Help - Anyone ever planned a group bus trip?

[Coll0610]

I'm looking into organizing a bus trip for a group of elementary school aged kids and their parents. We'd be traveling to the National Chess Tournament in Nashville next May. I've found a bus company that I'm comfortable using and I'm having them send me a contract so I can figure out the costs. Has anyone ever planned anything like this? Do you have any advice? What kind of "rules" do I need to set? Do I need to have the riders sign any kind of agreement? Do I, as the individual organizer, have any personal liability if anything goes wrong? I've tried searching the net for information but I'm not finding anything. Any help would be greatly appreciated!!

 

[jipsy]

Yes, I did it one time and it was a pain in the rear. I needed a certain amount of people to make the bus trip affordable (from Alabama to SC and back); I think it was 42. 42 people committed but I could only get money out of about 30 of them before the trip. Many people, both commited and non-commited $$$ wise, didn't show up. I didn't plan for that, because I knew all of these people well and was really surprised. So we took up a collection for the difference (it was significantly higher per person) to pay for the difference of the 15 that didn't show. Even though I had told people no refunds (since the cost per person was based on commitments), I still had people call me and ask me for refunds. I ended paying some of it out of my pocket too.

I'd never do it again myself.

Is this a school sponsored trip for the Chess team or something? If so, maybe you could get one of the school buses and drivers to do it.

 

[janette]

Be sure to check out the bus company at http://www.safer.fmcsa.dot.gov/CompanySnapshot.aspx . It will give you the information on their safety ratings and if they are registered properly. The bus company is required to have libility insurance, there is a local case where a church hired a company without insurance and there was a bad accident. The families did sue the church in that instance so making sure you have a properly insured carrier is crucial, they should be able to show you proof on insurance.

My sis and her DH own a tour/charter bus company (not in your area), I know that they do help organize trips sometimes even if it is a charter. Ask the company for advice. What are you trying to organize? Are you doing more than the tournament? Do you need hotels and that type of thing or just general planning?

 

[Coll0610]

I'm not organizing the tournament. It's being held at at the Gaylord Opryland hotel/convention center and they have arranged a special rate That is where the bus is will drop off and pick up, so that's where they will need to stay. They will have to make their own hotel reservations. I'd already planned to ask for payment in advance (well in advance) with no refunds (but if I had a waiting list, they could contact someone on the waiting list and try to resell their seats). I'm not too worried about the money because if I don't have it before the cancellation date, I'll cancel the trip. I will also make it clear that all the kids have to be accompanied by a parent. I was wondering about things like how to assign seats (probably first come, first served), should there be any rules on allowing snacks etc. Also, has anyone ever opened a bank account for something like this?

The school chess club isn't interested in sponsoring the trip, and it wouldn't be limited to just kids from our school anyway. They will get first chance at the seats but I will open it up to anyone from our area to fill the bus.

 

[janette]

I wouldn't worry about assigning seats, one of the best things about a bus trip is being able to move around. Especially kids would like that and they won't want to sit by their parent the entire time.

Unless you are pressed for time plan to stop every couple of hours, this gives everyone a break out of the bus. Try to work with the bus line on dining spots, I know my sis trys to stop in an area where there are several fast food choices within a walking distance of each other. They will be more familiar with the best stops. Make sure there is a time for getting back on the bus and a buddy system / head count to make sure you get everyone. Most bus companies will allow food / drinks on the bus but you may want to check and pass that along. Some people might want to bring a small cooler so they aren't limited to what might be a rest area.

Does your convention provide food? You may need the bus to take you to places to eat, the Gaylord here can be pretty expensive and if it isn't included in the convention price you might want to eat elsewhere. A mall with a food court can be a good option if you have the time. You'll want to make sure you arrange for the bus to be available during the trip if you'll need it. Don't forget to plan a room for the bus driver but they will probably include that in their pricing.

 

[Coll0610]

We have to arrange and pay for the bus driver's hotel room. We're just going to have the bus drop us at the hotel and then take us home. Food is expensive at the hotel, but fortunately there is a huge mall right across the parking lot with a large food court. Because of the schedule for the tournament, it would be very difficult to schedule meals.

Can anyone think of anything else I should plan for?

 

[sharbear]

I don't know anything about chartering a bus, but good luck. I went to a convention at the Opryland Hotel with my DD a couple of years ago. It is very beautiful. We did not stay at the Hotel because it was too expensive for just my DD and I. There are other, less expensive hotels that border on the Opryland Hotel and they have shuttles which will take you to the hotel (they charge you everytime you park at the Opryland Hotel).

In the hotel itself is a food court. It's very nice. At the front of the hotel, if you can find the front of the hotel LOL!, is a coffee shop which sells sandwiches and boxed lunches. They also have a gelato shop, don't miss that, my DD still talks about the gelato.

You can walk to Opry Mills, its a short walk. They have another food court and other restaurants.

Opryland Hotel is a great place to have a convention. We could go to exhibits at the convention center and walk to the food court for lunch and you feel as you are getting a break. Don't miss the fountain show.