Terms and Conditions

1. Introduction

Thank you for choosing Anthem Charters. Please carefully read and ensure you understand the following terms and conditions (the “Terms”) under which 0947824 B.C. Ltd, doing business as Anthem Charters (“Anthem Charters,” “we,” “us,” or “our”), will provide our transportation services to you. By utilizing our services, you agree to be legally bound by these Terms.

Upon receiving trip tickets or confirmations, it is the client’s responsibility to verify the accuracy of the address, pickup date, time, number of passengers, and billing information.

The client acknowledges that the service commencement time is as agreed upon at the time of booking or as documented in the Trip Confirmation(s). Should the client or their group board the vehicle later than the scheduled time, the original start time will still apply, and any additional time beyond the scheduled end time will be subject to overtime charges as detailed in the Overtime section of these Terms.

The client understands that our drivers are not authorized to make any decisions related to billing. Therefore, any discussions with the driver regarding billing hours or charges will not be considered valid.

Harassment & Verbal Abuse: Anthem Charters maintains a strict zero-tolerance policy regarding harassment and verbal abuse directed towards our staff and drivers. Any form of such behavior will result in the immediate termination of the service without refund.

Insurance / Liability: Anthem Charters does not assume liability for products or services not directly provided by us. Furthermore, Anthem Charters is not responsible for any loss or damage to items placed in luggage compartments or left unattended within the vehicle. Anthem Charters reserves the right to refuse service to, accept, or retain any passenger to the extent permitted by applicable law.

Vehicle Condition: Anthem Charters reserves the right to require a damage deposit in the form of advanced funds or a credit card pre-authorization. A surcharge will be imposed should any damage caused by the client or their guests necessitate special cleaning or repairs.

Alcohol: The consumption of alcohol on our vehicles is permitted only with advance written permission from Anthem Charters and provided that all necessary consumption permits and licenses are obtained and in place. The client is solely responsible for all costs associated with acquiring any required permits or licenses.

Lost and Found: Clients acknowledge that all lost and found items will be retained at our office for a period of ninety (90) days from the date they are found. It is the client’s responsibility to claim any lost items within this timeframe.

Post Trip Billing: All charter services are subject to a final accounting audit. Post Trip Billing will reconcile actual mileage and hours of service and will charge for any usage exceeding the initial estimate.

Winter Weather Cancellation: Anthem Charters reserves the right to cancel trips due to unsafe road conditions or temperatures below -20°C. The safety of our passengers and drivers is our top priority, and we will not operate under hazardous conditions such as severe cold, snowstorms, or travel advisories.

Luggage: All personal belongings must be safely accommodated within the designated luggage compartments or overhead compartments. Excess luggage that poses a safety risk may be refused. Clients are advised to confirm luggage capacity at the time of booking.

Wi-Fi: Complimentary Wi-Fi service is available upon request. However, no refunds will be issued in the event of non-functioning Wi-Fi due to technical issues or satellite connectivity problems. If a high-speed paid Wi-Fi service is specifically requested and paid for, a refund will be processed if the service is lacking due to issues on our end. Please note that slow or intermittent internet service resulting from satellite connection issues will not be eligible for a refund.

Gravel / Unpaved Roads: Anthem Charters vehicles are strictly prohibited from traveling on gravel, unpaved, or dirt roads, with no exceptions. Any exceptions must be arranged and documented in writing prior to the trip. Failure to adhere to this policy will result in a mandatory detailing and sanitization fee of up to $2500. Furthermore, the client booking party will be held fully responsible for any tow recovery charges or damages incurred if the vehicle becomes stuck or breaks down on unpaved or gravel roads. Damage to vehicle components such as the radiator and air-to-air cooler caused by gravel and rocks can result in repair costs of $25,000 or more.

Overnight Driving: For safety reasons and to prevent driver fatigue, our drivers are prohibited from operating vehicles between the hours of 2:00 AM and 5:00 AM. Itineraries must be planned accordingly, and necessary overnight accommodations for the driver must be arranged by the client.

The client reiterates their understanding that our drivers are not authorized to make any decisions regarding billing, and any discussions with drivers concerning billing hours or charges will not be considered valid.

2. Our Services

2.1. We provide transportation services (the “Service”) utilizing fully operational and serviced vehicles operated by qualified drivers. The provision of these transportation services will at all times be in accordance with applicable local laws and regulations, including but not limited to traffic laws, parking regulations, vehicle safety standards, and driver hours-of-service regulations.

2.2. Upon booking our Service, you will enter into a contract for the hire of the vehicle and driver’s services as detailed in your booking confirmation.

2.3. Anthem Charters reserves the right to engage subcontractors to provide the Service; however, this will not affect your rights or our obligations under these Terms.

3. Your Responsibilities

a) If you are the individual making the booking, you confirm that you are at least eighteen (18) years of age.

b) If you are making the booking on behalf of a business or other entity, you confirm that you have the authority to legally bind that entity to these Terms.

c) If you are making the booking on behalf of a group, you, as the booking individual, will be responsible for accepting these Terms and for ensuring that all individuals traveling within your group comply with these Terms. You will be liable to us for any loss or damage caused by their failure to do so.

d) You are responsible for promptly notifying us of any changes to your address or other contact details following the acceptance of your booking.

e) You agree to comply with all restrictions applicable to the Service, including, without limitation, passenger capacity limits.

f) You are responsible for ensuring that your group is present at the designated pickup address as specified in your Booking Confirmation on the scheduled date of Service.

g) You undertake to comply with these Terms at all times, particularly in relation to the conduct required during the Service. Failure to comply with these Terms will permit the Driver to cease providing the Service and to request that you or any members of your group disembark the vehicle.

h) We will require information from you to enable us to arrange these Services. You are responsible for ensuring the accuracy and truthfulness of all such information provided.

4. Booking

a) Please note that any images of vehicles displayed on our website or other promotional materials are for illustrative purposes only. The actual vehicle provided on the day of service may vary but will be of the specification as set out in your Booking Confirmation.

b) A booking is not considered confirmed until the required deposit or alternate payment arrangements have been received. Full and final payment is due eight (8) weeks prior to the scheduled departure date or at the time of booking if the departure date is less than eight (8) weeks away.

5. Cancellation & Changes to Booking

a) A non-refundable deposit of 50% of the total booking cost is required at the time of booking to confirm the reservation. You may request changes to your booking up to eight (8) weeks prior to your scheduled pickup date. All requests for changes must be submitted to us via email.

b) Changes to your itinerary may incur additional charges. We will notify you in writing of any revised charges. If we are unable to accommodate the requested changes, or if the revised charges are not acceptable, you may cancel your booking in accordance with our cancellation policy outlined in section 5(c).

c) You may cancel your booking without charge if the cancellation is made more than eight (8) weeks prior to the scheduled departure date, and any amount received, less the non-refundable deposit, will be refunded. Cancellations made less than eight (8) weeks prior to the departure date are non-refundable, and the full charter fee will be retained. There will be no refunds for no-shows or partial cancellations of the trip.

6. Service Charges and Payment

a) Pricing & Payments: i) In consideration for the provision of our Services, you will be charged the service fee (the “Quote”) as detailed in the Booking Confirmation. The Quote is based on the information provided by you regarding the trip, including timings, mileage, and the number of passengers. Any changes to these elements may result in a revised price and additional charges. ii) For day rate bookings, the Quote is typically based on an eleven (11)-hour service day, calculated on a garage-to-garage basis, unless a different end time is explicitly specified in your contract. Any service time exceeding this will be subject to an additional hourly rate added to the final invoice. For daily round trips, daily shuttle services, and point-to-point transfers, only the times specified in the contract will be honored. Any additional wait times will be charged as outlined in the Overtime section. Additional stops or route changes are not permitted for these types of services unless agreed upon in writing and may incur extra charges. iii) Mileage-based pricing is calculated on a city-to-city basis. Any additional shuttling or deviations may be subject to additional charges based on either mileage or hourly rates. iv) Payments can be made via credit cards, cheques, Electronic Funds Transfer (EFT), cash, or online/email transfer. Payments made using a credit card will be subject to an additional processing fee of 3.0%.

b) Driver’s Accommodation: For any charter requiring overnight stays, the client (booking party) is responsible for booking and paying for separate, suitable accommodation for each driver, unless alternative arrangements have been made and agreed upon in writing by Anthem Charters prior to the service.

c) Parking/Road Tolls/Ferry Costs: The client is responsible for covering all parking fees, road tolls, and ferry costs incurred during the charter. Please note that our vehicles can be up to 46 feet in length, which may affect parking and toll charges. 

d) National Park User Fee: The client is responsible for all National Park User Fees when entering any National Park. A National Park fee of $10 per person per day will be billed. Personal National Park passes are not valid or acceptable when traveling on a commercial carrier.

e) Damage, Garbage, and Cleanliness: The client is responsible for any cleaning beyond normal wear and tear, spills of liquids, and damages caused to the vehicle(s) by the passengers during the charter and will be billed for all associated repair or excessive cleaning costs. A minimum clean-up charge will be applied for spills such as drinks, food, or vomit on seats. A charge of $500 will be applied for any incidents involving bodily fluids.

f) Smoking, Use of Controlled Substances and Liquor: All our vehicles are strictly non-smoking. The carrying or use of any type of controlled substance is strictly prohibited. The consumption of liquor on board is permitted only subject to prior written arrangements and in accordance with all applicable laws and regulations.

g) Driver Gratuity: Our standard recommended driver gratuity is 8% of the total invoice, which will be added to the final bill.

h) Overtime: The client acknowledges that any overtime exceeding fifteen (15) minutes will be charged in half-hour increments. The following overtime or wait time charges will apply per 30-minute increment: * Shuttle Van (12-14 Seater): $90 * Mini Bus (25 Seater): $120 * Mini Coach (30 Seater): $130 * Motor Coach (Prevost / MCI): $145

i) Airport Parking & Other Entry Fees: Additional fees may apply for airport parking and other entry fees, which will be the responsibility of the client. Current typical fees are: * Calgary International Airport: $110 per 60 minutes * Edmonton International Airport: $60 per entry * Vancouver International Airport: $50 per entry

j) Driver Switch: In the event a driver switch is necessary, a fee of $500 will be charged, plus any associated travel expenses if the additional driver is required from outside our base location. Accommodation and flight tickets for additional drivers on long-haul trips will also be the responsibility of the client.

k) Charter Pricing and Hours of Service: Initial charter pricing is an estimate based on anticipated mileage, route details, and estimated hours of service. Please note that deferred cleaning or refueling may result in additional charges. In accordance with Transport Canada and U.S. Department of Transportation (USDOT) regulations, all itineraries are subject to review for compliance with driver hours-of-service limitations. A finalized itinerary must be submitted no later than seven (7) business days prior to the scheduled dispatch date. Any significant alterations to the itinerary require prior notification and approval from Anthem Charters. Adjustments to the itinerary may be necessary due to unforeseen travel circumstances impacting driver hours of service, potentially involving driver switches and associated charges, including driver accommodation.

7. Hours of Service

a) Federal and Provincial/State government regulations mandate strict adherence to Hours of Service (HOS) rules for all motor carrier operators.

b) Maximum Driving Hours: Canada: 13 hours; USA: 10 hours.

c) Maximum On-Duty Hours: Canada: 14 hours; USA: 15 hours. (On-duty time encompasses all work-related activities, including driving and waiting time).

d) Maximum Length of Day: Canada: 16 hours; USA: 15 hours (elapsed time from the start of the driver’s work shift).

e) Mandatory Rest: Operators/Drivers must have a continuous eight (8) hours of off-duty time and are prohibited from driving after sixteen (16) elapsed hours since their last eight (8) consecutive hours off-duty.

These regulations are rigorously enforced by both the Canadian and U.S. Departments of Transportation, and penalties, including fines, can be levied against the driver, the coach company (Anthem Charters), and the customer (booking party) for violations. Waiting time on the vehicle or at venues is considered on-duty time, excluding off-duty time spent by the driver at their accommodation when shuttling groups. We urge you to respect these legal limitations and refrain from requesting drivers to exceed them. The safety of your group is our paramount concern.

Comprehensive information regarding U.S. Hours of Service regulations can be found at: https://www.fmcsa.dot.gov/regulations/hours-service/summary-hours-service-regulations

8. Our Liability to You

a) Under no circumstances whatsoever will Anthem Charters be liable to you for any loss of profit, loss of business, business interruption, loss of business opportunity, loss of goodwill, or loss of sales, business, or revenue.

b) Our total liability to you in respect of all losses arising under or in connection with this contract shall in no circumstances exceed the total amount paid by you for the Services, to the extent permitted by applicable law.

9. Events Outside Our Control

9.1. Anthem Charters will not be liable or responsible for any failure to perform, or delay in the performance of, any of our obligations under these Terms that is caused by an Event Outside Our Control.

9.2. An Event Outside Our Control means any act or event beyond our reasonable control, including without limitation strikes, lock-outs, or other industrial action by third parties, civil commotion, riot, invasion, terrorist attack or threat of terrorist attack, war (whether declared or not) or threat or preparation for war, fire, explosion, storm, flood, earthquake, subsidence, epidemic or other natural disaster, or failure of public or private telecommunications networks, congestion, accident, road blockage, mechanical failure, inclement weather, or criminal activity.

9.3. Our obligations under these Terms will be suspended, and the time for the performance of our obligations will be extended for the duration of the Event Outside Our Control. Where the Event Outside Our Control affects our performance of Services to you, we will resume the Services as soon as reasonably possible after the Event Outside Our Control is over.

9.4. Mechanical Issues: Anthem Charters does not guarantee refunds if your trip is affected by mechanical or service issues and retains the sole discretion to determine whether any refunds will be issued. If a vehicle supplied by Anthem Charters develops or experiences mechanical, electrical, or other problems that render it inoperable, Anthem Charters will, at its sole discretion, provide you with another vehicle of similar quality and cost to complete the charter. The provision of a replacement vehicle will satisfy Anthem Charters’ contractual obligation, and no refund will be issued in such cases. In the event that one or more electrical systems, including climate control, restroom facilities, radio, television, GPS, or other electronic devices, malfunction, Anthem Charters’ sole liability will be limited to a Ten (10) percent credit of the total cost of the charter. These credits are valid for one (1) year after a release form is signed and are applicable only to future charters.

Should Anthem Charters be solely responsible for a delay or failure to meet agreed-upon time requirements, other than as a result of weather, road, traffic conditions, or other causes outside of Anthem Charters’ control, Anthem Charters’ liability will be limited as follows:

For any day trip, liability will be limited to Ten (10) percent of the charter cost for the specific vehicle for each 30-minute period the vehicle is late, commencing 30 minutes after the scheduled pickup time. The total liability will not exceed twenty (20) percent of the total charter cost. Credits are valid for one (1) year after a release form is signed and are applicable only to future charters.

For any overnight trip, liability will be limited to five (5) percent of the total charter cost for the specific vehicle, divided by the number of days in the executed final confirmation, for each 30-minute period the vehicle is late, commencing 30 minutes after the scheduled pickup time. Liability will not exceed twenty (20) percent of the total charter cost divided by the number of days specified in the Customer’s executed final confirmation. Credits are valid for one (1) year after a release form is signed and are applicable only to future charters.

All trips exceeding sixteen (16) hours of on-duty time or thirteen (13) hours of driving time within a 24-hour period require the driver to have eight (8) consecutive hours of off-duty time