By confirming a booking with TRAXX America, the client agrees to the terms below. These terms apply to all charter services unless superseded by a signed contract between the client and TRAXX America.
Payment Terms
Full payment is due 30 days prior to the departure date unless credit terms have been established in a signed written agreement with TRAXX America. Clients without approved credit terms are prepaid, meaning the full balance for the booking must be received no later than 30 days before departure.
A reservation is not confirmed until payment has been received within that timeframe. TRAXX America cannot guarantee a vehicle, date, or rate for any prepaid booking that remains unpaid at the 30-day mark. Clients operating under approved credit terms are billed according to the terms set out in their signed agreement.
Payment may be made by credit card or ACH through our online client portal, by wire transfer, or by check made out to TRAXX America, 811 SW Grady Way, Renton, WA 98057. If sending a check, please include the booking or group name on the memo line. Wire transfer details are available on request.
Payment Disputes & Collections
Charges applied after a trip, including overtime, damage, cleaning, and other post-trip fees, are due within 30 days of the invoice date. Balances remaining after 30 days may be subject to a late fee of 1.5% per month on the outstanding balance and referred for collection, and the client is responsible for reasonable collection and legal costs incurred in recovering the balance.
If a client believes a charge is incorrect, the concern should be raised with TRAXX America in writing within 30 days of the invoice date so it can be reviewed. Initiating a credit card chargeback in place of that review does not resolve the charge, and the client remains responsible for any amount ultimately owed, along with associated fees.
Cancellation Policy
Prepaid Clients
If a quote is accepted and a reservation is confirmed, the following applies:
- Cancellations made 30 days or more before the departure date will receive a full refund.
- Cancellations made 29 to 7 days before the departure date will receive a 50% refund.
- No refunds will be issued for trips canceled with less than 7 days’ notice.
Contracted Clients
Clients operating under approved credit terms follow the cancellation terms set out in their signed agreement. Where those terms differ from the schedule above, the signed agreement governs.
Cancellation by TRAXX America
If TRAXX America is unable to provide the service as agreed, the client receives a full refund of amounts paid for that booking, regardless of when the cancellation occurs.
Changes to a Confirmed Booking
All change requests must be received at least 72 hours before departure.
Additions and Expansions
Requests to add stops, extend hours, increase passenger count, or otherwise expand the scope of a booking are subject to driver and vehicle availability and cannot be guaranteed. Approved additions may result in additional charges based on the rates in effect at the time of service.
All charter itineraries must comply with federal hours-of-service regulations. If an itinerary or requested change cannot be completed within the driver’s available hours, TRAXX America will work with the client to adjust the schedule or arrange additional resources, which may result in additional charges.
Reductions
Requests to reduce the scope of a booking, including shortening hours, removing stops, or lowering passenger count, may be adjusted with a corresponding price change when received more than 30 days before departure. Within 30 days of departure, reductions do not result in a refund or price adjustment, as vehicles and drivers have already been reserved for the original scope.
Changes Requested During a Charter
Requests to change routing, stops, or timing during a trip must be directed to TRAXX America. Drivers are not authorized to approve changes to a confirmed itinerary. A driver may accommodate a minor request, but any change that extends the trip, alters the route, or affects the driver’s available hours requires approval from our office. Changes approved during a trip may result in additional charges, and any resulting overtime is billed at the applicable rate.
Day-Of Contact
The client is responsible for providing a day-of contact name and reliable phone number for each charter, and for keeping that information current if it changes before departure. This contact should be someone reachable at the departure location on the day of service.
If a group cannot locate the vehicle at the scheduled departure time, the client should contact TRAXX America immediately so we can connect the group with the driver.
Delayed Departure & No-Show
If a group is not ready at the scheduled departure time, TRAXX America will make every reasonable effort to accommodate the delay. Accommodation depends on the driver’s remaining hours of service and any subsequent assignments for the vehicle and cannot be guaranteed.
If a delayed start causes the charter to run past its scheduled end time, the additional time is billed at the applicable overtime rate.
If no passengers have boarded within 60 minutes of the scheduled departure time, TRAXX America will attempt to reach the day-of contact provided for the booking. If we are unable to make contact, the driver may be released and the charter is considered forfeited, with no refund issued. TRAXX America is not responsible for a forfeited charter when the contact information provided is missing, incorrect, or unmonitored.
Charges & Fees
Additional Trip Charges
Every charter undergoes a final accounting audit through our Post-Trip Billing process, reconciling actual mileage and hours of service against the original estimate. Additional amounts may appear on the final invoice when a charter exceeds that estimate or when unanticipated costs arise during the trip, such as tolls, parking, or entrance fees not included in the original quote. Costs resulting from conditions outside our control, including weather, traffic, or route changes, are also the client’s responsibility. All additional charges are itemized during Post-Trip Billing.
Overtime
If a charter extends beyond the contracted booking period, the client agrees to pay overtime charges. Overtime begins after a 15-minute grace period and is billed in full hourly increments at the applicable overtime rate for the assigned vehicle at the time of service. Any portion of an hour is billed as a full hour. Current overtime rates are provided at the time of booking and are available on request.
Damage & Cleaning Fees
The following fees may be applied after the trip:
- Smoking: $200.00
- Vomit, interior: $300.00
- Vomit, exterior: $100.00
- Excess cleaning: $100.00 for the first two hours, $75.00 per additional hour (for example, major drink spills, food, or confetti clean-up)
- Electronics repair or replacement (TV, DVD, stereo, speakers, or remote): $50.00 per hour plus current market cost for parts
- Upholstery repair or replacement (rips or damage to vinyl, leather, or fabric): $50.00 per hour plus current market cost for parts
- Vehicle repair or replacement (windows or body damage): $50.00 per hour plus current market cost for parts
Passenger Capacity & Conduct
Passenger count may not exceed the seating capacity of the vehicle booked. Every passenger must have a seat, and passengers are required to remain seated while the vehicle is in motion.
The driver is responsible for the safety of everyone on board. Drivers have the authority to address unsafe behavior, and with the agreement of TRAXX America operations, to remove a passenger or end a trip when behavior creates a safety risk. If a trip is ended for this reason, no refund is issued and the client remains responsible for all charges, including any post-trip fees.
Prohibited Items & Substances
Smoking, illegal substances, cannabis in any form, and illegal items are not permitted on board. Alcohol is addressed separately below.
With the exception of service animals, animals are not allowed on our coaches.
Alcohol
Alcohol may be consumed on board when arrangements have been made with TRAXX America in advance. The client must obtain a valid Washington State Banquet Permit, sign it, and submit it to our office before departure so the driver can carry it during the trip.
If alcohol is consumed on board without prior arrangement and a valid permit on file, the driver will ask that it be put away for the remainder of the trip. If the request is not honored, the driver may end the charter. In that event, no refund is issued and the client remains responsible for all charges, including any cleaning or damage fees that apply. TRAXX America may also decline future bookings.
Accessibility Requests
TRAXX America is committed to accommodating accessibility needs. Requests for wheelchair-accessible equipment or other accommodations should be made at the time of booking whenever possible, and no later than 72 hours before departure. This gives us adequate time to arrange the right equipment, either from our own fleet or through one of our local partners. We will make every reasonable effort to accommodate requests received after that point, but accommodations cannot be guaranteed.
Driver Accommodation
Federal hours-of-service rules limit how long a driver may be on duty and driving in a single day. When a charter’s schedule requires an overnight stay for the driver, whether due to multi-day service or these limits, the chartering party is responsible for the driver’s accommodations, unless alternative arrangements have been agreed in writing by TRAXX America before service begins.
Equipment Substitution
TRAXX America reserves the right to substitute equipment, when necessary, such as for mechanical issues, scheduling conflicts, or maintenance. Our priority is always the safety, comfort, and timely transportation of our clients, and in any substitution, we will provide a comparable or upgraded vehicle and communicate the change to the client whenever possible.
Insurance
A certificate of insurance is available upon request at any time. Clients who require being named as an additional insured should submit that request in writing, and TRAXX America will provide a certificate reflecting that status.
Liability
TRAXX America assumes no liability for damage to or loss of baggage or other property. Baggage and personal property are transported at the passenger’s risk and should be limited to what can be reasonably stowed in the coach’s storage areas. Items left on a coach are held in our office for 30 days, after which they may be discarded or donated. We are glad to return lost items by mail once a prepaid shipping label has been provided.
TRAXX America is not responsible for delays or service interruptions caused by conditions outside our control, including weather, traffic, road closures, construction, or mechanical failure. We are not liable for missed connections, missed events, or any indirect, incidental, or consequential damages arising from a delay or interruption. In all cases, our total liability is limited to the amount paid for the affected booking.
Governing Law
These terms are governed by the laws of the State of Washington. Any dispute arising from these terms or from services provided by TRAXX America will be resolved in the state or federal courts located in King County, Washington.
