March for Peace, Justice and Democracy: How to Charter a Bus

How to Charter a Bus

Why get your own bus:
Chartering your own bus(es) to attend the March is a good idea because it allows you to create your own schedule. You can have the bus pick you up when and where it is most convenient and in many cases will be less expensive if you are willing to shop around, do some negotiating, and give up some luxuries for the sake of economizing.

Evaluate your options:

Call Greyhound: they have charter buses available in most areas of the United States. Their number is 1-800-454-2487.
Ask for referrals: talk to other progressive groups that have rented buses in the past and ask for recommendations and price guidelines.
Look in the phonebook.
Look Online: there are websites such as www.coachquote.com where you can submit a request and affiliated charter companies will send you quotes.
TIP: don't rely entirely on the internet, a phone call will get results faster and allows for negotiation, tell companies what prices others are offering you and see if you can get them to compete.

Get price quotes:

Make sure to find out the number of seats, they can range from 47-55.
Find out what's included: Gas? Tolls? Gratuity? Hotel room for the driver? (Only if you are staying over night.)
Make sure to tell them what other companies have offered you, don't be afraid to negotiate.
TIP: there is a range of types and models of buses available. If you are willing to sacrifice luxury for price, ask for an older model bus or one with fewer amenities (i.e. TV and bathroom).

Information you need before calling for quotes:

How many people you are planning on taking.
The Maximum price you are willing to pay per seat and what that adds up to for a 47 or 55 seat bus.
When you want to depart from your home state and when you want to depart from New York City to return home.

Questions to ask when calling a company:

How much would it cost to charter a bus(es) for a trip to New York City on April 29th?
Is there any discount if I decide to charter additional buses?
Will the bus pick up and drop off at a specified location?
How many seats does the bus have?
What model/year is the bus? What amenities does it have? (Are there any other less expensive options available?)
What does the price include? (Tolls? Gas? Hotel room for driver? Gratuity?) Are there any other costs that are not included in the price?
What kind of insurance does your company carry?
What kind of deposit do you require and when is it due? When is the rest of the money due?
What are your cancellation policies?

Compare and select the best offer:

The lowest price is not always the best price: if an offer seems too good to be true, it probably is.
Make sure to factor in any costs that are not included in the price. " Ask the company for the contact information of past customers who will provide a positive recommendation.
Go with your best judgment. Pick a company that makes you feel comfortable.
TIP: Consult the Better Business Bureau online, to see if there are any complaints about the company, especially it they seem too good to be true.

Sign the contract:

After picking a company and agreeing on a price, they will send you a contract.
If there is something that you do not understand, call the company and ask for clarification.
If there is anything that you are not comfortable with or that is not what you agreed on, ask for it to be removed.

Pay the deposit:

The deposit will be due either when the contract is signed or within the next two weeks.
The deposit can range from 15% to 25% of the total cost.
If you do not have enough money for the deposit, have your group members go ahead and buy their tickets, it only takes about 10-15 tickets to cover the deposit.

Documents to help you out: