The bus companies need to know the details of the travel plan so that they can calculate their basic costs and, from there, formulate a proposal for the client. The variables that will determine these costs are the following:
The number and size of coaches that will be needed
The number and size of coaches will depend, fundamentally, on the number of passengers to be transported. When requesting a quote it is advisable to know in advance what number of people is going to travel by bus. With this information, they will inform you about the type and size of vehicles that are best suited to your needs. An additional person could mean that he is obliged to hire a coach with more seats or even a second bus. On the other hand, the journey to be made can also condition the combination of vehicles to be hired. For example, in itineraries that will require driving through historic urban areas, the small size of the streets may prevent the use of large buses, and require the hiring of several minibuses.
The route and the distance
The fuel costs for the trip depending on the distance that will be travelled. Most coach rental companies calculate their travel rates (fuel included) estimating a price between 0.80 euros and 1.20 euros per kilometer, depending on the type of vehicle (not all vehicles offer the same consumption).
The duration of the service usually consists of two elements: the driving time and the waiting time. For point-to-point trips with private driver service, the driving time is calculated from the moment the bus leaves the pick-up point until it returns. In The cost applied will depend on the duration of the service, the day of the week and time of day. It will not be the same if the service is on Sundays or holidays, if on a working day; or if it is a night service instead of a day service. The duration of the service can also condition the number of drivers that will be required. Spanish legislation regulates maximum driving times and the rest of the bus drivers. If the route covers long distances that exceed 9 hours of driving or has programs that may exceed 15 hours of availability, it will be mandatory to have a second driver.
During the service of transporting passengers on roads, there are usually additional costs such as highway tolls, parking expenses and meals, and meals for the driver, which have to be computed. These will be determined by the itinerary that is planned.
Other factors that determine the price
The bus hire companies have a minimum service fee. Thus, if a high number of hours but a few kilometers are hired, a minimum number of kilometers will be applied, proportional to the hours contracted.
Seasonality and dates
As in other economic activities, in the sector of passenger transport by road, there are periods of the greater and lesser volume of work. How much it costs to rent a bus can vary according to whether the service contracted is in high or low season, or even if it is the rush hour or valley, of the place where it is contracted.