Guide to Corporate Bus Rentals

Organizing Corporate Transportation is Easy with

Corporate event planning is a full time job. You’ve got to handle keynote speakers, hotel rooms, company merch, and so much more. That doesn’t leave a lot of time to call a dozen bus rental companies. Leave that to! We’ll consult our North America-wide network of bus operators to find the company who can fulfill your needs at the best rate.

Whether you’re booking transportation for team-building outings, out-of-town conferences, or off-site meetings, we’ll arrange the perfect bus for your trip. Depending on the size of your group and your schedule, you may only need a one-way bus trip, or you’ll require a full-service, round-trip for all your colleagues. Whatever the trip type, we’ve got you covered. We can even organize shuttle service for trade-shows, conferences, and corporate holiday parties.

Rent charter buses to transport attendees to your corporate event.

Before Booking your Bus, Ask Yourself:

What Type of Bus Should I Book?

There are a few different buses available for corporate trips—from a zippy minibus to a lofty coach. To make your selection, you’ll need to figure out what size of bus you’ll need. School buses and coach buses hold between 55-59 passengers. Minibuses and mini coach buses hold fewer than 30. You’ll also need to know approximately how long you’ll be on the road. If you’ll be driving for longer than 2.5 hours, rent a coach bus for its extra amenities like air conditioning and on-board restrooms.

Pro tip: To ensure you get the best price, set a deadline for booking transportation early in your event planning process.

How Much Should I Budget for Transportation?

Bus rental prices vary depending on the amenities you choose and the region you’re in. For instance, a fully-equipped coach bus costs between $600-$1000 per day. Use our online booking tool to get a better idea of what a bus rental will cost in your region.

The largest element of the bus rental cost is your driver’s time, so the real cost determinate will be the length of time you’ll need the bus. Note that bus driver’s time includes both “drive time” and “on-duty time” (that’s time the driver is working but not driving). The cost of your bus rental also includes “dead head” (that’s the time it takes your driver to get from the bus depot to your pick-up location). Our quotes include all of the above so there are no surprises when it comes time to pay for your bus rental.

When Should I Book my Corporate Bus Rental?

As with any vendor, prices increase as the date of departure approaches. That’s why it’s important to book your corporate bus rental as soon as you can. We understand that chartering a bus is not a spur-of-the-moment purchase, so we’ve implemented a Book Now, Pay Later policy. Book you bus and wait to pay until 21 days before departure. This policy allows our clients to get the best price for their corporate transportation.

Pro tip: Take advantage of our booking specialists. They’re happy to answer all your questions.

Rent a charter bus for your corporate event.

You’ve Assessed your Needs. Now What?

Book your Bus

Request your quote and accept the bus type and price that suits your needs and budget. A booking specialist will call you to finalize the details. Remember: You can accept the quote early and wait to finalize your payment until 21 days before departure.

Review your Schedule and Itinerary

Review your itinerary to ensure that you’ve calculated travel time and loading time correctly. Getting everyone seated takes longer than you’d think, so allow time for settling in. If you need to make any changes to your itinerary, you can request a change online or speak with your booking specialist. Try not to make too many changes after you’ve accepted your quote because there is a small fee.

Share your Itinerary with your Group

We recommend creating a shareable spreadsheet that everyone can access on their phones. Include a link to the itinerary on all memos regarding the event AND put up print copies in the office.

Pro tip: Post the itinerary near the office microwave. Your colleagues can review it while they heat their lunches.

Rent a charter bus for your corporate event.

During your Event

The day of the event has arrived. Your role is now shifting from event planner to event coordinator. Whether you have a small group on a minibus or a large group on multiple coach buses, you’ll need to keep an eye out for stragglers. Here are our tips for coordinating your corporate event transportation:

Communicate with your Group on the Road

These days most professional teams are familiar with technology, so use it. Slack is a common tool for company communication, and it can be used for event coordination too. Create a slack channel and use the @channel function to notify the entire team of updates. Designate a bus captain for each bus you’ve rented. The captain will be the point person to communicate urgent messages. They will also call roll to make sure no one gets left behind. Just make sure your colleagues have linked their Slack app to their phones and are receiving notifications.

Make your Bus Part of the Experience

If you’ll be on the bus for a long time, you can use those hours for team building or regular work activities. Coach buses have lots of amenities that will make your bus trip productive and fun. Besides on-board restrooms, air conditioning, comfortable seats, and extra luggage space, coach buses can also be outfitted with wifi, power outlets, and audio-visual equipment—everything you need to stay connected to headquarters. You can even do department check-ins, practice keynote speeches, or play a team-building game on the road.