Home » Consumer Corner » Charters, Tour & Sightseeing Services
 HOW TO CHARTER A BUS

Safety, quality and compliance with government regulations are three critical factors to consider selecting a motorcoach operator. A quality motorcoach operator is one that is reliable, professional, offers outstanding customer service, meets all rider needs and is affordable. It is easy to select the cheapest option. But that is not necessarily the best option. Cutting corners on price often means cutting corners on safety.

Be an Informed Consumer

Know what your needs are. If you are not sure, motorcoach companies will help you determine whether you need:

  • Wheelchair accessible coaches
  • Bilingual drivers
  • Signage from the coaches
  • Local permits
  • On-site dispatchers and/or coordinators
  • Special services for VIPs

Research the company. ABA members operate under our Code of Ethics, adopted to promote and maintain the highest standards of bus service among its members. Find out the following information before boarding any bus:

  • Average years of service, seating capacity, and maximum height clearance of the company's motorcoaches
  • Frequency of cleaning
  • Bus driver uniform policy
  • Policy in cases of breakdowns
  • Most cost-effective option for your specific situation
  • Cost of additional services such as videos, music and coach amenities

Reliability is crucial in a transportation provider. Look for companies that conduct themselves in a professional manner over the phone, and that promptly follow up on your inquiry.

Always understand the company's policies on payment and cancellation before you charter a coach or book an escorted tour. Many operators offer modestly proceed trip insurance that can protect your deposit in the event that you or your group must cancel. Ask about this type of protection at the time of booking.

Choosing a Safe and Reliable Motorcoach Operator

  • Motorcoach companies must have federal operating authority if they cross any state or provincial lines, and should be able to offer you proof of that authority, which is issued by the U.S. Department of Transportation (DOT) or Transport Canada. Additionally, many states and provinces require that a carrier obtain operating authority for interstate operations.
  • Ask for proof of a valid, current insurance certificate that provides a U.S. minimum of $5 million in liability insurance coverage.
  • Ask for the carrier's U.S. DOT number. Carriers are required to have a U.S. DOT number clearly displayed, and should be either 5 or 6 digits long. By using that number, you can view the carrier's safety information online.
  • All U.S. based motorcoaches must be inspected annually. You can call the individual motorcoach company to inquire about inspection, bus maintenance and repair.
  • All U.S. drivers are required to have a valid, current Commercial Driver's License (CDL), with a "passenger" endorsement printed on the license itself. CDLs are only issued after drivers have demonstrated their abilities through on-road skills and a knowledge test.
  • Long or quick-turn-around trips may require an extra driver to adhere to federal Hours of Service safety requirements.
  • For any company you call, ask about their safety record and equipment and maintenance practices. The company should be comfortable with your questions and prepared to respond. As an outside source, you might also ask your provincial or state police about any experiences they may have had with motorcoach companies you are considering. You can view carriers' safety ratings online at SafeStat Online.
  • Make sure the company complies with FMCSA pre-trip passenger safety messaging requirements. Ask them if they show ABA's safety video, play ABA's audio CD, or are equipped with ABA's seatback pocket safety message cards.
  • For scheduled intercity service from your town to points everywhere, research online and crosscheck your available choices with the ABA companies.
  • A large network of motorcoach companies engages in "interlining," which means they can arrange connections for you on one ticket, even when you travel beyond one company's service area.
  • When seeking motorcoach charters, ask for the charter/tour department when you call. Be prepared to provide the company with details on the destination(s), your required itinerary, and the approximate number of people in your group. Next, let them help you find additional entertainment along the way: tell them the types of activities your group is interested in and what your time-frame is for the overall trip.
  • Ask the operator for recommendations on lodging, restaurants, destinations, and tourist attractions along the way. Remember that motorcoach and tour company professionals deal with these companies daily. As "preferred customers," they can often negotiate favorable group rates for you and even provide some extras.
  • For prepackaged tours, decide in advance how much you want to spend, and shop around. But remember to compare on quality, not only on price. Costs usually include transportation, some meals, lodging, tips, baggage handling, and attractions admission. A tour escort may also accompany the group.
  • Always understand the company's policies on payment and cancellation before you charter a coach or book an escorted tour.

CHARTER GUIDES FOR CUSTOMIZED CONSUMER TRIPS

Guide for Hiring Church Charters -- This brochure educates church personnel on hiring quality operators, and not just those with the lowest bid.

Meeting Planner Guide -- Designed to stress the importance of hiring operators who provide safe and quality service.

Guide for Hiring School Charters -- Similar to the event planner guide and the church charter guide, this brochure focuses on building understanding of how to hire a safe, quality school charter service.

Wedding Charter Toolkit -- Information for brides, grooms, and wedding planners on hiring motorcoaches for the big day.

»