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Get the latest industry news about charter buses

Coach buses are constantly in the news, and staying on top of the latest information can be difficult. Fortunately, centralized resources are available that make it easier for you to track what's going on.

I recommend: Metro Magazine focuses on the latest news from the transportation industry. The magazine has a portion of its website specifically dedicated to news about charter buses and motor coaches. United Motorcoach Association is a group of professional bus and motor coach companies, manufacturers and suppliers. The association's Bus & Motorcoach News is dedicated to providing the latest industry news.

Stay on top of environmental trends regarding charter buses

Coach bus lines are increasingly being recognized as a green way to travel. You can take advantage of this trend by promoting the environmental benefits of charter bus services.

I recommend: The Travel Trend Blog recently recognized charter bus services for being the most fuel-efficient mode of transportation in the United States, per passenger mile. For an example of how a coach bus line promotes itself as being green, check out the website of Pure Luxury Transportation.

Learn about the latest features and amenities available from charter bus lines

These days, private bus companies offer a range of luxurious features to their clients. Motorcoach charter buses typically have restrooms, air conditioning and five or six televisions with VCR and DVD players. There is a trend toward offering even more luxurious features, such as satellite television, tables and catered food.

I recommend: An article from BUSRide discusses a new level of luxury on charter buses. Amenities include soft leather seating, wireless connectivity and outlets to charge cell phones and laptops. The American Bus Association represents motor coach and tour companies. Its media center helps you stay on top of industry trends, including more luxurious charter buses.

Helpful advice for making the most of this Guide

• •  If you want to really stay on top of charter buses news and trends, enroll in a professional organization such as the United Motorcoach Association. These groups often have mailing lists that are a good source of information.

Guide to Charter Buses

How to charter a bus without getting taken for a ride

By Jeff Copeland, Content Product Manager, Business.com

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Start your search for charter buses online

Charter bus companies, bus rental brokers and bus charter listing services are well represented on the web, a great way to compare deals and get bids. Remember that there is no Hertz or Avis of bus rentals, so one way or another, these sites connect you with a local bus charter company.

I recommend: Try BusBank, BusRates.com, Metropolitan Shuttle, Charter Bus America or AllRoads. Once you feel more educated, hit the Yellow Pages and try contacting more local companies directly, before deciding on your bus rental.

Pick the right charter bus style and number of charter buses to rent

The standard charter bus configurations are: motor coach or tour bus (carries 55), minibus (carries 25) and, the cheap alternative, the school bus (carries 50) but you can also find rental buses in luxury, sleeper, double-decker and trolley styles.

I recommend: BusBank and BusRates.com go into detail on the various charter bus models, amenities and seating.

Check out the bus charter company

Ask to see the bus charter company's proof of insurance (a $5 million policy is customary). Look on the charter buses for stickers showing recent state inspections. Check the company's safety record online. Ask if the company intends to subcontract out your job to other charter bus companies.

I recommend: The United Motorcoach Association (UMA), a trade group for charter bus operators, has a good checklist of questions to ask operators. You can find safety records online for many charter bus companies at the federal Department of Transportation but first read the explanation from the UMA on how to use the safety record search.

Negotiate your bus charter

Bus rentals run by the hour with minimums (five hours typically) for local travel but ask about a fixed rate or quantity discount for multiple charter buses. Long trips are priced by the mile or a day rate. Settle who's responsible for any tolls, airport fees or parking charges. Expect to put down a deposit, then make a full payment 10 to 30 days in advance so check on cancellation policies.

I recommend: Find a run-through of charter bus negotiation points at BusBank, BusRates.com and the United Motorcoach Association. Read the BusBank standard contract terms for a closer look at bus rental fees and conditions.

Helpful advice for making the most of this Guide

• •  Don't forget the driver! Expect to give a 10 per cent tip. And if you plan a long-distance bus charter, remember the driver needs a hotel room, too - hotels often comp the driver's room if you book a group. Also, know that federal law limits a charter bus driver's time behind the wheel in interstate travel to 10 hours, after an 8-hour rest.
• •  Be sure to find out if any of your passengers are in wheelchairs; if so, ask charter bus companies if they can provide ADA-compliant buses.
• •  Your charter bus can be an advertising vehicle - charter bus companies and bus advertising companies can arrange to wrap a rental bus or attach smaller signage.

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Reserve charter bus services

When making reservations for charter bus services, be sure to reserve well in advance, especially for summer weekends, and be prepared to make a deposit. Charter bus quotes are usually not available online. Typically, you will have to speak to a representative about the exact details of your trip before getting a charter bus quote. Call around to at least three charter bus companies to compare quotes.

I recommend: United Motorcoach Association provides a checklist of important items to consider when reserving charter bus service. To make a reservation in your area, visit TEOCO for a local directory of coach bus lines.

Avoid having to pay charter bus lines extra fees after the trip is over

There's nothing worse than finding out after the fact that you have to pay extra fees to the operator of the charter buses. These additional fees are usually a result of a trip that takes longer than scheduled or damage to the bus due to rowdy passengers. Be sure to reserve enough time for your trip and have your group leader keep the passengers under control, especially if alcohol is being consumed on the trip.

I recommend: BusRates.com has an excellent list of all the components that go into a charter bus quote. This will help you understand what is included and what could turn into an extra cost. The Bus for Sale Guide discusses the importance of scheduling your trip so you don't wind up paying extra fees at the end.

Get along with the drivers on board the coach buses

When you're on your trip, have your group leaders make friends with the bus drivers. Drivers of charter buses are typically friendly people who have a good knowledge of the local area and enjoy giving out advice about restaurants and attractions. Also, be prepared to tip the driver if he or she provides exceptional service. A dollar or two per passenger per day is a good amount.

I recommend: Charter Bus America has a list of bus rental tips, many of which can ensure you will have a good relationship with your bus driver. For a suggested tipping scale, check out Kraftours.

Helpful advice for making the most of this Guide

• •  Charter buses usually hold between 45 and 55 passengers. Groups smaller than 30 may want to rent a mini-bus.
• •  Alcohol is often allowed on charter buses, with permission from the coach bus line. Glass containers are usually not allowed.

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Deluxe motorcoach

A deluxe motorcoach is what most people think of when they hear the term charter bus. Most deluxe motorcoaches have 45-55 comfortable seats arranged in rows. Televisions usually hang from the ceiling, and a restroom is typically in the rear of the bus.

I recommend: Coach USA provides more information about the features on-board a deluxe motorcoach.

Executive coach

An executive coach provides a higher level of luxury than a deluxe motorcoach. Executive coaches are the size of a standard bus, but with seating for 10-20 people. They typically come with large, comfortable chairs and couches that are arranged in a lounge space, as well as a television, kitchenette and restroom.

I recommend: For pictures and diagrams that show what executive coaches look like, as well as a more detailed description, check out The BusBank.

Mini coach

A mini coach is a smaller version of a deluxe motorcoach that seats 18-35 people. Mini coaches typically do not have a restroom on board, and sometimes they have limited space for baggage.

I recommend: To see pictures of mini coaches and to learn more about them, visit aagetawaycoaches.com.

Sleeper coach

Sleeper coaches, sometimes called entertainer coaches, are perfect for a group that is traveling overnight. The bus typically includes 10 or 12 bunks, as well as a restroom with a shower. Coaches are custom made, and floor plans vary, but most include a kitchen and lounge area.

I recommend: USA Bus Charter provides great information about sleeper coaches. From the linked page, scroll down to view interior pictures and diagrams.

Limo bus

A limo bus is just what it sounds like, a cross between a limousine and a charter bus. The bus typically carries 15-30 passengers seated in a lounge-type setting. It is a bit smaller than a full-length charter bus, and it is ideal for quick corporate outings or a night out on the town.

I recommend: BusRates.com provides specs and pictures of limo buses.

DOT safety ratings

The United States Department of Transportation's system of safety ratings, known as the SAFER database, gives you an idea about a charter bus company's safety performance. It includes the results of on-site inspections, accident reports and police enforcement records.

I recommend: The United Motorcoach Association provides a detailed explanation of DOT safety ratings, along with a link that you can use to locate your charter bus operator's safety rating.