Charter Information and Request Form
Catch the AggieSpirit and book a charter with Texas A&M University Transportation Services.
We offer charter service within the Brazos Valley.
Buses seat 35 passengers with room for standing depending on the distance traveled.
Contact us to charter your next conference, camp, wedding, reunion or other group event.
This service is provided on availability of resources.
A $105.00 late fee will be assessed for all charters booked less than 2 weeks in advance.
Transportation Services will not accept charter requests received with less than seventy-two hours notice. Because of the difficulty in projecting
labor and bus availability, requests will not be taken more than 180 days in advance of the date the charter is needed.
Please read the Charter Service Policy below for additional details.
To the extent allowable by law, your organization agrees to indemnify and hold harmless
The Texas A&M University System and any of its components, officers or employees from any claim, demand, or suit whatsoever,
whether based upon personal injury, including death, or property damage, or otherwise,
which relate in any way to services provided by Transportation Services.
By clicking the button below, Requestor warrants that Requestor has authority to bind the Organization to the agreement.
Student Organizations
Student organizations are required to have the
On-Campus Approval to Charge form on the SOFC Resources page
completed and signed by the Student Organization Finance Center (SOFC) before any charters can be approved.
Non-affiliates
Under certain conditions, Transit may provide service to organizations that are not directly affiliated with Texas A&M University organizations.
A non-affiliated organization may be considered for charter services provided the following criteria apply:
- The organization has an account with the university
If you are a non-affiliate who has not chartered with us before, please email
charters@tamu.edu.
Your organization will need to be approved and assigned an account number before the charter can run.
- The desired charter route will stay within the Brazos Valley area.
- The organization agrees to pay, in full, the amount billed for services rendered.
The decision to provide or deny charter services is solely at the discretion of Transportation Services management.
If your organization meets the above criteria, please read and agree to
the statement below to complete the Charter Request Form. The
information gathered on the form will be used to determine if Transit is
able to provide service to your organization at the times/dates
requested. Notice of approval or denial will be given upon review of the
information.
Charter Service Policy
Transit's primary mission is to support the teaching, research, and
business functions of Texas A&M University by providing fixed route
services on campus and to a number of residential areas in the Bryan/
College Station area. The fixed route system is funded entirely through
a mandatory student fee. Providing charter services is a secondary
function of Transit and will not be operated if doing so has a negative
impact on our fixed route system. Because our drivers are primarily
students, we are usually unable to accept charter requests where the
buses need to operate out of town, all day, late at night, or very early
in the morning (before 6 a.m.) when regular classes are in session. We
may deny service to venues that are not on hard surfaced roads (asphalt
or concrete).
Buses have a seating capacity of 35, are air-conditioned, but are not restroom equipped.
Charter charges begin accruing 30 minutes before the first pick-up time and a minimum of 30 minutes after the last drop off, depending on the driving distance.
These rates will be charged if the bus is in motion or sitting still, and includes the driver, fuel, and mileage.
In accordance with University policy, no open containers or tobacco products will be allowed on the buses.
Charter routes will be determined by Transportation Services.
All charters are to be arranged through the Transit supervisors who may be reached in the following ways:
Explanation of Fees
Late Fee
To better help us plan our bus and driver resources and serve as many
people as possible, charters should be booked at least four to eight
weeks in advance. A $105.00 late
fee will be added to all charters booked less than two weeks in advance.
Transportation Services will not accept charter requests received with
less than 72 hours notice.
Cancellation Fee
Booking a charter includes providing a complete, finalized schedule.
Failure to provide a final schedule less than two weeks in advance could
result in the cancellation of the charter. Because we guarantee our
drivers a two-hour minimum when they sign up to drive the charter, a
$105.00 cancellation fee
(per bus) will be charged for any charter
canceled less than 7 calendar days before the first scheduled pick-up
time.
Change Fee
Changes to charter (locations or start and/or end times of more than 15
minutes) less than 7 calendar days before the first scheduled pick up
time will result in a $105.00 late
change fee and could result in the cancellation of the charter if the
drivers or equipment are not available at the requested times. All
changes must be confirmed in writing through the Transit supervisors.
Cleaning Fee
If the bus is exceptionally dirty when
returned, an additional cleaning fee (minimum of $137.00) will be assessed.
Calculation of Charges
Charter charges are calculated as follows:
Example 1 - You want your group picked up at 10 a.m. and
the bus will shuttle passengers back and forth until 1:30 p.m. It takes
the driver 7 minutes to return to the garage. Charges begin at 9:30 a.m.
and end at 2:00 p.m. Charter time is 4 hours and 30 minutes. Invoice will total
$607.50.
(4.5 hours X $135.00/hour = $607.50)
Example 2 - You want your group picked up at 7:30 a.m.
and the bus will transport passengers from Hotel A (the pickup point or
origination) to the drop-off point (destination). The bus will then
return to the garage by 8:15 a.m. In the afternoon (of the same day),
you want your guests picked up and returned to the origination at
5:00 p.m. and the driver returns to the garage at 6:15 p.m. Charges
for the morning segment will be from 7:00 a.m. to 8:45 a.m., charter
time is 1 hour and 45 minutes, and will be rounded up to the 2 hour minimum.
Charges for the evening segment will be from 4:30 p.m. until 6:45 p.m., charter
time is 2 hours and 15 minutes. Invoice will total
$573.75. (2 hour morning segment
+ 2.25 hour evening segment = 4.25 hours. 4.25 hours X $135.00/hour =
$573.75)
If you do not receive a confirmation email at
the address you provide on the next page, your request has not been
submitted.
Hourly Fees
local charters only
2 hr minimum per bus
| Affiliates |
$135.00/hour |
| Non-affiliates |
$169.00/hour |
Fees
| Late Booking |
$105.00 |
| Change |
$105.00 |
| Cancellation |
$105.00 (per bus) |
| Additional Cleaning |
$137.00 |
Upcoming Blackout Dates
11/6/2024 - 11/7/2024
11/16/2024 - 11/17/2024
11/30/2024 - 12/1/2024
4/3/2025 - 4/6/2025
4/19/2025 - 4/22/2025
