Charter & Shuttle Terms and Conditions
By reserving services online, by phone, or via email, you agree to the terms and conditions outlined below. Any payment or deposit made to Albemarle Limousine & Travel Service, LLC, Albemarle Coach, LLC, Blue Ridge Wine Excursions, or any affiliated entity constitutes acknowledgment and acceptance of these terms.
PAYMENT, CANCELLATIONS & CHANGES
Cancellation & Refund Policy
No refunds are issued for cancellations, except as specifically outlined below.
Once reserved, dates cannot be changed or rescheduled unless explicitly approved.
If we are able to rebook your vehicle after a cancellation, a refund may be issued minus a 5% processing fee.
A Date Transfer Fee of up to 25% may apply if a service date change is approved.
Deposits & Final Payment
For reservations made via deposit link, the remaining balance is automatically charged to the card on file the business day after the deposit is received.
For phone reservations with an initial deposit, the remaining balance will also be charged to the card on file the business day after the deposit is received.
Unpaid balances will be charged on the service date.
Credit card payments incur a 5% processing fee.
Wedding balances paid by credit card also incur a 5% processing fee.
Travel Protection
Optional Travel Protection may be purchased for 10% of the total service cost.
Details are available at the Travel Protection link provided at booking or you can find them via the below link.
Travel Protection must be:
Added at the time of booking (within 24 hours of making a reservation), or
Added at least 90 days prior to the scheduled service date
SHUTTLE SERVICE CONTRACTS
Extended shuttle services may qualify for customized deposit and payment terms. These contracts are negotiated in advance and include a defined scope of work and payment structure.
Typically applies to:
Services exceeding 5 consecutive days, and/or
A minimum reservation of $6,000, and/or
4 or more consecutive weeks of service
Wedding services are excluded. Wedding-specific terms apply separately.
TEXT & CALL COMMUNICATION (10DLC COMPLIANCE)
By providing a phone number, you consent to receive calls and text messages related to requested or reserved services. Communications may include:
Quotes, rates, itineraries
Chauffeur and vehicle details
Schedule updates or changes
Other service-critical information
You may opt out at any time; however, doing so may prevent receipt of essential service information. The company is not responsible for service disruptions or refunds resulting from opt-out decisions.
FEES, SURCHARGES & ADJUSTMENTS
Early/Late Gratuity: $20 for vehicles dispatched or returning between 11:00 PM – 5:00 AM
Itinerary Changes:
Must be submitted at least 2 weeks prior to service
Changes within 2 weeks may incur fees up to $75
Overtime / Additional Time:
Billed at the vehicle’s hourly rate in 15-minute increments
55-passenger coaches are billed in full-hour increments
Garage-to-Garage Billing:
Applies for non-Charlottesville pickups and select Charlottesville tours
Fuel Surcharge:
Tolls / Parking Fees:
Added post-service with a $5 + 15% processing fee
Sanitation Fee:
$250 for sedans/SUVs
Up to $375 for minibuses and motorcoaches
Applies to spills, bodily fluids, excessive messes (“You spill, we bill”)
Gratuity:
Optional
If billed to card, a 3% service charge applies
VEHICLES, SAFETY & CONDUCT
Vehicles may not exceed seating capacity
Smoking, illegal substances, and unsafe behavior are strictly prohibited
The client assumes full financial responsibility for any damage caused by themselves or their party
Animals require prior approval:
Must weigh 50 lbs or less
$35 entrance fee (cleaning/damage billed separately)
Client must provide a thick blanket of method to ensure claws do not damage the vehicle
SUBCONTRACTING & VEHICLE SUBSTITUTION
Albemarle Limousine reserves the right to subcontract services to trusted, insured affiliates that meet our safety and training standards. We remain responsible for the quality of all services provided.
Vehicle images and descriptions are representative only. Due to fleet rotation, maintenance, or safety needs, the assigned vehicle may differ and may display affiliate branding or no branding.
Should an emergency issue prevent us from using a specific vehicle size, a substitution may be made, including using multiple vehicles if needed.
LIABILITY LIMITATIONS
The company is not liable for:
Mechanical breakdowns (lost time may be rescheduled by mutual agreement)
Acts of God, inclement weather, or conditions beyond our control
Lost or damaged personal property
Liability limitations extend to all affiliated providers.
WEATHER & EMERGENCY CONDITIONS
Albemarle Limousine determines service availability based on real-time safety assessments, which may include, but are not limited to: guidance from local, state, or federal authorities; road conditions; weather advisories; emergency declarations; and our internal safety, operations, and risk-management standards.
Client decisions, organizational or institutional closures (including schools, universities, or employers), event cancellations, or a client’s preference not to travel do not determine service availability and do not constitute unsafe operating conditions.
If, based on the factors above, conditions allow for safe operation, the service is considered available and remains non-refundable. If a reschedule is requested, this will be accommodated at the company's discretion and will result in a minimum 10% fee.
If conditions are determined by Albemarle Limousine to make transportation unsafe—such as active hurricanes, flooded or impassable roads, mandatory closures, or other emergency conditions—we reserve the right to cancel service in the interest of safety. In such cases, refunds will be issued minus applicable processing fees, and clients will be notified as soon as practicable.
CHILD SAFETY & REFUSAL OF SERVICE
Transportation may be refused or terminated without refund if a legally compliant child safety seat or booster is not provided. This policy exists to ensure child safety and legal compliance.
NO-SHOW POLICY
A No-Show occurs when the passenger or client fails to appear for the scheduled pickup and cannot be reached within the applicable waiting and contact timeframes for the reserved service.
Unless otherwise specified in writing, the following default pickup procedure applies:
The chauffeur will wait at the designated pickup location, inside the vehicle.
If the passenger has not appeared at the scheduled pickup time, the chauffeur or dispatch team will attempt to contact the passenger or client using the phone number(s) provided in the reservation.
If initial contact is unsuccessful, additional calls and/or text messages will be made at reasonable intervals, including escalation to alternate contact numbers on file.
If, after continued contact attempts, the passenger or client has not appeared and cannot be reached within 30 minutes of the scheduled pickup time (or 60 minutes for limousines, minibuses, and motorcoaches, unless otherwise authorized), the reservation will be classified as a No-Show.
“No Show” charges are billed at the full quoted rate, as vehicles, chauffeurs, and operational resources have been fully allocated and are unavailable for reassignment.
Pickup and waiting procedures may vary by vehicle type, service type, authorization level, airport or venue restrictions, or specific written instructions provided in advance.
GENERAL OPERATING GUIDELINES
Chauffeur contact details are typically available within 24 hours of pickup
A lead passenger phone number and backup contact are required
Name-board signs are standard at airports, hotels, and large venues
Celebrity or high-profile arrivals may request alternative signage
Optional Meet & Greet services are available ($85/hr, $170 minimum)