Any arrangement for rented vehicles including buses and vans
should include the following. If at all possible, get these arrangements in
writing.
Basic Information
Days, dates vehicles will be used
Time of pick-up or delivery and time of return
Type of vehicles to be rented
Number of vehicles for each trip
Mileage
Terrain
Rates
Cost per bus or van per number of days to be used
Guaranteed rate?
If not, when will the rate become firm
Capacity of buses/vans to be used
Number of buses/vans to be used
Additional charges for fuel or other surcharges
For Bus Transportation Only:
Charges recorded for what period of time
15 minutes prior to start/end of shuttle route
Garage-to-first-point stop?
Charges for the driver, including requirements for lodging,
meals and tips
Cancellation/additions of buses
Cancellation notice due 24 hours? 48 hours?
Penalties/refunded deposits.
If needed, how quickly can additional vehicles be obtained?
Is there any premium added for last-minute additions?
No-show considerations
If a bus is delayed >1/2 hour or never appears at all,
will you be refunded?
If buses are continually late or have been poorly maintained,
leading to poor service and delays, how will you be compensated?
For Both Vans and Bus Transportation:
Charge for insurance coverage per vehicle per number of
rental days
Total cost
Deposit/payment schedules
Final payment options
Consult with General Chairman or Section Secretary.
Contracts
Signature and date are required to guarantee rates.
Insurance
The carrier (bus company), if asked, is to provide proof
of insurance to the field trip leader no later than 60 days prior to departure.
All trip participants on national meeting trips are asked
to fill-out a form naming their medical insurance provider and who GSA should
contact in the case of an emergency. A sample form is included at the end of
this section.
All trip participants on national meeting trips must sign
a hold harmless waiver before departure. A sample waiver is included at the
end of this section.