Transportation Checklist

Any arrangement for rented vehicles including buses and vans should include the following. If at all possible, get these arrangements in writing.

1. Days, dates vehicles will be used
2. Time of pick-up or delivery and time of return
3. Type of vehicles to be rented
4. Number of vehicles for each trip
5. Mileage
6. Terrain

1. Cost per bus or van per number of days to be used
   • Guaranteed rate?
   • If not, when will the rate become firm
2. Capacity of buses/vans to be used
3. Number of buses/vans to be used
4. Additional charges for fuel or other surcharges

 
For Bus Transportation Only:
5. Charges recorded for what period of time
   • 15 minutes prior to start/end of shuttle route
   • Garage-to-first-point stop?
6. Charges for the driver, including requirements for overnight lodging, meals and tips
7. 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?
8. 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:
9. Charge for insurance coverage per vehicle per number of rental days
10. Total cost
11. Deposit/payment schedules
12. Final payment options
    • Consult with General Chairman or Section Secretary.
13. Contracts
    • Signature and date are required to guarantee rates

1. 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.
2. 15 Passanger vans are prohibited under GSA's insurance policy. Please plan your transportation needs appropriately.
3. 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.
4. All van drivers are required to sign the GSA Van Driver Agreement.
5. All trip participants on national meeting trips must sign a hold harmless waiver before departure. A sample waiver is included.
6. Additional Insurance can be found on the Insurance Guidelines page.