Hire Period

The period of time agreed upon shall be definitive. Any extension shall be permitted only as arranged with the office and must be agreed upon in advance. Canadian Hours of Service rules must be followed. All itinerary’s must be received at least 5 business days prior to the departure.

Hire Price

Any additional expense, such as the driver’s hotel room, permits, park passes, shall be paid by the sold-to party. The costs of fuel and the driver’s wages will be covered by Polar Coachlines and are included in the quoted price.


Payment must be received either on or before the trip date. Payment can be given to the driver upon pick up.


The sold-to party may terminate the Hire Contract at any time. By way of compensation, Polar Coachlines shall charge the following fee:

No charge for notice given 7 days prior to the trip.

If coach and driver show up at departure place and trip is cancelled at that time the party will be responsible for a minimum cost of $400.00


The extent of the services rendered is specified in the Hire Contract. If a given coach is unavailable, Polar Coachlines reserves the right to provide another coach instead, or to order a coach from another company.

Break Downs

Polar Coachlines operates well maintained equipment that undergoes regular safety inspections and services. Due to the fact that equipment is mechanical, break downs still can occur.

If a mechanical breakdown occurs where the coach is unable to continue without repairs, Polar Coachlines will plan a course of action. If the driver can diagnose the problem, management will decide either to repair the coach or hire another coach, if one is available. If the driver cannot diagnose the problem, then a local heavy duty mechanic will be called to do so. A plan of action will then be made by Polar Coachlines.

If any non-essential equipment shall break down, the trip will be completed with out them. Non essential equipment is things such as video equipment, PA system, air conditioning and washroom. Having a washroom is great for emergences, however the driver will be making stops as he has to take breaks as well, you are encouraged to do the same. Air conditioning is comforting on a hot day, however if there is a malfunction the air can be vented, and the trip can continue until a repair can be made.

Parts are not always readily available so repairs cannot always be made on the road. Although break downs may inconvenience you during your trip, refunds are not issued.

Drivers/Operating Hours

Our drivers strictly observe the legally required operating hours and resting periods.

For their own safety, drivers must observe Canadian, Hours of Service Rules, and also the US, when applicable.

Hours of Service Rules – Canada

Day = 24-hour period designated by the carrier

“Core” Rest = 8 consecutive hours of rest

Work shift = time between 2 Core rest periods

Driver May Not Exceed:

13 hours driving/14 hours on-duty in a DAY

13 hours driving/14 hours on-duty, or 16 total elapsed hours from end of one CORE rest to beginning of next CORE rest

Mandatory Rest

Minimum 10 hours in a DAY

At least 8 hours must be consecutive but need not fall completely within the DAY. May cross over midnight

Remaining 2 hours must be taken in minimum 30-minute blocks no later than after the 8th hour of driving


There is no smoking aboard any of our coaches.

Coaches are to be kept tidy and all garbage to be off the floors, before the end of their trip.

There are additional charges of $250.00 if the bus needs EXTRA cleaning.  Damages outside of normal wear and tear will be determined by Polar Coachlines.

Polar Coachlines is not responsible for lost or stolen items on the coach.  If items are found on bus, Polar Coachlines will keep in their possession for 30 days. If passenger contacts us we will make every effort to return item to them.

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