THE FIRST-TIMER’S GUIDE TO RENTING A CHARTER BUS

THE FIRST-TIMER’S GUIDE TO
RENTING A CHARTER BUS
Renting a charter bus isn’t something most people think about until, well, they really
need a bus. Unlike renting a car, reserving group transportation comes with a few extra
hurdles. Being responsible for fifty people is going to make planning more tedious than
being responsible for five.
Don’t worry! At Bus Charter Nationwide USA, we aim to make your rental experience as
simple as possible for groups of all sizes. No matter the type of trip or your level of bus
rental expertise (if you’re an event planner, you may have plenty of experience here),
we’ll help you efficiently organize your group transportation. From choosing between
full-sized charter buses and mini buses to securing parking, you’ll have a helping hand
every step of the way.
Need a few rental pointers before calling us? We’ve developed a guide to help you
along your charter bus rental journey.
THE CHARTER BUS RENTAL BASICS
Let’s discuss the simple stuff first, step by step.

STEP 1 – DECIDE IF A CHARTER BUS IS RIGHT
FOR YOU:
We want you to choose the best mode of transportation for your needs. A charter bus rental
isn’t for everyone, but when you have a dozen or more people, using a group transportation
service is a good option.
For groups like sports clubs in need of extensive storage space for equipment, a charter bus
rental is a wonderful alternative to crowded carpools.
Large businesses in need of transportation to off-site pieces of training, team-building events,
conferences, or company social gatherings would also benefit from a charter bus rental.

Even groups planning personal events like birthday bashes or wedding ceremonies with a
long guest list should consider renting a charter bus to simplify arrival and departure.
Determining whether or not to rent a charter bus all boils down to how big your group is and
how much time you’re willing to dedicate to driving. If you want easy and efficient
transportation without needing to volunteer someone to get behind the wheel, booking a bus
is your best bet.
So you’ve determined a bus is the mode of transportation for your group– now what?
A good rule of thumb: choose a model of bus based on your group’s size. Passengers
traveling for small personal events would be best suited with a minibus, while large groups
like sports teams and businesses should consider a full-sized bus.
Now that you know the difference between full-sized buses and minibusses, let’s get to
answering an even more important question:
STEP 2 – FIND THE RIGHT MODEL OF BUS.
Picking the best charter bus for your group can always be done by simply calling your
reservation specialist for rental information and a personalized quote. However, it can also be
helpful to have a little knowledge of what you need before you call.
Charter Buses USA are generally split into two categories: full-sized charter buses and
minibusses. Full-sized charter buses (sometimes referred to as “coaches'' or “motorcoaches”)
usually seat 55 or 56 passengers and include plenty of storage space and onboard restrooms.
Minibusses are smaller vehicles that usually seat between 18 and 25 people. Most minibus
models don’t include as much storage space as full-sized buses and don’t have onboard
restrooms. Both full-sized buses and minibusses can come equipped with WiFi, power
outlets, TVs, and other amenities, by request.

STEP 3 – HOW MUCH DOES A CHARTER BUS
RENTAL COST?
There isn’t a “one size fits all” estimate for how much a charter bus rental will cost. National
Charter Bus personalizes your quote based on your itinerary. The easiest way to determine
the cost of your bus is to call our reservation experts with your travel information. All of our
quotes are free, and you won’t be obligated to book.
When you call in for a quote, keep in mind there are many factors that will determine your
rental cost, including:
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The duration of your trip. Bus Charter Nationwide USA requires a 5-hour rental
minimum.
Travel distance
Where you’re traveling. Major cities like New York City and Chicago often have more
rental availability and more diverse offerings than smaller towns.
When you’re traveling. Peak travel months during summer can be more expensive than
other months of the year.
The size and model of your bus.
Additional amenity requests like WiFi and TVs.
How far in advance you book. Renting at least 3 months in advance is highly
recommended, though we try our best to accommodate last-minute bus rentals.
Depending on where you’re traveling and the duration of your trip, you’ll be charged by the
mile, by the hour or by the day.
Booking a bus can seem like a big financial commitment, but when you’re traveling with a
large group, the cost of a bus rental can easily be split among everyone to minimize per
person cost. Have your group headcount and any other travel information on hand before
calling in to get your personalized quote.

Once you have a quote that meets your budget, let’s get to the next major question:
STEP 4 – HOW DO I ACTUALLY RESERVE A
CHARTER BUS?
All Bus Charter Nationwide USA quotes are conveniently sent to our passengers via email.
Once you receive an email, you’ll be able to review your quote and reserve your bus after
providing a 30% deposit.
After making your deposit, you can rest easy until your trip approaches and just call or email
your reservation expert with any questions about trip adjustments. You’ll need to make sure
your rental is paid in full at least 30 days before the start of your trip. Once all payments are
squared away, we’ll also check in with you the week of your trip to confirm information like
your specific pick-up and drop-off locations.
BEYOND THE RENTAL BASICS:
We’ve covered the basic information you’ll need to rent a bus, so let’s get into the nitty-gritty of
everything else that may come along with charter bus rentals.
WHO WILL BE DRIVING THE CHARTER BUS?
Every Bus Charter Nationwide USA rental includes a professional driver with a valid CDL
license, clean background check, and clean drug test. We don’t offer services where

passengers can drive the vehicle themselves (regardless of CDL license ownership) or
provide an externally sourced driver.
The cost of your bus rental includes regular compensation for your driver but does not
include lodging or much-appreciated tips. If you’re taking a multi-day trip, be sure to book your
driver a hotel room. It doesn’t need to be a 5-star accommodation, but ensure it’s somewhere
suitable for them to get plenty of rest to keep your group safe on the roads.
To make things easier, you can always book your driver’s hotel alongside yours to ensure
timely departures. Be sure to inquire with your hotel about possible discounted
accommodations for charter bus drivers.
DO I HAVE TO TIP MY DRIVER?
Tipping is always appreciated, especially when your driver goes above and beyond to meet
your travel needs. A cash tip of 10 to 20% is standard and can be given to your driver at the
end of your trip.
HOW DOES PARKING A CHARTER BUS WORK?
Some cities are more charter bus-friendly than others. Locations like Washington, D.C. and
Orlando see a heavy number of charter buses each day, which means it may be easier to find
parking resources. Other cities may have strict regulations on charter buses traveling in
certain areas, such as Lower Manhattan in NYC, the Garden District of New Orleans, and the
many historic districts throughout Boston.
We can happily assist you in finding parking for your bus, but it can be exceptionally helpful if
parking options are provided upon reservation. Inquire with the concierge at your hotel about
overnight parking for oversized vehicles, and contact any attractions or venues you’ll be

visiting to ask about parking options throughout the day. The cost of parking your bus can vary
greatly depending on the city and oversized parking availability. Be sure to provide.
CAN I RENT AN ADA-ACCESSIBLE BUS?
Whether you’re traveling with seniors or have other passengers with mobility concerns, you’ll
be able to rent an ADA-accessible vehicle with Charter Bus Nationwide USA. We’ll be happy
to find your group a bus with wheelchair lifts, railing, and extended space for mobility devices.
ADA-accessible buses can sometimes be more difficult to acquire in busy markets, so please
give your rental expert a little bit of patience while they book your trip.
CAN I PARTY ON THE BUS?
We do service special occasions like bachelor and bachelorette parties and private vacations
like girls’ weekends and birthday bashes. We do offer party buses. Some of the providers in
our bus network do allow passengers to drink on the bus, but you must let your dental expert
know ahead of time.
ARE MORE UPSCALE BUSES AVAILABLE?
If you have a large group of important guests to tow around, one of your priorities may be
renting a top-of-the-line bus to impress everyone. Occasions like corporate events and
wedding services often warrant an upscale bus with an all-black exterior and leather seats. All
of the buses in the Bus Charter Nationwide USA provider network are modern and
comfortable, but if you need a fitting vehicle for a luxurious occasion, just let your reservation
specialist know.

I HAVE A SMALL GROUP BUT NEED PLENTY OF STORAGE SPACE.
WHAT SHOULD I DO?
We always recommend groups book their bus based on the number of passengers, but every
so often, a group will need more storage space than their bus can offer. We offer sports bus
rental services like small sports teams may need space for equipment, groups of sports fans
may need storage for their tailgating gear, and academic groups may need additional room for
scholarly presentation materials. When you contact us to book your bus, let your reservation
specialist know you’ll need a vehicle that has additional storage options such as luggage bays
underneath the bus. Just give us a heads up!
NOW, LET’S GET GOING!
Renting a charter bus for the first time can be daunting, but we want to make it easier for
everyone. Whether you’re a coach renting a bus for your high school football team, an office
manager booking transportation for your company holiday gala, or a best man needing a bus
for your buddy’s bachelor party, Bus Charter Nationwide USA has you covered. Think about
contacting us.