- Decide where you wish to travel, and when you plan to depart and return. Also, get a basic idea of what you would like to do and if you will need assistance with securing overnight accommodations, your group’s itinerary and any other special arrangements. The more information you can provide us with – the better we will be able to help you plan a successful trip.
- Complete the Samson Trailways Charter Request Form on this page and submit it to Samson Trailways. Alternatively, you can also call the Samson Trailways office directly at 404-768-8687 and press 1 for sales, and submit a request for charter quote over the telephone.
- Make sure you know where the charter will originate (departure point), where you are going (destination point), any places in between, the date and possible departure time, and the return date, number of passengers that will be traveling, and any activities that you plan to do along the way and/or at your destination point.
- When the decision is made to use Samson Trailways, make sure to have the proposed services presented to you in writing. This is called a charter order or contract. It should contain specifics like the departure date, type and size of vehicle/equipment, the itineraries and the total charges. When you receive the contract, make sure to review it carefully and provide us with any needed additional information. Then sign the contract and return it promptly with a deposit, if one is required.
- While on your trip remember that the driver has Federal rules and regulations that they must follow on hours of service and mileage. Keep Samson informed of any changes before departure of the trip, and be sure to clear all changes while on your trip with the driver to insure that they can legally follow your change requests. Remember that the motorcoach driver is human. They will need to eat, sleep and have rest stops too.
- Your responsibility, as the group’s leader while on the motorcoach, is to see that your group remains quiet, orderly and that they do not damage the vehicle/equipment or potentially harm themselves by sitting on arm rest, standing in seats or leaning backward over a seat. The motorcoach should be kept clean and neat. This is the groups’ responsibility, not the driver’s.
- When returning home, the group leader should check the motorcoach for cleanliness, damage, and any items that may have been left by your group. Any items found by Samson will be at the main office for persons to claim.
- The group leader should follow up with Samson Trailways and let them know how their trip went. If you had any problems during your trip, discuss them with the Samson Trailways charter representative immediately upon you return. Discussing any issues immediately after they occur helps us to better document what happened and respond with a satisfactory remedy.
In addition, be sure and let them know that you enjoyed your group’s trip as well. Please inform Samson Trailways about your driver’s performance too. Some Trailways service companies have bonus programs for drivers providing extraordinary customer service.
*Special Note: For longer trips over 600 miles, you will need to decide whether to stop overnight along the way to your destination, or drive straight through. If you drive straight through, remember that one driver is only allowed to operate a vehicle for no more than 10 hours. Once the driver reaches that point, they must have eight (8) consecutive hours off. Therefore, on longer trips, a relay driver (or relay drivers in rare cases) may be required. Also, our drivers will need to know if you are planning any side trips and if you will need transportation in and around the destination site, once you arrive.
Samson Trailways is proud to offer group hotel rates through our affiliation with Hotel Planner!
Book hotels for any group size with just a few clicks! To learn more, follow this link.