This checklist was compiled with
the help of New Orleans-based Hotard Coaches (800-553-4895; www.hotard.com).
Will transportation be needed to and
from the airport?
Will you need transportation for
Will a shuttle be required between
hotels and the convention center?
Is VIP transportation required?
Will transit be required for
attendees with special needs?
Will there be guest/fam tours of the
Estimate the number of people
requiring transportation for each event.
Establish sites for attendee
pick-ups/drop-offs, limiting the number of stops to no more than
Will attendees be moved in one trip,
or will buses make multiple trips?
Establish peak and nonpeak transit
If considering shuttle service, are
any of the hotels on the shuttle route walkable?
SELECTING A GROUND
Request information on ground
operators from hotels, the CVB and the convention center.
Ask if the company offers corporate
accounts, and check references.
Check the company’s safety rating
with the Department of Transportation’s Office of Motor Carrier
Federal Highway Administration (800-832-5660; www.safersys.org).
What is the company’s specialty
(e.g., convention services, local charters, out-of-state
How many vehicles does the company
have? What is the seating capacity?
What is the condition/age of the
fleet? If you can, inspect the vehicles and the facility.
Do vehicles have air conditioning,
seat belts, public-address systems, rest rooms and other facilities
Do the vehicles meet ADA
How much advance notice does the
company require to accommodate people with special needs?
Does the company have a two-way radio
Does the company have 24-hour on-call
What are the emergency
Are all vehicles insured? Ask for
Ask the insurance carrier if you can
be added to the policy. Include an indemnification clause in case
of an accident.
What is the company’s driver policy?
Does the company limit driver shifts to 10 hours of actual driving
If your itinerary exceeds 10 hours,
how will the company meet your group’s needs? Is there an
Do quoted costs include fuel,
equipment, signage, maintenance, union fees, taxes, surcharges and
Are gratuities added to the bill, or
are they optional?
Ask for a complete cost breakdown of
driver time, waiting time, dispatcher and anticipated
Does the company do background checks
Do the drivers belong to a union? If
so, when will their contract expire?
What is the company’s drug and
What is the company’s policy on
mileage over the contracted amount?
Does the company offer complimentary
service hours or discounts?
IMPORTANT POINTS TO
Is the company’s proposal detailed
Did the proposal stay within your
budget? If not, was the company willing to make adjustments?
Are there any cancellation
Did the company readily provide a
list of clients, insurance certificate, safety rating and site