Terms and Conditions
The agreement between the hiring customers and Whitsunday Hot Rod and Classic Car Tours Pty Ltd and their contractors for limousine and wedding car hire is subject to the following conditions. These conditions are summarised on the Booking Agreement form (emailed with enquiries) or completed over the phone on your behalf and are also referred to as part of the on-line booking process and apply to the documented vehicles at the indicated hire times in the booking schedule. Hiring our vehicles is conditional to these terms whether signed off on a contract or by implied consent when making a telephone booking.
1 A booking fee (deposit) of 30% of the agreed hire price per vehicle is required to secure a booking
A booking is not formally secured until the booking fee has been received. The booking fee is non-refundable and is deducted from the total cost. Payment of the booking fee and/or the full hire cost formalises the charter agreement and acceptance of the Terms and Conditions outlined here.
A tax invoice will be issued at the time of booking noting deposit paid.
An updated invoice is issued as payments are made and 6-8 weeks prior to your wedding day as a reminder for final payments. For wedding hire the balance of payment is required 4 weeks prior to the wedding date. When final details are established additional hire time and services will be invoiced as added.
School Formal charter
School formal limousine hire final payment is due two weeks prior to the formal or by cash on the night at pick-up.
Short hire charters
Near to date short hire payment is required in full on booking.
2 Penciled-in / reserved cars
Whitsunday Hot Rod and Classic Car Tours Pty Ltd will ‘pencil-in’ a booking for a limited period (up to five working days) to enable clients to complete paperwork and organise the transfer of the booking fee. During this period we will not further advertise the reserved vehicles. In the event that a previous inquiry submits a booking form and fee for the same vehicle during this period, our policy is to accept the first booking secured by a booking fee. The safest path to secure your car(s) is to make a credit card payment of the booking fee.
3 The balance of the account and refunds
Weddings Four weeks prior to the wedding date
School formals Two weeks prior to the hire date
All payments within the last week are to be by credit card or cash at pick-up by negotiation.
Payment may be by cheque, cash, credit card or electronic funds transfer (account details are noted on the booking form and invoices). Please ensure all eft payments are narrated with your invoice number or surname and date of hire so we can correctly attribute the funds to your account.
The client authorises any unpaid hire costs, overtime charges or dishonoured payments to be deducted from the noted credit card by Whitsunday Hot Rod and Classic Car Tours Pty Ltd. A valid Credit Card is required as a security for all bookings for use if such a payment is needed.
The booking fee is non-refundable to cover office expenses and lost hire opportunities.
Wedding car and limousine bookings cancelled in the last four weeks are subject to full payment. If your wedding is postponed due to misadventure of unforeseen circumstances the payment may be transferred to a future booking date at the discretion of Whitsunday Hot Rod and Classic Car Tours Pty Ltd and subject to availability on the new date.
Short hire bookings cancelled in the two weeks prior to the hire are subject to full payment. If the hire is cancelled due to misadventure of unforeseen circumstances the payment may be transferred to a future booking date at the discretion of Whitsunday Hot Rod and Classic Car Tours Pty Ltd and subject to availability on the new date.
In the event that a refund is due, it will only be paid to the person who originally paid the funds. Proof of payment may be requested.
4 Hire agreements can only be made by an adult 18 years of age or over
The hiring customer will be held responsible for the conduct of all passengers within their party. Whitsunday Hot Rod and Classic Car Tours Pty Ltd reserves the right to terminate the charter immediately, without refund if passengers become unruly or abusive.
5 All vehicles are non-smoking by law
Should this condition be ignored the drivers are instructed to terminate the charter immediately, without refund if a member of your party smokes in a car.
Photography featuring the cars is permitted and the drivers will assist to position the vehicles as requested by the photographer. The drivers have the final decision on how the vehicles can or will be placed at a location.
Photographs featuring the vehicles and event may be taken by Whitsunday Hot Rod Tours drivers for promotional use by Whitsunday Hot Rod and Classic Car Tours Pty Ltd. Copyright for these images belongs to Whitsunday Hot Rod and Classic Car Tours Pty Ltd and they are available free of charge to the person responsible for the hire. Please note images taken by our drivers are amateur and on low quality cameras, we recommend that you hire a professional photographer for your event.
All passengers are required to wear seat-belts in accordance with current laws (where fitted).
Many classic cars are not required to have seat-belts fitted. Be advised that some Whitsunday Hot Rod and Classic Car Tours Pty Ltd cars are not fitted with seat-belts.
Children under 4yo
Children under the age of four are required to be seated in a suitable child seat. Although fitted with seatbelts our classic cars do not contain the correct anchor points for suitable child seats. Children aged under four cannot be transported in classic cars, as child restraint devices cannot be fitted.
Children aged four to seven are required to wear seat belts and use a booster seat when seated in a sash belt. They are welcome in our vehicles fitted with seat belts. Most vehicles have lap belts fitted and the booster seat is not required. Children aged under seven cannot be transported in classic cars without seat belts.
Weddings – flower girls and page boys
We understand that flower girls and page boys are an integral part of your wedding and many couples want the child to arrive with the wedding party. In such cases, if you are using our classic cars without seat belts, we assist by collecting the child in the block before the venue and they can arrive with the bridal party. We have observed that the very young flower girls and page boys enjoy this as much as those who travel the whole journey to the ceremony and it removes the risk of your trip to the ceremony being spent trying to calm a young person should they be over-excited or become upset.
8 Changes to the schedule
Changes to a booking schedule need to be communicated to Whitsunday Hot Rod and Classic Car Tours Pty Ltd both verbally and by letter or email. Please ensure that all changes to the schedule are reflected in the confirmation email you receive the week prior to your booking. Changes made in the week preceding the booking, after the drivers are scheduled can lead to the confusion of duplicate instructions and are best avoided whenever possible.
9 Final confirmation
Final confirmation of the schedule is given to Whitsunday Hot Rod and Classic Car Tours Pty Ltd in the one week prior to a wedding booking or special event hires.
10 Overtime rates
Overtime rates of $60 – $120 per half hour or part there-of (as indicated) will be invoiced to the hiring customer and deducted from the credit card when applicable. Running overtime can be a source of frustration for drivers who may have commitments following your booking, so we recommend that you build some time into your booking schedule for unexpected delays on the day.
11 Damage or soiling of the cars
Damage or soiling of the cars caused by the party (including upholstery damage, spillage and soiling) will be charged to the hiring customer. The cleaning and sanitising fee for soiling is $300, damage at cost. Repair costs will be invoiced and deducted from the booking credit card.
12 In the event of an unforeseen accident or breakdown
Whitsunday Hot Rod and Classic Car Tours Pty Ltd reserves the right to substitute an alternative vehicle to those booked. In the event of an unforeseen accident or breakdown before or during a booking, Whitsunday Hot Rod and Classic Car Tours Pty Ltd will not be held liable for compensation beyond the cost of the car hire for the specific vehicle and time not in service. We advise you to take out suitable wedding insurance in case something unforeseeable should disrupt or cause your wedding to be cancelled or postponed at the last minute.