Charter buses provide a versatile transportation option for transferring anything from small teams to hundreds of people for special events, corporate functions and group vacations. As you plan your group’s bus transportation, deciding on short versus long term bus rentals tends to be one of the first decisions. What’s the difference, pros and cons, and typical pricing models of short term bus charters versus longer term bus leasing agreements? This guide breaks it all down.
Defining Short Term vs Long Term Bus Rentals
Short term charter bus rentals generally cover anything from a single transfer trip to a bus booked out for a couple of days up to a couple of weeks. Rates are usually quoted either per trip/day or per hour depending on the rental company and nature of the trips.
Long term bus rentals refer to renting out the same bus and driver for an extended rental period ranging from a month up to a year. Pricing gets more complex with monthly/annual leasing fees potentially covering different combinations of time, mileage allowances and driver costs.
When Short Term Charters Work Best
Short term rentals are ideal for:
- One-off group transfers like airport pickups, corporate events or weddings
- Hourly transportation requiring just 1-2 charter bus trips total
- Multi-day transportation if groups prefer variety over consistency
Pros include affordability for budget-minded planners and flexibility to change buses/routes as needed. Cons would be the lack of consistency and if pickups require coordination across a large city, short term can logistically get complex.
Top Uses for Long Term Bus Rentals
Long term leases allow groups to contract their own private bus and driver consistently over longer periods, especially for:
- Ongoing employee/student transportation
- Band/sports team bus for full seasons of travel
- Church or nonprofit group needing regular shuttle bus
- Travel demand requiring daily multi-stop routes
Benefits include convenience, consistency and control over your group’s transportation. Cons would be higher costs and committing to a longer term agreement.
What Impacts Pricing?
To compare charter bus rental rates accurately, you need to factor in variables like:
- Bus size – Larger buses fitting over 30 people have higher rates
- Amenities – Luxury buses with more amenities cost extra
- Time frame – All day or multi-day incurs more hours/mileage fees
- Driver costs – Some companies charge driver costs separate
- Fuel surcharges – Fluctuating gas prices can alter rates
- Peak seasons – Prices trend higher during popular travel seasons
- Contract terms – Long term contracts offer bulk discount opportunities
While short term rentals follow simpler day/hour rates, long term pricing uses more variables. Common models include:
- Flat monthly bus lease fee + driver salary costs
- Fee per mile traveled + hourly driver wages
- Annual fee with X time, mileage and driver hours included
Work with charter companies to negotiate a custom long term rate schedule meeting budget needs and ridership demands.