Terms & Conditions — Charter Bus Booking Policy

Effective date: January 2024

Last updated: December 2025

These Terms & Conditions ("Terms") govern the rental of charter buses between BCS Travel B.V. ("BCS", "Company", "we", "us") and the Client ("you", "Customer"). By booking our services, you agree to these Terms.

Intellectual Property Rights

BCS YOUR CHARTER EXPERT® is a registered trademark of BCS Travel B.V. in the European Union under registration number 018024837.

All trademark rights are reserved. Unauthorized use of our registered trademarks is strictly prohibited.

View trademark details: EUIPO Trademark Registry

General Terms

• All prices are quoted in Euro (EUR) and include VAT where applicable
• Bus rental prices include driver services, vehicle charter, fuel, and insurance
• Clients assume full financial liability for any damage caused by them or any members of their party to the vehicle during the rental period
• In case of mechanical breakdown while on charter, the company will replace the damaged vehicle with a vehicle of the same or equivalent class
• BCS reserves the right to substitute vehicles of similar or higher specification if the originally booked vehicle becomes unavailable

Booking & Payment Terms

• A deposit of 30% is required to confirm your booking
• The remaining balance is due 14 days before the departure date
• For bookings made within 14 days of departure, full payment is required immediately
• We accept bank transfer, credit card (Visa, MasterCard, American Express), and PayPal
• All payments must be received by the due date to guarantee the reservation

Cancellation Policy

In case of cancellation, the following fees apply based on the total booking value:

• Cancellation more than 29 days prior to departure: 10% cancellation fee
• Cancellation within 29 days prior to departure: 25% cancellation fee
• Cancellation within 10 days prior to departure: 50% cancellation fee
• Cancellation within 48 hours prior to departure: 100% cancellation fee (no refund)

All cancellation requests must be submitted in writing to booking@bcs-bus.com.

Modifications to Bookings

Changes to confirmed bookings are subject to availability and may incur additional charges:

• Changes requested more than 14 days before departure: No additional fee (subject to availability)
• Changes requested within 14 days of departure: Subject to availability and potential surcharges
• Date changes within 48 hours of departure are treated as cancellations

Please contact us as early as possible to request any modifications.

Passenger Conduct

Passengers must comply with all safety instructions from the driver. The following are strictly prohibited on all vehicles:

• Smoking (including e-cigarettes and vaping devices)
• Consumption of illegal substances
• Behavior that endangers other passengers or the driver
• Damage to vehicle interior or equipment
• Excessive noise or disturbance to the driver

BCS reserves the right to terminate the journey immediately if passenger conduct poses a safety risk. No refund will be provided in such cases, and the client may be held liable for additional costs.

Luggage

Standard luggage allowance per passenger:

• One suitcase (maximum 23kg)
• One piece of hand luggage (laptop bag, backpack, or similar)

Additional or oversized luggage (ski equipment, musical instruments, etc.) must be declared at the time of booking. BCS is not liable for damage to improperly secured personal items.

Delays

Exceptional situations such as air traffic controller strikes, extreme weather conditions, road closures, accidents, or other unforeseen circumstances can lead to longer waiting times and must be accepted by the customer. BCS will make reasonable efforts to minimize delays but cannot be held liable for circumstances beyond our control.

Waiting Time

• Airport pickups include 30 minutes of complimentary waiting time from the scheduled arrival time
• For other pickups, the driver will wait 15 minutes from the scheduled time
• Extended waiting time may incur additional charges

Liability

BCS Travel B.V. is liable for damage caused by BCS or their vicarious agents or subcontractors either intentionally or due to gross negligence. In case of damage caused by simple negligence, BCS is liable only for breach of fundamental contractual obligations.

BCS liability is limited to the value of the booking unless damage was caused intentionally or through gross negligence.

Trip Termination & Force Majeure

The company is not responsible for trip termination due to force majeure events. Examples of force majeure include but are not limited to:

• War, terrorism, or civil unrest
• Natural disasters (earthquakes, hurricanes, floods)
• Epidemics or pandemics
• Government actions or unexpected legislation
• Strikes or industrial action
• Energy blackouts or infrastructure failures

Insurance

All BCS vehicles are fully insured for passenger transportation in accordance with European regulations. This includes:

• Third-party liability insurance
• Passenger liability coverage
• Vehicle damage insurance

Passengers are advised to arrange their own travel insurance for personal belongings, trip interruption, and medical coverage.

Complaints

Any complaints regarding our services must be submitted in writing to booking@bcs-bus.com within 14 days of the service date. Please include your booking reference and a detailed description of the issue. We will acknowledge receipt within 5 business days and provide a full response within 30 days.

Choice of Law and Place of Jurisdiction

For all legal relationships between BCS Travel B.V. and the Client, the law of the Netherlands shall apply. The courts of Amsterdam shall have exclusive jurisdiction over any disputes arising from or in connection with these Terms.

Contact Information

BCS Travel B.V.
Radarweg 29, 1043 NX Amsterdam, Netherlands
Phone: +31 20 700 88 60
Email: booking@bcs-bus.com
KvK: 66460085 | VAT: NL856563523B01