Meetings & Conventions: Planner's Portfolio April 2003 Current Issue
April 2003 ChecklistPLANNER'S PORTFOLIO:




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


  • How long has the company been in business?
  • How often are coaches mechanically inspected?
  • What is the average age of the fleet?
  • What type of coaches does the company use? Do all vehicles meet the maximum height requirements for enclosed hotel entrance areas?
  • Are vehicles cleaned nightly?
  • What is the seating capacity of the vehicles to be used?
  • 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 workers’ compensation insurance?
  • To which professional associations does the bus company belong?
  • What is the company’s U.S. Department of Transportation or Department of Defense rating and date of last audit?
  • Are drivers equipped with mobile communication devices?
  • Are drivers required to wear uniforms?
  • What languages do the drivers speak? Are bilingual drivers available, if necessary?
  • What kind of accommodations does the company offer for disabled passengers?
  • What is the average amount of time on the job for drivers? (High turnover rates might be an indication of substandard service.)
  • Who is the main contact person at the company?
  • Does the company have an after-hours emergency phone number?
  • What is the company’s policy 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 operate 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 in a formal request for proposal.
  • Include the number of coaches required and their passenger capacity.
  • Provide basic information about the organization and a profile of the attendees.
  • Note any special services required, such as wheelchair- accessible vehicles, other Americans With Disabilities Act requirements or VIP needs.
  • Specify requirements regarding subcontracting to other carriers. Stipulate that any subcontracted work will be addressed in the written contract.
  • Note whether the group will require on-site dispatchers and/or coordinators from the bus company.
  • Indicate whether the group will require any A/V, such as a videotape player or a public-address system.
  • Indicate whether rest room-equipped coaches are necessary.
  • Note if the group will require signage on coaches.
  • Indicate peak times for maximum shuttle service and times when intermittent shuttles will be sufficient.
  • Request detailed information about allotted or required driver break times.

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