Policies

Booking

There is no minimum notice. We accept same-day bookings whenever we have a vehicle free, and we recommend booking as soon as you decide to move forward — the earlier the request reaches us, the more choice of vehicle you have. If you need something at short notice, call (405) 885-8670; dispatch runs 24 hours a day, 7 days a week and we will tell you honestly what we can do.

Journeys starting before 7 AM, and arrivals after 10 PM, carry a $100 charge. It is a flat amount on the booking, not a percentage and not per hour.

We reserve the right to modify these terms. The terms in effect at the time of booking apply to your reservation. Specialty vehicle requests are subject to availability at the time of booking, and published rates are confirmed when the reservation is made.

Hourly booking & minimums

Charters are hourly: the vehicle and chauffeur stay with you, and the rate never changes because the route or the traffic did. A single airport transfer is priced differently — a flat fare per vehicle covering the first 10 miles, then that vehicle’s own rate for every mile beyond it. Charter minimums vary by day:

• Monday to Thursday — two hour minimum on every vehicle.
• Friday, Saturday and Sunday before 4 PM — three hour minimum on every vehicle.
• Friday, Saturday and Sunday from 4 PM — four hour minimum on every vehicle.

Published hourly rates for every vehicle are on the rates page.

The complete fee structure

There are two priced models and their fees differ. Both lists are complete — nothing outside them is ever added to a booking.

Hourly charters

• Base rate — the vehicle’s hourly rate multiplied by the hours booked.
• Fuel surcharge — 8% of the base rate.
• Credit card usage fee — 2.75% of the base rate.
• Administration fee — 5% of the base rate.
• Gratuity — 15%, 18%, 20%, or an amount you set. Calculated on the base rate, never on the fees.

Airport transfers

• Base fare — set by the vehicle, and it covers the first 10 miles.
• Mileage — every mile beyond 10, at that vehicle’s own rate per mile.
• Fuel surcharge — 8% of the base fare plus mileage.
• Card fee — 2.75% of the running total, which already includes the fee above.

The airport fees are applied in that order, each to the running total: the card fee is charged on the amount that actually goes through the card, and that amount already includes the fuel surcharge. Every price shown by the calculator on the rates page has both fees in it already.

Payment

The full amount is charged at the time of booking. There is no deposit option and nothing to pay after the ride — your reservation is confirmed once payment completes. We accept all major credit cards, and we can bill to a corporate account by arrangement.

Cancellation

No refunds on cancellations. A credit may be issued at our discretion. A client who cancels may receive a credit on file to be applied toward a future booking.

Moving a reservation is not a cancellation. If your plans shift, call us and we will move the booking subject to availability — we would far rather reschedule you than lose the trip. Full detail is on the cancellation policy page.

No-show

If a passenger is not at the designated pickup location and we cannot reach them, the reservation is charged in full. If you cannot locate your vehicle, please do not leave without calling (405) 885-8670 first — in almost every case the car is there and the meeting point has been misread.

No smoking or vaping

Smoking and vaping are not allowed in any Excalibur vehicle.

This applies to every passenger on every booking, with no exceptions. Cleaning and remediation of a vehicle after a breach is charged to the client on the reservation.

Conduct and damage

• No smoking or vaping allowed in any Excalibur vehicle.
• The client is responsible for their guests and for any damage to the vehicle.
• Seat belts are to be worn while the vehicle is in motion, in compliance with Oklahoma law.

All passengers agree to behave in an orderly manner. We reserve the right to end a booking and ask passengers to leave the vehicle if these conditions are breached. In the event of an early termination on those grounds, no portion of the fee is refunded.

Zero tolerance

Excalibur enforces state and federal law and maintains a zero-tolerance policy on illegal substances. No possession, sale, or consumption of narcotics or illegal drugs is permitted in any vehicle we own or operate. Law enforcement has the authority to stop and search a commercial vehicle and to seize it if contraband is aboard in any quantity, which is why this is not negotiable.

Service area

Excalibur operates only within the state of Oklahoma. We do not accept bookings that leave the state.

We cover Oklahoma City metro & statewide Oklahoma — see the areas we serve for the cities we run day to day.

Delays outside our control

Excalibur is not liable for delays or services not rendered due to circumstances beyond our control, including severe weather, road conditions, and vehicle breakdowns. Flight delays are not one of these: we track your flight and move the pickup with it, at no charge.

Pickup times

Selecting a pickup time later than the one we recommend can result in a missed flight or appointment. Where a client sets the time against our advice, the reservation is recorded as time requested by customer.

Lost and found

Please take all personal belongings with you when you leave the vehicle. Excalibur and its chauffeurs are not responsible for lost or stolen items, but we will make every attempt to retrieve an item and return it to its owner.

Questions about this page? Call (405) 885-8670 or email das@excaliburcarservice.com.