Charter bus contract checklist: questions to ask before you sign
What a good charter quote and contract should spell out — pricing, driver costs, cancellations, damage and safety.
Charter pricing is quoted in different ways — hourly with a minimum, per day, or per mile — and two quotes that look similar can differ a lot once extras are added. A clear written contract protects your group. Use this checklist when comparing operators.
Start early. Popular dates — graduation weekends, football season, spring break and the December holidays — book out, and the operators with the best records fill first. Requesting quotes a couple of months ahead gives you time to check each company properly instead of taking whoever is free.
Who is actually operating the bus?
- Is the company quoting you the carrier that will operate the trip, or a broker arranging it with another operator?
- What USDOT number will be on the bus? Check it on FMCSA SAFER for active authority, insurance and inspection results.
- Will the vehicle type and seating capacity be written into the contract?
Price and what it includes
- Is the rate hourly, daily or per mile, and is there a minimum number of hours?
- When does billable time start and end — at your pickup, or when the bus leaves the garage (“garage-to-garage”)?
- Are fuel surcharges, tolls, parking and permit fees included?
- Is a driver gratuity included, suggested or left to you?
- For overnight trips: who pays for the driver's hotel room and meals?
Drivers and hours
- How many drivers are assigned, and does the itinerary fit federal hours-of-service limits?
- What happens if your schedule runs late?
Deposits, payment and cancellation
- How much is the deposit, and when is the balance due?
- What is the cancellation policy, and how much is refundable at each stage?
- What happens if the operator cancels, or if the bus breaks down — is a replacement vehicle guaranteed, and at whose cost?
- Paying by card or through your organisation's purchasing process gives more recourse than cash.
Rules on board
- Food, drink and alcohol policy.
- Cleaning or damage fees and how they are assessed.
- Luggage limits and whether equipment (instruments, sports gear) fits in the bays.
- Wi-Fi, power outlets, restroom and entertainment — confirm in writing if they matter to you.
Insurance and accessibility
- Ask for a certificate of insurance. Federal minimums for interstate passenger carriers are $5,000,000 for vehicles seating 16 or more and $1,500,000 for 15 or fewer (49 CFR 387.33T).
- If anyone in your group needs a wheelchair-accessible coach, say so when you book. Operators may require up to 48 hours' notice (49 CFR 37.189).
Comparing quotes fairly
Put every quote into the same shape before you compare: total price for the same vehicle type and capacity, the same itinerary, with all fees, driver costs and gratuity included. An hourly quote with a five-hour minimum and garage-to-garage billing can end up costing more than a higher day rate. If one quote is far below the others, ask what it leaves out — and check that company's USDOT record first.
Get it in writing
Verbal promises about the vehicle, amenities or pickup times are hard to enforce. Ask for a written contract or confirmation listing the date, pickup and drop-off addresses and times, vehicle type and capacity, driver arrangements, total price with every fee itemised, deposit and balance dates, and the cancellation terms. Keep it with your trip paperwork and share it with the group leader who will be on the bus.
On the day
Have the operator's dispatch number, not just the salesperson's. Check that the bus matches the contract and displays the company's name and USDOT number. If something looks unsafe, don't board — and report it to FMCSA's National Consumer Complaint Database (1-888-368-7238).