Tours and Special Events
Ext. 2714 to request bus service
Guest Services maintains both our on-site Shuttles and vendor contracts for School Bus and Coach bus rentals for on and off site tours and events. Below you will find our pricing, scheduling requirements and other frequently asked questions for use.
Shuttle Tours
| Passenger count: | 2-13 |
| Availability: | Inquire with the Transportation office |
| FY26 Cost: | $86.41/hr |
When requesting a Shuttle for a tour or event, we will need to know:
- Who will be leading the tour
- The number of attendees
- All pick up and drop off locations
- Expected timing for all stops
- Project/Activity code with signer approval for the allotted time
Any request for off-site trips will be reviewed by the transportation department and may require additional cost.
If your event does not require a Shuttle on standby and only needs a pickup and drop off to a building, the request can be made through the Tripshot app or by calling extension 2714 and there will be no bill back to your department. Please note that when the request is input this way it will enter our normal shuttle queue and the request will be treated like a normal shuttle request.
School Bus Tours
| Vendor: | First Student |
| Passenger count | 10-44 |
| Availability: |
Sunday through Saturday Bookings should be made at least 7 days in advance. Cancellations within 24 hours will be charged the full fee. 4 hour minimum for all buses |
| FY 26 Cost: | |
| 20 Adult Passenger Bus: | $ 75.71 per hour |
| 30 Adult Passenger Bus: | $ 91.94 per hour |
| 44 Adult Passenger Bus: | $ 107.12 per hour |
| Wheelchair Minivan: | $ 94.10 per hour |
When requesting a School Bus for a tour or event, we will need to know:
- Who will be leading the tour
- The number of attendees
- All pick up and drop off locations
- Expected timing for all stops
- Project/Activity code with signer approval for the allotted time
All School Bus requests are charged by the hour, with a minimum time of 4 hours. Any requests for an ADA accessible vehicle will go through First Student. This vendor can be used for both pick ups and drop offs off-site. Any trip chartered to New York City will incur a $150 flat fee in addition to the hour rate charged. The vendor will bill all charges to our Transportation PO and these will be charged back to the assigned Project/Activity code in Peoplesoft once the invoice is received. (Project/Activity approval must have Signature Authority)
Coach Bus Tours
| Vendor: | Tri-State Coach |
| Passenger Count: | 56 |
| Availability: |
Sunday through Saturday Bookings should be made 14 days in advance. Cancellations made within 5 days of reservation will be charged a $200 penalty. Cancellations within 48 hours will be charged the full fee. |
| FY26 Cost: | |
| 56 Passenger 4 hour rate | $ 1,550.00 |
| 56 Passenger 8 hour rate | $ 1,950.00 |
| 56 Passenger Overtime Rate | $ 175.00 per hour |
When requesting a Coach Bus for a tour or event, we will need to know:
- Who will be leading the tour
- The number of attendees
- All pick up and drop off locations
- Expected timing for all stops
- Project/Activity code with signer approval for the allotted time
When making a reservation for a Coach Bus, please advise if it will need to be ADA compliant. This vendor is recommended for any long distance or out-of-state trips for large groups, as the bus is equipped with a bathroom, charging ports for mobile devices, and under-floor luggage and storage space. The requestor will be responsible for any associated parking fees but this will be verified by Transportation when the reservation is confirmed with the vendor. The vendor will bill all charges to our Transportation PO and these will be charged back to the assigned Project/Activity code in Peoplesoft once the invoice is received, unless otherwise arranged prior to the event. (Project/Activity approval must have Signature Authority) If a Coach Bus reservation is to be paid by a 3rd party, Transportation must be notified at time of reservation and will need the following information:
- Who is paying
- Contact information for who will be paying
- Assumed method of Payment (check or credit card)
Payment by a 3rd party requires approval from the vendor and if it is not approved a P/A will be required for the reservation.
