Coaches on rail-replacement work can be granted a temporary exemption from complying with Accessible Information Regulations (AIR), which are due to come into force on 1 October, the Department for Transport (DfT) has revealed to trade bodies.

Concern had been expressed that the new regulations could mean that smaller operators in particular could lose out on work and that rail operators would be unable to find sufficient cover.

However, coaches with more than 16 passengers used on rail-replacement work on what is defined as a “local service” will now be able to apply to be exempt until July 2026 from the need to meet the specific technical rules over audio and visual announcements.

Small buses with 16 or fewer passengers, were already set to be exempt. AIR will also not be applied to those not meeting the definition of a local service, where more than half of a route comprises distances of 15 miles or more between stops.

Exemptions will not apply to operators who have been allocated a share of the £4.65 million Accessible Information Grant designed to help small operators with the cost of the upgrading equipment.

Vehicles first used on local services on or after 1 October 2019 must comply from 1 October, although deadlines of October 2025 and October 2026 apply to older vehicles.

Trade bodies Confederation of Passenger Transport and RHA had been among those highlighting the potential of the new regulations to impact the industry and of the lack of readiness among some operators.

Keith McNally, CPT Operations Director, says: “CPT welcomes this DfT announcement. It follows months of discussion where we provided data and information to show there is scant economic justification for coaches commonly used for rail replacement services to be fitted with the kind of specialist display equipment now rightly being installed to provide ‘accessible’(audio visual) information on local bus services.

“Our data showed the case for investing in such equipment on these vehicles is weak, so it is great to hear that some practical exemptions will allow audio and visual announcements to be made in alternative ways on coaches used to replace rail services until the summer of 2026.

“We hope this will give time to consider the practical and economic challenges, develop appropriate solutions where appropriate, and decide the longer-term position.”

Members of CPT and RHA have been informed of the need to apply for an exemption by the closing date of 25 September.

The DfT application form, which CPT has shared with members, indicates that the exemptions apply to the need to adhere to certain standards, “including the frequency range, minimum and maximum volume of announcements, and the requirement to provide information via audible induction loops for passengers who use hearing aids”, as well as those concerning the proportion of passenger seats which must be in direct line of sight of information, minimum text size and the requirement not provide information solely using capital letters. It also relates to “alerts” before certain information.

Remaining aspects of AIR such as the requirement to provide information indicating the route and destination of the service, upcoming stopping points, the termination of service and diversion information will need to be adhered to.

One major rail replacement company told routeone in April: “The proposal to require all coach and bus operators with stops less than 15 miles apart to have audiovisual (AV) announcements from October will result in little to no rail replacement services being available to train operators.

“We estimate around 86% of the vehicles that currently provide rail replacement services do not comply with this requirement.”

RHA Coaches Operations Manager Andy Warrender adds: “We welcome this announcement as it will allow for a much more realistic timeframe for businesses to prepare and adapt to the requirements.

“We will continue to engage with and assist our members during this process. We will also continue to engage with DfT and with other relevant stakeholders in the light of the exemptions.”