Meetings & Conventions: Planner's Portfolio September 2001 Current Issue
September 2001 ChecklistPLANNER'S PORTFOLIO:




The following checklist was compiled with the help of Brian Scott, vice president of Escot Bus Lines, 6890 142nd Ave. North, Largo, Fla. 33771


  • For how long has the motor coach company been in business?
  • How often are coaches mechanically inspected?
  • What is the average age of the motor coaches?
  • What type of coaches does the company use? (For instance, certain models might exceed the maximum height requirements for enclosed hotel entrance areas.)
  • Are vehicles cleaned nightly?
  • What is the seating capacity of vehicles the company uses?
  • Is it possible to visit the company’s facility and look at the coaches before making a decision?
  • Can the company provide proof of insurance coverage?
  • Can the company provide proof of worker’s compensation insurance?
  • To which professional associations does the company belong?
  • What is the company’s U.S. Department of Transportation or Department of Defense rating and date of last audit?
  • Does the company have mobile communications and uniformed drivers?
  • What languages do the drivers speak? Are bilingual drivers available, if necessary?
  • What is the average amount of time on the job for drivers? (High turnover rates might be an indication of substandard service.)
  • Who will be the main contact person at the motor coach company?
  • Does the company have an after-hours emergency phone number?
  • What happens if a motor coach breaks down while in service?
  • What is the minimum hourly usage charge? When do overtime charges apply?
  • Does the quoted price include gratuity, airport pick-ups, tolls, fuel surcharges, etc.?
  • If coaches are needed for several hours, is a more economical daily rate available?
  • Does the company offer a volume discount if several vehicles are needed?
  • Does the firm have local permits to work in areas such as airports, piers and parks?
  • Obtain and check the motor coach company’s references.

  • Provide dates, times and places of required services.
  • Include the number of coaches required and their passenger-carrying capacity.
  • Provide basic information about the organization and profile of the attendees.
  • Note any special services required, such as handicapped accessible vehicles, other ADA requirements or VIP needs.
  • Spell out requirements regarding subcontracting to other carriers. Ask that any subcontracted work be specifically addressed in the written contract.
  • Specify if the group will require on-site dispatchers and/or coordinators from the company.
  • Specify if the group will require any special A/V amenities, such as a videotape player or public address system.
  • Indicate whether rest room-equipped coaches are necessary.
  • Note whether the group will require signage on coaches.
  • Indicate peak times for maximum shuttle service and times intermittent shuttles will be needed.
  • Request information about allotted or required driver break times.

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