Wedding Terms and Conditions
By reserving online, over the phone, or via email correspondence, you agree to the terms set forth. 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 and related organizations acts as an agreement and an acknowledgment that you understand the terms and conditions of the services set forth.
Cancellations and Refunds
*No refunds will be issued due to cancellation. All payments received will 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 towards your balance, is refunded. *In this case, a refund minus 5% cancellation processing fee will be issued. If we are NOT able to rebook your cancelled services no refund will be issued.
Changing reservation times may impact reservation minimum requirements, regardless of when request is made.
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, reviewing, chauffeur and dispatch preparation, and day of service execution. This fee is in addition to any site visit fees. The fee is non-refundable in the case of cancellation or venue change. Changing from one private or non-standard location to another may result in an additional fee. Between March 15 - June 30, and August 15 - November 20, the fee is 18%. All other times this fee is 10%.
Adjustments to itineraries should be received no later than two (2) weeks prior to service date. We will attempt to accommodate itinerary changes but cannot guarantee timing and location adjustments due to pre-existing reservations. Adjustments to itineraries with less than two weeks notice will be accommodated, contingent on availability and, due to additional staff time and/or expended resources, may result in late reservation alteration fee(s) of up to $75 per vehicle per incident.
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 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.
The client assumes full financial liability for any damage to the limousine caused during the duration of the rental by them or any members of their party.
Bringing animals on board must be approved prior to reservation. Animals must weigh 50 lbs or less. Animals that are approved are subject to a $35 fee. This is an entrance fee and does not cover fees related to additional cleaning, or damage which may be caused by the animal. Any damage or additional cleaning required will be assessed after the conclusion of the reservation and will be added to your bill when your reservation is closed.
This responsibility includes, but is not limited to: ensuring that while in Provider’s vehicles there will be no smoking, no use of illegal drugs, and no behavior that is dangerous, out of control or that may compromise and put at risk lives or property.
Sanitation fee for sedans and SUVs of up to $250.00 for spills, bodily fluids, excessive mess. Mini-coaches and motorcoaches may have fees up to $375.00 for sanitation fee. "You spill? We bill." May be applied per incident.
Hourly rate is in effect from garage to garage, to include our travel time to and from event.
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. We stand behind all of the services we offer, including those provided by sub-contractors.
Photos of vehicles on our website, sent via email, or descriptions of vehicles over phone email, or other forms of communication are meant as a representation of the vehicle(s) you will/have reserved. Due to a constantly updating fleet, routine maintenance, unexpected repairs, and safety precautions, the exact vehicle you receive for service may not be depicted on our site or as communicated. Vehicles may be labeled with our logo: Albemarle Limousine, Albemarle Coach, or may have no logo, and may represent the logo of an affiliate if your services are subcontracted to a trusted affiliate.
Overtime pay will apply after the first 8 minutes of prearranged time described on the run sheet. 9. Vehicles dispatched or returning to our Charlottesville garage between the hours of 11 PM and 5 AM will be subject to a $20 EARLY/LATE FEE.
Fuel Surcharges: Rates subject to change based on current market rates. If fuel prices at the time of your service exceed $3.25/gallon a commensurate fuel surcharge plus a $5 administrative fee will be added to your reservations.
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 that billed gratuity.
Vehicles cannot be loaded beyond seating capacity
The Provider is not responsible for articles left in the limousine.
Limitation of liability extends to and specifically includes lost or damaged items and loss or damage due to conditions beyond Provider’s control such as acts of God, inclement weather and unforeseen mechanical failure.
We reserve the right to substitute another vehicle should inclement weather or mechanical difficulties necessitate such in the interest of safety.
A point of contact for 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. If you have a wedding planner this person defaults as your proxy and has full authority to make changes to your contract on your behalf.
Vintage Limousine Reservations
Notes about potential vehicle blemishes specifically Vintage Limousines, but this applies to all vehicles in our fleet.
Pressure cracks are less common and always seem to come out of nowhere. Most commonly seen in insulated glass, or double-paned windows, pressure cracks can be caused by drastic pressure system changes in the weather or when windows are installed at too high or too low of 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 the cosmetic blemish has caused unsightly photographs and hindered the overall experience we can offer partial refunds. If a glass cracks and did not impact photos, safety, or the mechanical workings of the car for the ride, we are not able to offer a refund. Glass, unfortunately can be very sensitive. Sometimes rocks can also fly up while driving and break glass or chip paint and cause dings to body. These types of issues are not covered for refunds. On roughly 5% of reservations, some type of blemish such as a rock hitting paint, or dinging chrome, or in this case, a glass breakage, occur. We cannot accommodate refunds for these issues that can arise, and continue to offer our vintage limousine service.
For vintage reservations, we always want our brides and grooms to be happy with the overall experience and for vintage bookings we want to make sure they have terrific photo opportunities.
Our chauffeur will always attempt to stage so that if a glass has a crack it will not be seen.
COMBINATION AFTERNOON AND END OF NIGHT-GET-AWAY VINTAGE RESERVATIONS
For combination afternoon and end of night get-aways in vintage limousine, the vintage limousine may stay on site at the venue but the vehicle cannot be used during the gap time between the 2 hour block of time in the afternoon and the end of night get-away, unless specifically reserved and paid for in advance.
Cancellation policy for hurricanes, and other weather conditions that make transportation unsafe:
If weather conditions on the date of service allow for safe transport then we consider the service as available and reserved. Refunds are not available.
If weather conditions prohibit safe transport on the date of service (ie. we are actively in a hurricane, or roads are flooded) we allow for a cancellation and refund, and we would preemptively notify the client of a cancellation. Refunds would be issued, minus processing fees.
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 can be paid by check or we can bill the remainder to a CC. Post-deposit payments with CC incur a 5% processing fee. Let us know which option works best for you. If your reservation extends past the booked times we will bill the card we have on file or invoice you. Normal processing fees apply.
Payments via check can be mailed to: Albemarle Limousine, 175 South Pantops Drive, Charlottesville, VA 22911.
IMPORTANT NOTES: This form MUST be filled out 30 days prior to your wedding date.
Failure to have this formed filled out in a timely fashion may result in Late Change Fees. Late Change Fees are billed per vehicle per incident and may be up to $75 per incident. We will review and reach back out to you with a finalized timeline within a week of receiving your form. We will review the information provided and create an appropriate timeline for your needs. 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. This routing and timing information we use is based on our years of experience providing large scale wedding services. Final changes to timelines MUST occur 2 weeks prior to your wedding date to avoid the Late Change Fee of $75 per vehicle per incident.
Adjustments to itineraries should be received no later than two (2) weeks prior to service date. We will attempt to accommodate itinerary changes but cannot guarantee timing and location adjustments due to pre-existing reservations. Adjustments to itineraries with less than two weeks notice will be accommodated, contingent on availability and, due to additional staff time and/or expended resources, will result in $75 change fee per vehicle per incident.
Non-standard location(s):
For any location(s) other than hotels, including but not limited to private residences, farms, AirBNB's, Bed and Breakfasts, etc, you must contact sales@albemarlelimousine.com to confirm that the vehicles(s) you have reserved can access these locations prior to completing your wedding timeline form.
Wedding Guest Delayed End Of Night Departure:
At the end of the night, we will depart no later than 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 their cell phone number on your Wedding Guest Wedding Timeline Authorization Form. * Note that chauffeurs must comply with Federal legal Hours of Service limits that restrict their work hours. The chauffeur may not have the ability to stay longer than is scheduled since a delayed end of night departure is by its nature unexpected and unplanned. If you know in advance you need service for longer than the stated departure time we must know that in advance to verify availability.
* Gratuity is not required but can be offered if you would like to acknowledge exceptional customer service. Please let us know if you would like to apply this to your drivers on your payment before the wedding to relieve day of coordination.
IMPORTANT NOTE FOR: Samsung Galaxy Note 7 devices, please notify all passengers not to turn on or charge these devices on board motorcoaches and not to stow them in luggage under the motorcoach. While the Federal Motor Carrier Safety Administration has not yet issued an advisory like the Federal Aviation Administration for aircraft regarding the Galaxy Note 7, ABA feels this is an important safety issue for our members, clients, and industry.