Affiliate Booking & Operations Policy 2026.1
This Affiliate Booking & Operations Policy establishes the operating requirements, responsibilities, procedures, and service standards governing transportation services provided by Elan Limousine Service for affiliate partners and their clients.
By submitting, confirming, or maintaining a reservation with Elan Limousine Service, the affiliate acknowledges and agrees to comply with this Policy, the applicable Confirmed Reservation, any service-specific terms incorporated into the reservation, and any expressly accepted written terms applicable to the service.
This Policy should be read together with the Affiliate Cancellation Policy and any applicable reservation-specific terms. In the event of a conflict, expressly accepted written terms control only within their stated scope.
1. Booking & Reservation Requirements
Booking Procedures
Affiliate reservations must be submitted through an approved booking method, including the Elan Limousine Service affiliate booking portal, email, or direct communication with our office.
The affiliate is responsible for providing complete and accurate reservation information, including, as applicable:
• Service date and scheduled pickup time
• Pickup and destination addresses
• Lead passenger name and direct contact number
• Accurate passenger count
• Accurate luggage count
• Commercial airline flight information
• Private aviation/FBO information, including tail number or other available tracking information
• Requested vehicle type
• Stops, itinerary details, and service requirements
• Any special instructions or information reasonably necessary to perform the service
Incomplete, inaccurate, or late-provided information may affect vehicle suitability, timing, availability, pricing, or Elan Limousine Service's ability to perform the reservation as originally confirmed.
Passenger & Luggage Capacity / Accurate Reservation Information
The affiliate is responsible for providing an accurate passenger count and a reasonable description or count of expected luggage when making the reservation.
Vehicle recommendations and confirmations are based upon the information provided by the affiliate. Passenger count may increase without an additional per-passenger charge only when the confirmed vehicle can lawfully and safely accommodate the additional passengers and their luggage.
Passenger and luggage capacity are separate considerations. A vehicle's maximum seating capacity does not guarantee sufficient luggage capacity for the same number of passengers.
Elan Limousine Service and its chauffeurs will not transport passengers beyond the lawful or safe capacity of the vehicle. If the passenger or luggage count exceeds the practical or lawful capacity of the confirmed vehicle, additional or alternate transportation may be required and will be subject to availability and additional charges.
Elan Limousine Service is not responsible for service disruption, delay, additional expense, or inability to transport all passengers or luggage resulting from inaccurate or incomplete information supplied by the affiliate or passenger.
2. Reservation Confirmation & Financial Responsibility
A reservation becomes confirmed when Elan Limousine Service accepts the reservation and issues or otherwise communicates confirmation of the service.
A Confirmed Reservation constitutes the affiliate's authorization for Elan Limousine Service to commit the applicable vehicle, chauffeur, and operational resources to the service.
The affiliate remains financially responsible for the Confirmed Reservation in accordance with the applicable rates, cancellation terms, no-show provisions, extended-service charges, and other applicable terms regardless of when payment is processed.
New Affiliate Partners
New or first-time affiliate partners may be required to provide full payment before vehicle dispatch.
Elan Limousine Service may require a valid payment method and may issue a secure payment link.
Vehicles and chauffeurs are not required to be dispatched until applicable payment requirements have been satisfied.
Established & Trusted Affiliate Partners
Established affiliate partners with approved billing arrangements may qualify for post-service billing.
A valid payment method may be required to remain on file. Final billing may reflect confirmed mileage, time, itinerary changes, waiting time, overtime, extended service, or other applicable charges.
Post-service billing is a professional courtesy and may be modified or withdrawn by Elan Limousine Service.
Payment Authorization
By confirming or maintaining a reservation, the affiliate authorizes Elan Limousine Service to charge or invoice, as applicable, for:
• Confirmed transportation services
• Applicable cancellation charges
• Confirmed no-shows
• Waiting or extended service
• Overtime
• Additional stops or itinerary changes
• Travel time or deadhead charges when applicable
• Approved or applicable rate adjustments
• Cleaning, damage, tolls, parking, or other applicable charges
The affiliate remains responsible for charges incurred by its passenger or client in connection with the Confirmed Reservation.
Passenger-Requested Changes When Affiliate Is Unavailable
When a passenger requests a reasonable change, stop, extension, or continuation of service and the affiliate cannot be reached promptly, Elan Limousine Service may, subject to vehicle and chauffeur availability, continue or modify the service when reasonably necessary to serve the passenger.
Such service does not constitute complimentary transportation. The affiliate remains responsible for applicable additional charges, which may be reconciled following completion of the service.
Nothing in this provision requires Elan Limousine Service to extend service when doing so would interfere with another confirmed reservation, chauffeur availability, safety requirements, hours-of-service limitations, or other operational obligations.
3. Rates, Estimates & Affiliate Discount
Estimates and Confirmed Rates
Informal rates, preliminary quotes, text messages, emails, telephone discussions, or other quick pricing communications are estimates unless expressly identified as a final confirmed rate.
Pricing may depend upon vehicle type, service type, minimum service requirements, travel/deadhead time, mileage, itinerary, waiting time, special-event requirements, and other reservation-specific factors.
The Confirmed Reservation and applicable written terms establish the governing reservation charges.
Affiliate Rate Discount
When offered, the standard Elan Limousine Service affiliate discount is ten percent (10%) of the applicable base vehicle rate only.
Unless expressly stated otherwise, the affiliate discount does not apply to travel or deadhead charges, waiting time, overtime, extended service, additional stops, gratuity, tolls, parking, taxes, cleaning or damage charges, ancillary charges, or third-party costs.
Affiliate pricing and discounts may be modified based upon reservation requirements, special events, high-demand periods, vehicle availability, or expressly accepted affiliate-specific terms.
4. Service Minimums, Travel Time & Garage-to-Garage Billing
Certain services and vehicle classes are subject to minimum service requirements.
Where a reservation is subject to garage-to-garage billing, billable service time begins when the assigned vehicle departs its operating location or garage and continues until the vehicle returns following completion of the service.
Travel time, deadhead mileage, positioning time, or other applicable charges may therefore be included before the passenger pickup and after the passenger drop-off.
Private Aviation/FBO service is generally subject to a two-hour minimum unless different terms are expressly established on the Confirmed Reservation.
Hourly, specialty vehicle, special-event, and other reservations may carry different minimums as stated on the Confirmed Reservation.
Minimum service requirements represent minimum billable commitments and are not reduced solely because passenger-occupied transportation takes less time.
5. Trip Modifications
Changes to a Confirmed Reservation are subject to availability and may result in revised pricing. The affiliate should communicate requested changes as soon as reasonably possible. Changes may include:
• Pickup time or date
• Pickup or destination location
• Additional stops
• Passenger or luggage count
• Vehicle type
• Flight or FBO information
• Service duration
• Itinerary or routing
• Other material service requirements
Elan Limousine Service does not guarantee that requested modifications can be accommodated after a reservation has been confirmed.
A material change may require a new reservation, different vehicle, additional vehicle, revised minimum, or rate adjustment.
6. Extended Service, Waiting & Overtime
A Confirmed Reservation commits a vehicle and chauffeur for the service reasonably contemplated by the reservation.
Service extending beyond the included or confirmed time may result in waiting, overtime, hourly, mileage, travel, or other applicable charges.
When service is extended, Elan Limousine Service may convert or adjust the reservation to the applicable hourly or extended-service rate when appropriate.
Additional time may be billed in the applicable billing increments established for the reservation or vehicle class.
Operational Delays
Weather, traffic, security procedures, venue congestion, passenger delays, baggage delays, aircraft operations, road conditions, or other circumstances beyond Elan Limousine Service's control do not automatically suspend or waive billable time when the vehicle and chauffeur remain committed to the reservation.
Elan Limousine Service will make reasonable efforts to accommodate delays while maintaining subsequent confirmed obligations.
Availability
Extended service is always subject to operational availability.
A chauffeur or vehicle may have another Confirmed Reservation following the scheduled service. Elan Limousine Service therefore cannot guarantee that an existing reservation can be extended beyond its confirmed service period.
7. No-Show Policy
A confirmed no-show occurs when the passenger fails to appear or make appropriate contact within the applicable service or grace period after Elan Limousine Service has fulfilled its obligation to position the vehicle for the reservation.
Before releasing a chauffeur when reasonably feasible, Elan Limousine Service may attempt to contact the passenger and/or affiliate using the information provided with the reservation.
A Confirmed No-Show is fully billable. Additional waiting, travel, mileage, parking, toll, or other charges incurred in connection with the reservation may also apply.
IND Commercial Airport
For commercial airport arrivals, applicable arrival procedures and grace periods are governed by the reservation and applicable IND Commercial Airport service terms.
Domestic commercial arrivals generally include a 30-minute grace period from confirmed gate arrival.
International commercial arrivals generally include a 45-minute grace period from confirmed gate arrival.
Non-Airport Pickups
Non-airport pickups generally include a 15-minute grace period from the scheduled pickup time unless different terms apply to the Confirmed Reservation.
Private Aviation / FBO
Private aviation operations can involve early arrivals, delayed arrivals, restricted aircraft tracking, tail-number changes, airport changes, or other operational variables.
The affiliate is responsible for providing available aircraft information and promptly communicating known changes.
When Elan Limousine Service is properly positioned for the confirmed service and the passenger departs by alternate transportation without notice, cannot be located, or otherwise fails to use the confirmed transportation, the reservation may be treated as a Confirmed No-Show and remain fully billable.
8. Commercial Airport Service
Commercial airport reservations are subject to the applicable airport service procedures and service-specific terms incorporated into the Confirmed Reservation.
For Indianapolis International Airport (IND) arrivals, Elan Limousine Service generally provides meet-and-greet service inside baggage claim with identifying signage unless another meeting procedure has been confirmed.
Flight information must be accurate and complete.
For flights arriving after midnight, the affiliate is responsible for ensuring that the correct calendar arrival date is provided. When requested, Elan Limousine Service may require clarification of the departure airport, departure date/time, flight number, and scheduled arrival date/time.
Elan Limousine Service may track commercial flights using available flight information; however, flight tracking does not relieve the affiliate of responsibility for providing accurate reservation information or communicating known itinerary changes.
Verified airline-caused disruptions are handled in accordance with the Complete Affiliate Cancellation Policy and remain subject to operational availability.
9. Private Aviation / FBO Service
Private Aviation/FBO reservations require accurate airport, FBO, aircraft, passenger, and scheduling information to the extent available.
The affiliate should provide the aircraft tail number and, when available, a trackable flight or call number.
Some private aircraft are restricted from public flight tracking. When reliable tracking information is unavailable, Elan Limousine Service will operate according to the Confirmed Reservation and information supplied by the affiliate.
The affiliate is responsible for communicating known changes in aircraft, airport, FBO, estimated arrival, departure time, or passenger plans.
Elan Limousine Service may position the vehicle based upon the confirmed service time when an aircraft cannot be reliably tracked.
Early aircraft arrival does not guarantee that the chauffeur or vehicle can be repositioned earlier than the Confirmed Reservation time.
If Elan Limousine Service is properly positioned according to the Confirmed Reservation and the passenger elects to use alternate transportation without notifying Elan Limousine Service or the affiliate, applicable reservation charges remain due.
Verified aircraft, weather, airport, or operational aviation disruptions are handled under the Complete Affiliate Cancellation Policy and are subject to operational availability.
10. Passenger Conduct, Safety & Vehicle Protection
The chauffeur retains authority over the safe operation of the vehicle.
Passengers must comply with applicable law and reasonable chauffeur instructions concerning safety, vehicle capacity, conduct, and vehicle protection.
Elan Limousine Service may refuse or discontinue transportation when passenger conduct presents a safety risk, violates law, threatens the chauffeur or vehicle, exceeds lawful vehicle capacity, or materially interferes with safe operation.
The affiliate remains responsible for applicable charges resulting from passenger-caused damage, extraordinary cleaning, prohibited conduct, or other costs attributable to its reservation.
11. Service Animals & Pets
Service animals are accommodated in accordance with applicable law.
Advance notice is appreciated when reasonably possible so appropriate operational arrangements can be made, but nothing in this Policy is intended to limit rights provided by applicable law.
Passengers remain responsible for the control and supervision of animals accompanying them.
Non-service pets are accepted only in accordance with Elan Limousine Service's applicable pet policy and reservation requirements.
Excessive cleaning or vehicle damage attributable to an animal may result in applicable cleaning or damage charges.
12. Affiliate Responsibilities
The affiliate serves as the contracting party with Elan Limousine Service and is responsible for communicating applicable reservation requirements to its client or passenger. The affiliate is responsible for:
• Providing complete and accurate reservation information
• Providing accurate passenger and luggage information
• Communicating itinerary, flight, aircraft, FBO, or passenger changes promptly
• Providing a reachable affiliate contact when reasonably possible
• Ensuring its client understands relevant service procedures
• Paying all applicable reservation charges
• Communicating passenger-requested changes when known
• Complying with the Confirmed Reservation and applicable policies and terms
Failure by the affiliate or passenger to review applicable terms does not, by itself, invalidate the Confirmed Reservation or applicable charges.
13. Affiliate-Specific & Alternate Written Terms
Elan Limousine Service may expressly accept different terms for a particular affiliate, reservation, service, or business relationship.
Alternate terms are effective only when expressly accepted by Elan Limousine Service in writing.
Written alternate terms control only within their stated scope. All provisions not expressly modified remain governed by the applicable Elan Limousine Service policies, Confirmed Reservation, and service-specific terms.
A prior exception, accommodation, courtesy, or waiver does not create an ongoing modification of policy unless expressly agreed in writing.
14. Special Events & High-Demand Service
Special events, major conventions, sporting events, concerts, holidays, high-demand dates, specialty vehicles, and other limited-availability services may carry reservation-specific minimums, payment requirements, cancellation provisions, or non-refundable terms.
When different terms apply, they will be established on or in connection with the Confirmed Reservation.
Reservation-specific special-event or high-demand terms control within their stated scope.
15. Cancellation Policy
Cancellation terms are governed by the Complete Affiliate Cancellation Policy, the applicable Confirmed Reservation, service-specific cancellation terms, and any expressly accepted written alternate terms.
Cancellation windows may vary by service and vehicle class.
The Affiliate Booking & Operations Policy does not replace or supersede the Complete Affiliate Cancellation Policy.
16. Company Rights & Operational Authority
Elan Limousine Service reserves the right to make reasonable operational decisions necessary to protect passenger safety, chauffeurs, vehicles, legal compliance, and existing Confirmed Reservations.
Elan Limousine Service may refuse, modify, or discontinue service when necessary because of unsafe conditions, unlawful conduct, inaccurate reservation information, nonpayment, vehicle-capacity limitations, operational impossibility, or material violation of applicable terms.
Nothing in this Policy guarantees availability for requested changes, extensions, replacement vehicles, or rescheduled service.
The failure to enforce a provision on one occasion does not constitute a waiver of that provision on another reservation.
17. Governing Reservation Documents
Affiliate transportation services may be governed collectively by:
• The Confirmed Reservation
• This Affiliate Booking & Operations Policy
• The Complete Affiliate Cancellation Policy
• Applicable service-specific terms
• Reservation-specific special-event or high-demand terms
• Any expressly accepted written alternate affiliate terms
These documents are intended to operate together.
Where expressly accepted written terms differ from a general provision, those written terms control only within their stated scope.
18. Contact Information
Elan Limousine Service
Office: 317-918-1660
Email: admin@elanlimousines.com
Affiliates should include the affiliate/company name, reservation or confirmation number when available, passenger name, and relevant trip information when contacting Elan Limousine Service regarding an existing reservation.
By continuing to submit, confirm, or maintain reservations with Elan Limousine Service, the affiliate acknowledges acceptance of the applicable Affiliate Booking & Operations Policy, Affiliate Cancellation Policy, Confirmed Reservation, service-specific terms, and any expressly accepted written terms governing the service.
Affiliate Booking & Operations Policy 2026.1
Last Updated: August 19, 2026