Great Days Out for Groups - Discover Northern Ireland

HOW TO... book a coachChoosing which coach operator to use can be a dauntingprospect but it’s one of the most important elements forthose involved in organising group travel.Starting pointHiring a coach is a vital part of arranginga group trip for all group organisers.It might seem a simple task but actually,there’s a lot to consider and discerningorganisers do not choose a coach onprice and seating capacity alone.There are many different companieswith different vehicles and differentprices but there are a few things youshould consider before making yourfinal decision. The standard of service,and the quality of vehicles and drivers,can make all the difference.It is important that you choose transportoperators for the right reasons. A goodoperator is easy to contact and respondspromptly in a friendly approachable manner.They have knowledge and experience andare happy to advise on travelling times,comfort stops and other options.It is therefore essential that you choosethe right operator for your needs andestablish a clear line of communicationto ensure your requirements are metand any problems quickly resolved.Once you have developed a relationshipwith a coach operator, it is often the casethat you’ll stick with them. They come tounderstand your needs and you can relyon expectations being fulfilled. Having aregular driver who knows and understandsyour group can be important, but you mayalso find that one operator is more suitablefor one day trip, while another has provenexperience in tours abroad. Shoppingaround for prices gives you a basis forcomparison and will also influence yourpurchasing decision.Which operator?There are dozens of coach operatorsthroughout Northern Ireland, but a goodplace to start is to search through themembers of the Federation of PassengerTransport (FPTNI), Northern Ireland’strade association for the coach and busindustry. FPTNI members conform tovery high standards and have a strictcode of conduct.The following is a checklist of itemsyou should look for when hiringan operator:• A copy of a current Operators Licence- Road Service Licence.• Insurance - Motor Fleet, Publicand Employers liability and whereappropriate, Tour Operator liability.• The company’s reputation.• Driver - NI Access Vetting.• Well maintained vehicles withseatbelts which comply with latestsafety standards and are presentedin a clean and safe condition.• Maintenance Standards.• Easy to contact.• Prompt response.• FPTNI Member.• A 24-hour helpline to be usedin case of emergency.• In the event of a complaint the operationof a formal complaint procedure todeal effectively and quickly with anyclient dissatisfaction.• Membership of trade organisations,or organisations like the Coach TourismCouncil, will also show that an operator iscommitted to certain standards of service.Buying a packageIf you are looking to buy a package from acoach operator (which, for instance, wouldinclude overnight accommodation andtransport) then you must make sure thatthey meet the requirements of the PackageTravel Regulations, either in terms ofbonding, insurance or a trust account.The following informationmust be included in any brochure:• A clear statement of legal identityof the operator.• The means of travel, destination,the itinerary with dates and timesof day, and the date of departure.• The nature of accommodationand meal facilities offered.• A total price, or at least a breakdownof the components that make up thetotal price, with a clear statement ofwhat is included and what is not.• A statement of the booking procedureand conditions.• Details of any insurance facilities.Types of coachVehicles are now high specification,comfortable and very valuable, often worthin excess of £200,000 each.The type of coach that you require can alsoinfluence your decision. For instance, you mayhave a smaller group and require a 27 seatermidi-coach.Nowadays, regardless of size, most coachescome with facilities such as onboard DVDplayers, GPS satellite navigation, extra legroomand reclining seats. Coaches are now allowedto be longer in length and many companieswill have vehicles over 14 metres to cope withlarger groups. It all depends on your budgetand your group’s expectation of comfort.Other factors also need to be taken intoconsideration, including if there are hot drinksfacilities on board and who would be liable ifthey were spilled whilst being served, as well asthe legal rules on alcohol on board a coach.258 259