Elan Limousine Service

Affiliate Booking & Operations Policy

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At Elan Limousine Service, we are committed to providing exceptional, reliable, and professional transportation to our affiliate partners and their clients. To maintain smooth operations and uphold the highest service standards, all affiliates must adhere to the policies outlined below. These guidelines ensure consistency, clarity, and operational efficiency across all bookings and services.

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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:

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• Affiliate booking portal or through Limo Anywhere

• Email

• Phone call to our office

 

The following details must be provided at the time of booking:

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• Pick-up date and time of pick-up

• Pick-up and drop-off addresses

• Lead passenger name and contact number

• Passenger and luggage count if booking is for airport services

• Flight information so we can track flights (commercial and private)

• Requested vehicle type

• Any special instructions or notes that will be of help

 

Incomplete or inaccurate details may affect service quality and timing.

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Payment Policy

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• Payment is required 24 hours prior to the scheduled service date.

• A secure payment link will be sent to the email on file for the affiliate.

• Reservations are considered confirmed only after payment is received.

• For any reservation booked less than 24 hours in advance, payment is due immediately in order to secure the reservation.

• Unpaid reservations may be canceled to prevent scheduling conflicts.

 

Trip Modifications

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Standard Changes

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• All changes to pick-up time, address, vehicle, or passenger count must be submitted at least 24 hours in advance.

• Modifications are subject to vehicle and chauffeur availability.

• Changes requested less than 24 hours may not be feasible and are deemed solely based on availability.

• Last-minute changes may incur additional fees.

 

Day-of-Service Adjustments

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• Last-minute requests are not guaranteed and will be handled based on real-time availability.

• Major changes may require a new reservation or rate adjustment.

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No-Show Policy

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• If the chauffeur arrives on-site and the passenger does not show after the grace period, no-show charges will be billed to full amount of the contract.

• Additional charges may apply for time, waiting, or mileage already incurred.

 

Extended Service & Overtime Policy

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If a client is booked for an airport arrival or pick-up and drop-off (non-hourly service) and requests to extend their service time, the following rules apply:

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Request & Approval Process

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• Elan Limousine Service will notify the affiliate immediately to request approval for overtime.

• All overtime requests are subject to both chauffeur and vehicle availability.

• Last-minute extensions are not guaranteed and depend on operational capacity.

 

Vehicle or Chauffeur Changes

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If accommodating overtime requires a vehicle or chauffeur change:

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• Elan Limousine Service may authorize the change with office approval and affiliate consent.

• Substitutions are based on availability and may result in a different vehicle class or chauffeur.

 

Rate Conversion for Approved Overtime

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If overtime is approved:

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• The original flat-rate or airport-transfer rate becomes void.

• The entire reservation automatically converts to the hourly rate for the vehicle class in use.

• The hourly rate is calculated starting from the original scheduled pick-up time.

• Applicable deadhead mileage fees will be applied:

  • From our office to the initial pick-up location

  • From the final drop-off location back to our office

 

If Overtime Cannot Be Accommodated

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• If we cannot approve overtime due to availability constraints, we will notify the affiliate promptly so they may secure alternative arrangements.

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Hourly & Point-to-Point (Pick-Up/Drop-Off) Service Policy 

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Booking & Confirmation

 

All hourly and point-to-point reservations must include a confirmed pick-up location, destination, requested vehicle, and estimated service duration. 

Payment is required at the time of booking or per the agreed affiliate terms to confirm the reservation. 

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Service Time & Minimums 

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Hourly services are billed based on a minimum booking period according to vehicle class. Additional time beyond the minimum will be billed at the standard hourly rate.

 

Point-to-point pick-up and drop-off services are quoted based on distance, estimated travel time, and vehicle class. Any route changes, extended stops, or additional passengers may result in a rate adjustment. 

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Airport Arrival Procedures 

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Indianapolis International Airport (IND) Arrivals 

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For all arrivals at Indianapolis International Airport, Elan Limousine Service chauffeurs will meet passengers inside the baggage claim area at the bottom of the escalators.

The chauffeur will display an iPad sign showing the passenger’s first initial and last name, or the company name as provided by the

affiliate partner. 

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Private Aviation (FBO) Procedures 

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Two-Hour Minimum for All FBO Reservations 

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All FBO pickups—whether or not a trackable tail number is provided—are subject to a two-hour minimum billing period beginning at the scheduled or agreed-upon pickup time. 

Any service time beyond the two-hour minimum will be billed at the applicable hourly rate for the reserved vehicle class. 

Travel Time and Mileage

 

Elan Limousine Service reserves the right to include travel time and mileage for all FBO reservations.

 

This includes but is not limited to: 

Travel time and mileage from our Indianapolis office to the FBO pickup location, and 

Travel time and mileage from the final drop-off location back to our Indianapolis office. 

These charges will be applied in addition to the two-hour minimum billing when applicable. 

 

Pet Policy

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Service Animals

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• Service animals are always permitted in compliance with ADA regulations.

• Advance notice is appreciated so we can ensure our chauffeurs do not have any allergies to the animal.

• Service animals may remain with the passenger as required by law and should be well-behaved during the trip.

 

Non-Service Pets

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• Non-service pets must be approved at the time of booking.

• Advance notice is appreciated so we can ensure our chauffeurs do not have any allergies to the animal.

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

• Animals must be clean, non-aggressive, and well-behaved.

• A Pet Cleaning Fee may be applied for excessive shedding, odor, damage, or accidents.

• Elan Limousine Service may refuse transportation to pets deemed unsafe or unmanageable.

 

Standard Operating Procedures (SOP)

 

Communication Expectations

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• Affiliates must ensure their clients have the assigned chauffeur’s direct contact number for day-of-service coordination.

• If any issues, delays, or schedule changes occur, affiliates must contact Elan Limousine Service directly.

• All last-minute changes or concerns should be communicated to our Elan Limousine Service promptly to ensure proper handling and service continuity.

 

Passenger Safety & Conduct

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• All passengers must wear seatbelts at all times when a seatbelt is present.

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

• Smoking or vaping of any kind in any Elan Limousine Service vehicle is strictly prohibited.

• Food and beverage restrictions may apply depending on vehicle and service type.

 

Vehicle Standards

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• All vehicles are cleaned, sanitized, and inspected before each service.

• Vehicle substitutions may be necessary due to maintenance, safety, or operational needs.

• Any damage caused by affiliate client during service will be billed to the affiliate.

 

Chauffeur Protocol

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• Chauffeurs adhere to professional dress, conduct, and safety standards.

• chauffeurs will follow all laws and may decline unsafe requests.

• Additional wait time beyond the grace period will be billed to the affiliate.

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Damage Reporting

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Chauffeurs will document any damage or issues encountered during the trip by providing photos and videos directly to our office. Elan Limousine Service will then forward all documentation to the affiliate for review and record purposes.

 

Affiliate Responsibilities

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Affiliates agree to:

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• Provide accurate booking information.

• Communicate changes and cancellations within required notice periods.

• Ensure passengers understand conduct and safety guidelines.

• Maintain open communication before, during, and after service.

• Follow all policies outlined in this document.

 

Company Rights

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Elan Limousine Service reserves the right to:

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• Modify or cancel any reservation if proper notice is not received.

• Refuse service to affiliates who repeatedly violate policies.

• Adjust fees for late cancellations, no-shows, excessive cleaning, or damages.

 

Contact for Cancellations & Changes

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For all changes, cancellations, or urgent updates, please contact us directly:

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• Office: 317-918-1660

• Email: admin@elanlimousines.com

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Please include your affiliate name, trip confirmation number, and pick-up details.

 

Acknowledgment

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By booking transportation services with Elan Limousine Service, affiliates acknowledge that they have read, understand, and agree to all terms within this Affiliate Booking & Operations Policy. Continued booking constitutes ongoing acceptance of these policies.

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All info in our policy is subject to change with or without notice. This policy has been updated on November 19th 2025

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