Choosing a Motorcoach Operator

Safety, quality and compliance with government regulations are three critical factors to consider when you choose a motorcoach operator.

A quality motorcoach operator is one that is reliable, professional, offers outstanding customer service, meets all your needs and is affordable. It is easy to select the cheapest option. But this 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 just what you need. For example, do 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 [1], which was adopted to promote and maintain the highest standards of bus service among its members. Find out the following information:

• Average age, type, seating capacity, and maximum height clearance for their 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 digit long. By using that number you can view the carrier's safety information on-line [2].

All U.S. based motorcoaches must be inspected annually. You can call the individual motorcoach company to inquire about inspection, bus maintenance and repair. Alternately, you can look for a decal issued by the Commercial Vehicle Safety Alliance (CVSA).

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. CDL's are only issued after drivers have demonstrated their abilities, though skills and a knowledge test.

Long or quick-turn-around trips may require an extra driver to adhere to federal 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 [3].

For scheduled intercity service from your town to points everywhere, consult your local Yellow Pages and crosscheck your available choices with the ABA companies [4].

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.

Always inquire about trip costs, the model of the coach the company will provide, and restroom availability. Short trips may not require the "extras," while long or quick-turn-around trips may require an extra driver to adhere to federal safety requirements and avoid potentially unsafe driving conditions. Ask how videos, music, and other coach amenities you may desire will affect your costs, so that you know exactly what to expect when your trip begins.

For prepackaged tours, decide in advance how much you want to spend, and shop around-but remember to compare 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. Many operators offer various types of modestly priced 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.

Use of Private Operators vs. Transit Operators

It is a violation of U.S. Federal Law for transit agencies to perform charter work if a private operator is willing and able to do the work. This prevents public intrusion into private markets. It is important for you to consider this when selecting an operator for your event.

Transit agencies (Washington Metropolitan Transit Authority, Bay Area Regional Transit Authority, etc.) are publicly subsidized transportation providers that primarily provide fixed-route service on a localized basis.

Private operators are not publicly subsidized and specialize in providing charter, tour, commuter, shuttle and sightseeing service, in addition to scheduled services.

U.S. Federal transit law (49 USC 5323(d)) prohibits recipients of Federal financial assistance from providing charter services, except under certain circumstances. To comply with the Act, transit agencies must agree that they will not provide charter service (using subsidized equipment or facilities) unless there are no private charter operators able to provide the service.

For more information about the charter rules, visit the U.S. Federal Transit Administration [5] website.