Planning a group trip can be fun—but you know what’s not so fun? Figuring out your budget. Especially when it comes to transportation, costs can quickly spiral out of control, especially if you aren’t familiar with what factors affect pricing. That’s why the Partybus.com team has put together this guide: to walk through how we figure out the cost of every bus rental quote, and to ensure you’re equipped to budget for your group’s next trip. Or you can always call us at 877-563-2133 for a quote within minutes!
**Here are some estimated rates to help you start planning your budget. Actual pricing can vary signifcantly.
The 56-passenger charter bus ranges from $200 to $400 per hour, $2,300 to $4,200 per day, and $4.00 to $4.95 per mile. For smaller groups, the 35-passenger minibus offers rates between $185 and $360 hourly, $2,200 to $3,500 daily, and $4.30 to $5.15 per mile. The 20 to 25-passenger minibuses in our network are generally priced at $170 to $355 per hour, $2,100 to $3,400 per day, and $4.25 to $5.15 per mile. The smallest option is the 18-passenger minibus, which runs from $165 to $350 hourly, $2,000 to $3,000 daily, and $3.90 to $4.90 per mile.
How Do We Calculate the Price of Your Charter Bus?
In a word? It’s complicated! No two trips are exactly alike, so no two quotes will be exactly alike either. We build each and every Partybus.com rental quote from scratch, taking into account every detail that can affect the final cost—from the type of bus you need to the distance you’ll be traveling, from what time of year you’re on the road to the city where your pick-up point is located. That means you’ll only ever pay for a bus rental that truly suits your needs. Call us at 877-563-2133 to receive a free quote—with no obligation to book—or simply keep reading to learn more about what factors may affect your charter bus rental pricing.
Where You’re Headed
First things first: how many miles are on the road ahead? This is one of the biggest things we look at when we determine your bus rental cost. If your group is traveling 500 miles, your bus will need to use a lot more fuel than if your group is traveling 50, right? It makes sense that you’d pay more for your bus to cover the longer distance—so be prepared to share your destination when you call for a quote. If you can, provide us with the addresses of each stop you plan to make so you aren’t charged extra for unplanned detours later on.
How Long You Need The Bus
Most charter bus rentals are charged by day or by hour. If you’re traveling to a local event like a baseball game or a museum tour, your bus rental company will likely quote you an hourly rate for the day. On average, companies have a five-hour minimum for hourly rentals—but we can generally work around this to find you a package that you need.
If you’re traveling out of state, attending a multi-day festival, or need your bus rental for longer than 10 hours, your rep will likely give you a price based on a day rate. We’ll also let you know if you’ll need to cover your driver’s lodging (since they’re not included in the initial quote) for overnight trips. Your bus driver will need at least 8 hours of rest for every 10 hours they drive, so if you’re planning a long-distance trip, it’s important to make sure everyone’s needs are met before you hit the road!
When You’re Traveling
Believe it or not, bus rentals have peak seasons, just like plane tickets do! That means your trip could be more expensive if you’re traveling during the months when the most people are booking—usually in spring and summer, when there are more graduations, wedding celebrations, and family vacations to coordinate. On average, the least expensive time to rent a bus is in the winter, especially in January and February.
Your Pickup City
Some areas of the U.S. don’t have as many bus rental providers as others—which can lead to a higher demand and less competition between companies. For example, because many New England states have lots of narrow, winding roads, you may find it’s more expensive to book a charter bus in Boston than it is in Los Angeles, where the streets are generally wider and more accommodating for larger vehicles.
If your group is being picked up in a city that isn’t the same one where your bus rental company is located, you’ll need to factor in an additional expense for “deadhead.” Deadhead refers to the distance your bus must travel before it arrives at your group’s pickup location—so if your group is getting picked up in New York City, but your bus is leaving from Philadelphia, you’ll need to pay for the miles your bus drives from Philly to NYC.
The Bus You Select
Minibuses and motorcoaches come in various sizes, and with these varying sizes come different hourly and daily rates. For a small- to mid-sized group of under 35 people, a minibus would be the better choice and may even come with a lower overall cost.
The bus model and its specific features will also impact your rental price. Our network includes a variety of motorcoaches from popular bus manufacturers like Temsa, Prevost, Van Hool, Setra, MCI, and more. All buses have the standard comfort features: cushioned and reclining seats, air-conditioning and heating systems, a PA system, overhead luggage storage and more. But when it comes to luxurious features, minibuses will not have as many as their bigger counterparts.
Full-sized motorcoaches, such as a 56-passenger bus, can be outfitted with an on-board restroom, additional luggage storage beneath the bus, and other premium features. And as with any luxury, you’ll pay extra for more features. So if you’re going on a long trip across Texas or taking your friends on a weekend to visit California wine country, be sure to factor in how much those extras will cost.
The Amenities You Select
Amenities like air conditioning and cushioned seating come standard on most motorcoaches, both minibuses and charter buses alike. But if you need something a little extra—TV screens and a DVD player, WiFi connectivity, reclining seats, a PA system, and more—you’ll need to request them from your reservation rep. Just ask what’s available when you go to book, and we’ll see if your bus can be fitted with them for an additional cost.
Don’t forget about your driver! In addition to the cost of your charter bus or minibus rental, you’ll also need to cover your bus driver’s time and travel expenses. These expenses can include their time behind the wheel (usually a minimum of 5 hours per day), overnight lodging for multi-day trips, and a gratuity—which is not included in your initial quote, but usually between 10-20% of the cost of the bus.
Tips for Keeping Costs Down
Here’s some easy advice for budgeting:
- Choose the right bus. Fit your passenger count with the bus you select to minimize the costs!
- Book your bus early. Like airline tickets, bus rental prices fluctuate based on the time of year and the level of demand. The more people are booking buses, the higher the prices will go. If you book your bus at least 6 months in advance—especially if your trip is during the spring or summer—you’ll have a better chance of getting the right bus at the right price. If you wait until a week or two before your trip, there’s a greater chance that all the buses that are a good fit for your group will already be booked. You may have to settle for something smaller or more expensive (or both!).
- Have an accurate itinerary. The more mileage your bus has to travel, the more you’ll pay for your rental. But you’ll also pay more if your bus has to travel a long distance to reach your pickup location. Try to keep your pickup and dropoff points as close as possible to the city where your bus is stationed. Alternatively, if you’re planning a road trip, try to begin and end your trip in the same city as the bus company’s headquarters. This will minimize deadhead costs and help you secure a lower price!
- Contact your hotels, stadiums, and event venues for bus parking info before you book. Parking a charter bus in a big city isn’t always easy, especially in locations with limited parking or in historical districts. Contact the venues on your itinerary ahead of time, and ask where your bus can park. If you’re staying at a hotel, ask the booking agent about bus parking and overnight parking for oversized vehicles.
- Consider room discounts for drivers. When you call to make group hotel reservations, ask about discounted or free rooms for bus drivers. Most hotels will offer this perk for drivers as long as you’ve booked a block of rooms.
Get a Quote Today!
Ready to hit the road? Partybus.com is here to make the process of booking group transportation as easy as possible. Our reservation specialists have experience with planning all kinds of events, from private day trips and wedding shuttles to multi-day field trips and corporate shuttle services. We know what it takes to find the right charter bus for the job, and we’ll make sure you’re always in the loop when it comes to the cost. Call us at 877-563-2133, and let us know all about your next adventure!
Sample Trip Costs
Here’s some sample trips to give you a better idea of what a trip could cost. This are just hypothetical examples, and are not actual rates!
Example
A private school in San Jose, California is taking 65 high school juniors to attend an all-day academic conference in Berkeley. The school needed a charter bus rental with WiFi for its trip, as their itinerary required that the kids work on group presentations during their time on the road. The bus driver would take the students from their pick-up point in San Jose to their drop-off location at the conference in Berkeley in the morning, then pick them back up in the late afternoon and drive them to a designated drop-off point.
Distance (roundtrip): 100 miles or about 2 hours
Total quote for charter bus (2 56-passenger buses): $4,800 for 8 hours (including base price, mileage, driver cost, and fuel)
Example
A groom asked us to reserve a minibus rental in San Diego for his bachelor party. His reservation representative found the best price for a 18-passenger minibus. The driver would transport the party guests from their hotel in the morning to Temecula Wine Country and drive them back in the evening. He asked that the bus include WiFi so his party guests could share their favorite photos while on the road.
Total round-trip mileage: 170 miles or about 3 hours
Bus rental quote: $2,200 for 8 hours (including the base price, mileage, driver fees, fuel)
Example
A New Orleans construction company needed transportation for their crew to work sites each day. There was no public transportation available from the housing center where most of the crew members lived, and some would have to drive more than an hour each way. They also would have to pay a lot in parking fees at the site. Their company’s owner contacted Partybus.com to discuss a shuttle service. Their reservation expert recommended that they book a 28-passenger minibus on a regular contract to pick everyone up near their housing complex.
Daily cost of minibus rental: $900
Example
An organizer of an academic conference at the Austin Convention Center called to reserve a fleet of shuttles for attendees and guests from local hotels. To meet the needs of the more than 2,500 people who’d be attending their convention, Partybus.com organized 15 standard charter bus rentals with WiFi and power outlets and 15 minibuses with premium reclining seats and onboard restrooms.
Daily cost for each minibus: $2,100
Daily cost for each charter bus: $2,700
Example
An Atlanta realtor booked a private sightseeing tour for a group of international investors who wanted to view potential residential property in Midtown. He needed a bus that could easily drive through busy Atlanta streets. His Partybus.com representative recommended a 24-passenger minibus.
Total duration: 3 hours
Bus rental quote: $750