- 1). Gather information about your group. Obtain the names, ages and special travel needs of group members. For large groups, give group members forms to complete with the information you need. Speak to group members in person, or send your request by mail or email.
- 2). Find charter bus companies that serve your area. If you are booking a charter bus for an organization, ask if the organization has an active contract with a bus company. Inquire about any discounts the group may have arranged. Search for bus companies online.
- 3). Contact companies and obtain pricing information for your group and destination. Inquire about mileage fees, daily or hourly fees, and any other extra costs. Inform the charter bus companies of any special needs your group has, and obtain an estimated cost for your trip.
- 4). Select a charter bus company for your trip. Verify that the company is insured and licensed. The American Bus Association recommends obtaining "proof of a valid, current insurance certificate that provides a U.S. minimum of $5 million in liability insurance coverage," along with the company's U.S. DOT Number. Navigate to the U.S. Department of Transportation's SAFER System website to check the company's information and obtain the company's safety records.
- 5). Make any needed hotel, activity or restaurant reservations for your group. Many companies offer discounts to large groups. Ask your charter bus company for recommendations on stops on the way to and from your destination.
- 6). Calculate the cost for your trip per person. Set a deadline for group members to pay for their trips. Provide group members with a sample budget for their trip, showing which expenses are included with their payment and which they will need to pay for on their own during the trip.
- 7). Contact each company to confirm arrangements before leaving on your charter bus trip.
- 8). Gather emergency contact information for all members of your group. Create an itinerary showing hotels, activities and restaurants you will visit on the trip and give a copy to each group member. List the time group members need to arrive to board the bus and an estimate of the time and date they will arrive back.
- 9). Speak with group members often during your trip to find out if they are enjoying themselves, and make small adjustments to your itinerary as needed.
previous post
next post