EVENT Booking Form

Name

First Name

Last Name

Company Name

Your E-mail

E-mail: Finance Department

If you would like the invoice sent to an address other than you

Lead Passenger/ Site Contact Name

Who should the crew contact on the day

First Name

Last Name

Phone

Start Date

Start Time

Hour

Minute

Second

Finish Date

Finish Time

Hour

Minute

Second

Billing Address for Invoice

Address 1

Address 2

City

State/Province

Zip/Postal Code

Country

Branding Option

Itinerary

Please provide us with an Itinerary, even if this is subject to change as we will need to plan in our drivers duty shifts in advance.

Passengers

Please specify total number of passengers. Please specify if there will be members of the public on-board and if there is any crew/ staff on-board.

Do you require mains powered on-board?

Optional Extra: See your quote for current price. Our on-board mains power option is ideal for re-charging or powering items such as laptops and medium power PA systems. It is not suitable for high power consumption or appliances that generate heat. If you are unsure what your power needs are please check with us.

No

Yes

Modifications

Please confirm if you require any interior modifications to the bus.

Notes:

Hazardous Materials

Please tick to confirm that no flammable liquids or pyrotechnics will be brought aboard. ie petrol, sparklers.

Understood

Deadlines

Please note all quoted prices are based upon artwork and payment deadlines being met. Missing a deadline can lead to increased costs or us being unable to fulfil a job.

Understood

Terms & Conditions

Agree

Expeditional Hire and Branding Terms & Conditions

BUSINESS B LTD trading as EXPEDITIONAL

Registered Address: 7/8 The Shrubberies, George Lane, South Woodford, E18 1BD

------------------------------------------------------------

PRIVATE & STATIC HIRE TERMS AND CONDITIONS

------------------------------------------------------------

These Terms and Conditions apply to all private hire, static vehicle hire, and event transport services

provided by Expeditional (“the Company”) unless otherwise agreed in writing. By booking with us, the Client

(“you”, “your”, “the Hirer”) agrees to these Terms and Conditions.

1. BOOKINGS AND CONFIRMATION

1.1 A booking is only confirmed once we have received your signed booking form or written acceptance and

any deposit required.

1.2 Acceptance of a quotation or payment of any deposit confirms your agreement to these Terms and

Conditions.

1.3 All quotations are based on information you provide at the time. Changes to dates, times, routes, or

requirements may affect the price.

2. SERVICES COVERED

2.1 Our services include chauffeured private hire and static vehicle hire.

2.2 Self-drive hire is not offered.

2.3 We may subcontract part or all of your booking to a licensed operator if necessary.

3. USE OF VEHICLE

3.1 The vehicle may only be used for the journey(s), times, and purpose agreed in writing.

3.2 Drivers’ hours and rest times are regulated by law and must not be breached.

4. CONDUCT AND PASSENGER RESPONSIBILITIES

4.1 You are responsible for the behaviour of all passengers.

4.2 Smoking, vaping, or illegal substances are not permitted on board.

4.3 The driver may refuse carriage if passengers are abusive or unsafe.

4.4 You are liable for any damage caused to the vehicle or its fittings by you or your passengers.

5. STATIC HIRE

5.1 For static hires, you must ensure adequate space, access, and permissions are available.

5.2 You must not move or power the vehicle unless authorised by us.

5.3 You are responsible for any site damage or permits required.

6. PAYMENTS

6.1 A deposit is required to secure a booking and order materials.

6.2 The balance is due 14 days before the hire date.

6.3 Failure to pay may result in cancellation and fees.

6.4 Late payments may incur interest at 4% above the Bank of England base rate.

7. CANCELLATIONS

7.1 Written notice is required for all cancellations.7.2 Cancellation fees:

- More than 28 days: Deposit only

- 14–27 days: 50% of total hire charge

- Less than 14 days: 100% of total hire charge

7.3 If we cancel due to circumstances beyond our control, we will refund payments made or offer an

alternative.

7.4 We are not responsible for indirect or consequential losses arising from cancellation or delay.

8. SUBSTITUTION OF VEHICLE

8.1 We may substitute another vehicle of equivalent or higher quality if the booked vehicle is unavailable.

9. DELAYS AND FORCE MAJEURE

9.1 We are not responsible for delays beyond our control such as weather, traffic, or accidents.

10. LIABILITY AND INSURANCE

10.1 We hold public liability and motor insurance.

10.2 Our total liability (except for death or personal injury caused by negligence) is limited to the hire fees

paid.

10.3 We are not liable for loss of personal property or indirect losses.

10.4 You indemnify us for any claims arising from your actions or those of your passengers.

10.5 Separate liability applies for branding under the Branding Addendum.

11. LOST PROPERTY

Lost property will be held for a reasonable period and must be collected or posted at your cost.

12. BRANDING AND ADVERTISING

Where your booking includes branding or display, the Branding & Advertising Addendum applies.

13. GENERAL PROVISIONS

Contracts are governed by English law and jurisdiction.

------------------------------------------------------------

BRANDING & ADVERTISING ADDENDUM

------------------------------------------------------------

1. SCOPE AND DEFINITIONS

“Branding” means any artwork, decals, wraps, vinyl graphics, magnetic panels, posters, or similar materials

applied to, or displayed within, our vehicles.

2. OWNERSHIP AND INTELLECTUAL PROPERTY

2.1 You warrant ownership or licence for all artwork and indemnify us for any IP infringement.

2.2 We may photograph branded vehicles for our portfolio unless you object in writing.

3. APPROVAL AND INSTALLATION

3.1 All artwork must be approved by us before production.

3.2 Branding may only be installed by Expeditional or our approved contractors unless agreed otherwise.

3.3 You may not install or alter branding yourself without our approval.

4. STANDARDS AND COMPLIANCE

4.1 Branding must comply with advertising and safety laws.4.2 We may refuse or remove any branding we consider unsafe, offensive, or unlawful.

4A. ARTWORK SUBMISSION AND PRODUCTION TIMING

4A.1 You must supply all final, print-ready artwork and written approvals no later than 14 days before the

agreed installation date, unless otherwise specified in writing.

4A.2 If artwork or approval is not received by that deadline, we may:

(a) charge additional costs for expedited production or rescheduling;

(b) postpone or cancel the installation without liability; and/or

(c) treat the booking as cancelled under our standard cancellation terms.

4A.3 Any delay caused by late submission of artwork, missing files, incorrect formats, or incomplete

approvals will be at your cost.

4A.4 Expeditional will make reasonable efforts to meet agreed installation dates, but timing depends on when

approved artwork and materials are received.

4A.5 If we must reallocate production slots or vehicle time because of late artwork, additional hire or

downtime charges may apply.

5. DAMAGE, MAINTENANCE, AND REMOVAL

5.1 This clause applies only where the branding materials have been provided or installed by you or by a

contractor engaged directly by you. It does not apply where the branding has been installed or managed by

Expeditional or our approved subcontractors.

5.2 You are responsible for any damage caused by your branding materials or installation, including to

paintwork, windows, fittings, or structure.

5.3 We will inspect the vehicle before and after branding installation and removal, whether carried out by you

or our team.

5.4 You must pay for repair, cleaning, or repainting if your branding causes damage.

5.5 All branding must be removed at or before the end of hire unless otherwise agreed, and any residue or

waste must be cleaned at your cost.

6. INSURANCE

You may be required to provide proof of insurance for branding-related risks.

7. FEES AND PAYMENT

Branding and hire are invoiced together unless otherwise agreed. Deposits are required for materials.

8. LIABILITY

Our total liability for branding is limited to hire fees paid. You indemnify us for losses arising from your

branding.

9. TERMINATION AND REMOVAL

We may remove branding immediately if it breaches law, safety, or contract terms.

10. INSPECTION AND RECORDS

We may inspect or photograph branding for condition records.

11. SURVIVAL

Indemnity, liability, and IP clauses survive termination.

12. GOVERNING LAW

This Addendum is governed by the laws of England and Wales.

Terms and Conditions Printable