A college tour is easy to dream about and surprisingly hard to run. Thirty to fifty students, a few staff members, a fixed budget and a long road make small mistakes expensive. Departments in Bangalore often plan trips to Mysore, Coorg and the hill districts, and the same questions come up every time. This checklist is written for the faculty coordinator or the student committee who has to book the bus and answer the principal. Work through it before you pay any advance, and you will know exactly what you have booked.
Get permission and the numbers right first
Before you talk to an operator, check what your college needs: a written permission, a staff escort, parent consent for each student and sometimes an insurance form. Colleges differ, so ask the administration office for the format.
Then fix the real number of travellers, with staff. Add two or three seats for last-minute changes. The vehicle size depends on this number, and a bus that is only just big enough leaves no room for bags and equipment.
Choose the vehicle size and type
A group of around forty is usually best served by a full-size coach, while a smaller department or a club can use a mini bus or a tempo traveller. Ask for seat-wise availability, not only the name of the bus. Push-back seats help on long journeys, and a luggage rack or a boot is important if students carry trekking bags.
Decide between air-conditioned and non-air-conditioned vehicles based on the route and the season. Hill routes are cool in the evening but the plains can be hot at noon, and students who have been sitting for hours cope better in a cool bus.
Plan the route with realistic halts
Draw the route on a map and mark the places where the bus will stop for meals, washrooms and sightseeing. On a trip such as Bangalore to Mysore and onwards to Coorg, every hour of sightseeing adds to the driving time at the end of the day, and tired drivers are a risk.
Keep the journey in daylight where possible. If the group must travel at night, ask the operator for a second driver or a long rest before the night leg.
- Mark meal stops and washroom stops on the plan
- Add buffer time for traffic around the cities
- Avoid late-night arrival at a hill station
- Share the route with the faculty escort and the driver
Ask the operator the right questions
Ask about the number of drivers, the age of the vehicle, whether it has a valid fitness certificate and permit, and the insurance on the vehicle. Ask who pays for toll, parking, the driver's food and halts, and the night allowance, and get the answer in writing.
If the route crosses into another state, ask about the permit and the border tax. A good operator will answer without hesitation. If you are searching online, check that the listing shows the real bus, its seats and its amenities.
Rules for students on the bus
Agree on the rules before leaving. No standing in the aisle while the bus is moving, no sitting on the footboard, no loud music at night when others sleep, and no leaving the group at stops without telling the staff member in charge.
Make a seating list so that every student has a seat and the staff members are spread through the bus. Hand the staff the emergency numbers of the college, the operator and the nearest hospital on the route.
Money and paperwork
Pay the advance only against a written booking that lists the vehicle, the dates, the route, and what is included. Keep a copy of the vehicle registration and the driver's licence number with the faculty escort.
Collect the contribution from students in one account and keep the receipts. After the trip, share a short summary with the college so that the next batch can learn from it.
The day before and the day of the trip
The day before, call the operator and confirm the vehicle, the driver and the reporting time. On the morning, check the bus before students board: seats, seat belts if fitted, the emergency exit and the first-aid box.
Do a head count at every stop, not only at the start. It takes a minute and it is the single most useful habit on any group trip.
Questions
What size of bus is right for forty students?
A full-size coach is the usual choice for around forty travellers with staff. Ask for the seat count and the luggage space before booking.
Do I need a staff escort on the bus?
Most colleges require at least one staff member for each batch of students. Check your college's rules.
Can the bus travel at night on a college tour?
It can, but ask for a rested or second driver and avoid arriving at a hill station late at night.