How to Run a Bus Trip
- 1). Choose a date and destination for your trip. Contact the destination and find out the costs of entrance fees, time allotted for a visit and available dates for group tour visits. Be sure to lock in group rates for all admission fees. Get the specific address or location of the tour destination from the contact to plan routes and timetables.
- 2). Contact a reputable tour bus company to make a reservation for your travel needs. Find out what size buses are available and their varying costs. Ask if the company allows last-minute size adjustments---if renting a larger or smaller bus is possible if your final group numbers are smaller or larger than anticipated. Confirm the deadline for providing a head count to the bus company.
- 3). Make an itinerary for the trip based on the destination and route options. Decide how many stopping points you'll need along the way to make for a comfortable trip, and which destination activities will be included in your trip. Set a cost for the trip based on the entrance fees, bus rental divided by potential number of people and any meals or extra fees that must be included. Determine a cancellation policy.
- 4). Send invitations to the potential group members that include the date of the trip, time for departure and return, cost per person and when the fee is due. Set a reservation deadline at least five days earlier than your finalized bus head count is due. This allows for last-minute recruiting, while still allowing you to meet your agreed deadlines with the bus company. Keep a file on incoming reservations, money paid and contact information for participants. Distribute any itinerary details to participants as they register.
- 5). Confirm your destination and bus reservations again three to five days before the trip. Make any last-minute adjustments for numbers of participants. Prepare any materials and fees you need for the day of the trip. Arrive 20 to 30 minutes before the scheduled departure to greet participants and ensure that everything goes smoothly. Introduce yourself as the leader to the bus driver. Communicate points of interest along the way and give clear directions to group members about time schedules for the itinerary, where to meet and what they need at each stop.
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