Frequently Asked Questions

Question: How do I reserve a charter?

Call our office, or use the Customer Service contact link on this Web site.

Question: How far in advance do I have to reserve my trip?

As soon as possible!. In most cases, we have already sold out all of our coaches by two weeks prior to the date you are planning to travel. This is especially true of dates that fall on Fridays and weekends,

Question: What is Aero Trails' cancellation policy?

With 30 days or more notice, you can receive 90% of your deposit. Between 29 days to 15 days notice, 50% of your deposit will be refunded. No refund is provided for 14 days or less notification. If you paid by credit card or PayPal, then the 10% additional fee will not be refunded. (See also "Forms of Payment" below)

Question: How much of a deposit do you require?

One-Fourth (25 percent) of the total charter amount is required if reservation is confirmed more than 30 days in advance. Less than 30 days requires Half (50 percent) of the total charter.

Question: How much does it cost to charter a motor coach?

The cost is based on day rate. Mileage Rates are available when booking your charter by phone. If booking online, you can request a rate adjustment no later than 14 days prior to departure. If you are eligible for a refund, it will be made to you within 7 days of your return. Check our SERVICES page for more details.

Question: When is the total amount due on the Charter payable?

You can pay for the full Charter at any time prior to 7 days before your departure date. However, your charter will be automatically cancelled if payment is not received before this 7 day deadline and the above cancellation policy will apply. Payment by Check must be made in full 14 days in advance to allow time for the check to clear YOUR bank. If your charter begins on a Saturday or Sunday, your deadline is the Friday of the preceding week (or 2 weeks in the case of payment by check).

Question: What forms of payment do you accept?

Cashier Checks, Money Orders, Cash. Credit Cards are processed through PayPal. PayPal direct payments are also accepted. Business or Personal Checks will be accepted no later than 14 days prior to your departure date. Credit Card Payments will have an additional 10% Processing Fee added to the Total Charter amount and these fees ARE NOT REFUNDABLE. NO EXCEPTIONS.

Question: When is final payment due?

Seven (7) days prior to your departure date. Fourteen (14) days if paying by personal or business check.

If paying by credit card and you would like for us to automatically charge the balance of your bill on the 7 day deadline, we will gladly authorize that with your signature on a form that we provide. If your charter begins on a Saturday or Sunday, be advised that your order will be processed on the Friday of the preceding week.

If you are paying by check, the returned check fee is $35.00. This applies irregardless of why your bank refused to honor the check (Insufficient Funds, Stop Payment, etc.).



Question: Are driver gratuities included in your rates?

No, we ask that you pay any and all gratuities directly to the driver. This simplifies our bookkeeping and assures our drivers that we are not trying to treat them unfairly. We apologize in advance for any inconvenience that this may cause to you, our customer.

Question: Are driver accommodations included in your rates?

Yes! You are not responsible for any of the Driver's Meals and/or Boarding during your trip. It is part of our exclusive "Everything's Included" pricing. Our drivers receive a Per Diem expense account to cover their expenses for the duration of the charter.

Question: How long can a driver drive?

During one 24 hour day (12:00 am to 11:59 pm) The driver is allowed a 15 hour on-duty window in which he can drive only 10 hours. A driver must have 8 consecutive hours off duty time without ANY interruptions before he can again go on duty. Our drivers MUST maintain compliance with US Department of Transportation regulations. NO EXCEPTIONS.

Your Safety is our Number One concern!

Question: What if my trip is longer than 600 miles or would otherwise take longer than 10 hours to complete?

If you cannot stop for a layover and must make a leg of your journey in one contiguous trip, then an additional driver will be added to your charter. This will incur an additional fee for his/her transportation to/from the driver change point on your route.

Please plan for an 8 hour layover at a point of your choosing that is between 500 and 600 miles from your departure point in order to avoid this charge. You should plan that no one leg of your trip exceed 600 miles unless you are willing to pay for an additional driver in each of these legs. Your reservation specialist will cheerfully help with this planning if you need assistance.

Question: What type of insurance does your company carry?

$5,000,000 general liability insurance as required by the USDOT.

Question: How far will your motor coaches travel?

We will take you anywhere in the 48 contiguous United States.

Question: Can we leave at any time of the day?

Yes! We will work entirely off of YOUR itinerary. Just provide the information to our office at the time that you book your charter and we will work on YOUR schedule!

Question: Do the motor coaches make extra stops?

Yes! We encourage our drivers to periodically stop the bus for 10 or 15 minutes to check the tires and other items that are important to safety. This is recommended to occur about once ever 4 hours or less of continuous driving. It also gives our tobacco dependent customers a chance to see to their needs.

Again, we are here to serve YOU, our valued customer. Let us know what your needs are and we will do the very best that we can to see them met.

Question: How many passengers can your motor coaches accommodate?

Currently, all of the coaches that we own hold a maximum of Forty-Six (46) passengers. When new coaches are purchased (as opposed to previously owned), those will be built for Fifty (50) passenger capacity. Many operators in our business have coaches with 55 seats or more. They give you extra capacity at the expense of your comfort. Extra leg room for our passengers is important to us. You should not be tired out by your trip before your holiday even begins! 

Question: Do all of the motor coaches have restrooms?

Yes. The driver will clean these regularly, providing that you give him more than an 8 hour rest period in order to do so. Remember that cleaning the bus will be part of his On-Duty 15 hour window and is NOT part of his 8 hour mandatory rest period. Question: Are food and drink allowed on board?

Yes. We prefer plastic bottled water or plastic bottled drinks. Your charter group is responsible for keeping the coach reasonably clean. Trash Bags will be provided for your use. Any messes beyond what a quick sweep with a broom would normally clean up will incur an additional charge to your group.

Question: Does Aero Trails allow alcohol on board?

No. Because State and Local laws vary from place to place, we do not allow the consumption of alcoholic beverages on board. However, with prior notice, we may opt to transport SEALED containers in the baggage bay providing that they are properly packaged for shipment to prevent accidental breakage or spilling. Please note that Passengers that are obviously in a state of intoxication will not be allowed to board the coach as well.

Question: Does Aero Trails allow smoking on board?

No! This is regulated by federal law.

Question: Are pets allowed on board?

No. Only animals that are certified for assisting persons with disabilities will be allowed on board providing they are accompanying their charge. An additional fee may be required for the special needs of these animals (i.e. additional stops for feeding and restroom breaks). These animals should be counted as an additional person in your head count when planning your trip as they will need additional space on board to travel, in effect taking up their own seat.

Question: Can I request a specific driver for my charter?

Yes! We love to handle driver requests.

Question: Can we bring our own music and movies?

Yes. Please check with your reservation agent as to what particular formats will be accepted by our on board equipment when you book your charter.