Hiring a Charter Coach

Avoid disappointment by asking a few questions before you buy

Shopping for a motor coach charter operator to transport your group can be a confusing and uncertain experience for consumers. Prices and services vary from company to company, and healthy competition exists between carriers for your business. Selecting a company on the basis of price alone could lead to disappointment down the road. There are some unscrupulous operators who exploit a competitive advantage gained through non-compliance with the laws that regulate the motor coach industry.

While safety and compliance pays, it also “costs”. Responsible, legal, and reputable coach companies make considerable investments to recruit and train suitable drivers, monitor driver condition and performance, inspect and maintain their vehicles to prescribed standards, obtain required insurance coverage, comply with hours of service limits, etc. Unfortunately there are a few companies that don’t. These companies can operate, albeit for a limited time, by cutting corners and shaving operating expenses in areas of safety, maintenance, insurance and other regulatory controls.

Parkinson Coach Lines has provided this list of suggested questions to help build consumer confidence when selecting a charter carrier. The company should be comfortable with your questions and prepared to respond. A lax attitude could put your charter group at risk. Assuring your charter carrier is fully legal and responsible before your trip can prevent disappointment down the road.

Questions smart consumers ask when shopping for motor coach charter services

Does your company have a 9-digit Ontario CVOR number? If so, what is it?

Can you fax to me a recent (no older than 60 days) copy of a Level 1 CVOR abstract? (Note: A CVOR abstract is a one page summary document issed by the Ministry of Transportation available to the general public summarizing a carrier’s record for a two-year period. The abstract will indicate the company’s CVOR number, Carrier Safety Rating, fleet size, accident data, safety related convictions, safety inspections, “out of service” rate, audit results, etc.)
Does your company have a Public Vehicle Operating Licence issed by the Ontario Highway Transport Board, and if so, what is the licence number?
What is the name of your insurance company? What is your policy number? How much coverage is carried? Are you covered for travel within the U.S.?
Has your company filed a Certificate of Insurance with the Ontario Highway Transport Board? (Note: Ontario law requires a public vehicle operator to carry insurance in the amount of $5,000 for damage to property of passengers and $8 million for buses with 13 or more passengers. Insurance certificates can be verified by calling the Ontario Highway Transport Board at 416-326-6732.)
For trips to the USA is your company registered with and hold and Operating Authority issued by the United States Department of Transportation? If so, what is your US DOT number? (Note: The US DOT number can be verified through the US DOT web site at: http://www.safersys.org/ In addition, insurance required by US DOT for US travel (US $5 million) can be verified on this web sit. The US DOT number must be displayed on the side the coach.)
For trips to the USA are your drivers enrolled in a drug & alcohol-testing program as required by US DOT? Can you provide proof? (Note: The US Federal Motor Carrier Safety Regulations, Part 382 and Part 40, require all bus drivers who enter the USA to be enrolled in a drug and alcohol testing program which entails pre-employment, post accident and random testing for alcohol and drugs.)
What is your company’s policy regarding driver hours of work? Can you affirm that our driver will be in full compliance with the Ontario (and US rules) throughout the course of our charter? (Note: Ontario law restricts driving time to 13 hours in a day, after which the driver must take 8 consecutive hours off-duty before driving again. In the US, these numbers are 10 and 8 respectively. To see the Ontario law, visit: http://www.e-laws.gov.on.ca/DBLaws/Regs/English/930004_e.htm.
Will our coach have a valid safety inspection sticker on the front right corner of the coach? (Ontario law required buses to undergo a mechanical inspection every six months. The safety sticker indicated the day and month of inspection.)

Additional things to consider:

Maintenance: Don’t be afraid to ask searching questions when it comes to the company’s vehicle maintenance practices, such as “who inspects and maintains the coaches... where are the coaches maintained?”

References: Be wary of companies that will not provide references attesting to their safety performance and service quality.

Driver Training: Ask questions to satisfy yourself that the company conducts regular driver training and evalution. Do you have on-staff certified Driver Trainers, certified by Pride and/or Transportation Health & Safety?

Vehicle Age & Amenities: Determine the age of the coach if that’s important to your group. Motor coaches are solid and well made vehicles that have a much longer service life than cars, so older equipment that has been well cared for can indeed provide safe, clean and reliable transportation. Be sure to ask about amenities that are important to your group, such as video and sound systems, lavatory, reclining seats, wheelchair lifts, luggage storage, air conditioning, etc.

Back-up in the Event of an Emergency: Even the most modern, well-maintained coaches can experience and unforeseen mechanical failure. Reputable and experienced companies have 24-hour back-up measures and contingency plans in place to minimize disruption and delays en-route.

When in Doubt... Check It Out: Legal, responsible and safe companies have nothing to hide and will proudly show you their maintenance and operations facility. If you’re unsure the company’s services will meet your needs, ask to drop by and see before you buy.