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Elan Limousine Service

Affiliate Booking & Operations Policy

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At Elan Limousine Service, we are committed to providing exceptional, reliable, and professional chauffeured transportation to our affiliate partners and their clients. This Affiliate Booking & Operations Policy establishes clear terms and expectations consistent with industry standards for black car and limousine services and applicable Indiana law. These policies are designed to ensure operational efficiency, service consistency, and legal clarity.

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By booking transportation services with Elan Limousine Service, affiliates acknowledge that they have read, understand, and agree to comply with this Policy. Continued booking constitutes ongoing acceptance of these terms.

 

1. Booking & Payment Requirements

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Booking Procedures

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All affiliate reservations must be pre-scheduled through one of the following methods:

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  • Affiliate booking portal (Limo Anywhere)

  • Email

  • Phone call to our office

 

The following information is required at the time of booking:

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  • Pick-up date and scheduled pick-up time

  • Pick-up and drop-off addresses

  • Lead passenger name and direct contact number

  • Passenger count and luggage count (required for airport services)

  • Flight information (commercial or private, when applicable)

  • Requested vehicle type

  • Any special instructions or notes relevant to the service

 

Incomplete, inaccurate, or late-provided information may impact service quality, timing, or vehicle availability.

 

Payment Policy

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  • Full payment is required prior to dispatch for all reservations.

  • A secure payment link will be issued to the affiliate email address on file.

  • Reservations booked less than twenty-four (24) hours prior to the scheduled pick-up time require immediate payment at the time of booking.

  • Reservations are considered confirmed only once payment has been successfully received.

  • Vehicles and chauffeurs will not be dispatched without payment secured in full.

  • Accepted payment methods include credit card (on file or secure link) Company Check or ACH for approved affiliates.

 

Short-Notice Bookings (Less Than 24 Hours)

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Elan Limousine Service generally discourages accepting reservations made within twenty-four (24) hours of service due to vehicle and chauffeur availability constraints. If Elan Limousine Service elects, at its sole discretion, to accept a short-notice booking:

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  • Payment in full is required immediately to secure the vehicle and chauffeur.

  • All short-notice bookings are non-refundable and are exempt from standard cancellation policies, as operational resources are immediately committed upon confirmation.

 

Airline-Related Exceptions for Short-Notice Airport Services

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For airport-related services impacted by airline delays or cancellations:

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  • Elan Limousine Service will make reasonable efforts to reschedule the reservation based on availability.

  • If the affiliate participates in the Limo Anywhere network and the vehicle and chauffeur have not been dispatched, a credit toward a future reservation may be issued.

  • For affiliates not participating in the network, rescheduling may be offered when feasible; refunds will not be issued.

 

2. Affiliate Rate Discount

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  • Elan Limousine Service offers a (10%) affiliate discount applied solely to the base vehicle rate on qualifying reservations.

  • The affiliate discount does not apply to overtime, extended service, extra stops, deadhead mileage, travel time, gratuities, tolls, taxes, cleaning fees, damage charges, or any ancillary or third-party fees.

  • Eligibility for the affiliate discount requires the affiliate to be in good standing and in full compliance with all booking and payment requirements.

  • Elan Limousine Service reserves the right to modify, suspend, or discontinue the affiliate discount at any time, with or without prior notice.

 

3. Trip Modifications

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Standard Changes

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  • Changes to pick-up time, addresses, vehicle type, or passenger count must be submitted at least twenty-four (24) hours prior to the scheduled service time.

  • All modifications are subject to vehicle and chauffeur availability.

  • Changes requested with less than twenty-four (24) hours’ notice are not guaranteed and may result in additional charges.

 

Day-of-Service Adjustments

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  • Same-day or last-minute requests are handled based on real-time availability and operational capacity.

  • Significant changes may require a new reservation and/or rate adjustment.

 

4. No-Show Policy

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A no-show occurs when the passenger fails to arrive or make contact within the applicable grace period and is unavailable to commence service.

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Grace Period Standards

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Elan Limousine Service observes the following industry-standard grace periods:

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  • Domestic commercial flights:
    30 minutes from aircraft gate arrival time

  • International commercial flights:
    45 minutes from aircraft gate arrival time

  • Non-airport pickups (point-to-point or hourly):
    15 minutes from the scheduled pickup time, unless otherwise contracted

 

Grace periods begin once the chauffeur is on-site, available, and the flight (if applicable) has landed and arrived at the gate.

 

No-Show Verification & Approval Process

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Before a chauffeur is released from the pickup location due to a suspected no-show, the following process will be followed:

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  1. The chauffeur will immediately notify Elan Limousine Service dispatch once the grace period has expired.

  2. Elan Limousine Service will attempt to contact the affiliate to confirm whether the passenger is, in fact, a no-show.

  3. Affiliate approval is required to officially classify the trip as a no-show and authorize chauffeur release, unless:

    • The affiliate is unreachable after reasonable contact attempts, or

    • Operational constraints require immediate release due to chauffeur or vehicle availability.

 

This process ensures transparency and protects all parties involved.

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Billing for No-Shows

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  • Once confirmed, no-show charges are billed at 100% of the contracted reservation amount.

  • If the reservation has already been paid in full, no refund will be issued.

  • Additional charges may apply for:

    • Waiting time beyond the grace period

    • Mileage incurred

    • Deadhead travel already completed

 

All no-show charges are the responsibility of the affiliate, regardless of whether the affiliate collects payment from their client.

Airline Delays & Cancellations

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If a no-show situation is caused by verified airline delays or cancellations:

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  • Elan Limousine Service will work with the affiliate to reschedule the service, subject to availability.

  • Affiliates participating in the Limo Anywhere network may be eligible for a credit toward a future reservation, provided:

    • The chauffeur and vehicle have not yet been dispatched.

  • Refunds are not guaranteed and are issued solely at the discretion of Elan Limousine Service based on operational impact.

 

Final Authority

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Elan Limousine Service reserves the right to determine no-show status and release chauffeurs when required to maintain operational efficiency, fleet availability, and safety standards.

 

5. Extended Service & Overtime Policy

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Approval Requirements

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  • Any request by an affiliate client to extend service beyond the originally contracted terms requires prior approval from both the affiliate and Elan Limousine Service.

  • Approval is subject to chauffeur availability, vehicle availability, and operational considerations.

 

Rate Conversion

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  • When extended service is approved, the original flat-rate, airport-transfer, or point-to-point rate becomes void.

  • The entire reservation converts to the applicable hourly rate for the vehicle class in service, calculated from the original scheduled pick-up time.

  • Applicable deadhead mileage and travel time may be added, including:

    • Travel from Elan Limousine Service’s office to the initial pick-up location

    • Travel from the final drop-off location back to the office

 

Affiliate Billing Responsibility

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  • Elan Limousine Service will not collect overtime or extended-service charges directly from the affiliate’s client.

  • The affiliate is solely responsible for collecting additional charges from its client and remitting payment to Elan Limousine Service within twenty-four (24) hours of trip completion, or the next business day if the trip concludes on a weekend or holiday.

  • Outstanding balances must be satisfied prior to the dispatch of future services.

 

If extended service cannot be accommodated, Elan Limousine Service will promptly notify the affiliate so alternate arrangements may be made.

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6. Hourly & Point-to-Point Service Policy

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  • Hourly services are billed based on minimum booking periods by vehicle class.

  • Time exceeding the minimum is billed at the standard hourly rate.

  • Point-to-point services are quoted based on estimated distance, travel time, and vehicle class.

  • Route deviations, additional stops, extended waiting, or passenger changes may result in rate adjustments.

 

7. Airport Arrival Procedures

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Indianapolis International Airport (IND)

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  • Chauffeurs meet passengers inside the baggage claim area at the bottom of the escalators.

  • Chauffeurs display an iPad sign showing the passenger’s first initial and last name or the client company name as provided at booking.

 

Private Aviation (FBO)

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  • All FBO pickups are subject to a two-hour minimum billing period beginning at the scheduled or agreed-upon pick-up time.

  • Additional service time beyond the minimum is billed at the applicable hourly rate.

  • Travel time and mileage to and from the FBO and final destination may apply.

 

8. Pet Policy

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Service Animals

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  • Service animals are permitted in compliance with ADA regulations.

  • Advance notice is required to ensure chauffeur health and allergy considerations.

  • Passengers remain fully responsible for their service animals.

  • Excessive shedding, odor, damage, or cleanup resulting from a service animal may result in a cleaning or damage fee.

 

Non-Service Pets

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  • Non-service pets require prior approval at the time of booking.

  • Pets must remain in an approved carrier unless otherwise authorized.

  • Advance notice is required to confirm chauffeur allergy compatibility.

  • Cleaning, damage, or odor issues may result in a Pet Cleaning Fee.

  • Elan Limousine Service reserves the right to refuse transport of any pet deemed unsafe or unmanageable.

 

9. Standard Operating Procedures & Passenger Conduct

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  • Seatbelts are required for all passengers whenever a seatbelt is present, in accordance with Indiana law.

  • Standing or moving within the vehicle while in motion is prohibited.

  • Smoking, vaping, use of tobacco products, cannabis, controlled substances, or any illegal or impairing substances is strictly prohibited in all Elan Limousine Service vehicles.

  • Food and beverage allowances vary by vehicle and service type.

 

Vehicles are professionally cleaned, sanitized, and inspected prior to each service. Vehicle substitutions may occur due to maintenance or safety requirements.

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Any damage caused by an affiliate client will be billed to the affiliate.

 

10. Affiliate Responsibilities

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Affiliates agree to:

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  • Provide complete and accurate booking information

  • Communicate changes or cancellations within required notice periods

  • Ensure clients understand passenger conduct and safety requirements

  • Maintain open communication before, during, and after service

  • Comply with all terms set forth in this Policy

 

11. Company Rights

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Elan Limousine Service reserves the right to:

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  • Modify or cancel reservations when required notice is not provided

  • Refuse service to affiliates who repeatedly violate policy terms

  • Assess fees for late cancellations, no-shows, excessive cleaning, damages, or policy violations

 

12. Contact Information

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For changes, cancellations, or urgent service matters, contact:

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Elan Limousine Service Office: 317-918-1660

Email: admin@elanlimousines.com

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Please include the Affiliate or company contact name and number, trip confirmation number, and pick-up details in all correspondence.

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By continuing to book services with Elan Limousine Service, affiliates acknowledge acceptance of this Affiliate Booking & Operations Policy.

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All info in our policy is subject to change with or without notice. This policy has been updated on December 15, 2025

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© 2025 by Elan Limousine Service

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