When renting a charter bus, there are several variables that contribute to the end bus rental rate. It's important to understand what factors affect the cost to aid you in making a well-informed choice when arranging your next trip or event.
Fuel cost: Fuel costs can be volatile, and they play a role in the cost of renting a charter bus. On average, fuel accounts for 5-10% of the total bus rental cost, and charter bus companies may not always be able to adjust this figure.
Basic hourly rate: The basic hourly rate for a charter bus is determined by the type, size, and grade of the charter vehicle. This hourly rate includes garage-to-garage time, which means that the client cannot determine the final price on their own.
Weekday considerations: Saturdays, Sundays, and Fridays are typically the most in-demand days for charter bus rentals and can be reserved 16 months in advance.
Time of day: Late-night trips will incur additional costs, so it's important to keep that in mind when determining your charter bus rental needs.
Hours of service: The USDOT sets a maximum number of driving hours permissible for the driver per day, which is 10 hours of driving time. If a client needs a charter bus for a trip that exceeds 10 hours, a second driver will be required, which will affect the overall cost.
Hotel room: If the trip exceeds 10 hours but you do not need the bus to drive more than 10 hours per day, you will be required to pay for the driver's hotel room for any overnight stays.
Minimum hours to order: Every charter bus company and every bus has its own minimum hours or rental amount, so it's important to check with the charter bus company for specific details.
Demand: Charter bus companies are usually busy, and if a company is almost sold out or anticipates high demand, the cost of renting a bus may increase.
Time of booking: Booking early can result in a discount, but it's also important to keep in mind that insurance costs can increase significantly from one year to the next, and this will impact the overall cost of renting a bus. It's important to read the contract carefully and understand what you will be responsible for paying if insurance costs or fuel costs increase.
Special requests: If you want specific amenities to be included in your rental bus, this will impact the overall cost. Providing a bus that is available on your preferred dates and has the amenities you want can be more difficult, which will result in a higher rental cost.
Distance: Some charter bus companies include a certain number of miles in their base hourly rate, but additional miles above this threshold will affect the overall cost.
Idle days of the bus: If the bus is required to stay with you for multiple days, this will impact the overall cost of renting a bus. The fact that the bus is not available to serve other customers during this time will affect the total cost.
Factoring in these considerations can give you a clearer picture of the charter bus rental experience. Before arriving at a decisive conclusion, it's crucial to take into account the disparities between various charter bus companies and their respective vehicles and to thoroughly inquire and acquire all necessary information.