Transporting meeting attendees in a chartered bus is an affordable option for meetings planned locally, as well as for transporting people from the airport or train station to the host hotel, or from the hotel to the convention center or meeting location. Contrary to the misguided assumptions that charter buses are a less than ideal option due to misgivings about bus travel in general, charter buses offer comfortable, clean transportation that can be absolutely luxurious.

To avoid complications and ensure a successful chartering experience, here are seven questions that should be considered before reserving a bus:

1. How many people do you need to transport?
2. Do any of the travelers have special needs that will need to be met?
3. What level of luxury do you desire?
4. Is the trip overnight? If so, you may need to make a hotel reservation for the driver.
5. How long is the trip? You may need more than one driver, depending on the number of hours that need to be driven each day.
6. Is your client more concerned about the cost or level of luxury provided?
7. Do you need a video-equipped bus? This can allow attendees to watch training videos, videos about the destination, movies or any other materials provided by you or your client.

Success is often in the small details. What things do you make note of when you visit a location as a potential corporate meeting place? Before you go onsite, evaluate your client’s needs, size of the group, and any special needs that need to be addressed.

Make your appointment for the site inspection and make notes about everything. Have a site inspection checklist ready with important points you want to observe or cover in the evaluation of the venue. Here are a few examples:

• the overall condition of the facility- What is your first impression?
• carpets – Are they in good condition and clean?
• furniture – Is it shabby, worn, or does it smell of cigarettes?
• conference rooms – What is the feel of the room? Is it big enough to suite your client’s needs? Don’t forget to look up; lighting can be critical.
• rooms – Ask to see the best and worst rooms available. Make sure your client isn’t booked into one of the worst rooms. Check the room out thoroughly and don’t forget to check out the bathroom. Turn on the shower and note the water pressure.

Other points such as wireless Internet, teleconferencing capabilities, and audio visual needs will also be covered in the inspection in addition to overall cost.