Terms & Conditions

Please read our Terms and Conditions carefully

These conditions apply whether a contract is made verbally or in writing. The Hirer contracts the Company upon behalf of the Hirer and as an agent for all passengers travelling on the vehicle. The Hirer warrants that he has the full authority of all passengers to enter into this contract on their behalf and to accept these conditions of hire. The Hirer shall indemnify the Company against any loss claim, damage, award or settlement which may be made against the Company in excess of the exclusions and limitations of liability contained in the Conditions of Hire as a consequence of any lack of authority upon the part of the Hirer to enter into this contract.

1. Quotations

  • Quotations are given on the basis of the most direct route and in the information given by the Hirer. The route used will be at the discretion of the Company unless the Hirer has requested a particular route which will be specified in the confirmation letter or invoice.
  • All quotations are given subject to the Company having available a vehicle suiting the Hirers requirements at the time of acceptance of this quotation.
  • Quotations are valid for 28 days from issue unless some other period is specified.

2. Other Charges

Unless otherwise stated, admission charges, meals, accommodation and coach parking charges are not included in the quoted price and the Hirer agrees to pay such charges.

3. Use of the Vehicle

Unless confirmed in writing by the Company, the vehicle should not be assumed to remain at any point between the outward and return journey nor to remain available to the Hirers incidental use when parked at such points.

4. Route and Time variation

  • Should the vehicle be detained by the Hirer or taken on a longer journey than contracted for, the Company reserves the right to make an additional charge.
  • The vehicle will depart at times agreed with the Hirer and the Company will not be liable for any loss or injury sustained by any passengers who fail to join a vehicle at the appointed time.

5. Drivers’ hours and Rest Period Regulations

The hours agreed with the operator for the operation of any hire must be strictly observed (other than in the case of serious emergency or diversion) so that regulations governing drivers’ hours and rest periods are complied with. The operator reserves the right to curtail or otherwise alter any hire which does not comply with the relevant regulations. Neither the Hirer or any passenger shall delay the departure of a vehicle or otherwise interrupt the journey so putting the driver at risk of breaching the regulations relating to drivers’ hours of work and duty. The Hirer will indemnify the Company against any extra expenses or charges which the Company may incur including, but not limited to, the cost of providing a replacement driver.

6. Seating Capacity

The Hirer mist not load any vehicle beyond the number of passengers which it is legally allowed to carry.

7. Conveyance of Animals

On a private hire, no animal (other than guide dogs and notified to the Company in advance) may be carried on any vehicle without prior written agreement from the Company.

8. Confirmation

Written confirmation by the Company is the only basis for acceptance of a hiring or subsequent alteration to its terms.

9. Private Hire – Deposits & Payment

Any deposit requested must be paid within 7 days of the Company accepting the hire unless agreed with the company at the time of booking. Payment of the hire must be made no later than 7 days before travel unless the Company has agreed in advance to a variation of this condition. Any deposits paid are non-refundable however, the company reserves the right to defer this payment onto another booking within a 12-month period of the first hire date. The Company reserves the right to cancel any booking by notifying the Hirer in advance where a deposit or payment has not been received by the Company within a reasonable amount of time.

10. Private Hire – Cancellation by Hirer

Should the Hirer wish to cancel any hire arrangement, the following scale of charges shall apply in relation to the total hire charge. Cancellation due to inclement weather conditions will also be charged as follows

10 Days or more: No Charge
6-9 Days: 10% of Coach Hire Charge
3-5 Days: 25% of Coach Hire Charge
1-2 Days: 50% of Coach Hire Charge
24 hours or less/ Arrival of Vehicle: 100% of Coach Hire Charge

11. Private Hire – Cancellation by the Company

In the event of an emergency, fire, riot, civil commotion, strike, lock out, stoppage or restraint of labour or on the happening of any event in which the Company has no control (including adverse weather and road conditions) or in the event of the Hirer taking any action to vary agreed conditions unilaterally, the Company may, by returning all money paid and without further or other liability, cancel the contract. At any point our company reserves the right to cancel any transport without compensation.

12. Vehicle to be provided

  • The Company reserves the right to provide a larger vehicle than that specified at no additional charge to the Hirer unless the extra seats are used by the Hirer.
  • The Company reserves the right to substitute other vehicles (including those of other operators) or ancillary facilities for all or part of the hiring subject to such substitutes being of equivalent quality.
  • Equipment in coaches (including but not limited to) radios, audio and video cassette players, microphone and public address systems, beverage and toilet facilities is provided at the discretion of the Company unless the quotation specifies that any such facilities will be available. Whilst every endeavour will be made by the Company to comply with the hirers’ requests, the Company cannot guarantee to meet such requests.

13. Breakdown and Delays

The Company gives its advice on journey times in good faith however in the event of a breakdown or traffic congestion beyond the reasonable control of the Company, journeys may take longer than predicted and in those circumstances the Company will not be liable for any loss or inconvenience suffered by the Hirer as a result.

14. Conduct of Passengers

  • The driver is responsible for the safety of the vehicle. Any passenger whose conduct is in breach of statutory regulations may be removed from the vehicle or prevented from boarding on the drivers authority. The Hirer will be responsible for the conduct of passengers and for any damage caused to the vehicle by passengers during the hire. The Public Service Vehicle (Conduct of Drivers, Conductors, Inspectors and Passengers Regulations 1990) apply.
  • The Company is not responsible or liable for lost property, luggage or personal effects. These are carried on our vehicles at the owners risk.
  • Where appropriate, Hirers should acquaint themselves with the Sporting Events (Control of Alcohol) Act 1995 and criminal Justice (Scotland) Act in addition to the current conditions of entry to racecourses as laid down by the Racecourse Association Limited.

15. The right to work without fear of Intimidation or Violence

The driver has a right to work without threating behaviour, intimidation, abusive language or violence towards both the driver and the passengers on the vehicle. Any passenger who breaks these terms may be refused entry on the vehicle or removed from the vehicle and the relevant authorities notified of any incidents.

16. Damages to Vehicle

The Hirer will be liable for any damage caused to the Vehicle during the course of the hire. The Company reserves the right to charge the Hirer for any damage caused to our vehicle. The Company reserves the right to charge the Hirer a soiling charge where the Vehicle has been made dirty outside of reasonable use by the Hirer.

17. Complaints

Any complaint in respect of the Company’s services should be made in writing to the Company’s office within 14 days to:

Glenn Coaches
58 The Village
YO32 2PS

18. Notices

No bill, poster or notice to be displayed on any vehicle without the prior written consent of the Company

19. Refreshments, Alcohol and Smoking

Other than on vehicles fitted expressly for that purpose, food and drink (including alcoholic beverages) may not be consumed on the vehicle. Smoking is not permitted on any of our vehicles.

20. Surcharges

The quotation given is based on operating costs at the date of the quotation, and where more than 30 days elapse between the date of the quotation and the date of departure the Company reserves the right to pass on to the Hirer increases in cost of fuel or other increased costs resulting from Government action or other factors beyond the Company’s control. However, the first 2% of certain cost increases will not be passed onto the Hirer.

21. Provision of Coaches

The Company does all in its power to ensure the Vehicles are at the place and time stated on the day of engagement, but we cannot guarantee or accept liability for the non-appearance of Coaches through unforeseen circumstances beyond the Company’s control.

22. Other

  • All parties are requested to note the above conditions as the Company only enters Contracts in accordance with these terms.
  • These Terms and Conditions are subject to change without notice depending on the requirements of the Company. For the latest Terms & Conditions, please contact our office.

Short Breaks Terms and Conditions

23. Booking Confirmation

A non-refundable deposit of £50 secures your hotel room & seat allocation. A confirmation receipt will be forwarded to you and a contract will then exist between us.

24. Balance of Payment

The balance of the holiday monies must be paid not later than 6 weeks before the holiday departure date. If you book within this 6-week period, you must pay the full holiday cost at the time of booking. If the balance is not paid in time, we reserve the right to cancel your booking and retain your deposit.

25. Cancellation by you

You may cancel your holiday at any time providing the cancellation is made in writing. Such cancellations will incur the charges shown below, although you may be able to reclaim these charges if the reason for cancellation is covered under the terms of any holiday insurance that you may have taken out independently. It is always advisable to insure your holiday. We do not provide holiday insurance.

Prior to 56 days before departure date: £50 deposit
42-56 days before departure: £50 deposit
28-42 days before departure: £50 deposit
1-27 days before departure, including voluntary termination during the package: Total package cost

26. Cancellation by us

In certain circumstances we may have to cancel your holiday. Should this occur we will normally give you at least 14 days notice and will of course offer you a prompt & full refund of all monies paid to us. There will be no further compensation payable.

27. Liability

i. We cannot accept liability for holidays affected by: War or threat of war, civil strife, Industrial action, natural disaster, weather, governmental action or other similar events beyond our control, and therefore reserve the right to alter any tour or excursion due to unforeseen circumstances.

ii. All hotels are chosen by us with great care but as they are neither owned by us or under our direct control, we are unable to accept responsibility for the actions or omissions of their personnel.

iii. It is your responsibility to make sure that you are at the correct departure point at the correct time and we cannot be liable for any loss or expense incurred if you are not.

iv. Passengers must not smoke while onboard our vehicles.

v. Luggage labels & final pick up times will be issued approx. 7 days before departure, along with your balance payment receipt.

vi. The company takes no responsibility for passengers’ goods or possessions left onboard the coach. It is up to the individual to ensure their possessions are safe & secure. Valuables should be carried by the passengers at all times or deposited in a hotel security box and a receipt obtained.

vii. Financial Protection – Please provide your own independent holiday insurance if required. We do not supply this type of insurance.

28. Booking and Payment

When a booking is made the ‘lead name’ on the booking guarantees that he or she is 18 or over and has the authority and accepts on behalf of the party the terms of these booking conditions. This person pays the deposit indicated in the brochure and as confirmed in the pre-contract information. After we receive your booking and all appropriate payments, if the arrangements you wish to book are available, we will send you a confirmation invoice within 14 days. This confirmation will include any special requests we have agreed. A binding agreement will come into existence between us when we dispatch this invoice to the ‘lead name’ or your booking agent. Please check the confirmation carefully to ensure all the information is correct. This contract is governed by English Law, and the jurisdiction of the English Courts. Single occupancy of rooms, when available, may be subject to a supplementary charge and these will be shown in the brochure. You can book by paying a deposit for each person named on the booking but our commitment is always conditional upon the balance being paid as below.

Deposit £50 per person for Short Breaks.

The balance of the price of your holiday must be paid at least 6 weeks before your departure. If you book within our balance-due period, you will need to pay the total holiday cost at the time of booking. If the balance is not paid in time, we reserve the right to cancel your holiday, retain your deposit and apply the cancellation charges set out in the paragraph below. The date of cancellation will normally be the date we receive your written confirmation that you intend to cancel or 15 days after the balance due date, whichever comes first. If you change your booking – If, after our confirmation has been issued you wish to change to another of our holidays or change departure date, we will do our utmost to make the changes, but we cannot guarantee to do so. Notification must be received in writing at our office from the person who made the booking. Alterations may not be able to be made within 6 weeks of departure and any such request for an alteration will be treated as a cancellation of the original booking and will be subject to the cancellation charges set out in paragraph below. Some arrangements cannot be changed without paying a cancellation charge of up to 100% of the ticket cost.

29. Transferring your booking

You can transfer your booking to somebody else, but the person must satisfy all the conditions of the holiday and you must inform us in writing no less than 7 days before departure. You will remain responsible for ensuring payment before the balance due date. This is in addition to and does not affect the separate liability of the transferee to us.

30. If you need to cancel your holiday

You or any member of your party, may cancel your holiday at any time provided the cancellation is made by the person who made the booking and is communicated to us in writing. You must pay cancellation charges to cover our administration costs and to compensate for the risk of us not reselling the holiday. Your cancellation will take effect from the date on which we receive your written confirmation of your cancellation. A reduction in room occupancy may increase the charges for the remaining passengers by the application of supplements for low occupancy of rooms. Where bought in supplies for example hotel accommodation etc have been bought in on your behalf and where the terms and conditions of the supplier are non-refundable, these products will be charged to you at the full retail rate. If this applies, the non-refundable items will be deducted from your holiday costs and the following scale of charges will be applied to the remainder.

Prior to 56 days before departure date: £50 deposit
42-56 days before departure: £50 deposit
28-42 days before departure: £50 deposit
1-27 days before departure, including voluntary termination during the package: Total package cost

31. You may only cancel your holiday without paying any termination fee before the start of the holiday in the event of unavoidable and extraordinary circumstances occurring at the place of destination or its immediate vicinity. For example, if there are serious security problems at the destination which are likely to affect the package.

32. Alterations to your holiday by us

We hope that we will not have to make any change to your holiday. However, because our holidays are planned many months in advance, we sometimes do need to make minor changes. We reserve the right to do this at any time. We will let you or you know about any important changes as soon as possible. If after booking and before departure we make a major change to your holiday, you will have the option of withdrawing from the holiday without penalty or transferring to another holiday without any charge.

33. Our responsibility to you

We accept responsibility for ensuring the holiday which you book with us is supplied as described in our publicity material and the services offered reach a reasonable standard and if you are in difficulty, we will assist you.

34. If you have a complaint

if you have a problem during your holiday, please inform your tour driver immediately, who will endeavour to put things right. If you remain dissatisfied, please follow this up within 14 days of your return home by writing to us. It is therefore a condition of this contract that you communicate any problem to your tour driver as soon as possible. You must tell us if you have an existing medical condition, disability or complex need that may affect your holiday or other group member’s enjoyment of it before you book your holiday. If in our reasonable opinion, your chosen holiday is not suitable for your medical condition or disability, we reserve the right to refuse your booking. We want you to enjoy your holiday and will help you to select an appropriate trip.

35. Hotel facilities

Some hotel facilities and entertainment may be withdrawn for routine maintenance or be subject to seasonal availability and provision of the facilities cannot be guaranteed. Single occupancy of rooms may be subject to a supplementary charge.

36. Health and Safety

You are advised to refer to the Department of Health leaflet “Health Advice for Travellers”. Some people may be at risk from discomfort or deep vein thrombosis (DVT) if they remain immobile on a journey for a long period. If you are planning to undertake a journey of more than three hours, you should consult your doctor if you have ever had DVT, pulmonary embolism, a family history of clotting conditions, cancer or treatment for cancer, stroke, and heart or lung disease or if you have had major surgery in the past three months. We reserve the right to refuse any booking in the absence of a doctor’s certificate confirming that you are fit to travel. Where we provide comfort stops you are encouraged to walk around. Exercise reduces discomfort which may be caused by periods of immobility. Smoking is not allowed on our coaches, including E-Cigarettes, and we do not allow pets or any other animals, although we do accommodate registered assistance dogs.

37. Itineraries and pick-up points

You are responsible for ensuring you are at the correct, previously notified departure point at the correct time. Glenn Coaches reserve the right to modify itineraries to conform with requests from competent authorities. Excursions which are included in the cost of your booking are detailed on the brochure page. Refunds will not be made for excursions not taken.

38. Admission fees to buildings/gardens etc that are included in the price of the holiday will be clearly stated.

39. Special Requests

All special needs and requests should be advised at the time of booking. These cannot be guaranteed except where confirmed as part of our holiday commitment to you and are detailed on your holiday booking confirmation. We are keen to ensure that we plan the arrangements for your holiday so that special needs and requests can be accommodated as far as possible. If you will need assistance or may be unable to fully enjoy all aspects of your holiday you must tell us in advance so that we can maximise your enjoyment of the holiday. We will need to know if you will need special facilities in the hotel, taking part in the excursions or have difficulty boarding and travelling on the coach or other means of transport. Before booking your holiday, you should be sure that you and your party are both physically and mentally capable of completing the itinerary. If you need advice or further information you should contact us at the office. If you will require a special diet please tell us at the time of booking or as soon as you are medically advised, together with a copy of the diet.

40. Passengers with disabilities

We want everyone to enjoy our travel arrangements. We are happy to advise and assist you in choosing a suitable holiday. As some of the accommodation and resorts featured may not cater for all types of disability it is important that when booking, you advise us of any disability, specific need or complex need you may have and any special requirements. If a passenger requires personal assistance (for example, assistance with feeding, dressing, toileting, mobilising) then this passenger must travel with an able-bodied companion or carer and written confirmation that such assistance will be provided for the entirety of the holiday is required at the time of booking. Understandably, coach drivers are unable to provide this level of assistance. Important. You must tell us if you have an existing medical condition, disability or complex need that may affect your holiday or other group members’ enjoyment of it before you book your holiday. We reserve the right to request a doctor’s certificate confirming the passenger is fit to travel. If in our reasonable opinion your chosen holiday is not suitable for your medical condition or disability, we reserve the right to refuse your booking.

41. Passenger Behaviour

We want all our customers to have a happy and carefree holiday. You are responsible for your behaviour and hygiene and the effect it may have on others. If you or any other member of your party is abusive, disruptive or behaves in a way that could cause damage or injury to others or affect their enjoyment of their holiday or which could damage property, we have the right to terminate your contract with us and we will have no further liability or obligation to you. The coach driver is entitled to refuse you boarding if in their reasonable opinion you are unacceptably under the influence of drink or drugs or you are being violent or disruptive. If you are refused boarding on the outward journey, we will regard it as a cancellation by you and we will apply cancellation charges. If on your return journey, we have the right to terminate the contract with you. We also request that you respect other passengers when using mobile phones on board our coaches.

42. Travel Insurance Advice

We recommend that you take out a travel insurance policy for your trip. You must advise us with whom you’ve taken it out, the policy number and 24-hour Emergency Medical Assistance contact number. Your travel insurance should cover medical and repatriation costs, personal injury, loss of baggage and cancellation. If you do not have adequate travel insurance and require our assistance during your holiday, we reserve the right to reclaim from you any medical, repatriation or other expenses which we may incur on your behalf, which would otherwise have been met by insurers.

43. Luggage

Please restrict your luggage to one medium sized suitcase per person. A small holdall can also be taken on board the coach. We cannot accept responsibility for loss or damage to luggage. Please do not leave items of value in your main suitcase which is left on the coach. Should loss or damage occur you may be able to claim through your holiday travel insurance, if you have this. Please contact us for our policy on mobility scooters.

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Why choose Glenn Coaches?

  • A family run business with over 40 years’ experience and an excellent reputation
  • Friendly and helpful staff deliver outstanding customer service
  • Competitive pricing. You’ll always receive our best price

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    Glenn Coaches York

    01904 769914


    Registered Office
    58 The Village
    YO32 2PS

    Glenn Coaches are based in York. We provide a first class coach hire service across the York and Yorkshire area, offering a range of 49 and 53 seat coaches from York, Pocklington, Barmby Moor and Wilberfoss