How To Hire Train Charter
A Guide for Clients
The private hire of an exclusive charter train is the ultimate rail cruising experience.
The experts for hired trains are the Luxury Train Club, The Train Chartering Company Ltd, and Train Hire.
Whether you are a private individual, or represent a company or agency, it is simple to turn your initial thoughts or brief into a private train solution.
PLEASE EMAIL US.
Introduction - How To Hire A Train Charter
The following details provide more detailed insight into the process of chartering trains.
Please note that this information liable to change without prior notice; it is just a guide.
Contact The Luxury Train Club About Train Charter
Definitions and terms used in this document:
Costs – Costs are estimated until specifically noted as quoted prices.
Rail Access Organisation – responsible for issuing timetables with ultimate authority for permission to use the railway.
TC – Train Chartering.
Timings / timetables – Only the Rail Access Organisation has the authority to confirm or issue timetables.Any mention of timings by any other body is always to be considered as estimates, and should never be relied on when making finalised plans.
TOC – Train Operating Company is a company, which is permitted to operate Trains on the railway. This can be a company with scheduled timetabled services, or a company that owns and operates locomotives with or without carriages, or a company that provides drivers and train staff for other companies’ Trains.
Train suppliers – Suppliers of locomotives, carriages and other rolling stock (from one or more suppliers), together with Train drivers, guards, catering staff, other Train staff and additional services as required.
Phase 1 – Train Charter Consultation
Phase 2 – Train Charter Proposal
Phase 3 – Train Charter Client Specification
Phase 4 – Train Charter Planning
Phase 5 – Train Charter Timetable
Phase 6 – Train Charter Final Payment
Phase 7 – Train Charter Operation
Phase 1 – Train Charter Consultation
A representative of TC consults with the prospective client. This may be initially by telephone, but all key discussions are documented by email or as written proposals.
The Consultation includes:
- Date(s) of travel
- Client-requested times, route and station
- Number of passengers
- Description of event to permit TC to source and propose the appropriate Train
- Additional on- and off-board services such as catering, branding, ground handling, entertainment etc
- Feedback and advice from TC about deliverability of client requests
- Written / email minutes of meetings from TC
- Details of the proposed Train
- Proposed route, timings and cost
- Details of any additional on- or off-board services as appropriate
- Booking notes
TC may at this stage, and at its own discretion, make informal inquiries regarding the availability of suitable rolling stock for the proposed project.
All costs and timings discussed during this stage are estimates pending substantive Planning (Step 4).Any Train or rolling stock discussed is subject to availability pending the Client Specification (Step 3).
Phase 2 – Train Charter Proposal
TC will then present a Proposal, either by email or in writing.The Proposal will always be accompanied by booking notes, which should be read carefully.TC’s Terms & Conditions of Carriage are either presented or noted as available for reference at the Company’s offices.
The Proposal, based on the Consultation, will include:
- - Details of the proposed Train
- - Proposed route, timings and cost
- - Details of any additional on- or off-board services as appropriate
- - Booking notes
All costs and timings discussed during this stage are estimates pending substantive Planning. Any Train is subject to availability pending the Client Specification.
Phase 3 – Train Charter Client Specification
The client and TC negotiate the Client Specification based on Steps 1 and 2.The Client Specification requires payment of a non-refundable deposit or the full payment of the proposal costs, both based on estimated costs.
Cancellation fees apply as laid out in the booking notes supplied with the Client Specification.
On signature by the client of the Client Specification, together with receipt of deposit or full payment, TC secures the proposed Train by placing a deposit with or making full payment to the Train suppliers or liaises with the client regarding an alternative Train if the proposed Train is no longer available.
As appropriate, TC will issue a client folder giving details of the Train and special on- or off-board services to be provided by TC such as ground handling, station management or catering.
All costs and timings discussed during this stage are estimates pending the outcome of substantive Planning, unless TC has sent the client a firm quote.
Contact The Luxury Train Club About Train Charter
Phase 4 – Train Charter Planning
TC contacts selected Train suppliers for locomotives, carriages, Train crew, catering and other services based on information from Steps 1 to 3.
TC also contacts stations run by the Rail Access Organisation or by a TOC in order to arrange for the efficient management of passengers from their drop off at stations through to the correct platform and Train. Effective ground handling is an essential element in TC services.
A Train Specification Form is sent to the selected Train suppliers, which then quote to TC based on the information supplied.Subsequent amendments to the Train Specification Form(s), which may be required following later discussions with the client, may result in altered quotes by the Train suppliers to TC.
TC works the received quotes into TC’s cost estimation model to ascertain if the estimated costs provided to the client need amendment.The client is advised if additional payments need to be made as a result of this investigation.If TC has made a firm quote, it will not be affected except that TC reserves the right to pass on fuel surcharges at any stage before the date of departure and to apply tax retrospectively as tax authorities require.
The relevant TOC submits the “Bid” for space on the railway to the Rail Access Organisation.
The Bid contains a requested Timetable (Step 5) based on the Client Specification and any subsequent written / emailed amendments between client and TC.The Bid thus contains the route, stations and requested times.Every element of the Bid is still on request only.
The Rail Access Organisation typically strongly urges at least 12 weeks notice between receipt of the Bid and issuing the Timetable. Adherence to this timeframe is advantageous to all concerned, because it improves the chances of the resultant Timetable being close to the Bid’s requested times. The Rail Access Organisation will always reserve the right to refuse to accept a Train for Planning if this deadline is not met.
Equally, late amendments to the Bid after receipt by the Rail Access Organisation can not only jeopardise an appropriate Timetable, but also result in late Planning charges or the refusal of the Rail Access Organisation to accept the Train into Planning.
Late Planning charges can be imposed at the Rail Access Organisation’s discretion, which TC will need to pay the TOC before the Train runs, and for which TC will charge the client.
During this Planning phase, we will issue a Client Folder (as a .doc file).This will encompass all aspects of the charter train(s) to date, based on the Client Specification and later amendments, including catering, branding, entertainment and other ground handling or onboard services.
Phase 5 – Train Charter Tiemtable
The Rail Access Organisation planners compare the Bid’s requested routes, stations and times with their knowledge of all Trains already on the railway.
These Trains may be scheduled services, other chartered Trains, freight Trains, Train movements to and from depots and rail maintenance Trains.
The Rail Access Organisation will typically be also responsible for the maintenance of the railway, and the planners will also take into account any planned rail maintenance work on the proposed route. In addition this includes work at any of the proposed stations, which may affect platform availability.
They find space on the railway that best fits the Bid, construct the appropriate Timetable and issue it to the TOC, which advises TC.
TC then notifies the client.
Phase 6 – Train Charter Final Payment
Final Payment needs to be made as stipulated in the Client Specification, unless already paid in Step 3.
The Train will not run unless Final Payment is made in accordance with the details in the Client Specification, the Client Folder and / or on the invoice(s) received by the client.
TC always pays its Train suppliers before the Train runs. The deposit is always non-refundable.
Phase 7 – Train Charter Operation
TC will contact stations up to 48 hours before the Train is to run, to check that station management has received full details of the Train from the TOC.
TC will at this time also ask station management to make arrangements for passenger notices on departure / arrival boards and to fully brief all station staff, especially at information points, ticket offices and ticket barriers.
TC will distribute event details to station staff throughout the departure station(s) so they are able to advise passengers.
The Train will operate according to the supplied Timetable.
Conclusion
This document is intended as a guide to the processes involved.
Naturally, rail networks globally have differing processes, and so this document must only be considered as a guide.
Despite that, we hope that once you have read this, you will understand why we ask you questions, and remind you to supply answers, keep to deadlines, or settle invoices.
Contact
Please contact the Luxury Train Club, The Train Chartering Company Ltd, or Train Hire for the private hire of a Charter Train.
PLEASE EMAIL US.
