Does your group have any special needs that must be met? Things like the need for video, gallery or other special equipment.

Clearly spell out your schedule and what is involved in detail.  Be sure the company knows what hours the driver must be available to the group, and if the driver must stay at the same hotel.

Ask how long the company has been in business.  Find out when the company was established, and how long it has been offering charter motorcoach services.  A good track record is always desirable.

Request that the company supplies its ICC and DOT numbers.  Such numbers are assigned by the U.S. Government and are required to operate legally.

What is the company’s DOT Safety Rating?  A satisfactory rating is standard.  Never charter from a company with an unsatisfactory rating.  Call the Federal Highway Administration’s Office of Motor Carriers at 1-800-832-5660 to verify a carrier’s safety rating.

Request a Certificate of Insurance.  Your carrier should supply a certificate of Insurance.  This certificate shows the carrier’s levels of insurance and effective policy dates.  Accepted levels of insurance call for a minimum of $5 million for combined single-limit liability.

Ask for references.  Request and contact references from similar type groups traveling on similar type programs.  Never charter for a company unwilling to provide references.

Is the company available for inspections?  You should inspect the motorcoach equipment, general offices and garage facilities before signing and contracts or agreements.  You can tell a lot about a company just be looking.

What is the average age of the equipment operated?  Vehicles that are over 10 years old, unless properly maintained on a preventive maintenance basis, can have a greatly diminished reliability factor.  Generally, the newer the motorcoach, the fewer the breakdowns.

Is the carrier a full service company?  Do they have their own maintenance facilities?  Can the provide vehicles to meet special needs?