Quotes are given before the booking is confirmed and any deposit paid which is based on the information given to us to price each wedding accordingly with each client’s requirements at that time.
e.g. times, locations and choices of vehicle are the main (but not the only) factors affecting the price of vehicle hire.
Any changes to such arrangements made after a quote has been given, and agreed by both parties and monies paid may result in further charges having to be applied. Please ensure you are happy with the itinerary on booking but please also do not hesitate to contact us as soon as possible if changes need to be made. It is very rare for extra charges to be made but we reserve the right to do so in exceptional circumstances.
Booking Fees and Balances:
A non-refundable booking fee of £25.00 is charged at the time of said booking. This will secure your booking with ourselves.
For bookings less than 1 month before the hire, then payment in full is required at the time of booking, as the balance is generally payable a minimum of 30 days before the actual wedding date.
After the recent government actions on closures of business services then, at our discretion we may simply request the booking fee (at the time of booking) and then the balance paid 7 days before the ceremony.
This is especially the case with bookings 12 and 24 months onwards and remains at our discretion to offer and apply.
Due to the recent and current circumstances if possible then we recommend you have your own Covid proof Wedding Insurance for cancellations as well as for the car hire, if possible.
N.B. We fully reserve the right to alter the booking fees according to circumstances and arrangements at the time of booking particularly in light of the events of 2020.
We are a local Devon business so are well aware of the terrain of the West Country and that it can involve remote or hard to access locations, for example, farmhouses or rural cottages down narrow lanes and farm tracks or with no turning facility. Please let us know if this is the case when booking. If it’s challenging for a modern vehicle to traverse it might be not possible for one of ours to do so. If, once recce is carried out we find this is the case we may have to cancel the booking. If so we will let you know as soon as possible.
In the unlikely event that this happens, then we do reserve the right in this circumstance to retain a proportion of, or all of booking fee to cover fuel and time especially if your location(s) are a distance from our base and we weren’t informed on the initial booking.
Availability & Unavailability of vehicles on the day:
Devon County Wedding Cars (hereafter also referred to as DCWC), vehicles are all fully road legal, taxed and insured and are regularly maintained. Therefore, Devon County Wedding Cars is confident that we make every reasonable effort to be able to supply the first choice of vehicle requested by the client.
However, these are classic and vintage vehicles and in certain circumstances the chosen vehicle may not be available due to issues (such as, but not wholly limited to mechanical breakdowns or parts failure) and are out of our control. With older vehicles often, even if this is a simple fix the spare parts are not readily available ‘off the shelf’ and your chosen vehicle may not be available within the time frame required.
We always list a substitute back up vehicle and agree this with clients on the booking form. In the event of the first choice vehicle not being available in advance of the date then in these cases we will endeavour to both contact you in the first instance, (if any such problem is discovered in sufficient time) and then arrange mutually to ready and supply the agreed alternative car.
In the extreme event of a vehicle not being available on the day or if it stops en route we will attempt to contact the clients on the emergency number(s) given, if it is safe and appropriate and there is time to do so in the circumstances. If it is more expedient to concentrate on getting a vehicle to the client rather than phone ahead then this will be the priority and course of action the driver and DCWC will take.
We will, in such circumstances, then aim to supply the best alternative vehicle available to us on the day to suit the time left available to get to the destination and the ceremony.
We fully reserve the right to dispatch a complete change of vehicle of our choosing if we deem it necessary due to mechanical issues or any other similar or related scenario in order to attempt to be able to transport clients to their occasion and without prior contact in an emergency or breakdown scenario.
If no car alternative is acceptable to the client on the day, and this is stated and agreed with at least a month’s notice before the event then any compensation or return of fees is at the discretion of ourselves and will be limited to the refund of a proportion of the hire charged if already paid in full and less other costs such as time and expenses, for example, checking locations and routes and any other associated administrative charges –
(and this amount may still be less the initial booking fee and/or deposit paid at our discretion), this payment will be refunded without prejudice or liability.
In an urgent situation on the day of the ceremony where the car is unavailable and we have still supplied an alternative car for the time then any refund will be limited to allow for the reduced cost of providing a smaller or different vehicle. Where a similar sized or type of vehicle, regardless of its age and style was supplied on the day then any partial or full refund given is entirely at DCWC’s discretion.
Where a vehicle fails to proceed and complete the whole booking arrangement during the day then any partial refund is at the discretion of DCWC.
Vehicles are prepared for the day and time is spent on both preparation mechanically and cosmetically and recces and ceremony journeys are made with the best intentions to complete the booking and costs incurred are considerable, which must be taken into account when considering any partial return of monies. We would always aim to resolve any such situation to the mutual satisfaction of both client and DCWC but ultimate decision on the amount rests solely with DCWC.
We recommend and advise that the client obtains appropriate wedding insurance for their own protection to cover such circumstances.
Whilst we do our utmost to ensure our drivers are punctual, you will understand that we cannot accept responsibility for delays caused by circumstances out of our control such as road conditions, accidents, etc. Again, in any such emergency the driver and DCWC will endeavour to contact the clients on the emergency numbers. With Devon and Cornwall and many ceremonies held in remote locations it must be understood by clients that it is not always possible to obtain a mobile signal.
In addition, these being vintage vehicles there are no Bluetooth/Hands free facilities to call on board ahead – a driver may sometimes be able to use a hands free personal head set if equipped but we are reluctant to drive and call for personal and public safety reasons.
Cleaning and Covid:
All cars are cleaned prior to the wedding date and departure for pickup, but Devon County Wedding Cars do not accept any responsibility for changes in the vehicles appearance caused by the weather or terrain during the period, although every effort will be made to present the car in its best possible condition the particular nature and routes within the county and often the collection and drop off locations themselves of the mostly rural area we operate in often means vehicles will have to traverse muddy and wet single track roads and even fields and tracks which may well affect their visual condition.
In terms of post-Covid considerations; cars are all cleaned on return to base and before despatch to each ceremony. They are of course old vehicles but we keep them as clean and sanitised as is possible commensurate with their age.
Passengers are perfectly free to wear masks if they choose to do so but we do not supply these as standard practice. This we feel would detract considerably from your day and experience riding to your ceremony etc. but if you have specific health conditions that you would like us to take into account that necessitates any extra assistance then please let us know, if we can help at all we will.
If you need to wear masks and/or gloves, etc. we would prefer you for safety and hygiene to supply your own.
Under current legislation face coverings are not expected or required for chauffeurs and they may have to decline to do so for reasons of health and exemption in any case.
Devon County Wedding Cars and its chauffeurs have the right to refuse to carry any passenger who is thought to be under the influence of excess alcohol or drugs and whose behaviour poses a threat either to the chauffer, the vehicle or any other passenger(s).
Devon County Wedding Cars operate a non-smoking policy in all its vehicles for protection of staff and future clients.
Clients are responsible for any damage they cause to the interior or exterior of the vehicle available to them and will be invoiced accordingly for any repair or valeting required in order to reinstate the vehicle to its pre-hire condition.
See below for detailed information on consuming beverages. If the option of any other drink beyond water is taken then any staining from spillage may incur a charge. Please be aware of this if with your arrangements you wish to drink in the vehicle.
Confetti – We of course have no objections to confetti being celebrated around the vehicles themselves. Some flakes brought in on clothing/shoes are part of the occasion and we expect to have some here and there.
(Please be aware that some venues however do not allow Confetti at all, of course although some may permit the dried flower/bio-degradable type).
As per the valeting note above, it is NOT acceptable to shower the inside of any of the vehicles with ANY type of confetti. This applies while the Bride and Groom and/or the Driver are either inside of or out of the car.
This will ALWAYS incur a valeting charge. Dried flowers, (if wet particularly) can stain leather very easily and both types easily add more than an hour to what we consider general post ceremony/service cleaning.
We apologise to have to put this clause in but knowledge and experience of past bookings has meant we have to make this point especially clear to clients.
Champagne and Alcoholic Beverages:
We understand many wedding car companies offer packages which sound very attractive as they include champagne or similar alcoholic celebration to the couples to either consume in the car on the day or later on.
We often hear that clients are often offered a glass of wine or champagne at no extra cost, i.e. as a complimentary offer, to celebrate the occasion while in the wedding car. Whilst it is understood that this is a well-intentioned offer and indeed, a traditional part of the wedding day and we fully understand what a nice way this is to celebrate your new vows, it is also against the law if you do not have a licence to supply alcohol.
Wedding car operators offering champagne or any alcoholic beverage even on a ‘complimentary, free, gratis or courtesy basis’ is legally defined as ‘supplying’.
Supplying alcohol to customers without a licence is a breach of section 136 of the Licensing Act and is a criminal offence.
Our understanding is that if anyone is caught supplying alcohol without a licence, they could potentially face a £20,000 fine and/or six months imprisonment for the business owner.
DCWC does not have an alcohol licence so regrettably, are unable to supply champagne or similar beverage as we have no wish to incur any such fine or sanction no matter how much we want to make our clients’ day a happy one.
If it is appropriate for the vehicle chosen and the client supplies their own drink and it is possible to do so DCWC are happy to bring flutes and ice bucket (and ice) if we can and by prior arrangement.
We fully believe this satisfies the law as it stands and therefore, if this is something you wish to do please confirm this at time of booking.
Our policy on the transportation of children is as follows:
Please note that the majority of our vehicles have NO seat belts.
The law changed on 18th September 2006 for the protection of children in vehicles that makes it compulsory for every child under 12 years of age to sit in a baby seat, a child seat, on a booster seat or on a booster cushion. Unlike taxis, wedding cars are NOT exempt from this new legislation. Regretfully, this new law means all wedding car companies have had to change the way they provide their services to young persons.
Our drivers are legally responsible for ensuring children under 14 years of age are properly restrained in the car if seat belts are fitted. As part of our terms and conditions you must advise us when agreeing the booking if any child using our vehicles will be under 14 at the time of travel on the travel date. Unfortunately, we do not provide child seats or booster cushions etc. for our vehicles.
If suitable CE certified seats are provided by the client then these may be used & agreed at the time of the booking – Devon County Wedding Cars accept no responsibility for any damage, injury or loss connected with child seats. The client must ensure they are fully aware of the current UK Law with regard to the carriage of children in hired vehicles as follows:
Children under 12 years or under 4ft 5in tall may only be carried when the correct ‘Child Restraint’ as required by law is used. (‘Child Restraint’ is the collective term in the seat belt legislation for, baby seats, child seats, booster seats and booster cushions).‘Child Restraints’ can only be used in vehicles that have fitted seatbelts.
Babies must travel in rear-facing car seats until they are at least 15 months old. The new law regretfully means children up to the age of three requiring Baby Seats and Child Seats can no longer be carried in wedding vehicles that DO NOT have seatbelts fitted.
As most Classic and Vintage wedding cars are legally exempt from having seat belts fitted because of their historical age, and as Baby Seats and Child Seats need to be strapped to the seat they are not permitted in these cars. However, the law does allow children of 3 years and above to travel in the back seats of Classic & Vintage Cars without using ‘Child Restraints’.
Modern Cars are equipped with seatbelts therefore children can be carried in these cars only if the correct ‘Child Restraint’ is used. We are more than happy to take children with Brides/Grooms/Bridesmaids etc. when arranged and booked – but please ensure you are comfortable with this aspect of Classic vehicles and the law we have to observe.
Due to their age like historic buildings some vehicles may not be suitable for those with disabilities. Please let us know of any requirements we will do our upmost to try and accommodate disabled users where we can within the limitations of classic and historic vehicle transport.
Length of hire and charges:
The standard hire period for a classic church wedding will generally be expected to be approximately three hours.
If there are any changes or variations including extra time or mileage to the journeys, other than those agreed at the time of booking, the client will be responsible for the extra charges.
Other agencies or suppliers; (wedding photographers in particular), should be made fully aware of the times that clients have booked the vehicle for, and cater and arrange their activities accordingly to avoid further charges being necessary.
While we do our upmost to work with other wedding contractors beforehand, and of course on the day and always work round, and with them extensively, previous experience has unfortunately meant that the other parties; photographer, catering and venues, etc. must be made aware of the timings and hire length and it is the client’s responsibility to make this clear to said parties.
While it is very rare for extra charges to need to be added or required, (due to the bespoke nature of our service, the itinerary sheets and discussions we have on booking we endeavour to minimise this), we do however reserve the right to apply if we deem it absolutely necessary.
Additional persons or other changes after booking:
In addition to the above charges for time, if you require your wedding photographer or any extra persons not previously arranged to travel with you to the ceremony and reception and so on, this is generally possible but we require this information beforehand to ensure we can do so.
In the past, we have had a few occasions whereby, (and without any prior warning), a photographer and equipment expects to travel to ceremony and/or reception with bride and groom.
This has actually occurred before and in the Mini which creates real problems due to lack of space and why we have to make this statement.
As you can appreciate, while it was a very efficiently packaged car in its day, to try and drive clients with a degree of grace and elegance while transporting people and objects unexpectedly is near impossible.
With some notice this is just about possible as we can ensure the boot is as empty as can be and so on but this causes unnecessary issues on the day which can seriously hamper the smooth running of your wedding day and cause delays.
Even with the larger vehicles we still need to know any such arrangements on booking or 48 hours at least before the day.
While we will work with any of your other suppliers to the best of our ability it is their sole responsibility to assess locations and make arrangements. For example, photographers should have performed their own recce and set up where to stop and take extra pictures. We will accommodate them where we can but this may not be possible due to time and distance and access.
Devon County Wedding Cars is fully insured for wedding car hire, our chauffeurs have full UK Driving Licences. Our insurance does not cover customers to drive our vehicles, or for loss or damage to customers possessions or for any other consequential losses, delays or missed events. Public liability is covered within our vehicle insurance and our vehicles are fully insured for wedding hire. All cars are only driven by our staff and employees or agents.
Images, Marketing & GDPR:
Acceptance of terms also includes permission for Devon County Wedding Cars to take selected images on the day for our own promotional use on our website and social media platforms and advertising materials. These will only be used within DCWC or our partner companies such as Premier Carriage or Millbrook.
Images may appear on Hitched for advertising ourselves and we will NOT give permission for any other company to use for their own purposes. If you would like to discuss any aspect of this to be adjusted for any reason then please make this clear at the time of booking.
Devon County Wedding Cars store your email and other personal details purely for correspondence to conduct normal business routines. However, we may also use these to contact clients for confirmations, updates, issuing of invoices, reminders and testimonials. These may be displayed on our website, wedding apps and promotional material but will not disclose any of your full personal details bar name and area. Your personal information will not be disclosed to any third parties or any companies outside of DCWC’s close partnerships and is held confidentially and securely only by us.
Booking acceptance and contract:
Making the booking and accepting our quotation by payment of the booking fee in part or in full will represent a full and binding agreement of our Terms and Conditions –