A few of the companies we’ve worked with
What Determines the Cost of a Charter Bus Rental?
The price of renting a charter bus in Keller isn't pulled out of thin air. It is calculated based on a specific set of variables that ensure you are paying for exactly what you need—and nothing you don't. When you call our reservation specialists, we input your specific trip details into our system to generate a custom quote. Here are the primary factors that will drive that number up or down:
- Duration and Distance: This is the most significant factor. Local trips around Keller, Southlake, and Colleyville are billed by the hour (with a standard 5-hour minimum). Long-distance trips, such as traveling from Keller to Austin or San Antonio, are usually billed by the day or by the mile.
- Group Size and Vehicle Type: The size of your group determines the size of the bus you need. A 56-passenger charter bus will cost more than an 18-passenger minibus due to fuel consumption and operational costs. However, the cost-per-person is often lower on a larger bus when filled to capacity.
- Date of Travel: Supply and demand play a huge role. Traveling during peak seasons (like prom season for Keller High School or Timber Creek High School, or spring wedding season) often comes with a premium.
- Pickup and Drop-off Locations: If your trip starts and ends in Keller, your "deadhead" costs (the cost of the bus traveling empty to your location) are minimized compared to a trip starting in a remote area.
Hourly vs. Daily Rates: Which Apply to Your Trip?
Understanding how you are billed is crucial for budgeting. In the charter bus industry, there are two ways we calculate your base rate: hourly or daily.
Hourly Rates: For local events that take place within the Keller area or nearby cities like Fort Worth and Dallas, we use an hourly rate. There is almost always a 5-hour minimum reservation requirement. This structure is perfect for events like: - Wedding shuttles between a hotel and a venue like Sky Creek Ranch Golf Club. - Corporate dinners or happy hours in Roanoke (the Unique Dining Capital of Texas). - Church outings or local volunteer events.
Daily Rates: If your itinerary involves long-distance travel or requires the driver to be on duty for an extended period (typically over 8-10 hours), you will be quoted a daily rate. This flat fee covers the use of the bus for the entire day, up to the driver's legal driving limit. This is standard for: - Multi-day conferences or conventions. - Out-of-state trips or tours to the Texas Hill Country. - Sports team travel to tournaments in Houston or Oklahoma.
Vehicle Types and Their Impact on Pricing
The type of vehicle you choose has a direct impact on your quote. At Charter Bus Rental Company Keller, we maintain a diverse fleet to ensure we have the right fit for your budget and passenger count.
Minibuses (18- 35 Passengers ): These are the most economical choice for smaller groups. They are perfect for shuttling wedding guests , corporate teams, or private parties. While they are smaller and cost less to rent than a full-size coach, they still come equipped with premium amenities like reclining seats, powerful A/C (essential for Texas summers), and PA systems.
Full-Size Charter Buses (56 Passengers): These motorcoaches are the gold standard for large group travel. They are more expensive than minibuses but offer amenities that justify the cost for long trips, such as onboard restrooms, spacious undercarriage luggage bays, and a smoother ride on highways like I-35W or US-377. If you have a group of 40 or more, or if you have significant luggage/equipment (like a band or football team), this is your best value option.
Party Buses and Sprinter Vans : For special occasions where the journey is part of the fun—like a bachelor party heading to Deep Ellum or a prom group—party buses command a premium rate due to their specialized interiors, lighting, and sound systems.
Seasonal Demand in Keller and DFW
Just like hotels and airlines, charter bus rates fluctuate based on the season. In Keller and the wider DFW area, specific times of year see a surge in demand, which can drive prices up.
Peak Season (April – June): This is the busiest time of year. Between end-of-year school field trips , proms, graduations, and the start of summer weddings, buses are in high demand. If you are planning a trip during these months, we highly recommend booking at least 3 to 6 months in advance to secure the best rate.
Fall Season (September – October): With the return of football season and cooler weather for outdoor weddings, weekends in the fall can also be pricey. Friday and Saturday nights are particularly busy.
Off-Peak (January – February): Winter is generally the quietest time for group travel (excluding holidays). If you have flexibility in your schedule, booking a trip during these months is often the best way to score the lowest possible rate.
Additional Costs to Consider
At Charter Bus Rental Company Keller, we strive to make our quotes as all-inclusive as possible. Your quote includes the driver's pay, fuel, and gratuity. However, there are third-party expenses that you should be aware of when building your budget:
- Parking Permits: If your venue (like AT&T Stadium or the American Airlines Center) charges for bus parking, your group is responsible for covering that fee.
- Tolls: While we try to route around tolls when possible, if your itinerary requires the use of toll roads (like the North Tarrant Express or Dallas North Tollway) to save time, you will be responsible for those charges.
- Driver Lodging: For multi-day trips where the group stays overnight, you must provide a hotel room for your driver. This ensures they get the legally required rest to drive you safely the next day. A standard room at your hotel is sufficient.
Sample Trip Scenarios and Estimated Costs
To help you visualize what your rental might cost, here are a few common scenarios for groups in Keller. Please remember these are estimates; for an exact figure, you must call 469-625-2192.
Scenario 1: The Local Wedding Shuttle The Trip: A couple is getting married at The Bowden in Keller. They want to provide a shuttle for guests staying at the nearby Hampton Inn & Suites to the venue and back at the end of the night. The Vehicle: 25-Passenger Minibus . Duration: 8 hours (3 PM to 11 PM). Estimated Cost Structure: Hourly rate. Since this is a local run with a standard duration, this is a very cost-effective way to ensure guest safety and punctuality.
Scenario 2: The School Field Trip The Trip: A local Keller ISD elementary school is taking a grade level to the Perot Museum of Nature and Science in Dallas. The Vehicle: Two 56-Passenger Charter Buses . Duration: 7 hours (9 AM to 4 PM). Estimated Cost Structure: Hourly rate per bus. Charter buses are preferred here for the safety, seatbelts, and ability to keep large classes together.
Scenario 3: The Corporate Casino Trip The Trip: A business based in Alliance Town Center wants to take their team to Winstar World Casino for a holiday party. The Vehicle: 40-Passenger Charter Bus (for extra comfort). Duration: 10 hours. Estimated Cost Structure: This might fall into a day rate depending on the day of the week. The cost includes the drive time up I-35 and waiting time while the group enjoys the casino.
Tips for Getting the Best Value on Your Rental
We want you to get the best bang for your buck. Here are a few insider tips from the team at Charter Bus Rental Company Keller to help you keep costs down:
- Book Early: The closer you get to your date, the fewer buses are available, and the higher the prices go. Booking 6 months out is ideal for large events.
- Finalize Your Headcount: Don't pay for a 56-passenger coach if you only have 20 people. Getting a firm headcount allows us to match you with a minibus, saving you money on the vehicle cost.
- Be Flexible: If possible, schedule your trip on a weekday rather than a Saturday. Prices are almost always lower Monday through Thursday.
- Keep It Efficient: Minimizing "dead time" or unnecessary mileage can help reduce costs if you are being billed hourly.
Get Your Free, Personalized Quote in Minutes!
Ready to lock in your transportation? Planning a trip in Keller doesn't have to be stressful. Charter Bus Rental Company Keller makes it easy to get a transparent price so you can move forward with your plans. Our reservation specialists are available 24/7/365 to answer your questions, offer advice on vehicle selection, and provide you with an instant quote. There is no pressure to book—just honest, reliable information to help you plan the perfect trip.
Call us today at 469-625-2192 or use our online quote tool to get pricing in under 30 seconds. Let us handle the traffic on Rufe Snow and I-35W while you relax and enjoy the ride!
Frequently Asked Questions About Keller Pricing
How far in advance should I book my charter bus in Keller?
We generally recommend booking at least 3 to 6 months in advance. This is especially critical if your trip falls during the busy spring season (April-June) when schools and weddings are in full swing. However, for major events or holidays, booking 6 to 9 months ahead ensures you get the exact vehicle you want at the best possible rate. If you have a last-minute need, don't hesitate to call us! We have a large fleet and can often accommodate short-notice requests.
Do I need to pay a deposit?
Yes, a deposit is required to secure your reservation. When you receive your quote and decide to move forward, you will pay a deposit (around 10-30% of the total cost) to take the bus off the market and reserve it specifically for your group. The remaining balance is usually due 14 to 30 days prior to your trip date. This ensures that your vehicle is guaranteed and ready for you when you need it.
What is included in the quote?
At Charter Bus Rental Company Keller, we believe in transparent pricing. Your quote includes the rental of the bus, the driver's services (and their gratuity), and fuel. It essentially covers everything related to the vehicle and the driver getting you from Point A to Point B. It does not include parking fees at your destination, road tolls, or hotel accommodations for your driver if your trip spans multiple days.
Can I change my itinerary after booking?
Absolutely! We understand that plans change. You can adjust your itinerary up until a certain point before your trip. Minor changes, like adjusting a pickup time by 15 minutes, are usually no problem. Major changes, such as adding a new destination or significantly extending the rental time, may result in a price adjustment. We recommend finalizing your itinerary at least two weeks before your departure date to ensure the drivers have the correct route planned.
Are there different rates for non-profits or schools?
While the base operational costs of the buses (fuel, maintenance, driver pay) remain the same regardless of the group type, we work hard to provide competitive pricing for everyone, including schools and non-profit organizations. Because school trips often occur during weekdays when demand might be slightly lower than Saturday nights, you may find that availability and pricing are favorable. Call us at 469-625-2192 to discuss your organization's specific needs, and we will do our best to work within your budget.
Bus types Available in Keller
More About Group Travel in Keller
We’re available everyday from 7am to midnight!
