Here are our 10.5 spectacular processes for selecting our coach suppliers:

1. Carrier must come into our network on a referral from another coach carrier who has already qualified to join or from a current client who personally recommends them to us for excellence in service and performance. This eliminates any carrier who might try to join our exclusive network that may not be able to meet or exceed our strict criteria.

2. Carrier must have a DOT number issued by the Texas Department of Transportation. This number proves that the carrier has been properly registered with the state and allows us to
access all the research we need to qualify the carrier for entry into our network.

3. Carrier must have a minimum of five million dollars in liability insurance and preferably more as two of our suppliers have ten million or more as safety leaders. In order to operate legally, the state requires a minimum of five million. Anything less than this amount usually indicates a dishonest and unethical supplier as well as leading to a whole host of DOT violations. We require a valid and current insurance certificate from the carrier to be on file in our office at all times and check periodically to make sure that it remains in force

4. Carrier must have a clean crash history with no fatal or injury crashes on their record in the last 24 months. However, when a carrier has an accident of any kind, it goes on their record no matter what the circumstances are or whose fault it was. In the case of a single injury accident that was not the fault of the carrier an exception can be made. Carriers with fatal crashes will never be considered or admitted into our network.

5. Carrier must have a minimum of two coaches and preferably no less than five in their fleet. They must be newer models or semi-older coaches that are clean and extremely well-maintained. No single coach operators are allowed because they do not have replacement vehicles in case of a breakdown or an accident.

6. Carrier must be a member of a nationwide organization comprised of coach carriers obligated to help each other with replacement vehicles in the event of an emergency. If not, the carrier must have relationships in place with other carriers who will offer them substitute vehicles of the same quality or better during breakdowns or accidents.

7. Carrier must have their own mechanical facility and handle the majority of their own maintenance. Carrier must have a safety director on staff or someone who specifically manages the entire maintenance program for them. All major work must be completed in-house to avoid losing the strict controls needed to operate the fleet safely and legally.

8. Carrier must visit with us on a periodic basis to discuss processes for improving service to our clients after an initial visit to discuss their philosophy of serving their clients.

9. Carrier must have a strict driver training program and tough background check requirements for any proposed driver that would be placed behind the wheel of their coaches.

10. Carrier must agree in advance to partner with us in always bringing out the optimal positive result during any situation involving conflict resolution. Carrier must show empathy to each client and treat each one the way they would wish to be treated in each circumstance.

10.5. Carrier must offer our clients discounted pricing based on our large volume of business and assist our clients in maximizing their budgets. Carrier must help us keep you coming back because you are the reason we all exist and have food to feed our families! Thanks!

Here are 5.5 commandments for maximizing your relationship with your coach drivers on trips:

1.  Never ask a driver to provide you with any of his personal information.  In addition to offending your driver, federal privacy laws prohibit the coach carrier from giving you any background information on their drivers. When the coach arrives at your facility, you may ask the driver to show you a current and valid CDL license.  However, you may not copy it for any reason.

2.  Never interfere with the ability of the driver to properly operate the coach.  Allow the driver to review any rules and regulations provided by the carrier before departing to your destination.  This will help your and your group avoid any misunderstandings later about what was expected.  Confirm with your group that the rules were heard and understood before leaving.  If at all possible, avoid touching any of the operating controls if you are unsure how to operate them.  You may accidentally cause the coach to malfunction if you ignore this advice!

3.  Have your group ready to load luggage when the coach arrives.  Do not expect the driver to pack the coach unless you plan to offer an additional gratuity.  The driver has rested well for eight hours and will need all of his strength and concentration to focus on transporting your group safely.  Treat the driver like a family member and not a hired servant.

4.  Respect the driver and coach at all times.  Your group will be riding in a vehicle that represents a $400k investment for the carrier. Keep the coach clean, avoid yanking on window shades, and never sit on the armrests.  Pick up trash and bring extra trash bags with you as a backup.  Treat the coach as if you personally owned it.  Be courteous and kind when conversing with your driver.

5.  Never get into an argument or get personal with a driver!  If you determine that you can’t work with the driver, or that they are unfit for duty, call the carrier and ask for another one!

5.5   Never ask the driver to leave the coach while anyone is inside or while it is running.  The driver must protect the coach and will be fired if he commits either of the above infractions.  Build a predetermined gratuity for the driver into your budget, and never ask the driver to deviate from the itinerary unless you would like an unexpected bill at the conclusion!   Show your love for your driver as the lives of your group will be riding on it!

This article was authored by Craig Speck, President and Founder of Speck Transportation.  He can be reached at 817-477-3003, 817-437-8702, or 817-405-0874.  Email him craig@specktransportation.net or visit our website at http://bit.ly/niLh6m

Speck Transportation provides all types of ground transportation with and without a driver, except planes and trains.  We serve our clients as trusted advisers, assistant buyers, tough negotiators, and safety experts.  When you call us, we will respond quickly to your requests for quotation in a timely manner.  We will remove all the hassles and legwork for you, negotiate the optimal overall value package, maximize your budget, and keep you extremely safe as we guide you through the transportation maze!  Turn to our twenty years of experience and let us serve as your transportation authority! 

Here are four horror stories and extreme situations with past trips that you can learn from others mistakes!  These will save you time, hassle, money, and possibly even some lives!

1. Never allow anyone or anything on the roof of a 15-passenger van or minicoach that you rent and drive yourself!

A few years ago a church rented seven 15-passenger vans during the week of July 4th.  They took the vans to a local event and watched fireworks.  Instead of bringing their own seats, they decided to let the kids use the roofs as stadium seating!  They jumped up and down on them and sat on them for the entire time!  When they returned the vans, the roofs were extremely damaged, and the church insurance had to pay to replace the roof on each van!  In addition, and because replacing a roof on a large van takes a month at minimum to complete, they were charged for loss of use.  In a nutshell, they had to compensate the rental company for the daily rental rate of each van for 30 days!

2.  Never place unleaded gasoline in a vehicle that has been clearly marked for diesel fuel only!

One church rented a 24 foot box truck for a week that had a sign right above the fuel tank that said DIESEL FUEL ONLY!  During the entire week, the driver put in unleaded gas several times with little or no effect on the engine.  Upon return, the fuel system had to be flushed and the glow plugs had to be replaced.  The total damage to the box truck turned out to be $2000.  In addition, the driver for the church was a professional truck driver by trade and should have known better.  Fortunately, this church appealed to us and we got the bill settled for half of the original total.  Since the sign was clearly marked, and the smell of diesel fuel has a very distinct odor, how could the guy not know wht type of fuel he was putting in there?  He told my church contact that he never saw the sign!  Open your eyes and just look!

3.  Never cancel an existing order with a motorcoach carrier just to get the cheapest package without consideraing all other factors!

Back in 2003, a church in Dallas charted a coach with a carrier that was reputable and had older coaches in the fleet.  Just a few days prior to the pickup, the church decided to go with a carrier that gave them an offer $300 less than they would have paid with the original one.  They removed their reservation and decided on this carrier that they had done no research on before making this decision.  At the last minute, the new carrier subchartered to another carrier who had multiple driver violations and expired tags on their coaches.  On the way back home, the coach crashed into a bridge killing the driver and four passengers.  Multiple lawsuits were filed and lives lost because someone was trying to be cheap and skip their homework.  Do your research before you travel on a coach as your lives are riding on your choice!

4.  Never withhold payment from a coach carrier in an effort to gain the upper hand in negotiations or to try and lower the investment!

One church in 2003 rented three coaches and went to Florida during a summer trip!  Instead of sending the final investment to the carrier prior to pickup, the client took the final check with them to Florida in an attempt to negotiate the toal investment with the carrier!  This caused the owner to become very angry and threaten to leave the group in Florida.  After many hours of negotiation with the owner of the carrier, and many phone calls to the church administration, we got the coach paid for and the group was returned home safely.  Many hours were wasted in solving a problem that could have been easily avoided.  Both sides had tempers flaring and the whole situation could have easily been a disaster!  In conclusion, if you hold back the funds from a coach agreement, you can be charged with theft of service and will not have a leg to stand on as you have autographed a legal binding agreement.  My lesson personally was never do a three way call when tensions are high.

If you need a van rental or a coach with a driver visit us at http://bit.ly/niLh6m

Here are five crucial mistakes to avoid when you charter a coach with a driver!

1. Not having an established itinerary for the driver. You not only need this far in advance to obtain a correct and valid quote, but also to allow the carrier to map out the route and familiarize the driver with it.  Your driver must know in advance where they are going so they can get your group there on time!  Without an itinerary, you driver may get lost or worse.

2.  Not sticking to the itinerary you created.  The total investment in chartering a coach is based on days, times, miles, and hours.  If any of these variables change, the total investment increases proportionately.  Changes in your itinerary must be negotiated before the trip.  If you divert the driver from the original route, you may very well receive an unwanted bill after the trip! If the trip has been based on miles, the investment per additional mile will be less pre-negotiated than after the fact.

3.  Failure to keep control of your group on the trip.  The driver must be able to concentrate on driving the coach with both eyes focused on the road.  Your group should be seated if not going to the restroom or moving to another seat.  Playing in the aisles or standing for an excessive period of times creates a dangerous situation if the coach has to stop in a hurry.  Speak to everyone before departure and make sure they understand the rules before leaving.  Allow the driver to speak to the group beforehand as well to state any expectations.  This will help avoid any misunderstandings between the driver and the group leader.  Establish a no tolerance rule for screaming, running, or rudeness.

4.  Failure to respect the motor coach.  When you leave the coach at the end of the trip, or each leg of two one-way transfers, have a few members of your group walk through the coach and pick up all of the trash that was not already bagged.  Instruct your group to utilize available trash bags on the coach.  If you stop at a fast food place to eat, finish eating and drinking inside the restaurant.  Most spills and stains on the coaches come from fast food.  Try bringing pre-packaged food and snacks with bottled water as an alternative.  Do not allow your group to yank on or play with the window shades.  They tear easily and cost $350 each to replace.  Excessive cleaning fees on a coach run a minimum of $300.  These coaches represent an investment of $400-$500K per unit.  Treat them like they are your own!

5.  Failure to respect the driver.  The driver will make or break your trip.  If you do not like the driver you have, call the carrier and ask for another one.  Do not allow yourself to get into an argument with any driver.  Do not allow your group members or yourself to insult or profane the driver.  Prepare a driver gratuity in advance and make sure that the driver receives it.  Be kind, courteous, and respectful at all times.  Everyone’s greatest need is to feel appreciated!  Coach drivers are no exception to that rule!

If you need a coach with a driver for your group, visit us at http://www.specktransportation.com/speck-transportation/