Terms and Conditions for Limousine Rental with Avant Garde Limousines
Thank you for choosing Cosmopolitan Limousine LLC dba Avant Garde Limousines, Coach & Transportation. Please review the following terms and conditions governing your rental:
1. Reservation and Payment Requirements
All reservations require a major credit card on file and a non-refundable prepayment of 50% of the total reservation amount at the time of booking.
Minimum rental periods are based on vehicle capacity and type and apply to all trips excluding “zone rates,” which are defined as anything to or from Indianapolis International Airport (IND):
A. Standard sedans and SUVs have a 2-hour minimum.
B. Vehicles accommodating 1-13 passengers have a 3-hour minimum, excluding standard sedans, SUVs, and school buses.
C. Vehicles accommodating 14 or more passengers have a 4-hour minimum.
D. All school bus rentals have a 4-hour minimum, regardless of passenger capacity.
E. Special events, including but not limited to proms, concerts, the Indianapolis 500, and the Kentucky Derby, have specific minimums: 6 hours for proms and concerts and 8 hours for the Indianapolis 500 and Kentucky Derby.
Travel time counts toward the applicable vehicle minimum. Travel time is not automatically added on top of the vehicle minimum; however, if the combination of service time and billable travel time exceeds the applicable minimum, the client will be charged for the total billable reservation time.
If a non-specialty event is booked but later identified as a specialty event, the client will be charged the higher applicable minimum. For example, if a client books for a “birthday” but it is actually a “prom,” they will be billed at the prom rate.
Reservations on holidays incur an additional holiday fee, which varies by reservation.
All tolls, parking, and other fees are the responsibility of the chartering group and are not included in the quoted fare or fees unless otherwise specified.
2. Travel Time and Grace Period for Drop-Offs
For reservations requiring a vehicle to travel more than 15 minutes from Avant Garde Limousines’ corporate location, travel time will be charged in both directions. This includes travel from our corporate location to the applicable pickup or service area and return travel back to our corporate location following service.
The first 15 minutes of travel in each direction are included and are not considered billable travel time. Any travel time exceeding 15 minutes in either direction will be considered billable travel time.
Travel time will be calculated using historical Google Maps travel-time estimates based on the anticipated time and day of travel to account for normal traffic conditions. Travel time counts toward the applicable vehicle minimum.
The 10-minute grace period described below applies only to client service overages and does not apply to travel time.
All non-airport reservations include a 10-minute grace period after the contracted drop-off or end time. If client service extends beyond the contracted end time by 11 minutes or more, the next 30-minute interval will be charged at the vehicle’s applicable hourly rate.
Additional client overage time will continue to be billed in 30-minute intervals. For example, if a reservation is scheduled to end at 8:00 PM, the client may conclude service through 8:10 PM without an additional charge. Beginning at 8:11 PM, the next 30-minute interval will be charged.
Additional service time is subject to vehicle and chauffeur availability.
3. Airport Transfers
For all airport transfers to or from Indianapolis International Airport (IND), a cancellation notice is required to avoid full charges:
A. 6-hour notice for vehicles with a capacity of 7 passengers or fewer.
B. 24-hour notice for vehicles with a capacity between 8 and 37 passengers.
C. 14-day notice for vehicles with a capacity of 39 passengers or more.
Cancellation notices must be made during normal business hours (8 AM to 5 PM EST). For cancellations outside these hours, clients must confirm by contacting the after-hours dispatcher.
For arriving flights, clients are provided up to 30 minutes of wait time beginning from the flight’s actual gate arrival time. Flight delays occurring prior to the aircraft’s actual gate arrival do not count toward the client’s 30-minute wait period when Avant Garde Limousines is able to track the applicable flight.
If the passenger has not met the chauffeur and begun service within 30 minutes of the flight’s actual gate arrival time, additional wait time will be charged in 30-minute intervals at the applicable vehicle hourly rate.
For airport pickups that are not associated with a trackable arriving flight, the 30-minute wait period begins at the originally scheduled pickup time.
A $15 red-eye charge applies for transfers occurring between 10 PM and 7 AM, as well as on national holidays. Additionally, arriving flights incur a parking fee ranging from $10 to $20, depending on vehicle size. For vehicles larger than 15 passengers, a parking fee will apply for both pickup and drop-off at IND.
Passengers with vehicles that seat over 15 passengers will not meet their driver at the baggage claim area. Instead, they will text their driver once they have collected all their luggage and will meet the driver and vehicle at the Ground Transportation Center across the street from the main terminal.
Passengers in vehicles that seat fewer than 14 passengers are to meet their chauffeur at the bottom of the escalators in the baggage claim area, where they will find the chauffeur holding a sign or phone with the passenger’s name on it. Passengers should not leave the airport before contacting the office for assistance at (855) 590-LIMO to avoid no-show charges.
4. Vehicle Performance in Heat
In summer months, larger limousines and buses may struggle to maintain a comfortable temperature, particularly when outside temperatures exceed 80 degrees. If the vehicle is at over 75% capacity under these conditions, maintaining a cool cabin may be challenging if doors are frequently opened and closed or if the vehicle is parked and idling. Alcohol consumption and passenger attire can also contribute to a warmer environment.
In the event of an air conditioning or mechanical issue, Avant Garde Limousines will make every reasonable effort to address the problem on-site, provide a replacement vehicle, or otherwise complete the contracted transportation service. Substitution of vehicle type, make, model, color, interior, or configuration is not guaranteed.
No refunds, discounts, or credits will be issued solely because of cabin temperature, air conditioning performance, or a mechanical issue when Avant Garde Limousines is able to provide or complete the contracted transportation service. If a mechanical failure prevents Avant Garde Limousines from completing a material portion of the contracted service and a reasonable replacement vehicle or alternative transportation cannot be provided, any applicable refund or account credit will be determined based on the portion of contracted service that could not be provided.
5. Liability Disclaimer
Avant Garde Limousines is not liable for late arrivals, delays, or extended travel times caused by circumstances beyond our reasonable control, including but not limited to acts of nature, traffic delays, accidents, road closures, construction, weather, special events, breakdowns, government action, or incorrect pickup and drop-off information provided by the client.
All travel times, including travel times calculated using historical Google Maps data, are estimates only. Actual travel times may vary due to traffic, accidents, road closures, construction, weather, special events, or other circumstances beyond Avant Garde Limousines’ control.
Should any part of this contract be deemed unenforceable, the remaining provisions shall remain in effect.
6. Personal Items
While we welcome personal items, Avant Garde Limousines is not responsible for any items left in the vehicle during or after the rental period.
7. Prohibited Activities and Responsibilities
The possession, sale, or consumption of illegal drugs or narcotics is strictly prohibited.
Smoking or vaping of any kind is strictly prohibited in all Avant Garde Limousines vehicles, including but not limited to cigarettes, cigars, electronic cigarettes, vaping devices, marijuana, or any other smoked or vaporized substance.
Any violation may result in immediate termination of services, forfeiture of all prepayments and fees, and applicable cleaning or damage charges.
The client and renter are responsible for their guests and any damage to the vehicle’s interior and equipment, including but not limited to gum, wine and alcohol spills, vomit, smoking or vaping damage or odors, breakage of glasses or decanters, and damage to lights, televisions, radios, entertainment systems, or remotes. Minimum charges for repairs and replacements start at $100.
The client and renter must leave the vehicle in reasonably tidy condition. If a passenger becomes ill or leaves food or drink spills, a minimum cleanup charge of $350 will be applied. Additional cleaning, repair, or replacement charges may apply when the actual cost of restoring the vehicle exceeds the minimum cleanup or damage charge.
All passengers must conduct themselves in an orderly manner. Avant Garde Limousines reserves the right to expel any individual from the vehicle and/or terminate the contract if these conditions are violated. No portion of the rental fees will be refunded in the event of early termination resulting from a violation of these terms.
8. Minors
If the rental is for a minor under the age of 18, a parent or legal guardian over the age of 18 must sign this agreement. We request that a parent or legal guardian accompany and ride with minors. If this is not possible, a detailed route itinerary must be provided prior to pickup.
9. Vehicle Availability, Payment, and Cancellation Terms
All vehicles are subject to availability at the time of booking. A quote, proposal, or availability confirmation does not guarantee a vehicle until the reservation has been confirmed and all applicable booking requirements have been satisfied.
All reservations require an active credit card on file unless otherwise approved in writing by Avant Garde Limousines.
For reservations made more than 14 days prior to the scheduled service date, a non-refundable prepayment of 50% of the total contracted amount is due at the time of booking. The remaining balance will be charged up to 14 days prior to the scheduled pickup date.
Reservations made within 14 days of the scheduled service date require payment in full at the time of booking and are non-refundable.
Cancellations made within 14 days of the scheduled service date will be charged the full contracted amount. For cancellations made more than 14 days prior to the scheduled service date, the initial 50% prepayment remains non-refundable; however, the remaining balance will not be owed.
Any additional charges incurred during or after service, including but not limited to additional time, travel time, parking, tolls, damages, cleaning fees, wait time, or other applicable charges, may be charged to the credit card on file in accordance with these Terms and Conditions.
10. Vehicle Substitution
Avant Garde Limousines reserves the right to substitute a vehicle when necessary due to availability, mechanical issues, operational requirements, safety concerns, or other circumstances.
Avant Garde Limousines guarantees that any substituted vehicle or combination of vehicles will provide at least the minimum seating capacity required for the reservation.
Specific vehicle make, model, year, color, interior, amenities, features, or configuration are not guaranteed unless expressly agreed to in writing.
A vehicle substitution that meets the minimum required seating capacity does not constitute grounds for cancellation, refund, discount, or credit.
11. Lavatory Use
If the vehicle reserved is equipped with a lavatory, the lavatory will not be accessible for trips where the distance between the scheduled pickup location and final drop-off location is less than 200 miles, unless lavatory service has been purchased in advance. A $150 lavatory service fee will apply when lavatory access is requested for a trip of less than 200 miles.
For trips where the distance between the scheduled pickup location and final drop-off location is 200 miles or more, or for multi-day charters, lavatory access will be provided at no additional charge when the assigned vehicle is equipped with a lavatory.
Requests to add lavatory access to a trip of less than 200 miles must be made via email at least 24 hours prior to the scheduled pickup time.
12. Safety Devices and Passenger Safety
Vehicles may be equipped with safety and monitoring devices, including but not limited to cameras, GPS tracking, telematics systems, and other vehicle safety technology. These systems may record video, vehicle location, driving events, or other operational information for safety, security, training, incident investigation, insurance, and operational purposes.
Passengers are required to wear seatbelts in all vehicles equipped with them. This includes, but is not limited to, stretch limousines, executive shuttles, limo coaches, passenger vehicles, and other vehicles equipped with passenger restraints. It is each passenger’s responsibility to properly wear an available seatbelt while the vehicle is in motion.
Standing, walking, or moving throughout the passenger compartment while the vehicle is in motion is strictly prohibited. Passengers must remain properly seated while the vehicle is moving.
Avant Garde Limousines is not responsible for injuries resulting from a passenger’s failure to properly use an available seatbelt or failure to comply with passenger safety instructions.
13. Refunds and Credit Card Fees
In the event that Avant Garde Limousines approves a refund to a client’s credit card, the refunded amount will be subject to a deduction of a 3.75% processing fee. This fee reflects the non-recoverable transaction charges incurred during the original payment.
The net refund amount will equal the amount otherwise eligible for refund, less 3.75% of the original transaction amount applicable to the refunded payment.
14. Credit Card Storage and Future Use Authorization
By accepting these Terms and Conditions, the client authorizes Avant Garde Limousines to securely maintain the payment method provided at the time of booking on file.
The client authorizes Avant Garde Limousines to charge the payment method on file for amounts authorized under these Terms and Conditions, including but not limited to prepayments, remaining balances, additional service time, travel time, wait time, parking, tolls, damages, cleaning fees, cancellation charges, and other charges associated with the client’s reservations.
The payment method on file may also be used for future reservations made by or on behalf of the client unless the client provides written notice requesting that a different payment method be used.
Avant Garde Limousines utilizes payment-processing systems designed to comply with applicable PCI security standards for the handling and storage of payment information.
15. Continuing Agreement for Future Reservations
By accepting these Terms and Conditions, the client acknowledges and understands that this agreement is not limited to a single reservation.
Unless otherwise specified in writing, these Terms and Conditions will remain in effect for future reservations made by or on behalf of the client. Services rendered to the client, their agents, employees, guests, or associated parties will be governed by the Terms and Conditions in effect for the applicable reservation.
Avant Garde Limousines reserves the right to update or amend its Terms and Conditions from time to time. Future reservations may be subject to the version of the Terms and Conditions in effect at the time the applicable reservation is confirmed.
16. Late Fees and Unpaid Balances
If an amount due for a reservation remains unpaid for more than 24 hours after payment is required, a $50 declined/nonpayment fee will be assessed.
For every 7 days that an outstanding balance remains unpaid, an additional $25 late fee will be assessed.
After an outstanding balance has remained unpaid for 14 days, an additional $10 per day nonpayment fee will accrue until the outstanding balance is paid or the account is referred to collections.
Avant Garde Limousines reserves the right to suspend or cancel future services when an account has a past-due balance.
Unpaid accounts may be referred to collections. To the extent permitted by applicable law and the terms of this agreement, the client will be responsible for amounts owed together with applicable late fees, collection costs, damages, gratuities, court costs, reasonable attorney’s fees, and other costs associated with collecting the outstanding balance.
17. Standard Gratuity Policy
All reservations, excluding school bus rentals, include a 5% standard gratuity.
Additional tipping is appreciated but not required.
18. Force Majeure
Avant Garde Limousines is not responsible for delays, interruptions, cancellations, or failure to perform its obligations when caused by circumstances beyond its reasonable control, including but not limited to severe weather, natural disasters, road closures, government orders or actions, strikes, civil unrest, pandemics, public emergencies, or other unforeseen events.
When such circumstances occur, Avant Garde Limousines will make reasonable efforts to provide the contracted transportation service; however, specific vehicles, routes, pickup times, or arrival times cannot be guaranteed when affected by circumstances beyond our reasonable control.
19. No-Show Policy
Failure to appear at the agreed pickup location without notice constitutes a no-show. Full charges will apply, and no refunds or credits will be issued.
Clients are responsible for being available at the scheduled pickup location and for providing accurate contact information. If the chauffeur is unable to locate or contact the passenger, the client should immediately contact Avant Garde Limousines at (855) 590-LIMO.
A no-show does not relieve the client of responsibility for the contracted reservation amount or any additional charges incurred while the vehicle was dispatched or waiting for the passenger.
20. Client Responsibility for Booking Accuracy
Clients are responsible for reviewing all reservation details for accuracy, including but not limited to service dates, pickup times, pickup and drop-off addresses, flight information, passenger counts, luggage requirements, vehicle requirements, stops, and itinerary details.
Avant Garde Limousines is not responsible for service issues, delays, additional charges, or inability to provide the originally requested vehicle when caused by inaccurate, incomplete, or subsequently changed information provided by the client.
Changes to a confirmed reservation are subject to availability and may result in additional charges.
21. Dispute Resolution
The parties agree to first attempt to resolve any dispute arising from or relating to this agreement or transportation services provided by Avant Garde Limousines through good-faith negotiation.
If the dispute cannot be resolved through good-faith negotiation, the dispute will be resolved through binding arbitration in accordance with applicable Indiana law, except for matters that may lawfully be pursued in small claims court or other matters for which arbitration is not legally required or enforceable.
Unless otherwise required by applicable law, any arbitration or permitted court proceeding arising from or relating to this agreement shall take place in the State of Indiana.
To the extent permitted by applicable law, if Avant Garde Limousines is required to take legal action, initiate arbitration, defend against a claim, pursue collection, or otherwise enforce or defend its rights under this agreement, the client agrees to be responsible for Avant Garde Limousines’ reasonable costs and expenses associated with the dispute, including but not limited to reasonable attorney’s fees, court costs, arbitration fees, filing fees, collection costs, and other reasonable expenses incurred in enforcing or defending this agreement.
The client’s obligation for such costs and expenses will be subject to any determination, award, or order made by the applicable court or arbitrator and to the extent permitted by applicable law.
Acknowledgment and Agreement
I have read and understand these Terms and Conditions and acknowledge that the reservation information provided is accurate. By accepting a reservation confirmation from Cosmopolitan Limousine LLC dba Avant Garde Limousines, Coach & Transportation (“The Company”), I understand that I am entering into a binding Rental Agreement.
I authorize The Company to provide transportation services for the Client and the Client’s agents, employees, passengers, guests, and associated parties for whom I accept responsibility in accordance with these Terms and Conditions.
I understand and agree that the applicable 50% prepayment is non-refundable and that cancellation, refund, and change eligibility is governed by the specific provisions contained in these Terms and Conditions.
I confirm that I am authorized to provide and use the payment method associated with the reservation and authorize The Company to charge that payment method for amounts due under these Terms and Conditions, including but not limited to prepayments, remaining balances, additional service time, travel time, wait time, parking, tolls, damages, cleaning fees, cancellation charges, and other applicable charges.
If I am making a reservation on behalf of a company, organization, group, or other Client, I represent that I am authorized to make the reservation and accept these Terms and Conditions on the Client’s behalf.
By accepting these Terms and Conditions, whether through verbal confirmation, written acknowledgment, email, text message, digital signature, or by proceeding with a reservation, I understand that I am entering into a legally binding agreement with The Company. This agreement is enforceable with or without a physical signature pursuant to Indiana Code § 26-2-8-114, which affirms that electronic records and signatures carry the same legal force as traditional written documents and signatures. Accordingly, any method of acceptance constitutes full agreement to these terms.