Travel Tips for Corporate Team-Building Trips


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By GOGO Charters

Planning a team-building trip takes an enormous amount of organization.  Despite the hard work that goes into coordinating them, company retreats can rally employees and leaders around their shared goals, uncover people’s hidden talents, and give everyone a chance to reflect on ways to improve team performance.

So, what is the most efficient way to plan them?  Follow the steps below, and your company will be on the way to experiencing a well-need corporate team-building trip.

  1. Gather your trip details before you book.

Before you call our reservation specialists to book your transportation, make sure you know the pickup and drop off dates, times, and addresses.  You should also have an approximate number of attendees in mind, as well as what kind of amenities and accommodations your group will need.  Using this information, your reservation specialist can recommend and book the perfect charter bus for your trip.

  1. One size doesn’t fit all.

Do you need a large bus or a compact minibus? Before booking, check with the charter company to help you determine what size bus will best suit your group.

For example, you might need a corporate minibus rental if your group:

  • Is traveling a short distance
  • Has fewer than 25 people
  • Doesn’t need space for luggage
  • Is traveling through the heart of a dense city such as St. Louis or Kansas City

However, a full-sized charter bus may be a better fit if:

  • You’re traveling a long distance
  • Have a large group of employees
  • Need space for luggage and equipment

If you are transporting more than 50-60 employees, consult a charter company to calculate the number of buses you will need to book to fully accommodate your group.

  1. The further in advance you book, the better.

Booking your rental further out gives you the best selection of charter bus sizes and amenity options.  For corporate team-building trips, it is recommended to book at least three to six months in advance.

  1. You get way more than just a set of wheels.

Depending on the type of charter bus you rent, you can request amenities to keep your group comfortable and entertained along the way.  If you are booking a full-sized motor coach, you may request WiFi, power outlets, television monitors, DVD players, and an on-board restroom.  Most also come with luggage bays underneath the bus and overhead compartments above the seats.

Aside from restrooms, some minibuses have the same amenity options as full-sized models.  However, you will need to check with your reservation specialist to make sure the amenities you want are available for your trip dates.

For groups with members who have physical disabilities or limitations, charter companies offer wheelchair-accessible bus rentals.  In fact, every charter bus rental company in the United States is required by law to provide ADA-compliant motorcoaches within 48 hours upon request.

If any attendees have physical disabilities or injuries, ensure that every destination on your itinerary has wheelchair ramps, elevators, and any other accommodations they may need. Taking the time to check on accessibility beforehand will ensure everyone in your group can participate in activities and have a good time.

  1. Food and drinks are allowed on most buses.

Riders can enjoy snacks and drinks on most charter buses, but it is important to check with your reservation specialist first.  Your bus operator may have special rules about what is and is not allowed onboard their buses.  If possible, bring an empty plastic bag with you so your group members can throw away wrappers and containers.

  1. Pricing depends on the details of your trip.

Wondering how much a charter bus for corporate events costs?  If you want to first get an idea of the cost for budgeting purposes, check for pricing with the charter company of your choice. The final cost of your corporate charter bus rental will depend on how many people are in your group, the duration of your trip, mileage, and other factors including:

  • Transportation (including bus rentals and parking fees)
  • Lodging
  • Food & drinks
  • Supplies or equipment
  • Admission or fees for group activities

Don’t forget to budget for unexpected expenses during your trip, such as tolls, spontaneous group activities, last-minute reservation changes, and additional food and beverage needs.

  1. Your driver is your new best friend.

One of the most common questions we get is, “Do I have to tip my driver?”  Tipping is never required in the charter bus industry, but it is always appreciated.  Your bus driver has the great responsibility of keeping your group safe, comfortable, and on-time—which is no easy task when transporting large groups of people.

If you feel that your driver has done a particularly stellar job, a tip of 10-20% of your bus rental cost is an excellent way to say “Thanks for your hard work!”  Gratuity is not included in the final bus rental bill, so many customers hand their driver a cash tip in an envelope at the end of their trip.


GOGO Charters is a nationwide motor coach service that accommodates corporate team-building trips.


For 20+ years, the MEET family of products have provided regional and national resources that have kept corporate, association, medical, education, independent, and religious meeting and event planners informed about relevant vendors, industry news, tech innovations, and resources that impact and influence how and where they plan their group business.

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