How Long Has the Company Been In Business?
Ask when the company was established. A long track record is more desirable, indicating the company
understands the rules and regulations of the industry.
Does the Company Operate its Own Maintenance Facility?
They may say they have new equipment and don't need a facility, but without proper care even the
best vehicles will breakdown. Ask where they perform routine maintenance and servicing. Concerned about the environment? You might ask where they dump their chemical toilets.
 What is their federal DOT number?
A DOT (Department of Transportation) number is required to operate legally. Their DOT number can also be
used to check their safety rating and insurance coverage with the US DOT (see next tip).
What is their 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 a carriers safety rating by
calling the DOT Safety Hotline at (800) 832-5660 or on the world-wide web at http://www.safersys.org. Many newer carriers may not have been inspected, leaving you to guess about
their safety and hiring habits. Any carrier can request a DOT inspection and safety rating. You should never charter from a company with an unsatisfactory rating ... and think twice about any carrier with no rating!
Ask for a Certificate of Insurance.
Your carrier should be willing to supply a Certificate of Insurance. This certificate shows
the carrier's levels of insurance and effective policy dates. Accepted levels of
insurance for interstate carriers is a minimum of $5 million combined, single-limit liability coverage. You can
easily verify a carriers insurance at the following 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.
How Many Buses Do They Have in Your Area?
Overall charter fleet size is important. It provides a gauge to the operator's
ability to a) supply alternate vehicles in case of a mechanical problem, b)
service multi-bus movements, and c) assure service on busy weekends. It also
provides insight into the carrier's overall success in business. If a
carrier only has one or two buses, they are more likely to cancel on you at the
last minute due to a mechanical breakdown (or worse ... when a better trip becomes available from another customer!).
Can You Visit the Company's Operating Facility?
You should insist on the ability to inspect a carrier's local facilities. If the carrier is based too far away to make this practical for you, how rested will the driver be on the morning of your departure? You should inspect the
carrier's vehicles, general offices and maintenance facility. Ask to see a Driver's Qualification File, too. This file is required by US DOT. It should be well organized and kept in a lockable drawer. While you might not be an expert, even an untrained eye can tell a lot just by having a look.
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.
Can They Meet Your Special Needs?
Remember to take into consideration any special needs you have, such as card tables, step-on guide service, handicapped accessible vehicles or other special need.
Are the Coaches Video Equipped?
Video-equipped coaches can be a genuine asset. Your group can view promotional videos,
educational programs, see a special message from your leader, sports teams can view games tapes, or your group can enjoy a current movie. It's a great way to pass time en route to your destination.
Is the Carrier Licensed to show Motion Pictures?
Films rented or purchased from a video outlet are not licensed for public viewing unless your carrier has a license from the Motion Picture Association of America. Ask the carrier for a copy of their license.
Things to Watch Out For:
Be a Careful Shopper.
If your organization requires multiple quotations, make sure careful
consideration is given to ALL the 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. It can become a hidden 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!
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 . . . for hours on end!
Safety Issues
Does the Company Operate Within the Law?
1)Is the carrier registered with the US DOT? 2)Is the carrier properly insured and is their coverage current? 3)Are their vehicles properly licensed and registered with appropriate Commercial License Plates?
Does the company adhere to Driver's Hours of Service 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.
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.
And remember, safety is the single most important issue!
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