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:

  1. All reservations require a major credit card on file and a non-refundable prepayment of 50% at the time of booking.
  2. Minimum rental periods are based on vehicle capacity and apply to all trips excluding “zone rates,” which are defined as anything to or from Indianapolis International Airport (IND):
    • A. 3 hours for vehicles seating fewer than 13 passengers (excluding standard sedans and SUVs, which have a 2-hour minimum).
    • B. 4 hours for vehicles accommodating more than 14 passengers.
    • C. 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.
  3. 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’s actually a “prom,” they will be billed at the prom rate.
  4. Reservations on holidays incur an additional holiday fee, which varies by reservation.
  5. 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. Grace Period for Drop-Offs:

  1. All non-airport reservations include a 15-minute grace period after the scheduled drop-off time. If the client exceeds this by 16 minutes or more, the next full hour will be charged at the vehicle’s hourly rate. For instance, if a rental is scheduled to end at 8 PM and the client remains in the vehicle until 11:15 PM, they will be charged for an additional 4 hours. School bus transfers allow for a 10-minute grace period, after which a half-hour charge will apply for any additional wait time.

3. Airport Transfers:

  1. 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 – 37 passengers.
    • C. – 14-day notice for vehicles with a capacity of 39 passengers or more.
  2. Cancellation notices must be made during normal business hours (8 AM – 5 PM EST). For cancellations outside these hours, clients must confirm by contacting the after-hours dispatcher.
  3. Additional charges may apply for wait times exceeding 30 minutes after the flight status is marked “arrived” on the IND website, or if the vehicle has been on location for over 30 minutes from the original pickup time. After 30 minutes, the charter will be charged at the hourly rate, rounding up to the nearest full hour.
  4. 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.
  5. 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.
  6. 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 air conditioning or mechanical issues, Avant Garde Limousines will make every effort to address the problem on-site or provide a replacement vehicle (substitution of vehicle type or color is not guaranteed). There are no guarantees or refunds related to heat, air conditioning, or mechanical failures, and such issues are not eligible for discounts or credits.

5. Liability Disclaimer:

Avant Garde Limousines is not liable for late arrivals caused by circumstances beyond our control, including but not limited to acts of nature, traffic delays, breakdowns, or incorrect pickup and drop-off information. 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. Any violations will result in immediate termination of services and forfeiture of all deposits and fees. 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, breakage of glasses or decanters, and damage to lights, television, radio, CD player, 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. 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.

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 pick up.

9. Vehicle Availability and Payment Terms:

All vehicles are subject to availability at the time of booking. All reservations require an active credit card on file. A non-refundable prepayment of 50% of the total reservation amount is due at the time of booking for reservations made more than 14 days in advance. For reservations booked within 14 days or less from the service date, payment is due in full at the time of booking and is non-refundable. The remaining balance will be charged up to 14 days before the scheduled pickup date for other reservations. Cancellations made with less than 14 days’ notice will incur a charge for the total contracted amount. If you cancel more than 15 days before the scheduled pickup, the remaining 50% balance will not be owed.

10. Vehicle Substitution:

Avant Garde Limousines reserves the right to substitute the limousine or vehicle color at its discretion. We guarantee that the minimum seat requirements and the vehicle type will be met, but we do not guarantee the specific interior features or configurations of the substituted vehicle.

11. Lavatory Use:

If the vehicle you have reserved is equipped with a lavatory, it will not be accessible for trips under 200 miles. Should you wish to utilize the lavatory for a trip of less than 200 miles, a fee of $150 will apply. For all trips exceeding 201 miles or for multi-day charters, lavatory access will be provided at no additional charge. If you wish to add lavatory access for a trip under 200 miles, this request must be made via email at least 24 hours prior to pick up.

12. Safety Devices:

Vehicles may be equipped with safety devices such as cameras and GPS tracking. These devices, often located on the front windshield, record harsh events in the event of an accident or incident. The cameras are rarely reviewed, only in cases where management is notified to conduct a review.

Passengers are required by law to wear seatbelts in all vehicles that are equipped with them. This includes, but is not limited to, our stretch limousines, executive shuttles, and limo coaches. It is the passenger’s responsibility to properly wear seatbelts at all times while the vehicle is in motion.

Standing while the vehicle is moving is strictly prohibited. Doing so may result in serious injury in the event of a sudden stop or collision. Avant Garde Limousines is not liable for injuries resulting from failure to wear seatbelts or disregard of this safety policy.

13. Net 30 Terms:
Accounts that are set up on a net 30 term are subject to a 5% late fee added monthly for any invoice that is 30 days past due.

14. Refunds and Credit Card Fees
In the rare case that a refund is issued to the 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 by Avant Garde Limousines during the original payment. The net refund amount will be the total eligible refund minus 3.75% of the original transaction value.

15. Credit Card Storage and Future Use Authorization
By agreeing to this agreement, the client authorizes Avant Garde Limousines to securely store the credit card information provided at the time of booking. The stored card will remain on file and will be used for all future reservations, payments, and charges (including but not limited to deposits, balances, damages, overtime, and cancellation fees) unless the client explicitly notifies Avant Garde Limousines in writing to use a different form of payment.

Avant Garde Limousines adheres to PCI compliance standards to ensure the protection and confidentiality of all credit card information. The client understands and agrees that unless such written notice is received, this card will continue to be used for recurring or new reservations made under the client’s name or business.

16. Continuing Agreement for Future Reservations
By agreeing to these Terms and Conditions, the client acknowledges and understands that this contract is not limited to a single reservation. Unless otherwise specified in writing, this agreement shall remain in full force and effect for all future reservations made with Avant Garde Limousines. All services rendered to the client, their agents, employees, guests, or associated parties will be governed by the terms set forth herein, unless an updated or amended agreement is mutually signed.

17. Late Fees for Non-Net 30 Accounts
If, for any reason, services are not paid in full within 24 hours of the reservation, an immediate $50 declined nonpayment fee will be assessed. For every 7 days that an outstanding balance remains unpaid, a $25 late fee will be incurred. After 14 days, an additional $10 per day nonpayment fee will accrue on top of the outstanding balance and existing late fees. If the balance is still unpaid at that point, the account will be turned over to collections for remittance. The client will then be responsible for all associated fees, including but not limited to: services rendered, late fees, damages, gratuities, legal fees, court costs, legal counsel, and accrued interest.

18. Standard Gratuity Policy
All reservations (excluding school bus rentals) include a 5% standard gratuity. In the chauffeured transportation industry, this rate is equivalent to an 18% tip in the restaurant industry. Unlike restaurants—where servers are often paid as little as $2.13 per hour and rely heavily on tips—chauffeurs in this industry earn an average of $28 per hour. Additionally, limousine gratuities apply to the entire reservation cost, not just service time. This includes hours of standby, vehicle preparation, interior and exterior cleaning, fuel, maintenance, and vehicle wear. As such, a 5% gratuity on a $1,000 reservation often offsets far more operational and labor expense than a traditional restaurant tip.

Additional tipping is appreciated but not required.

19. Force Majeure
Avant Garde Limousines is not responsible for failure to perform obligations due to unforeseen events including, but not limited to, weather, natural disasters, government orders, strikes, pandemics, or civil unrest.

20. 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.

21. Client Responsibility for Booking Accuracy
Clients must review all trip details at booking. Avant Garde Limousines is not responsible for service issues due to incorrect times, addresses, or party sizes provided by the client.

22. Dispute Resolution
Parties agree to attempt resolution through good faith negotiation before seeking legal remedies. If unresolved, disputes will be resolved through binding arbitration under Indiana law.

Acknowledgment and Agreement:

I have read and understand all of the above terms and statements. I agree that the rental information provided is accurate and acknowledge that by receiving a confirmation email from Avant Garde Limousines (“The Company”), I am entering into a binding Rental Agreement. I authorize The Company to provide services for the Client, agents, employees, and guests, for whom I accept full responsibility, and I release The Company from all related liabilities. I acknowledge that this reservation is non-refundable, non-transferable, and non-changeable—even in the event of COVID-19—regardless of whether the services are ultimately used.

Any action to enforce or interpret this Agreement may be brought in a venue of the Company’s sole discretion, and the Executive hereby consents to the jurisdiction of any state or federal court so selected by the Company. The other party shall bear all reasonable attorney’s fees and costs incurred by the party enforcing this Agreement, whether in prosecution or defense of any legal action arising hereunder.

I confirm that I am authorized to incur debt on behalf of this credit card account and fully accept the charges associated with services from The Company. I confirm that I am able to contract on behalf of the Client(s), bind the Client to the contract, and fully accept the charges associated with services from The Company. I personally guarantee compensation to The Company for all services rendered, charges, and fees incurred.

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.