Things to consider when hiring a charter:
- Is a renting a charter the appropriate choice? One appealing aspect of renting a charter bus is keeping your group together. Another is offering movies or presentations on the road, usefulness of an onboard bathroom, and of course saving money.
- Who needs the charter? Church groups, school athletic trips, field trips, conventions, company parties, weddings, private parties, airport transfers, are just a few of the many reasons to rent a charter bus.
- Determine how long you need the bus for. Factor in travel times and make sure you don't end up paying for time you don’t use otherwise you are wasting money.
- Schedule your trip as early in advance as possible. Most bus companies book up early, especially on weekends and during holiday seasons. You should reserve space as soon as your needs are known.
- Collect money from you group prior to the trip. Doing so can ensure you don’t get in a "jam" at the end of the trip.
- Before bringing food or beverages on board a charter bus find out if it is acceptable. Often times you will be required to provide a damage deposit. If the charter bus is returned clean without any damage your deposit should be refunded.
- Is a gratuity for the bus driver customary? Charter bus drivers are usually friendly, upbeat, outgoing people and their attitude can have an effect on the mood of the passengers. As with most jobs in the service industry tipping is expected but not mandatory. Take care of your driver as they can at times be the up or down side of the party. Part of the bus drive's compensation comes from the gratuity. A short bus trip calls for a 10% gratuity, and longer, multi-day bus trip calls for a 1$ per passenger per day gratuity.
- What size of group do you have and how do they prefer to travel? Each charter bus company has their own unique type fleet. Some offer complete luxury travel with food & drink service. The latest technology, including satellite radio, TV, & wireless internet. Others offer no frills, coach travel. Most of the time the adage you get what you pay for is true.
- Determine what amenities your group requires. Generally all charter buses have air conditioning but check the amenities section of your quote to make sure. Most motor coaches have TV monitors that play either VCR or DVD. Some have a CD or Tape player as well. The sound plays from speakers so everyone listens to what is on.
- No tobacco products of any kind are permitted on charter buses.
- It is up to the customer to book and pay for the bus driver's lodging. It does not have to be the same hotel that your group is staying but it must have a bathroom, bed, and TV. If it is not at the same hotel it should be close by so there aren't extra charges associated with getting from the bus driver's hotel to your hotel. Also, make sure there is a place to park the charter bus.
- What do your charter buses look like? Ask to see the bus in advance.
- What happens if the bus is not returned on time? You should plan for extra time just in case. It will be between the company and yourself to negotiate and come up with the extra charges.
- What if I return the charter bus early? No refunds will be given if upon an early return, because it’s impossible to schedule another trip in that short of a notice. Normally a nonrefundable 10% reservation deposit is required to reserve a bus.
- What if my charter bus trip is disrupted or does not go as planned? If a refund of the trip is necessary do to a problem or disruption you will have to negotiate it with the charter bus company.
- Besides what is included in the cost for the trip what other costs should be considered? The customer pays all parking fees and tolls along with the bus driver's lodging.
- What if I need to change my plans? You should be able to change your trip plans by contacting the charter company as soon as you can.
- Are there any special arrangements that are needed such as handicap accessible buses?
- Make sure you get proof of insurance for the charter bus company you choose.