Additional Charges Schedule

1. Introduction and interpretation

1.1 This Additional Charges Schedule (the Schedule) forms part of the agreement between Bities and the Customer for each Booking. It sets out the additional charges that may apply to the Services.

1.2 An additional charge applies only where it is not already included in the Quotation.

1.3 Company details, contact information and VAT status are set out in Company Information and Contact Details.

1.4 In this Schedule:

• Bities, we and us mean Bities.
• Customer and you mean the person who makes the Booking.
• Booking means a booking for the Services accepted by Bities.
• Quotation means the quotation agreed for the Booking.
• Services means the services Bities provides under the Booking.
• Booking and Service Terms and Cancellation and Rescheduling Policy mean the documents of those names published by Bities.
• Specialist Services means Film, Sport, Music and Events services.
• Driver Duty has the meaning given in clause 5.4.
• Nominated Contact means the person the Customer has nominated to receive communications about the Booking.
• Started Hour means each hour or part of an hour. For example, 1 hour 20 minutes is two Started Hours.

1.5 Arrival and the Cancellation and Rescheduling Policy have the meanings and effect given in that policy. In summary, Arrival means the arrival of Bities’ vehicle at the first collection address or other agreed starting location for the Booking.

2. Man and Van

2.1 The following additional charges apply to Man and Van Bookings:

2.2 Clause 3.4 applies to extra time under this clause 2.

3. Waiting time

3.1 This clause applies to Man and Van, Marketplace, Quick Move and Delivery Services.

3.2 Waiting time is charged at £35 where the waiting does not exceed one hour.

3.3 Where waiting exceeds one hour, £45 per Started Hour applies to the entire waiting period, in place of the £35 charge. By way of example, 1 hour 20 minutes of additional Man and Van time or chargeable waiting costs £90 (two Started Hours at £45).

3.4 Bities will confirm when separate waiting charges begin. Time already included in the Booking is not charged again. The same period will not be charged both as waiting time and as additional service time.

3.5 No waiting charge applies to a delay caused solely by Bities.

4. Quick Move

4.1 Where Bities helps carry items inside a building or block of flats to the Customer’s door, a charge of £35 per Booking applies.

5. Specialist Services

Acceptance and scope of the Quotation

5.1 The Quotation covers the schedule, locations, work and timings supplied by the Customer and accepted by Bities. Before work begins, the Customer must expressly accept the Quotation, the Booking and Service Terms and this Schedule, including the rates and the calculation of additional charges. Bities will keep a record of that acceptance.

5.2 The quoted price does not include unplanned extensions, delays caused by the Customer or the production, later release, or any other change beyond the supplied schedule.

5.3 Where such a change triggers a rate or calculation accepted before the job, the resulting additional charges apply automatically and will be calculated and invoiced after the job. Separate approval of the final amount during the job is not required for charges authorised on that basis.

Rates

Driver Duty, overnight service and mileage

5.4 Driver Duty runs from the agreed arrival at the initial collection or loading point until final drop-off, unloading or vehicle release is completed.

5.5 Waiting, standby, delayed loading, unloading and release caused by the Customer or the production count as Driver Duty while the driver and van remain required for the job. Time already included in the Quotation is not charged twice.

5.6 The £65 rate applies after 10 hours of Driver Duty. A different package, including a split service, must state its included time and its extra-time calculation in the accepted Quotation.

5.7 Any overnight service, and its timing, will be agreed in the Quotation.

5.8 Mileage for services other than Film is covered by the individual Quotation. No standard mileage rate applies under this Schedule.

Invoicing, records and notification

5.9 After completion, Bities will issue an itemised invoice showing the actual Driver Duty times, any additional mileage, the relevant costs and the agreed calculation.

5.10 Additional charges under this clause 5 are payable on receipt of the invoice, unless another payment arrangement was agreed in writing. The payment terms of the original Booking are unchanged.

5.11 Bities will keep records of schedule changes and of the work actually carried out, and will, where practicable, notify the Customer’s Nominated Contact of any developing overrun. A failure to give an update does not remove charges already expressly authorised under the agreed calculation.

5.12 Work or charges for which no rate or calculation was previously agreed require a separate agreement.

5.13 No charge applies to a delay caused solely by Bities.

5.14 The Customer may query any invoice or its supporting records.

6. Parking and road charges

6.1 The following charges apply to all Services:

6.2 The £5 processing fee applies only to parking fines. No processing fee applies to parking fees, congestion charges or tolls.

6.3 Bities passes on to the Customer every parking fine and penalty charge received in connection with a Booking, whether received during the Service or notified later.

6.4 Where the Customer cannot provide agreed lawful parking, Bities will advise where it may park. If the only available option is a place where a fine is more likely, Bities will tell the Customer before parking there. If the Customer agrees and Bities parks there, the Customer must pay any resulting fine or charge immediately on request.

6.5 A notice received after the Service has ended is also passed on to the Customer. This includes, for example, a notice issued by camera enforcement in or around a block of flats or on other private land. Bities will provide a copy of the notice and the relevant details. The amount is payable on receipt of Bities’ request, unless another payment arrangement was agreed in writing.

6.6 Where a fine or charge is not paid, Bities may take legal action to recover it, together with the £5 processing fee and, where the law allows, its reasonable costs of recovery.

7. Cancellation after Arrival

7.1 Cancellation is free of charge before Arrival.

7.2 If the Customer cancels after Arrival, the following charge applies:

7.3 The charge applies once per Booking, to every Service, however long the vehicle has been present. It is not charged where Bities is unable to supply the Service, where the cancellation follows a delay caused solely by Bities, or where Bities stops or declines the work under the Booking and Service Terms.

7.4 The charge is not added to a waiting charge under clause 3 for the same period. Reasonable work already actually performed remains payable under the Cancellation and Rescheduling Policy. No other cancellation charge applies.

7.5 The detailed rules are set out in the Cancellation and Rescheduling Policy.

8. Agreement, variation and statutory rights

8.1 Bities will explain any applicable additional charge and obtain the Customer’s agreement before carrying out additional work.

8.2 For Specialist Services, the Customer’s advance acceptance of the charging rules under clause 5.1 authorises the applicable additional charges to be calculated and invoiced after the job in accordance with clause 5.

8.3 The Customer may decline additional work. Bities will then discuss with the Customer how to continue within the agreed scope.

8.4 Cancellation is governed by the Cancellation and Rescheduling Policy. It is free of charge before Arrival. A cancellation fee of £35 per Booking applies after Arrival, as set out in clause 7.

8.5 Updated rates apply to new agreements only and do not change an existing Booking retrospectively.

8.6 This Schedule does not affect the Customer’s statutory rights.