Motorcoach Travel: Things To Know Before You Go!

MOTORCOACH GROUP TRAVEL: THINGS TO KNOW BEFORE YOU GO!

Let’s take a moment to address the highs and lows of motorcoach travel. Bus travel is not always for everyone. It can be a great lower cost option to get you to a destination while providing wonderful memories with family and friends. There’s no driving or parking to worry about; simply climb aboard and allow someone else to drive you to the doorstep of your destination. We do our best to make sure you are prepared for your trip beforehand by answering any questions you have, helping you plan activities and itineraries upon request, and sending information and tips for more comfortable travel such as recommending a pillow, blanket and snacks.

We want to ensure you understand the industry a bit (including regulations that drive itineraries) and are fully aware and prepared for your bus journey, including the potential “lows”. Please read carefully and contact me directly with any questions or concerns.

If you have traveled with us in the past, please be aware, the bus company is different for 2023 and yes… so are the buses.

The motorcoach industry has changed significantly since the pandemic. Approximately 60% of companies shuttered, to never reopen. This leaves us in a current state of extreme supply and demand -- and the few reliable long-term companies still in business are using that to their advantage by significantly increasing rates. To my knowledge there are no companies in our immediate area, especially those willing to provide night drives.  In many years past, we primarily used a bus company that worked well with us in every capacity. It was a tremendous working relationship, especially with drivers. To my heartbreak, during the pandemic, that company moved to more of a corporate contract clientele and increased their rates exponentially. To that end, I was forced to select a new company, choosing one with a 30+ year history in the business. The choice was made to keep rates close to those prior to the pandemic, which was important to clients surveyed.

How different can a bus be?

The size and overall layout is the same. The current bus has two seats on each side of the aisle, storage inside the bus above the seats, and large-item storage underneath that is accessed from outside. We always request buses with device outlets at each seat and DVD players and screens.

The biggest differences are engine horsepower and seat design. MCI buses (the bus model, similar to car models)  have quite a lower horsepower engine. All buses, like semi-trucks, slow when going uphill. The lower horsepower can make a difference of several mph climbing those hills. I now know a lower horsepower can mean a max speed of 30mph uphill which can significantly add to a drive time. Unfortunately, I do not know what buses will be sent to me before trips. I can request more powerful models, but that cannot be guaranteed. I have requested only Prevost models for upcoming trips, especially red-eyes, which have tighter timeframes.

The difference in seating is primarily the fabric and number of rows/seats on the bus. Pre-pandemic, most all buses we were sent in the past had cloth fabric seats. Post pandemic, they have been leather style. Cloth tended to be a bit softer, but leather allows for an easier sanitation process and cleanup in case of spills. We suggest a seat cushion for either type to make a difference in comfort on long excursions. The biggest impact you will see if you have traveled with us in the past is more rows of seats. The previous company would remove a few rows of seats to provide extended legroom. Unfortunately, due to supply and demand issues with buses leaving a particular location and traveling to another with minimal downtime, seating reconfigurations are not currently available. Buses for 2023 will have standard motorcoach seating and legroom, not expanded.

COMFORT

Traditional bus travel may not be extreme luxury, but comfort can be achieved with planning. This is why we always recommend items such as a small blanket, pillow, seat cushion, sleep mask, earplugs, and/or a small folding stepstool for your feet (especially if you are on the shorter side). Temperature can be difficult to regulate from the front of the bus to the back. There are several reasons for this including this size of the vehicle and doors being held open at stops, etc. We recommend blankets, because warmer cabin temperatures have a higher chance of making more people feel unwell. People often request the front section of the bus without realizing that it is often the loudest area due to drivers talking with each other or to the hosts, listening to music, etc. Safety, including the drivers’ comfort, will always be the number one priority over anything else.

ASSIGNED SEATING

Seating is always assigned. We do our best to honor requests, as the majority of guests request seating near the front. We often use the method of grouping the section requests and then assign seats by date paid. Please know it is not possible to assign seat numbers at the time of booking. These trips often have multiple changes within groups, often up to the day of departure. Sending seat assignments out to travelers early only causes more confusion when seats are cancelled and resold especially when registered groups add people. The assigned seat numbers are always by the names on the check in sheet. If last minute changes prevent seat numbers being sent to travelers, we direct them to the check in sheet for that information. Please note that in the past, some seats did not contain number labels, but hosts were able to show guests to their seats according to charts.

GROUP SIZES

Group sizes are one of the most often misunderstood issues with bus travel. It is necessary for odd numbered groups to be combined with other odd numbered groups. Again, seats are in twos on either side of the aisle. If you have an odd numbered group, you would not have that “extra” seat for your group. The rates are based on the number of seats. One person from your group will be sitting with someone from another group. People often buy an extra seat to prevent this.

ITINERARY/STOPS

Prior to departure, we provide time to meet the bus for check-in, the estimated time of arrival to the destination, and time to meet the bus for the trip home. We stop for bathroom breaks on average every 3 hours. Please be mindful that this is group road travel, therefore many things can alter stop times including the route with available stop locations (buses need wide spaces to park).  Reasons for rest stops include driver switches, traveler or driver illness, hazardous road conditions, or equipment issues.

We always try to allow drivers to choose the best site if a different type of stop location is needed such as a full-service travel plaza. We also do our best to honor traveler requests for stops. In the past, we have normally never had an issue with excessive requests. Please be aware of the schedule and other travelers’ time at stops and be as efficient as possible. Extended travel time mounts quickly when additional or lengthier stops are requested. Of course, this is also true of traffic and road conditions (particularly snow and rain). Obviously, we cannot control traffic issues such as road construction, accidents or the need for slower speeds due to weather conditions. In the event of such delays, our timing of regular stops can be thrown off and new stops must be found. This makes the creation of a “Stop Itinerary” difficult to produce.

There is a very small restroom (unisex) in the back of the bus, which can be used for emergencies or urgent situations. We are reminded by the bus drivers that the facilities carry waste during the entire trip, so it can become uncomfortable on long trips if guests rely on the restroom too often. Please try to remember that consuming large amounts of food or large quantities of liquids can end up requiring more pit stops than scheduled. As always, plan accordingly. The bus lines we hire do charge a clean-up fee for illness. Refer to specific trip details for the policy.

On night drives we plan a “freshen up” stop. Currently for NYC trips, we are contracting hotel rooms at a Marriott property 45 minutes outside the city for this purpose (not sleeping; only hygiene purposes). For 2023, we were given a rate of $105 per room. This rate is per group, not per person. This option has been widely appreciated by groups since our first stop in December 2022. We plan for this stop to be one hour long. This cost is optional, and in addition to the seat cost. Guests have the option to snooze on the bus or visit the Starbucks in the lobby if you choose to not book a freshen up room. Please note you will not have access to that room after we depart for the city and we no longer stop at a travel plaza. There are surprisingly few travel plazas near NYC. We have arrived in the past and been caught in a group of 30 buses in those parking lots with lines of people out every door. It became increasingly time consuming and stressful. The hotel block outside the city is our current solution to that problem.

FOOD/DRINKS

We primarily stop only at rest areas designed for larger group travel. For this reason, we recommend that guests bring along snacks for the trip to fill in gaps of time before scheduled stops. We always provide water as well as some type of small snack if wanted or needed, but meals are not provided. In addition, over-the-counter medications are not and cannot be provided to guests for liability reasons. Pain relief, stomach upset relief, allergy relief, sleep aids, etc., must be brought and administered by the guests themselves.

We only provide “meal stops” on day travel (not red-eye or overnight travel), and normally only once. Large group meal stops take an average of 2 hours. If we are departing early morning, we ask that you eat breakfast before departure or grab something on your way to board the bus. We will plan a lunch stop. We make every effort to have you to your destination by dinner time on day travel schedules. Of course, in the event of extended delays we would do what is necessary for the safety and comfort of guests. Reminder: Red-eye travel, such as overnight drives to destinations such as New York City, do not allow time for meal stops.  

Efficient stops are also important for drivers. They have a restricted number of hours they can be “on duty”. Buses have digital logs on board and each driver must log in for their shift and log out when their shift is completed. This system counts down their remaining drive time. The logs are subject to inspection at any time and therefore must be followed as required by law. Not doing so will result in large fines.

**PLEASE NOTE: ALCOHOL, SMOKING/VAPING ARE NOT PERMITTED ON THE BUS**

RED EYE TRIPS

You are permitted to bring a small bag with a change of clothes, toiletries etc. for the freshen up stop. You are welcome to leave those on the bus during the day along with your other items such as blanket/pillow. Please remember to take medications with you.

MULTI DAY TRIPS

You are allowed one (1) piece of luggage per person. Any additional pieces will be charged a fee of $20 per bag. You are not permitted to attach/tie smaller bags to a larger piece. NYC has specific regulations regarding group hotel arrivals and luggage handling fees with every piece being counted and charged individually. This also presents the risk of smaller bags being misplaced during transport/storage.

Upon arrival at the hotel, staff will meet the bus to quickly unload our luggage. Any items needed for your stay must be in your luggage prior to leaving the freshen up stop. Hotel staff will store the bags until rooms are ready, normally by 4pm and then deliver to your room after check in. On the morning of departure, you will need to bring your luggage with you to load on the bus. The staff will NOT collect bags from your room.

BUS ACCESS ON LOCATION

You will NOT have access to the buses during the day. You will be dropped off at a select location and later picked up at the assigned time in a select location. You may leave items such as pillows, blankets, and snacks on the bus, but you will NOT be able to access those items until the scheduled pick up. Please be sure to take any needed medications with you as you leave the bus.

Red Eye Trips - The drivers will NOT come back for early pick up. This is regardless of bad weather. We realize rain and cold conditions may not be comfortable to walk around in, but it is important to know that the bus CANNOT return early. This also means the bus will NOT park in the city to allow you to get on and rest. The drivers drop the group at the destination and then drive out of the city to hotel rooms where they sleep and get the regulated number of off duty hours before the pick-up. Please plan your day accordingly.

ABOUT YOUR HOST/COORDINATOR

The hosts of Hope Tours and Travel coordinate travel for guests, which include the transportation to and from the destination. We also coordinate rooming (if part of the trip), tickets to select events if advertised as part of the tour, and we coordinate group tours (also if advertised as part of the trip). However, individual excursions, ticketed events, etc. (personal interests) are to be coordinated by the traveler. Your hosts will make recommendations and suggestions, and we can often check for discounted rates to help you with your requests. However, most trips are advertised as “on your own”, which means that hosts are available to you via text or phone, but we are not leading or responsible for, group or individual experiences. Please note that unless a trip specifically indicates group led, and by whom, then the event is offered as an available activity at your own expense, and by yourself or with your own group. Please ask us if you have any questions about activities and whether they are led by a Hope Tours and Travel host, or by the organization not in conjunction with Hope Tours and Travel.

Where will we be? Since the buses depart the location after drop off and return to a site for rest as required by law, this means that your Hope Tours and Travel hosts also have to leave the bus and find things to do on the trip. However, we work very hard to remail in general locations that are as convenient as possible for guest response. This is not always possible, such as the case of theater productions, etc., but your hosts will be in the general vicinity of attractions and events in the case of emergency. Please note that should anything happen during a trip, please notify emergency authorities AND your Hope Tours and Travel host.

COMMUNICATION

In the past 10 years, we have used multiple forms of group communication, both to share pre-trip information and onsite notifications. We no longer print maps and other information due to always finding 80% of them on the bus floor when everyone unloaded. We will, however, email maps and other information upon request. We have learned that most travelers use Google maps or something similar on their phones that provides live walking direction. Smart phone use encouraged us to also move to a more fluid form of communication, such as group chats. We share the check in and departure times, trip tips, relatable news updates, and any group activity information in the chat. This has allowed travelers to ask questions and discuss their different activities and experiences. However, this too can cause issues when trying to combine iPhone and Android users, but we are working on remedying this potential issue.

We may not always use the microphone aboard the bus to make announcements at each stop due to the time of day or night. If it is a rest area stop for a bathroom break, it is expected for you to efficiently get off and back on the bus. On night drives, people often sleep and do not get off the bus every stop. I try to not use the microphone or turn all bus lights on unless necessary. If we are stopping for a meal or freshen up stop, then we will give an expected stop time. If you feel you need more specific stop details, please feel free to text or ask. In can be assumed that most stops are for brief stretch rests, or restroom facility use. Vending machines are usually on rest stop property.

WEATHER

Please check the forecast for your date and destination and plan accordingly. We do not supply cold weather items, ponchos or other rain gear. It is always a good idea to plan ahead for weather which allows for a more comfortable day. Ponchos, rain jackets, and waterproof shoes are essential for rainy forecasts. Waterproof and insulated apparel and accessories are essential for cold/snowy conditions. Dressing in layers is often a good idea, as many trips involve a lot of indoor and outdoor activities. Gloves, hats, scarves, and hand warmers are essential for events requiring a lot of walking or waiting (such as parades). As an added comfort measure, compression socks are a good idea for bus travel if you have swelling issues.

DEPOSITS AND CANCELLATIONS

ALL deposits are NON-REFUNDABLE. Refunds are only given if seat/room can be resold. At that time, the total amount paid minus the deposit (normally $50) would be sent back to you. We do allow transfers. If you find someone to replace you as the traveler, you would only need to inform us of the changes.

**These are the best practices for motorcoach travel. While there are many individual scenarios that can occur, these tips cover the majority of questions asked by guests. If you have any concern or uncertainty, PLEASE email or text your questions to us.  We want you to have the best experience possible, and it starts with proper planning**