CONSUMER TIPS FOR CHARTERING A MOTOR COACH COMPANY

Have confidence you are making the right choice in your transportation company by reading the convenient tips below to help guide you through the selection process. The tips are split into three sections.

The Basics - top tips for the initial screening process
Meeting Your Needs - focuses on the specific needs of your group
Safety Issues - problem areas usually left untouched ... until a problem occurs!

By using these tips, you will have taken the steps necessary to assure your group of a safe, comfortable, and satisfying travel experience.

THE BASICS
How Long Has the Company Been In Business?
Ask how long the company has been in business. Find out when the company was established, and how long it has been offering charter coach service. A long track record is generally desirable.

Does the Company Operate it's Own Maintenance Facility?
The company may have new equipment, but without proper maintenance, even the best vehicles will have trouble. Ask about their provisions for maintenance and bus servicing. (Where do they dump their chemical toilets?)

What is their federal DOT number?
A DOT (Department of Transportation) number is assigned by the US Government and is required to operate legally when crossing state lines. The DOT number can be used to check the carrier's safety rating (see next tip).

What is their current DOT Safety Rating?
The US Department of Transportation (DOT) issues safety ratings based on the company's accident record and adherence to Federal Motor Carrier Safety Regulations. The highest possible rating is Satisfactory. Other ratings include Conditional, Not Rated, or Unsatisfactory. You can verify safety ratings by calling the DOT Safety Hotline at (800) 832-5660.

Never charter from a company with an unsatisfactory rating.

Can they supply a Certificate of Insurance?
Your carrier should supply a Certificate of Insurance. This certificate shows the carrier's levels of insurance and effective policy dates. Accepted levels of insurance call for $5 million combined, single-limit liability coverage. You can verify that a carriers insurance is up to date at the US DOT site website, http://www.safersys.org

Ask for References.
Request and contact references from similar groups traveling on similar programs. Never charter from a company unwilling to provide references.

Is the Company Open for Inspection?
You should inspect a carrier personally whenever possible. Inspect the motorcoach equipment, general offices and garage facilities. You can tell a lot about a company just by looking.

How Many Buses Do They Operate?
Overall charter fleet size is important. It provides a gauge to the operator's ability to supply alternate vehicles in case of a mechanical problem, service multi-bus movements, and assure service on busy weekends.

Can They Meet Your Special Needs?
Remember to take into consideration any special needs you have, such as beverage galley, card tables, video system, guide service, handicapped accessible vehicle or other equipment.

MEETING YOUR NEEDS
Know Your Groups Plans.
Plan ahead and have a detailed schedule available. This information allows the motorcoach company to quote on your trip accurately and assure your safety. Also, consider if your driver must stay in the same hotel as your group. In resort areas and big cities, it could impact on the total cost of your trip.

Are Video Coaches Available?
Video-equipped coaches can be a genuine asset. You can view promotional videos, educational videos, a special message from your leader, or allow the group to enjoy a current movie. Sports teams can view game tapes, while small children can be entertained with their favorite film. This is a great way to pass time en route to your destination.

Be a Careful Shopper.
If your organization requires multiple quotations, make sure careful consideration is given to the other tips provided here, and that a balanced decision is reached. A decision based solely on price may not be the best value!

Who Pays for the Driver's Room?
Is the driver's room included in the charter cost? If not, find out if you are responsible for the driver's lodging cost.

Ask about "Extra Miles".
Some carriers will intentionally "low-ball" a price by under-estimating the mileage, then bill you for the excess mileage AFTER you return. Find out the carriers policy concerning "overage-miles" before you select a carrier!

SAFETY ISSUES
Does the company adheres to DOT driver regulations?
The DOT limits the number of hours a driver can work. A driver is limited to 10 hours of actual driving time, and 15 actual working hours in a 24-hour period. If your itinerary exceeds these limits, ask the company how they plan to handle your groups needs.

How does the company handle "On-The-Road" emergencies?
Does the company have a nationwide reciprocal maintenance agreement which will assure you of prompt servicing of equipment in all regions of the USA. If not, you could be left on the side of the road!

Does the Company have a formal Drug and Alcohol Testing Program?
Specify that your carrier supply a copy of their written drug and alcohol policy statement. Never charter from a carrier that does not strongly enforce a drug and alcohol-free workplace.

Use all the information you have gathered.
Remember, safety is the most important issue!
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