Charter Bus Rental FAQs

A deposit is required to secure your trip. It’s the greater of $200 or 15% of your total.

Within 7 days of booking, along with your signed agreement. If not received, your trip may be canceled.

Full payment is due at least 14 days before departure unless otherwise stated.

Full payment is required immediately.

We prefer a check, but you are welcome to use most major credit cards.

Yes—but we require your final itinerary at least 14 days prior to departure. Changes within that window may not be possible.

A detailed itinerary is required so our operations and dispatch teams can properly plan your trip. This allows us to:

• Confirm the trip can be completed legally within driver hours-of-service regulations
• Review timing, routing, and stops for safety and feasibility
• Ensure accurate pricing based on the final trip details

Last-minute changes can impact driver availability, legal compliance, and overall cost.

All itinerary details and updates must be submitted to our office—not directly to the driver. Drivers are assigned close to departure and must have time to review and understand the finalized trip. Changes given directly to the driver may not be accepted if they have not been approved through our office.

Yes. Pricing is based on the original trip details and current regulations. Changes to your itinerary, driver requirements, or applicable laws may result in additional charges.

Not unless specifically noted. These are typically billed separately.

In rare cases of significant fuel increases, a surcharge may be added prior to departure. If this occurs, you may cancel without penalty.

By booking with Village Travel, you agree to abide by all policies listed in these FAQs and your signed agreement.

• 30+ days before: Full refund
• 15–29 days: Deposit is non-refundable
• 0–14 days: 70% of total cost is charged

Only in rare cases such as a declared emergency requiring vehicles for essential services.

No. Traffic, weather, and road conditions can impact timing. Safety always comes first.

Federal regulations limit driver hours to:

• 15 hours on duty
• 10 hours driving
• 9 consecutive hours off-duty required

Additional drivers may be required depending on your itinerary.

Yes, but overnight trips do include additional costs. Trips departing late in the evening and traveling through the night require an overnight travel fee of $1,250 per direction, in addition to any required relief (replacement) driver costs. This reflects the increased difficulty in staffing overnight trips, as fewer drivers are available during those hours.

Schedule your departure for 5:00 AM or later to keep travel within standard operating hours.

The customer is responsible unless otherwise arranged.

Each driver must have a private room with a private restroom. Typical cost: $125–$175 per night.

• Covered drinks are allowed
• Alcohol may be permitted with prior approval for select groups
• No alcohol for fraternities or sororities
• The driver has final authority on behavior

No smoking allowed, this includes e-cigarettes.

Yes, but keep volume reasonable and content appropriate. You are responsible for any licensing requirements.

Yes, and these are provided free of charge.

• Passengers must remain seated while the bus is moving
• Aisles must remain clear at all times
• The booking party is responsible for group behavior
• Groups with minors must have an adult onboard
• Drivers may remove disruptive passengers

Only what fits safely on the bus. Items should not exceed 50 lbs.

Yes. Village is not responsible for lost, stolen, or damaged items.

Unpaved roads require prior approval. The driver has final say on road safety.

Any damage caused by the chartering party is the responsibility of the customer. If the driver voices concerns about taking a bus somewhere deemed unsafe but continues at the request of the customer, towing fees are the responsibility of the customer.

Our priority is getting your trip back on track as quickly and safely as possible. Due to increasing challenges in securing roadside assistance—especially outside normal business hours—delays can occasionally occur. However, we are committed to providing a replacement vehicle with a target of no more than a 10-hour delay.
If a replacement cannot be arranged within that timeframe, Village will provide hotel accommodations for your group until transportation is available. Our responsibility is limited to completing your trip or refunding the cost of the charter service if it cannot be fulfilled.

Yes, ADA-accessible buses are available with at least 48 hours’ notice.

Yes. Liability insurance is included, and additional insured certificates are available when requested at the time of quotation.

No weapons are permitted, except for licensed law enforcement or military personnel.

Yes. The driver is in charge of the vehicle and has final authority regarding safety and passenger conduct.

Groups with minors must have an adult onboard at all times.

By booking with Village Travel, you agree to these terms and conditions. Our goal is to ensure your trip runs smoothly, safely, and enjoyably from start to finish.