Charter Bus and Shuttles

Through a competitive Request for Proposal (RFP) process, SLO Safe Ride has been selected as Cal Poly's primary vendor for chartered bus services. They have a robust fleet of vehicles which should meet the majority of our campus' needs. In the event, we may have too many requests at the same time and they are not able to meet a need, a secondary provider, American Transportation Systems (ATS) is available. ATS should only be contacted after SLO Safe Ride informs you they are not available for the trip being requested.

Below are the steps for requesting a bus with these vendors.

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Contact Us

POLYTRAVEL@calpoly.edu

• What to know before requesting a bus or shuttle service

  Please become familiar with this information before requesting a bus 

  1. Identify a Trip Contact and Billing Contact for your trip
     1. Trip Contact – main contact, keeps bus company informed of any changes or updates to trip itinerary, including cancellations, and travels with the bus on the trip.
     2. Billing Contact – Receives invoice, confirms invoice with Trip Contact, routes for signature and submits to Payment Services for payment
  2. A 90 Day advance request is highly suggested to ensure you get what you need. This allows more time to work out the details of the itinerary, including where the bus will go at every stop
  3. Indicate if you are:
     1. Ready to Book! – you are ready to commit to a charter bus
     2. seeking a Quote Only – this is only to compare pricing against other modes of transportation. The bus companies on the Procure to Pay website are your only choices.
  4. The following information is the minimum information needed to book a bus, eventually you will need to provide the other details
     1. Minimum information needed to book
        1. Trip Contact
        2. Billing Contact
        3. Dates of trip including
           1. Start and end times for each day
           2. Pick up and drop off locations for each day
        4. Number of passengers, indicate:
           1. how many are high school age (18) or younger
           2. how many are in a wheelchair
        5. Amount of luggage/ supplies/ cargo
        6. Bathroom requirement 
  5. The following can affect the price:
     1. The more information/ details provided, the more accurate price will be quoted
     2. Mileage, number of hours and stops can all affect the price
     3. With current gas prices, most likely a fuel surcharge will be added
  6. Trip Contact must confirm trip (via email). Once confirmed, Trip Contact is responsible for keeping the bus company updated on any changes to the trip, including cancellations
  7. Understand the cancellation policy, once booked, you are responsible for the fees:

     Cancellations Made before Trip Start Date:	Fees Owed – based on quoted or booked trip price
     15 Days or more	No Feed Owed
     8-14 days	50%
     0-7 days	100%