Travel Planning

General information:

If you are responsible for securing transportation for a group, don't be afraid to ask as many questions as possible to insure you are getting exactly what your group needs to be transported safely and efficiently. Some of our groups are organized by a person who does not do this everyday and the task can be daunting. We are there to step you through the process from the initial phone call until the door closes after the last passenger steps off. Should you need help with routings, parking, loading locations, shuttle times or anything else, we are there for you. We can send someone right to your office to help ease your burden of the planning of a large group move. We enjoy being part of the planning so in the end, you look good.

Some questions you may want to ask may include:

• How many vehicles are in a companies Charter Fleet?
• How long have they been in business?
• What is the carrier's DOT #?
• Have you had a recent Compliance Review from the DOT?
• Who performs the required maintenance on the buses, all in house or at a outside source?
• Are the mechanics ASE Certified?
• Does the carrier have any affiliations with any industry associations like Minnesota Charter Bus Operator's Association (MCBOA) or United Motorcoach Association (UMA)?
• May we visit your terminal?

All of these questions give you a look into the profile of a potential carrier. Having certified mechanics insures you that the best maintenance is being applied. Having associations assures you the customer that the carrier has access to the latest training and safety information for the drivers as well as friends throughout the state and the nation should a mechanical issue arise during your trip. Get the DOT # and put your computer to work. Check to see how the carrier is rated by the inspectors and check to see how they are doing as far as safety goes. There are several websites that can help with this.

By doing a little homework now, you can help insure that the transportation you are responsible for ordering will be exactly what you were looking for. You don't have time to be dissappointed.

Some helpful websites:

• Safersys.org
  (Safety and Fitness Electronic Records System)
• United Motorcoach Association (UMA) www.uma.org
• American Bus Association (ABA) www.buses.org
• Commercial Vehicle Safety Alliance (CVSA) www.cvsa.org
• or call the Minnesota Department of Transportation at 1-888-472-3389

RFP's or Bidding Trips

If you are doing an RFP (Request for Proposal) or "Bidding" a trip, you are the one who determines what you want and need for equipment. You can put as much into the specifications as you like. It can be as simple as a passenger count requirement to having a vehicle of a certain make, model, year, COLOR, Special markings, documented driver training and more. You can require a bidder to supply insurance information and DOT #'s as part of the bid requirements. Any documentation you wish to see can be asked for and should be provided to insure you get exactly what you are looking for.

Helpful Hints for planning a trip:

When calling for a quote, the following information is very helpful:

• Know what the earliest time is that you would like your motorcoach to arrive for loading. Determine what the latest time back to your origin would be. This will allow us to figure your trip using the maximum amount of time. This will help prevent any additional charges after the service.
    
• Know the address of your pickup point.
   
• Know the address of your destination. If the address is not available, at least have a phone number of your destination. If you are contacting your destination, ask if they have maps available.
   
• Consider your options for routing. Do you want to use the freeway or secondary roads? Freeways can be faster, but often are more miles.
   
• If you are traveling more than 500 miles, you may need a second driver or a scheduled "Overnight." Your sales person will be able to answer this one for you.
   
• If your travels include rooming your group for a period of time at a hotel, try to get a room for your driver too. Buying multiple rooms in advance gives you a rate advantage over the bus company ordering only one room upon arrival. This will in turn, save you money.
   
• Look at our different types of buses to see which one might suit your needs the best
   
• Please do not hesitate to ask your sales person for any more information that may make your trip more enjoyable.