A bus trip does not happen on its own: it requires a lot of planning and organization so that the itineraries run smoothly and all participants have an enjoyable experience. If you have been tasked with planning a bus trip, you will need to determine travel times, schedule an itinerary, send invitations, and book a charter bus service.
Here are some tips for planning a successful bus trip:
1. Choose a date and a destination. Choose a date and destination for your bus trip. Then make calls to book accommodation or activities at the destination. If your group will be visiting theme parks or museums, please contact the venue to arrange discounted group entry rates.
2. Book a charter bus service. Call several reputable charter bus services and request a quote. Find out what kind of buses they offer, how many people do they have? Do they have air conditioning? Is there a bathroom on board? Is there a TV / DVD player? Agree on a deadline to provide a final person count, as well as a cancellation policy. Find out if the bus company would allow you to make a last minute bus change if your numbers are higher or lower than expected.
3. Create an itinerary. Create an itinerary based on the destination and possible routes. With the help of the charter bus service, decide how many stopping points will be needed along the way to help make the trip comfortable and what activities are available along the route. Calculate a cost per person for the trip based on bus fares, entrance fees, and any incidentals.
4. Send invitations. Send invitations to group members, including travel date, duration, departure time and return time, cost per person, and payment date. Ask the group to RSVP on a date that is at least 4-5 days before the date the final headcount is due to the bus company; This allows you to easily manage any last minute fluctuations in the numbers.
5. Manage reservations. Keep a spreadsheet that lists all reservations, contact information, and if money has been paid. Email the itinerary to group members when they check in.
6. Confirm charter bus service. Confirm activities at your destination and charter bus service three to five days before your trip.
7. Prepare materials on board. Select some DVDs that can provide entertainment for the group during the trip and make sure you have a first aid kit (which the charter bus company can provide) and any other supplies on board.
8. Greet your group. On the day of travel, please arrive at least 30 minutes before the scheduled departure time to introduce yourself to the charter bus service driver and greet group members when they arrive.
By following these simple steps, you will be able to successfully plan and execute a smoothly running bus trip for your party members. Along the way, communicate points of interest and always give clear scheduling instructions to the group, meaning when and where to meet after each stop. Lastly, keep calm, relax, and enjoy the ride!
