13 tips to save on charter service costs

Want to book charter services affordably? Here’s a guide to help you! These tips will help you save significantly on costs, even with a limited budget.

1. Book in advance. It’s recommended to book your charter service at least three weeks prior to your travel date. Booking too close to the departure may result in limited bus availability, and high demand could increase prices.
2. Avoid booking too early. The optimal time to book your transportation is no earlier than three months before the departure. If the departure date is six months or a year away, operators may not have their booking calendars open yet. Offering services at a set price too far in advance can be challenging, as costs may fluctuate in the coming months.
3. Plan your trip outside of the peak season. April, May, and June are our busiest months, with schools taking class trips, companies holding wellness days, many heading to festivals, and the wedding season starting. Demand for charter services is high during this time.
   July is generally quieter, but many drivers take vacations, meaning fewer charter services are available. It’s advisable to schedule your trip for January, February, or March. October and November are quieter in the fall, while December marks the beginning of the holiday season and ski season.
4. Select the right day for your trip. The timing of your charter service matters as well. Often, the best days to travel are Monday, Tuesday, or Wednesday. Charter services are typically more in demand during weekends, particularly on Friday, Saturday, and Sunday. Additionally, on Sundays, drivers receive double pay according to the collective agreement.
5. Choose the correct bus size. A group of 19 can comfortably fit in a minibus. For 49-57 participants, a standard bus is ideal. A double-decker bus can carry up to 78 passengers. 
6. It’s often more cost-effective to travel with a larger group. The costs for a charter service are the same for 25 as for 50 people, as a full-sized bus is needed regardless of the group size. Transporting larger groups is typically more economical per person than smaller ones.
7. Avoid splitting passengers across multiple buses. When traveling with a large group, it’s more efficient to book a single 78-seat double-decker bus rather than dividing the group into several smaller buses. Keep in mind that double-decker buses are limited in availability in the Helsinki metropolitan area, so it’s recommended to book early to secure one.
8. Be mindful of the driver’s driving and rest periods. A driver can operate for a maximum of 9-10 hours per day, after which a rest period is required. It’s important to keep this in mind when planning the route. If needed, you can opt for a closer destination or eliminate one or more rest stops. 
9. Choose the location of your accommodation wisely. The overall cost of the trip increases if the driver needs to be used for local transfers, such as taking you from your accommodation to nearby services and activities. Instead of cutting costs on accommodation, opt for a place close to your destination, ensuring that everything is within walking distance.
10. Also consider the driver’s accommodation. If the driver cannot complete the round trip within their working hours, or if the journey is long enough to require an overnight stop, the driver will also need accommodation.
    It is often more economical to include the driver’s accommodation in your group booking. Offering a single room for the driver can help reduce the overall cost of the charter service.
11. Stagger the departure times. When booking transportation for multiple groups or a large number of passengers, it’s advisable to stagger the departure. This allows one bus to handle all trips, eliminating the need for multiple vehicles and drivers. It’s recommended to send the first group slightly earlier so the bus can return to pick up the next group while the first is already enjoying the destination. The same strategy can be applied when organizing return journeys.
12. Choose a destination that is affordable to travel to and plan the group size accordingly. The cost of a charter service is influenced by the distance traveled, so if the destination hasn’t been decided yet, it’s advisable to consider nearby venues and activity options when planning the trip or event. Many locations offer completely free attractions, such as museums and nature parks. You might opt for a longer trip to visit a free destination, or choose a nearby location with paid activities.
13. Don’t forget our price guarantee. Tilausajobussit.fi offers a price guarantee on all quotes provided through our site. If you find a lower price from another provider for the same transportation, simply contact us, and we will provide you with a better offer.