to and from the Company lot) is included in billed trip time. For trips requiring over 40 miles of deadhead, an additional $0.50 per mile applies.
2.5 Trip Time Minimum: All trip times are calculated from the time the bus departs the Company’s lot until it returns to the lot. This travel time is considered part of the total trip duration and is billable.
2.6 Waiting Time: Trips that exceed scheduled times due to passenger or Client delays, extended events, or late departures will be billed as additional service hours at the current hourly rate.
2.7 Overtime Charges: Overtime is billed at $100 per hour, beginning one (1) minute past the scheduled end time, with billing in 60-minute minimum intervals. Overtime continues until the bus has returned to the Company’s lot.
2.8 Multi-Day or Extended Trips: For trips requiring overnight stays, the Client is responsible for providing the driver with a private, non-smoking hotel room and paid parking near the accommodation. Additional hours or itinerary changes may result in overtime or additional fees billed to the Client.
3. Cancellation Policy
3.1 48-Hour Notice Required: Cancellations made more than 48 hours before the scheduled departure will not incur a fee.
3.2 Within 48 Hours: Cancellations made within 48 hours of departure will result in a $250 cancellation fee or forfeiture of the deposit, whichever is greater.
3.3 Company-Initiated Cancellations: The Company may cancel a trip due to mechanical issues, weather, or driver availability. In such cases, all payments, including deposits, will be refunded in full. Barr Transportation will make best efforts to provide substitute service but shall not be liable for incidental or consequential losses.
3.4 Cancellation Confirmation: All cancellations must be confirmed by phone or email.
3.5 No-Shows or Late Departures: If the Client or passengers fail to appear within 30 minutes of the scheduled departure time, the trip may be considered a cancellation and subject to full payment. If service is delayed due to late passengers or extended event durations, additional hourly charges may apply.
4. Subcontracting and Equipment
4.1 Subcontracting: The Company reserves the right to lease equipment from other carriers or subcontract services without notice to the Client.
4.2 Equipment Substitution: The Company may substitute a comparable or larger vehicle at its discretion.
4.3 Passenger Capacity: Vehicles may not be loaded beyond their rated passenger capacity. Standing passengers are not permitted. The Company reserves the right to deny boarding to additional passengers if capacity limits are reached.
5. Liability and Scheduling
5.1 Arrival and Departure: The Company does not guarantee exact arrival or departure times. Delays may occur due to traffic, weather, or unforeseen events.
5.2 Uncontrollable Events: The Company is not liable for any losses caused by acts beyond its control, including but not limited to acts of God, accidents, breakdowns, or government actions.
5.3 Additional Costs: Meals, lodging, towing, or alternate transportation resulting from such events are the Client’s responsibility.
5.4 Lost Property: Barr Transportation is not responsible for personal belongings left on vehicles. Passengers are responsible for removing their items at the end of the trip.
5.5 Schedule Adjustments, Early Departures, and Day-of Changes:
Barr Transportation is not responsible for schedule changes, early departures, or delays made on the day of service. If a trip departs earlier or later than originally planned due to instructions from on-site staff, coordinators, passengers, or other day-of contacts, such changes are deemed authorized by the Client.
The driver may reasonably follow directions provided by any on-site contact or passenger representative. The Company will not be held liable for missed passengers, early departures, route modifications, or any inconvenience or costs resulting from those changes.
If passengers, guests, or riders choose alternative transportation (such as personal vehicles or rideshare services) because of schedule adjustments or day-of changes, Barr Transportation shall not be held liable for their decision, safety, or any resulting transportation expenses. Responsibility for communicating accurate schedules and coordinating passenger logistics rests solely with the Client.
5.6 Weather and Emergency Conditions: In the event of severe weather, school closures, or conditions deemed unsafe by the Company, service may be delayed, modified, or canceled. If a school or organization cancels due to weather, the Company will make reasonable efforts to reschedule the trip without penalty. Refunds or credits will be issued at the Company’s discretion. The Company is not responsible for additional costs, alternate transportation, or losses arising from weather-related delays or cancellations.
6. Safety, Conduct, and Supervision
6.1 Supervision: Teachers, coaches, or chaperones—not the driver—are responsible for supervising students or passengers on school or charter trips.
6.2 Conduct: The Client is responsible for passenger behavior. Unsafe, unruly, or illegal conduct may result in termination of service without refund.
6.3 Seating: All passengers must remain seated while the bus is in motion. Standing, walking, or blocking aisles is prohibited.
6.4 Driver Authority: The driver has authority to enforce safety rules, adjust routes, or terminate service if conditions are unsafe or passengers are noncompliant.
7. Cleanliness and Damage
7.1 Cleanliness: Vehicles must be left in a reasonably clean condition.
7.2 Cleanup Fee: A $250 cleaning fee per vehicle applies for excessive mess, including spilled drinks, trash, or other debris beyond normal use.
7.3 Damage: Any vandalism, broken equipment, or interior damage will be billed to the Client. Payment is due within 15 days of invoice.
7.4 Documentation: Photos or video may be provided to document the reason for any cleaning or damage fee. Once provided, the charge is final and non-contestable.
8. Alcohol, Smoking, and Restricted Items
8.1 Alcohol: If permitted, alcohol must be consumed responsibly. Unsafe behavior may result in immediate termination of service.
8.2 Smoking and Vaping: Smoking, vaping, and marijuana or tobacco use are strictly prohibited. Each violation incurs a $250 cleaning fee and potential loss-of-use charges.
8.3 Illegal Substances: Possession or use of illegal drugs will result in termination of service without refund.
9. Video, Audio, and Media
9.1 Recording Notice: Most vehicles are equipped with video and audio recording systems for safety and compliance. These systems cannot be disabled. Boarding constitutes consent to recording. Recordings will only be reviewed as required by law or to investigate incidents.
9.2 Photography and Media: Barr Transportation may photograph vehicles in service or at events for promotional purposes. No identifiable images of minors or school logos will be used without prior consent.
10. Gratuity
Drivers receive 100% of gratuities. Tips may be submitted through HoneyBook, directly to the driver, or via the Company’s office.
11. Legal and General Provisions
11.1 Governing Law: These Terms are governed by the laws of the State of Maryland.
11.2 Interest and Fees: Unpaid balances accrue interest at 1.5% per month (18% annually) or the maximum permitted by law. Returned payments incur a $50 fee plus bank costs.
11.3 Waiver and Severability: Failure to enforce any provision shall not waive it. Invalid terms do not affect the enforceability of remaining terms.
11.4 Amendments: The Company may update these Terms without prior notice.
11.5 Dispute Resolution: Any disputes arising from this Agreement shall first be addressed through good-faith negotiation. If unresolved, disputes shall be subject to the exclusive jurisdiction of the courts of Howard County, Maryland.
11.6 Acceptance: By submitting payment, approving a quote, or coordinating trip details, the Client confirms full understanding and acceptance of these Terms.
11.7 Terms Updates: These Terms and Conditions may be updated at any time, and the most current version will be made publicly available and dated accordingly. It is the Client’s responsibility to review the most recent version prior to each trip. Continued communication or booking constitutes acceptance of the latest posted Terms.
12. Binding Confirmation
By making any partial or full payment toward services rendered or scheduled under this agreement—or by approving the trip in any form—the Client confirms acceptance of all terms and conditions set forth herein, including cancellation fees, booking responsibilities, liability provisions, and other obligations.
Furthermore, any continued communication with Barr Transportation LLC, whether written, verbal, or electronic, constitutes additional confirmation of acceptance and agreement to be bound by these Terms. Silence, lack of objection, or continued coordination shall be interpreted as consent to proceed under the terms of this Agreement.