7 Things to Consider When Renting a Charter Bus

Are you getting ready for an event with a large number of people? Whether you’re planning a wedding, hosting a surprise birthday party or preparing for a family reunion, you’ll need to figure out the transportation logistics at some point during the planning process. For example, having 30 of your family members drive and park in the same place may not be ideal if you’re trying to surprise a loved one. Additionally, getting everyone from your wedding venue to your reception can be a hassle if parking is limited. 

With an affordable charter bus rental, you can provide a comfortable and streamlined option for getting your entire group to and from your destination — without everyone having to drive separately. 

Here are seven things to keep in mind when determining what kind of charter bus you need.

1. Assess Your Group’s Requirements

When renting a charter bus, the first step is to determine the purpose of your trip. Many types of charter buses are available, such as school buses, motorcoaches and party buses. Not every vehicle will be appropriate for every kind of event or number of passengers, so it’s essential to have a confirmed list of people before looking for a charter bus. 

You’ll also want to decide what amenities you’d like on your group travel bus rental. If the drive will take several hours, you may want a bus with Wi-Fi and a restroom. However, a 20-minute ride from a wedding venue to the reception may not need these special amenities. 

2. Research Charter Bus Rental Companies

Once you have a head count and destination for your trip, you can start looking for a charter bus rental. Finding a reputable provider is essential for a smooth experience, so be sure to only look for companies in the motorcoach industry that:

• Have verified customer reviews and ratings.
• Provide their Department of Transportation (DOT) information.
• Provide licensing, insurance and certifications.
• Have direct contact information.
• Showcase their fleet variety and vehicle conditions.

When looking for a bus operator or group travel provider, it’s best to use a free directory like BusRates.com to save time and money. A directory will do the work for you by collecting information on local charter bus companies and organizing them by vehicle type, price, number of passengers and destination. 

A bus directory will help you find the company that fits your needs without dealing with price markups or a middleman.

3. Compare Pricing and Services

A directory is an efficient resource for finding reliable ground transportation in your local area that fits your budget. Rather than starting your research from scratch, a directory allows you to easily compare service packages for companies that meet your needs. 

Typically, you’ll need to provide the number of passengers, departure date and event location to receive a detailed quote for your trip. How much is it to rent a charter bus? It can cost anywhere from a few hundred to a few thousand dollars, but the exact price depends on factors like:

• Distance
• Duration
• Time of year
• Location
• Trip type
• Amenities
• Tolls and parking fees

4. Check Availability and Book Early

When planning any type of event, such as a church outing or group concert trip, it’s important to book everything in advance. The longer you wait to reserve your corporate event bus rental, the less availability companies may have for your party. Early booking is particularly important during busy travel seasons when many people need transportation to visit loved ones for the holidays. 

When you’ve settled on a charter bus company, be sure to check their availability for your trip date so you can confirm the booking with your guest list.

5. Review the Rental Contract Carefully

After you’ve reserved your booking, your charter bus company will contact you with a rental agreement. It is a legally binding contract, so be sure to read it thoroughly before signing. Your rental contract will include important information like passenger conduct rules, cancellation policies, departure dates and payment schedules. 

If you have any questions for your charter bus company, such as driver experience credentials and insurance coverage, now is the time to ask. 

6. Plan Your Trip Details

Now that your charter bus is booked and confirmed, it’s time to focus on organizing other aspects of your trip. If you don’t have an itinerary yet, it’s a good idea to make one you can share with your guests so everyone knows the schedule. 

You can also coordinate with your rental company to discuss different routes, pickup and dropoff locations and what you can bring on the bus. Depending on the type and size of vehicle you rent, you may be able to have drinks, snacks, music and decorations on the way to your destination. 

7. Prepare for Departure

You can expect a seamless group trip if you keep everything organized. If you don’t have it already, be sure to collect everyone’s contact information so you can share important details about your trip, such as safety guidelines and the code of conduct on the bus. Prepare anything else you need for your trip, such as goody bags or matching t-shirts. 

Check out Charter Bus Options on BusRates.com

Renting from a reliable charter bus company can streamline your event planning and let your party travel together in style. At BusRates.com, we make it easy to find bus companies in your area that fit your unique needs. Request a quote for a charter bus today or view our blog for more tips on planning your trip.