Let’s say you’re arranging a family reunion and need to get a large group of relatives from Point A to Point B for the festivities. What’s the first step to securing motorcoach transportation?
It’s as easy as calling one of our friendly charter sales consultants like LuAnn Smith, who’s been arranging trips for families, corporations, sports teams, school districts, special interest groups, and others for 11 years.
You can expect LuAnn or any of Indian Trails’ consultants to ask a few simple questions to get the planning in gear:
- What are the start and end dates of the trip?
- Where will you leave from, and where are you going?
- How many people will be traveling?
- Will it be a single- or multi-day trip?
- Will you need the bus for side trips while at your destination?
The dates are most important, says LuAnn. Because reputable charter bus service is often in high demand, the further out you plan your trip, the greater the likelihood that a coach and driver will be available.
“If your event will occur at a time of year when we transport college or pro sports teams and fans, you should book the trip at least six months out,” she recommends. “Motorcoach reservations for fall weekends start going in March and are gone pretty soon thereafter.”
For multi-day excursions—especially in April, May and June—“It’s best to book your reservation a year in advance because many schools use our coaches for spring field trips,” she says. “However, on shorter notice we can often accommodate something like a day trip to Cedar Point.”
If you only know the dates of your trip, the starting point and destination, LuAnn recommends making the reservation and securing it with a 10 percent deposit: “You’ll have peace of mind knowing you have the bus on hold. We can fine-tune the details later.”
How Much Will Your Trip Cost?
To give you the most accurate price quote for a charter bus trip, our sales consultants will need a good idea of your itinerary. For example, if your group wants to stop for a meal at a particular restaurant, or detour to a sight like Paul Bunyan’s statue in Manistique, Mich., it’s best to mention that. The more information the better.
“We work with customers to build a detailed itinerary,” says LuAnn. “Our aim is to give the driver as much information as possible ahead of time to study the trip’s route.” On the other hand, if your group just wants to grab a meal on the way without having a specific restaurant in mind, that’s okay too. “You can just tell your driver to be on the lookout for a Cracker Barrel or something like that when meal time is approaching.”
Cost depends partly on the distance, duration and number of buses needed for a particular trip. The Indian Trails fleet includes 30-,52- and 56-passenger motorcoaches. Items like tolls, parking fees, bridge costs, historic districts fees, and pick-up fees at airports are included in the initial quote.
If it’s a multi-day trip, the cost will include a private hotel room for the driver. “Our flat rate is $180 per night for most places,” says LuAnn, “so it’s usually more cost-effective for the customer to arrange the driver’s accommodations.”
Other items that may be included in the overall cost: A $500 security deposit will be added to the bill if your group will be bringing alcohol and/or food on the motorcoach. (However, it’s refundable if there’s no damage or excessive cleanup.) Also—if requested—coolers, catered meals or extra water are available at additional cost.
(Next Month: What to Expect On Your Trip)