Information for coaches

Information for coaches2018-07-27T15:20:23+00:00

Coach bookings terms & conditions

To make your visit to the Worcester Victorian Christmas Fayre as pleasant as possible for you and your passengers, it is essential to book your coach arrangements in advance. Limited coach parking is available and therefore we strongly advise you to complete the Coach booking form as soon as possible. Once capacity has been reached we will be unable to accept any additional coaches, even if received before the closing date.

Please note that due to the nature of this event, all coaches and minibuses arriving in Worcester City Centre during the dates of the event MUST be booked in advance. Dropping off or picking up passengers from any other roadside location in Worcester city centre will not be permitted. Normal city centre coach arrangements operated throughout the year are suspended during the Fayre due to the increased volume of arrivals.

Please read the following information carefully and call the team on 01905 722374 if you have any questions.

Benefits for coach companies and passengers

  • Designated city centre drop off and pick up areas within easy walking distance to the Christmas Fayre
  • Allocated time slots and passenger passes to minimise waiting times
  • Stewarding service to welcome passengers to the event
  • Well sign posted access routes
  • Free programmes available for your passengers on arrival at the event
  • Guaranteed coach parking on hard standing
  • Frequent shuttle bus service to the Fayre for coach drivers
  • Catering and toilet facilities for drivers at the coach park
  • Escorted in convoy by West Mercia Police to ensure you are on time for passenger collection

Arrangements for coaches and minibuses

These are compiled in conjunction with West Mercia Police. Only pre-booked coaches and minibuses will be permitted to use the designated passenger drop off/pick up zones and coach park. This will be managed by Police and event staff and fines will be issued for non compliance. Coaches that have not booked will be charged a supplementary parking fee of £144 (inc VAT) and will be escorted to a location from where passengers will be dropped off and collected.

How to pre-book coach and minibus arrangements

Please state your preference for arrival / departure times on the booking form. We will reserve your slot on a first come first served basis. If the requested arrival / departure time is not available the nearest time slot, within 30 minutes, will automatically be allocated. You will receive confirmation via email and this time slot must be adhered to.  Please ensure your email address is completed correctly on the booking form.

Payments

Invoices will be sent once the booking form has been received and processed, please be aware invoices are sent on a weekly basis from our accounts department, they will not be sent at the time of your confirmation email. Worcester City Council requires payment within 30 days of invoice.  Failure to send payment in this time may result in your booking being cancelled.  Methods of payment are stated on the invoice.

A reference will be included on your invoice; this will include your group name so we recommend this section is completed on the booking form.

Confirmation emails and invoices are sent via email; please ensure you check your junk mailboxes if these are not received in your inbox.

Cancellations

A refund of the coach booking fee less a £20 cancellation fee will be granted in the event of a cancellation being received in writing before 3pm on Friday 12 October 2018. No refunds will be granted after this date.

Information for coach drivers and passengers

Approximately 10 days before the event, a coach confirmation pack will be sent directly to the coach company. This will include a map detailing the location of your passenger zone, confirmation of the arrival and departure times, designated coach park information and a coach pass.

Each coach will be allocated a unique reference number which will be indicated on the coach pass which must be displayed in the front window of the coach at all times.

Entry to the passenger zone and coach park will only be granted if the pass is displayed. If you are bringing more than one coach, you will be issued with a pass for each coach. Please ensure the correct pass is displayed in the appropriate coach window. Once you have received an information pack you will be unable to change your departure time.

Arriving at the Fayre

Once the coach has arrived at the designated passenger zone a police officer/steward will confirm the departure time with the driver. Coaches must then proceed directly to the coach park.

On arrival at the coach park you will be directed to a parking space.  A shuttle bus service to and from the city centre will be available for coach drivers. Coach drivers must ensure they are back at the coach park one hour before their departure time. Catering and toilet facilities will also be available on site.

Departing the Coach Park

It is recommended that coach drivers liaise with the police officer/steward on duty at the coach park as some drivers may be given specific movement instructions. Coaches will depart in convoy mode to their designated pick up zone to ensure timely pick up.

Collecting passengers

Passengers are to be collected from the designated zones at the specified time unless otherwise instructed by the police/steward. Coach drivers must not encourage passengers to arrive earlier than their designated pick up time. Should any passengers not be waiting at the zone, the coach driver will be directed to a holding area.

Timings                                                                                                                            

  • Thursday 29 November – 12.00pm-9.00pm
  • Friday 30 November – 11.00am-9.00pm
  • Saturday 1 December – 10.00am-8.00pm
  • Sunday 2 December – 11.00am-5.00pm


We are looking forward to welcoming you to the Worcester Victorian Christmas Fayre.  If you have any queries, please contact the team on 01905 722374.

Coach booking form

Before completing the online booking form, please read the Worcester Victorian Christmas Fayre 2018 Coaches Terms and Conditions above.

If you prefer you can download a printable version of the coach booking form. Please return completed form to christmas@worcester.gov.uk or post to Victorian Fayre team, Worcester City Council, The Guildhall, High Street, Worcester, WR1 2EY.

Please note that all coaches and minibuses arriving at Worcester City Centre during the dates of the event without pre-booking will be treated as ‘fly coaches’ and are charged at the rate of £144 (incl VAT) per coach.

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COACH COMPANY DETAILS

COACH PACKS WILL BE SENT DIRECTLY TO COACH COMPANY 10 DAYS PRIOR TO EVENT

GROUP BOOKING DETAILS:

INVOICE DETAILS - Please complete in full

Prices and Booking Details

Please state here your preference for arrival / departure times. We will reserve your time slot on a first come first served basis. If the requested arrival / departure time is not available the nearest time slot, within 30 minutes, will automatically be allocated. You will receive confirmation via email once agreed; this time slot must be adhered to.

The dates and prices are as follows:

Thursday 29 November 2018: 12pm-9pm

Cost per coach: £50.00 inc VAT

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Friday 30 November 2018: 11am–9pm

Cost per coach: £60.00 inc VAT

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Saturday 1 December 2018: 10am-8pm

Cost per coach: £85.00 inc VAT

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Sunday 2 December 2018: 11am-5pm

Cost per coach: £60.00 inc VAT

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Invoices will be sent once the booking form has been received and processed, please be aware invoices are sent on a weekly basis from our accounts department. Worcester City Council requires payment within 30 days of invoice. Failure to send payment in this time may result in your booking being cancelled. Methods of payment are stated on the invoice.

Agreement

Privacy policy

Your personal information will be used by Worcester City Council to process your booking for the 2018 Worcester Victorian Fayre. We may need to pass on your details to Warwickshire and West Mercia Police who will be working with Worcester City Council to organise the Fayre. Your information will be deleted once no longer needed following the event.


You can ask us to amend or remove your details at any time by contacting us at christmas@worcester.gov.uk. To view Worcester City Council’s privacy policy please go to: www.worcester.gov.uk/privacy-policy.