Pro Tips: What to Expect After Booking a Trip
In our last edition of Indian Trails Express, we explained the basics of how to get a group charter trip rolling. This time around, we cover some important points about what happens next.
For example, say you’re interested in taking your group on a four-day trip from Lansing, Mich., to Washington, D.C. And you’ve already told us to include stops at Cedar Point in Ohio on the way there and at Gettysburg National Park in Pennsylvania on the return. The two side trips are considered part of your original itinerary.
“We don’t plan your itinerary or arrange tours, although tour companies often charter our motorcoaches for excursions they put together,” notes LuAnn Smith, an Indian Trails consultant who’s been arranging trips for families, corporations, sports teams, school districts, and other groups for 11 years. “The destinations are essentially up to you. Our aim is to get you there and back safely and comfortably.”
Could your group add an impromptu side trip once the bus is underway? “Most likely, assuming the new stop is not too far off the original plan,” says LuAnn. “Even if it were a major change that added a lot of extra miles, we could probably accommodate you, though it would affect the price. You’d be asked to sign our driver’s log to be billed for the difference, and the driver would need approval from our dispatch center.”
Can you watch a movie or play music while on the road? Absolutely. Among other amenities such as free WiFi, 110-volt outlets, a restroom, reclining seats with footrests, and personal climate and light controls, our luxury motorcoaches are equipped with a DVD player and monitors throughout the cabin, as well as an audio system.
Can you bring food and beverages on board? Yes, indeed. Although a $500 deposit is required for alcoholic beverages, it’s refundable if there’s no damage to the bus. We provide trash bags free of charge.
What other costs should you know about? If the trip includes one or more overnight stays, the cost will include a private hotel room for the driver each night. Groups that reserve the driver’s room themselves tend to save a bit, since our flat rate is $180 per night if we book it. However, you’re not responsible for the driver’s meals.
“Also, you should know that—for safety and health reasons—our drivers are not allowed to drive for more than 10 hours at a stretch without nine hours off,” says LuAnn. “So, a relief driver is factored into the cost of trips longer than 500 miles in one day.”
Should you tip your driver? “That’s completely optional but much appreciated,” says LuAnn. “Our drivers are real professionals. Each of them goes through an intensive, in-house training program before getting behind the wheel. It includes the safe operation of motorcoaches, troubleshooting, handling emergencies, obeying transportation regulations, staying rested, and providing exceptional customer service each and every time. Not surprisingly, people frequently tell us that the driver made their trip, and returning charter customers often request a driver they’ve had before.”
The recommended gratuity for a group charter is one or two dollars per passenger per day if it’s a multi-day trip. Others use a percentage or pay it up front as part of the cost.
What if the coach breaks down? Relax. Indian Trails maintains one of the newest and largest motorcoach fleets in Michigan. For the rare times when there’s a problem, our regional service centers (in Owosso, Kalamazoo and Romulus) and an emergency dispatcher on duty 24/7 enable us to respond quickly. Having been at this for 107 years, we’ve also established relationships with other transportation companies throughout the United States, so help is usually a phone call away.
“Each of our charter consultants is available to answer any questions or concerns about your trip, so please don’t hesitate to ask,” says LuAnn. “Our job is to ensure that your group has a smooth and memorable experience—and we’re really good at it.”