Wedding Terms and Conditions
Agreement to Terms and Conditions
By reserving online, over the phone, or via email correspondence, you agree to the terms set forth herein. Your payment and/or deposit with Albemarle Limousine & Travel Service, LLC, Albemarle Coach, LLC, Blue Ridge Wine Excursions, Blue Ridge Excursions Unlimited, or any additional or related organizations, acts as an agreement and an acknowledgment that you understand and accept the terms and conditions of the services set forth.
Cancellations, Reschedules, and Refunds
No refunds will be issued due to cancellation except in the following cases expressly stated in these Terms and Conditions.
All payments received will otherwise be retained due to cancellation for any reason.
If you request to cancel and we are able to rebook your reserved vehicle(s) for another party, your deposit and any money paid toward your balance will be refunded, less a 5% cancellation processing fee. If we are not able to rebook your cancelled services, no refund will be issued.
Requests to reschedule a Wedding Reservation are made solely at Company discretion and generally are not permitted. If the Company permits a reschedule, a fee of 10% to 75% will be applied.
Changing reservation times may impact reservation minimum requirements, regardless of when the request is made. All rates are date-dependent and subject to change. If a reservation is rescheduled or rebooked, the reservation will be repriced according to the rates in effect for the new date of service.
Private Residences and Non-Standard Wedding Locations
For all wedding locations that do not occur at a designated wedding venue, a logistics fee is incurred. This fee is to allow for the additional administrative planning, review, chauffeur and dispatch preparation, and day-of-service execution required for such locations. This fee is in addition to any site visit fees.
The logistics fee is non-refundable in the event of cancellation or venue change. Changing from one private or non-standard location to another may result in an additional fee.
Between March 15 and June 30, and between August 15 and November 20, the logistics fee is 18%. At all other times, the fee is 10%.
For any location other than hotels, including but not limited to private residences, farms, AirBNBs, bed and breakfasts, and similar properties, you must contact sales@albemarlelimousine.com to confirm that the vehicle(s) you have reserved can access those locations prior to completing your Wedding Timeline Authorization Form.
Itinerary Adjustments and Late Change Fees
Adjustments to itineraries should be received no later than two (2) weeks prior to the service date. We will attempt to accommodate itinerary changes, but cannot guarantee timing or location adjustments due to pre-existing reservations.
Adjustments to itineraries requested with less than two (2) weeks’ notice will be accommodated only if availability permits and will result in a $75 change fee per vehicle per incident due to additional staff time and/or expended resources.
Wedding Timeline Authorization Forms
This form must be filled out thirty (30) days prior to your wedding date.
Failure to submit this form in a timely fashion may result in Late Change Fees.
We will review the information provided and create an appropriate timeline for your needs and we will then reach back out to you with a finalized timeline within approximately one week of receiving your form. Once we finalize your timeline, we will email updated reservation confirmation trip sheets. These trip sheets will list the itinerary that each vehicle will follow. The routing and timing information we use is based on our years of experience providing large-scale wedding services.
Final changes to timelines must occur at least two (2) weeks prior to your wedding date in order to avoid the $75 change fee per vehicle per incident.
End-of-Night Guest Departure
At the end of the night, we will depart no later than ten (10) minutes after the final departure time unless the chauffeur is otherwise directed by an authorized point of contact.
If this point of contact is not your wedding planner, please list that person’s cell phone number on your Wedding Guest Wedding Timeline Authorization Form. If this point of contact is not your wedding planner, you must designate an individual who is not part of the wedding party or an immediate family member. This person must remain on-site, available, and capable of making decisions for the full duration of the event.
CDL Chauffeurs must comply with Federal Hours of Service limits that restrict their work hours. Accordingly, the chauffeur may not be able to stay longer than scheduled, since a delayed end-of-night departure is by its nature unexpected and unplanned. If you know in advance that you need service for longer than the stated departure time, we must know that in advance in order to verify availability.
Day-of-Service Changes
All day-of-service changes must be coordinated with and approved by our dispatch team. Changes are not valid unless confirmed by dispatch.
Chauffeurs are not authorized to approve or confirm any changes to itinerary, timing, routing, passenger counts, or additional stops on the day of service.
Any approved day-of-service changes may result in additional charges, including but not limited to overtime, additional time, route changes, or other operational impacts. All such changes remain subject to vehicle availability, chauffeur Hours of Service limitations, and safety considerations.
Failure to coordinate changes through dispatch may result in the inability to accommodate the requested change.
Mechanical Issues, Vehicle Substitutions, and Limitation of Liability
The Company is not liable in the event of mechanical breakdown while on charter and will only be responsible for making up lost time at a mutually agreed date.
It is understood and agreed that the Provider will have no financial liability to the Client or any other party for any loss or damage, whether direct, indirect, or consequential, which may arise from the provision of the services, except as otherwise required by law.
The Provider’s limitation of liability extends to and specifically includes lost or damaged items and loss or damage due to conditions beyond Provider’s control, including but not limited to acts of God, inclement weather, and unforeseen mechanical failure.
We reserve the right to substitute another vehicle should inclement weather, mechanical difficulties, safety concerns, fleet rotation, maintenance, unexpected repairs, or similar operational circumstances necessitate such substitution in the interest of safety and service completion.
Subcontracted Services
Albemarle Limousine reserves the right to subcontract services to other for-hire transportation affiliates. Albemarle Limousine only contracts with trusted affiliates whose levels of insurance, safety, and training adhere to Albemarle Limousine standards.
Albemarle Limousine remains operationally responsible for coordinating the services it offers, including services provided by subcontractors. However, such operational responsibility does not create financial liability beyond that otherwise stated in these Terms and Conditions.
Vehicles used for subcontracted services may display the Albemarle Limousine logo, the Albemarle Coach logo, no logo, or the branding of a trusted affiliate.
Vehicle Representation
Photos of vehicles on our website, sent via email, or descriptions of vehicles provided over the phone, by email, or through other forms of communication are meant only as a representation of the vehicle(s) you will or have reserved.
Due to a constantly updating fleet, routine maintenance, unexpected repairs, safety precautions, and related operational issues, the exact vehicle you receive for service may not be depicted on our site or exactly as otherwise communicated. Requests for specific vehicle colors or preferences are noted and accommodated when possible but are not guaranteed.
Overtime, Additional Time, and Early/Late Fees
Overtime or additional time charges will apply after the first seven (7) minutes beyond the prearranged time listed on the reservation confirmation.
Overtime and additional time are billed at the vehicle’s hourly rate in quarter-hour increments for all vehicle types except 55-passenger coaches, which are rounded up and billed in full-hour increments.
Overtime and additional time rates are found at the applicable posted rate link.
Vehicles dispatched from or returning to our Charlottesville garage between the hours of 11:00 PM and 5:00 AM are subject to a $20 early/late fee.
Your reservation time begins at the scheduled first pickup and ends at the final drop-off. Additional travel time and/or fees may apply for locations outside of the Charlottesville area to account for vehicle positioning and operational requirements.
Fuel Surcharges
Rates are subject to change based on current market rates. If fuel prices at the time of your service exceed $3.25 per gallon, a commensurate fuel surcharge plus a $5 administrative fee will be added to your reservation. Please note: Fuel surcharges are determined based on the applicable fuel type for each vehicle. Larger coaches utilize diesel fuel and are subject to local Charlottesville diesel pricing, while Mercedes vehicles require premium fuel and are subject to premium fuel pricing. See Fuel Surcharge Rate Chart Here.
Gratuity and Credit Card Charges
Gratuity is not required, but it may be offered if you wish to acknowledge exceptional customer service. Please let us know if you would like to apply gratuity to your chauffeurs in advance of the wedding to simplify day-of coordination.
If gratuity is billed to a credit card on file, a 3% STC charge will be applied to your reservation due to credit card processing and payroll fees associated with billed gratuity.
Damage, Cleaning, Conduct, and Capacity
The client assumes full financial liability for any damage to the limousine or other reserved vehicle caused during the duration of the rental by the client or any member of the client’s party.
This responsibility includes, but is not limited to, ensuring that while in Provider vehicles there will be no smoking, no use of illegal drugs, and no dangerous, uncontrolled, or otherwise inappropriate behavior that may compromise or put at risk lives or property.
Sanitation fees may apply for spills, bodily fluids, or excessive mess. For sedans and SUVs, sanitation fees may be assessed up to $250.00 per incident. For mini-coaches and motorcoaches, sanitation fees may be assessed up to $375.00 per incident. “You spill? We bill.” Sanitation charges may be applied per incident.
Vehicles cannot be loaded beyond seating capacity.
Animals
Bringing animals on board must be approved prior to reservation. Animals must weigh fifty (50) pounds or less. Clients are required to provide a blanket or similar protective covering for the animal to rest on; animals may not be placed directly on vehicle seating. Failure to comply may result in additional cleaning or damage charges.
Approved animals are subject to a $35 fee. This is an entrance fee only and does not cover additional cleaning charges or damage caused by the animal.
Any damage or additional cleaning required as a result of an approved animal will be assessed after the conclusion of the reservation and added to your bill when the reservation is closed.
Lost Articles
The Provider is not responsible for any items left in vehicles. While we will make reasonable efforts to locate and return lost items, return of such items is not guaranteed. Any costs associated with packaging, handling, or delivery of recovered items may be charged to the customer.
Day-of-Service Point of Contact and Authority
A point of contact for the day of service must be assigned for last-minute changes. This point of contact acts as your proxy and has full authority for decision-making on the day of service.
If you have a wedding planner, that person will default as your proxy and will have full authority to make changes to your contract and itinerary on your behalf.
If a wedding planner is not designated, you must assign a point of contact who is not a member of the wedding party or an immediate family member, and who will be present, available, and capable of making decisions for the full duration of the event.
Child Safety Seat Compliance and Refusal of Service
Please refer to our Child Safety Seat Compliance Policy for full requirements.
In any instance where a parent or guardian fails to bring a legally compliant safety seat or booster, the chauffeur or dispatch team may refuse to transport the child and/or terminate the reservation without refund in order to ensure the safety of the child and compliance with applicable law.
Car seats and booster seats must be installed by the parent or guardian. Chauffeurs are not responsible for the installation, inspection, or verification of proper installation of any child safety seat or booster.
Vintage Limousine Reservations
The following notes apply specifically to Vintage Limousine reservations, though the general concept of cosmetic blemishes can apply to all vehicles in our fleet.
During normal roadway operations, vehicles may encounter road debris, including rocks, which may result in glass damage, paint chipping, or minor body damage. On roughly five percent (5%) of reservations, some type of blemish such as a rock hitting paint, dinging chrome, or glass breakage may occur. We cannot accommodate refunds for these types of issues, and we continue to offer our vintage limousine service with that understanding.
Pressure cracks are less common and can occur without warning. Most commonly seen in insulated or double-paned glass, pressure cracks can be caused by drastic pressure system changes in the weather or when windows are installed at too high or too low an elevation level. These cracks tend to curve in the shape of an hourglass and will most likely result in a complete window replacement.
If a cosmetic blemish has caused unsightly photographs and hindered the overall experience, we may offer a partial refund at Company discretion. If a glass crack or other blemish did not impact photographs, safety, or the mechanical functioning of the car for the ride, we are not able to offer a refund.
For vintage reservations, we always want our brides and grooms to be happy with the overall experience and to have terrific photo opportunities. Our chauffeur will always attempt to stage the vehicle so that, if a glass crack or blemish exists, it will not be visible in photographs where reasonably possible.
Wedding Getaway Car Decoration Policy
To ensure the safety of our clients and to protect our vehicles, we maintain the following policy regarding decorations on wedding getaway cars.
On private property and for ceremonial purposes only, we may allow temporary additions such as ribbons, removable window paint, balloons, and lightweight floral arrangements. These items must be approved in advance and must be secured in a way that does not obstruct windows, mirrors, or lights.
Before entering public roadways, all added items that impact safety must be removed. This includes, but is not limited to, cans or items dragged behind the car, signage blocking the rear windshield, objects attached to the roof or mirrors, or any material that could impair visibility or detach during transit.
Decorations must not use adhesives, tapes, wires, or anything that could scratch, dent, or permanently mark the vehicle. Using non-abrasive twine is recommended for tying approved items to the vehicle. Additional cleaning or repair fees may apply if damage occurs.
Chauffeurs have the final authority in determining whether a vehicle is safe and compliant for road travel. Unsafe conditions will require removal of decorations prior to departure.
Combination Afternoon and End-of-Night Getaway Vintage Reservations
For combination afternoon and end-of-night getaway reservations involving a vintage limousine, the vintage limousine may remain on site at the venue during the gap time between the two-hour afternoon block and the end-of-night getaway.
However, the vehicle may not be used during that gap time unless such use was specifically reserved and paid for in advance.
Weather, Hurricanes, and Safety-Based Company Cancellations
No refunds will be issued except in the following cases expressly stated in these Terms and Conditions.
If conditions on the date of service allow for safe transportation within the service area and along all routes necessary to perform the service, including travel to and from the initial pickup and final drop-off locations, the service will be considered available and reserved, and refunds will not be issued. Conditions impacting areas outside of the service area that do not affect the Company’s ability to safely operate will not qualify for cancellation or refund. This includes, but is not limited to, situations where a client or members of their party are unable to travel to the service area due to conditions in their originating location.
If weather conditions prohibit safe transportation on the date of service, including but not limited to active hurricane conditions, flooded roads, or other unsafe operating conditions as determined by the Company, the Company may cancel the service for safety reasons. In that case, refunds will be issued minus applicable processing fees.
The Company will make such safety-based cancellation determinations in its discretion and will notify the client if service is cancelled on that basis.
Payment Schedule
An initial deposit via credit card is required to hold your reservation. Making your non-refundable deposit acts as an agreement to the terms and conditions of this page.
The remainder of your bill may be paid by check, or we can bill the remainder to a credit card. Post-deposit payments made by credit card incur a 5% processing fee. Please let us know which option works best for you.
If your reservation extends past the booked times, we will either bill the card we have on file or invoice you. Normal processing fees apply.
Payments by check may be mailed to:
