Terms of service
HIRE AGREED PRICE
The Agreed Price is the price to be paid for the journey as agreed between High Profile Party Buses and the client. The times, route and other details of the journey are stipulated on the final PDF Booking Confirmation. This Document will include your unique booking reference that includes your booking event date. Any requests to modify any of these details should be made to us at least a fortnight in advance of the date of travel and we will endeavour to accommodate minor changes to the customer’s requirement, subject to our ability to do so.
CLIENT ACKNOWLEDGEMENT OF TERMS
We kindly request that all clients thoroughly review and understand our Terms of Service prior to placing a deposit. The lead guest (booker) holds full responsibility for ensuring all hire details are accurate and fully communicated, including the conduct of guests and adherence to the agreed itinerary. By proceeding with a booking, you confirm your acceptance of these terms and your accountability for the event arrangements on behalf of your party.
HIRE VEHICLE SUPPLIED
We will endeavour to provide the vehicle requested by you. In the unlikely event that we are unable to do so, we reserve the right to provide a substitute vehicle of a similar type and capacity. We can request a preferred vehicle colour for you but cannot guarantee the colour. We reserve the right to sub contract work to other companies that can provide you with a vehicle of similar type & seating capacity if our vehicle is already booked, or has any mechanical problems. If any issues should occur with the vehicle or the service you receive from another company we recommend you contact them directly. High Profile Party Buses cannot be held responsible for the services provided by the company that supplied the vehicle.
PRIVATE HIRE TYPE
We offer a range of hire options, including a pick-up and return service, a one-way service, stationary and a continual hire service. Unless you have opted for a continual hire agreement, other customers may have hired the vehicle before or after the outward or homeward bound legs of your journey. The inside of the car will be cleaned and replenished as necessary between these hires.
IMPORTANT NOTICE ON ITINERARY AMENDMENTS
To maintain the highest standard of service and ensure a seamless experience, we kindly request that all journey details—including all planned stops—are finalised and confirmed no later than five days prior to your event. Any amendments or additional stops requested thereafter may be subject to supplementary charges and may impact the overall schedule of your hire. For clarity and record-keeping, all itinerary updates must be submitted via email or (private message but also confirmed with updated booking itinerary) and formally acknowledged by our team.
HIRE PAYMENT
All bookings are confirmed by the payment in advance of a non-refundable deposit. The balance due is the amount outstanding net of any deposit paid. The balance is due for payment prior to vehicle arrival at the event time. Any exceptions to this policy will appear on the booking confirmation and will have been discussed at the time of booking.
Booking confirmation is: the date of your event confirmed with deposit upon receipt of the details of your required journey. This includes confirmation of main party contact details and confirmation of party group age(s) for drinking age guests, person contactable in any case of any extra communication on the day between the driver and party guests etc.
This detailed document is sent after the deposit has been received, titled “Booking Itinerary”. This will also be reference for your chauffeur for your event. Once this has been supplied the itinerary will be confirmed prior to your event date to double check all is correct for your journey.
BOOKING CORRESPONDENCE
With the internet at the world’s fingertips, our service details and current events can be viewed here on our website and on our only Instagram account here. We can not confirm bookings, details, changes or updates via Text or WhatsApp. Please allow up to 24 hours for email and phone call enquiry response if a call has been missed. We kindly ask that details of this nature are shared securely via email or private message and not via SMS, iMessage or WhatsApp to ensure security.
ADDITIONAL HIRE CHARGES
A) The hire agreement between us includes specified pick up and return times and/or duration of hire. Adhering to these times forms an integral part of our operation. Where these times are not adhered to, we may incur additional costs or risk disappointing other customers. For that reason, we reserve the right to levy additional charges should the times agreed between us not be adhered to by the customer.
A grace period of 15 minutes is placed upon arrival of vehicle. After the 15th minute the waiting time fee of £50 applies.
The overtime rate that will be charged is as specified below. Rates are for each hour or part thereof according to the vehicle type supplied:
Mercedes Sprinter Party Bus £100.00
Payment of all overtime charges must be settled before the end of the hire. We do not accept cheques, debit cards, credit cards or foreign currency as payment on the day of hire. In the event that payment of overtime charges cannot be made on the day of hire, the customer agrees that the amounts will be charged to the debit card with which the booking deposit was paid. We do not accept credit cards for payment.
B) Damages
We reserve the right to charge the customer (named person booking) a minimum of £100 for any damage to or soiling of the party bus or any of its equipment caused by you or members of your party. Soiling includes excessive litter or waste including broken bottles, food waste, sick and confetti which stains, is a further additional £75 to factor in specialist cleaning services.
Payment of the minimum damage charge must be settled before the end of the hire. Damage/Waste final charge amount is agreed upon and to be settled to maintain service. We do not accept cheques, debit cards, credit cards or foreign currency as payment on the day of hire. If payment of damage-related charges cannot be made on the day of hire, the customer agrees that the amounts will be charged to the credit or debit card with which the booking deposit was paid.
Where the cost of rectification or repair may, in the view of the driver, exceed £100, the minimum charge will be made by the method described above and a further amount invoiced to the customer to reflect the cost of restoring the vehicle to its previous condition. Smashed, missing or broken glasses will be charged at £5 per glass
ACCESSIBILITY, DISABILITY, SPECIAL EDUCATIONAL NEEDS (SEN/SEND), NEURODIVERSITY & SAFEGUARDING
1. Advance Notification of Accessibility and Support Requirements
The lead booker must inform High Profile Party Buses, at the time of enquiry and before the booking is confirmed, of any accessibility requirements, disability-related adjustments, special educational needs or disabilities (SEN/SEND), neurodiversity-related needs, mobility limitations, sensory sensitivities or other support requirements that may affect a passenger’s safe and comfortable use of the vehicle.
Customers should explain the practical support or adjustments required rather than providing unnecessary medical diagnoses, personal medical histories or educational records.
This information allows us to explain our vehicle facilities and limitations, assess the suitability of our standard service and consider any reasonable adjustments that may be appropriate and practicable.
2. Vehicle Access, Facilities and Service Limitations
High Profile Party Buses operates private-hire Mercedes Sprinter party buses designed for group transport and entertainment. Our standard service includes inward-facing passenger seating, a music and sound system, and LED party lighting, which may include flashing or changing light effects.
Boarding and alighting are via the vehicle’s standard steps. Our vehicles are not specialist accessible vehicles and are not equipped with wheelchair lifts or dedicated wheelchair-accessible boarding facilities.
Specialist mobility equipment, personal care, medical supervision, specialist educational support and dedicated one-to-one assistance are not included in our standard service.
Customers must discuss any additional access or support requirements with us before booking confirmation. We will consider the individual circumstances, the vehicle’s capabilities, applicable safety requirements and any reasonable adjustments that may be appropriate.
We cannot promise facilities, equipment or support services that we do not provide.
3. Music, Lighting and Sensory Sensitivities
Our party buses are entertainment vehicles with amplified music and LED lighting, which may include flashing or changing effects.
Customers must inform us in advance of any known sensory requirements that may be affected by these features. Where technically possible and reasonably practicable, we will consider adjustments to the lighting, sound or other aspects of the service.
Customers must not assume that flashing lights can always be disabled or that specialist sensory facilities are available unless the arrangements have been confirmed by us in writing.
4. Individual Assessment and Reasonable Adjustments
High Profile Party Buses will consider disclosed requirements on an individual basis and consider reasonable adjustments in accordance with applicable legal obligations.
Where a requirement cannot be met through a reasonable adjustment, taking account of the vehicle’s design, available facilities, operational constraints and relevant safety considerations, we will explain the limitation and discuss the available options before confirming the booking.
A disability, SEN/SEND identification or neurodivergent condition will not, by itself, determine whether a passenger can use our service. The relevant consideration is whether the service can be provided appropriately and safely in the individual circumstances, taking account of any reasonable adjustments required.
No provision in these Terms removes any applicable legal rights or obligations.
5. Passenger Supervision and Additional Assistance
High Profile Party Buses provides private-hire transport with a driver. Unless expressly agreed in writing, the service does not include childcare, personal care, specialist educational support, medical supervision or dedicated passenger supervision.
Where a passenger requires assistance, supervision or communication support beyond the driver’s ordinary transport responsibilities, the lead booker, parent, guardian or responsible organiser must discuss the arrangements with us before the booking is confirmed.
Where appropriate, the lead booker must ensure that a suitable responsible adult or support person accompanies the passenger and provides the agreed assistance throughout the journey. The arrangements must reflect the passenger’s individual needs and must not compromise the driver’s ability to operate the vehicle safely.
Our drivers cannot be expected to undertake specialist care or supervision duties while driving.
6. Safeguarding and Driver Checks
High Profile Party Buses takes passenger welfare and safeguarding seriously. Our drivers undergo Enhanced Disclosure and Barring Service (DBS) checks, as applicable to their roles and the checks obtained.
DBS checks form part of our safeguarding measures but do not constitute a guarantee of future conduct or replace appropriate supervision, safe operating procedures or the responsibilities of parents, guardians, group leaders and organisers.
Our standard private-hire service does not automatically include a dedicated chaperone, teaching assistant, support worker or safeguarding professional. Any specific safeguarding or supervision arrangements must be discussed and agreed in advance.
Where children or passengers requiring additional support are travelling, the lead booker or responsible organiser must establish appropriate supervision and handover arrangements, including who is responsible for the passengers before boarding and after arrival.
Passengers must be treated respectfully and must not be subjected to abuse, harassment, intimidation or inappropriate conduct. Any safeguarding concern arising during a journey should be reported to the company as soon as practicable. Immediate danger or suspected serious harm should be reported to the appropriate emergency or safeguarding authority.
7. Passenger Safety and Emergency Arrangements
All passengers must follow the driver’s safety instructions and applicable passenger safety requirements. Passengers must remain seated while the vehicle is moving and must not stand, dance or move around the vehicle during travel.
Customers must raise any relevant mobility, communication, sensory or evacuation concerns before the journey so that the arrangements can be considered in advance.
Standard vehicle steps and the vehicle’s available emergency exits and evacuation procedures must be taken into account when assessing individual requirements. We cannot guarantee that every individual support need can be met by our standard vehicle or driver service.
Any decision concerning the suitability of a booking will be based on the individual circumstances, applicable legal obligations and relevant safety considerations, rather than a blanket exclusion based on disability or additional needs.
8. Changes to Requirements and Booking Information
The lead booker must notify High Profile Party Buses as soon as possible of any material change to the requirements or support arrangements previously disclosed.
We will review the updated information and discuss any necessary changes before travel, taking account of the agreed service, available facilities and applicable safety obligations.
Failure to disclose relevant requirements may affect our ability to prepare suitable arrangements. However, any resulting decision about the booking will be considered in the circumstances and in accordance with applicable legal obligations.
9. Limits of Responsibility
High Profile Party Buses is responsible for providing the agreed private-hire transport service in accordance with applicable legal requirements. The company does not assume parental, guardianship, childcare, medical or specialist support responsibilities simply by providing transport.
Nothing in this section excludes or restricts liability where doing so would be unlawful, or removes any statutory duty owed by the company or any other person.
DRUG USE POLICY
Drug use of any kind, including but not limited to nitrous oxide, is strictly prohibited onboard ALL VEHICLES.
Passengers found using drugs, including nitrous oxide, will result in immediate termination of the journey without refund.
Passengers found violating this policy may also be subject to legal action and will be held liable for any damages or consequences resulting from their actions.
CANCELLATION OF BOOKING
All bookings are confirmed by a NON REFUNDABLE DEPOSIT. This means that in the unlikely event of a cancellation, your deposit will not be refunded. Upon receipt of deposit is an agreement of booking with High Profile Party Buses. We reserve the right to hold your payment details until the booking is completed. We reserve the right to use your payment details to take payment of the full balance if a confirmed booking is cancelled two weeks prior to the date of the booking, excluding any major sporting event where payment of the full balance will be taken if a cancellation occurs a fortnight before the date of hire. We require a phone call or email cancellation two working weeks before the date of the booking.
AIRPORT PICKUPS
Full flight details help us to give you punctual service. We will make reasonable attempts to monitor incoming flight times, but we are unable to access reliable information until shortly before scheduled arrival times. If your return flight is going to be delayed, you should make contact with the High Profile Party Bus office on
+44 (0)7827 602 939 (24-hours)
to notify us, so that we can adjust our schedules and rearrange drivers. We will endeavour to accommodate delayed flight times, but cannot be held liable should circumstances prevent us from being able to respond to changes. In the event that we are reasonably notified of delays, we reserve the right to make additional charges for subsequent collection. Increased airport security means that we are unable to offer a full ‘meet and greet’ service at most UK airports. To make detailed pick-up arrangements between you and your driver, please call the office on +44 (0)7827 602 939 (24-hours) when you reach the Customs Hall.
LOST PROPERTY
Unfortunately, we are unable to take responsibility for the loss of property left in the vehicle at any time or under any circumstances.
VEHICLE BREAKDOWN
We operate a fleet of vehicles that are maintained to a high standard. In the unlikely event of a breakdown or the car being rendered unserviceable (for example, in the event of collision), we will use our best endeavours to provide a backup vehicle or vehicles as quickly as possible. However, we cannot be held liable for any consequential loss incurred as a result of vehicle breakdown or similar unavailability.
GRACE PERIOD
We always strive to arrive at pick-up points in advance of the times agreed. Very occasionally, events outside our control (for example, traffic congestion or bad weather) cause us to be late. In these circumstances, provided we arrive within 30 minutes of the scheduled time, this will be deemed to be within the terms of the agreement, in such cases, and if reasonably practical, we will endeavour to adjust the agreed booking times to make up for the delay, for example by adding a similar time at the end of the booking period.
JOURNEY TIMES AND TRAFFIC
We always plan our journeys carefully using live traffic information and professional navigation systems. However, journey times are estimates only and may be affected by circumstances outside our control, including traffic congestion, road closures, accidents, public events, adverse weather or emergency incidents.
For this reason, we cannot guarantee arrival at a specific time where delays are caused by circumstances beyond our reasonable control.
TIME SENSITIVE BOOKINGS
If you’re travelling to a restaurant reservation, wedding, airport, theatre, sporting event or any booking with a fixed arrival time, please let us know when making your booking.
We are happy to recommend a suitable collection time, but we strongly advise allowing additional travel time for unexpected traffic or delays, particularly for journeys across London.
The final collection time remains the customer’s decision.
ROUTE PLANNING
Our drivers use live navigation best suitable for our PSV long wheel base vehicles to select the safest and most appropriate route for the required journey. Routes may change during the journey in response to live traffic conditions, road closures, police instructions or other unforeseen circumstances.
COVID 19 UPDATE
Our guidance on serving you and your guests for your event safely is as follows:
Upon booking please discuss with us any concerns or requirements with all those attending, details of your journey itinerary and staying safe throughout.
Keeping in line with advised hygiene requirements, our vehicles have anti-bacterial spray, wipes and hand sanitiser (alcohol-based sanitiser >60%) for your usage. Specific guidance regarding hand and general hygiene has been communicated to our team. We are paying especially more attention to all aspects of the usage of each vehicle when cleaning after each run has been completed. Please call us for more information.
