The Road Ahead: Tips for Your First Bus Tour

Embarking on your first bus tour can feel like a daunting task as a developing tour manager.

You know you’re capable, but you’ve never toured on a bus, and want to avoid making any mistakes.

Well, rest assured, you will make mistakes. That’s part of the tour management gig. And you’ll learn from those failures and grow from them.

Everybody had their first bus tour at some point, so there isn’t anything to worry about.

In this article, we’ll explore some common elements of bus touring that might shed some light on how everything fits together.

“The wheels on the bus, go round and round, round and round…”

The Unofficial Rules of the Bus

Below you’ll find some general guidelines that are transferable as you hop on and off tour buses across your touring career.

1. Be a good house mate.
2. Don’t poop on the bus.
3. Sleep with your feet pointing towards the driver.
4. Toilet paper does not go in the toilet. No solids!
5. Clean up after yourself.
6. Clean up after yourself!
7. Don’t leave shoes out where people can trip on them.
8. Don’t drink the bus water.
9. Getting off the bus at a truck stop? Leave something on the driver’s seat so they know you got off.
10. Always make sure to lock the bus door and bays. Very important!
11. Don’t ever say the bus door code over the radio, or any password for that matter.
12. Don’t slam the bus door. A broken bus door is a very sad thing.
13. Parked on a street? Be mindful of traffic when opening the door.
14. Keep your luggage underneath the bus, unless you have an agreed-upon junk bunk.
15. Don’t bring guests on the bus.
16. Is food going bad in the fridge? Toss it! Don’t bury it with new bus stock.
17. Keep an eye on bus stock levels to avoid a bummer non-coffee morning.
18. Muddy festival feet? Take off your shoes versus tracking dirt into the bunk area.
19. Phone calls should not happen in the bus bunk area.
20. Don’t cross borders or checkpoints with anything illegal.
21. Different tours dedicate bus space differently. Read the room and figure out a system that works for your tour.
22. Don’t know the answer to something bus related? Ask your driver or the shop. They’re happy to help.

By no means does this cover everything, but it should be a good starting point.

For European tours, it’s good to be mindful of the driver sleeping on the bus during daytime hours.

How to Request a Quote from a Bus Vendor

Requesting a quote from a bus vendor is a fairly straightforward process.

Some vendors will want this information entered into an online form, while others are happy to work off of an email.

The most important aspect of requesting a quote is to begin the process early. Bus inventory sells out every year during the high season.

Regardless of the format, below is some of the information you will need to request a bus quote.

• Your Contact Information
• Starting Date
• Starting City
• Ending Date
• Ending City
• Tour Routing (imperative to receive an accurate quote!)
• Number of Buses Needed
• What Kind of Bus (Star Coach, Band Bus, Crew Bus, Year, Etc.)
• Specific Configuration (if applicable)

There are other variables to consider depending on the routing and number of personnel on your tour. All of these will ultimately affect the price quoted.

• Is a well-serviced older bus okay, or do you require a brand-new coach?
• How do the bus bunks need to be configured?
• Do you require any certain amenities on the bus? IE: Shower
• Do you need a slide-out?
• Will you be towing a bus trailer?
• For drives that could result in an overdrive, would you prefer to incur the overdrive, or take the DOT break?
• Will you require a co-driver for any of the drives?

How to Understand a Bus Quote

Every bus vendor has their bus quotes laid out a little bit differently.

Here are some common terms you are likely to see when requesting quotes from a bus vendor.

Coach Rate

The daily rate of the bus multiped by the number of days on tour. Varies by year, make, and model.

Trailer Rate

The daily rate of hiring a bus trailer is multiplied by the number of days of the tour. Towing may increase the driver’s wage or incur towing fee.

Driver Rate

The daily rate of the driver is multiplied by the number of days on the road. Driving a star coach or pulling a trailer typically means an increase in driver wage.

Payroll Fees

Sometimes bus companies will charge an admin processing fee for processing the driver’s payroll.

Surcharges if driver not on band’s payroll, covers workman’s comp, taxes, and processing fee.

Co-Driver Rate

Daily rate for co-driver if needed.

End of Tour Service/Cleaning

This is when the bus returns to the yard and gets a deep clean.

Internet/Satellite Service

For all of your front and back lounge streaming needs.

DOT Fee/IFTA/ELD

Department of Transportation Fees, International Fuel Tax Agreement, Electronic Logging Device.

Engine Service

Miles traveled multiplied by X amount (10-15 cents/mile).

Overdrives

Drives exceeding 450 miles, notated with driver rate.

Hotel Buyouts

A buyout is given to the driver in lieu of booking a hotel room on a deadhead.

Cleaning

The weekly fee for interior bus cleaning, washing linens, etc. Please clean up after yourself. The bus driver is not your personal housekeeper.

Bus/Trailer Wash

The weekly fee for exterior cleaning.

Generator Service

The weekly fee for servicing the generator.

Fuel Cost

One of the largest variable expenses on a tour.

Deciding What Bus Vendor to Work With

Finding the right transportation vendor to work with involves a number of different considerations.

Some of these include available bus types, location of their yard, size of their fleet, price point, communication style, and the list goes on and on.

Making the decision to sign a bus lease is a big deal. Talk to peers and see what their experience is before signing a lease.

A good bus vendor can lead to a successful tour that is enjoyable, whereas a bad vendor can lead to a never-ending amount of transportation-related grief.

When things don’t go as planned, you want to be sure you’re working with a vendor who is going to be able to keep the tour in motion.

What’s a Long-Term Bus Lease?

A long-term bus lease is an agreement between a bus vendor and a client that provides transportation coverage for a longer duration of time.

Typically, these are year-long contracts, but different vendors may be open to negotiating other lengths of time.

These are very common for artists with a Nashville-style touring schedule.

Instead of signing a bunch of tiny leases to cover weekend warrior gigs, you sign one that is going to cover the entirety of anything that falls within your coverage window.

This provides consistency and convenience when the bus returns to the yard because you don’t have to continually move personal items on and off the bus.

What’s a Sub-Lease?

A sub-lease is when the client who originally signed the long-term lease, subleases the bus to another client.

For example, a client may have signed a year lease, but they actually have a few windows during the year where they won’t be using the bus.

They can then sublease the bus to someone else; however, the particulars of how this is accomplished is up to the vendor.

Bus Vendor Directory

It seems like every day someone is asking where to find a bus.

Jeff Petty has put together a very comprehensive list of North American and European bus vendors.

Check out the group Bus Friendly Entertainer Bus Companies. It’s a very valuable resource.

Onboarding Drivers

Normally, the bus vendor is going to have a driver coordinator who will assign a driver to your tour.

The office will generally have all the driver’s documents already on file that you can request and import into any of your personnel databases.

If you have to cross an international border, confirm that the driver has a valid passport and no prior charges that would impede a smooth crossing.

In regards to payroll, either the bus company can process payroll, or the driver can be added to the touring payroll.

Each scenario has pros and cons.

It’s best to consult with the business manager to figure out which option will work best for your camp.

Understanding Bus Driver Hours

The Federal Motor Carrier Safety Administration (FMCSA) in the United States regulates the number of hours that an entertainer coach driver can legally drive in a day.

As per the FMCSA regulations, the driver is allowed to drive for up to 10 hours after a minimum of 8 consecutive hours of off-duty time.

Additionally, the driver’s driving time is restricted to 60 hours in a 7-day period or 70 hours in an 8-day period, depending on the tour schedule.

Once the maximum hours of driving time are reached, the driver must take a rest break of at least 34 consecutive hours before driving again.

These regulations are in place to prevent driver fatigue and promote safety on the roads.

For more information regarding legal driving limits visit North American Bus Driver Hours and European Driver Hours.

How Many People Can Sleep on an Entertainer Coach?

The short answer is that it depends on the region you’re touring in and the configuration of the bus.

At the top end of the spectrum, there are some builds that will accommodate 16 people. This includes both Europe and North America.

Generally, the most common configuration in North America includes 12 bunks.

European-style coaches more commonly have accommodations for 16 people, with a double-decker configuration.

With all of that said, just because you can put 16 people on a bus, doesn’t mean you should.

Bus Bunk Configurations

There are a number of different ways to configure bus bunks on a tour bus.

The standard configuration for North American buses is a 12-bunk configuration.

This includes 6-bunks on the driver’s side and 6-bunks on the passenger side.

They are separated into four regions of three horizontally stacked bunks: front driver-side, back driver-side, front passenger-side, and back passenger-side.

In each of the stacks, there is a top, middle, and bottom bunk.

Sometimes you’ll see buses configured with condo bunks.

This is where the middle bunk is removed, leaving a more spacious top and bottom bunk. In this configuration, there are 8 available bunk spaces.

Sometimes an artist will convert the back lounge into private sleeping quarters. Bus vendors will typically charge an additional fee for this conversion.

If you have a fully loaded bus, converting the back lounge can make make a tight living space, even tighter.

What is an Overdrive?

An overdrive is when a bus driver exceeds a predetermined length of mileage on a driving shift.

Typically, this occurs at the 450-mile mark but is decided by the vendor.

When a driver exceeds this length, they receive additional compensation.

A bus driver is not legally able to drive for longer than 10 hours.

Their driving is monitored by an electronic logging device, also known as an ELD.

What is Deadhead?

A deadhead is when a bus makes a drive without any passengers on board.

If deadheading into Canada from the US, it’s important to talk to your bus vendor about what the most recent immigration requirements are.

In the past, some tours have run into issues deadheading a bus into Canada without having any passengers on board.

When is a Co-Driver Required?

A co-driver is required when you need to complete a drive that exceeds the legal limits of what a single driver is able to accomplish.

For example, if you need to move a bus from Nashville, TN to Austin, TX in one push for whatever reason, a co-driver would be required.

The drivers would share the driving duties to make the drive length legal for each driver.

Where Do Tour Bus Drivers Sleep?

On a North American tour, bus drivers sleep in hotels.

It is the responsibility of the tour to coordinate rooming for the bus driver at a good-quality property.

Sometimes, if deadheading, the bus driver will opt to take a pre-determined hotel buyout in lieu of a booked hotel.

They will sort themselves out, and oftentimes, just sleep on the bus. Confirm with your driver what their preference is.

On a European tour, bus drivers do not require a hotel because they have sleeping quarters on the bus.

This makes it even more important to find bus parking that has access to shore power, along with access to amenities.

What is a Junk Bunk?

A junk bunk is an empty bus bunk that becomes additional storage.

The availability of a junk bunk is determined by the amount of personnel on the tour.

If you’re on a North American tour, with a bus occupancy of 12 people, you would not have an available junk bunk.

What is a Slide Out?

A slide-out is a modification to a tour bus that allows for an extension of interior space.

The most common slide-out is the front slide. This increases the available real estate considerably and is a great way to make everyone a little more comfortable.

Rear slides on certain models are also available. It really just depends on the build-out of the bus.

It’s important not to put the slide out if there is ever a chance of freezing rain or snow.

The slide can get stuck, and prevent you from getting on the road to your next tour date.

Additionally, make sure that there are not any items on the floor when bringing the slide in.

Do Buses Have Showers?

The short answer is that some buses have showers and some don’t.

Bus showers are typically found on star coaches, but can also be found on other styles of bus configurations.

They aren’t really a substitute for a venue shower or dedicated shower room.

For artists that do want to use the bus shower, it’s important to make sure the bus is parked on level ground.

What is a Star Coach?

A star coach is an entertainer coach that’s been configured to carry a primary artist.

Generally, the back lounge is converted into a bedroom and there is access to a shower and private bathroom.

Some will have additional bunks for anyone who may need to ride along.

There are typically other amenities available that you wouldn’t find on a standard band or crew bus.

An example might be a sauna or a recording studio. The sky is really the limit in regard to what is possible with designs and layouts.

What is a Bus Wrap?

A bus wrap is a form of marketing where the bus is wrapped in artwork or branding.

This could be an artist logo, tour sponsorship, or something else entirely.

It’s also possible to wrap a truck trailer in any of the above. Inquire with the vendor to find out what’s possible.

How to Estimate Driving Time

A good rule of thumb is to estimate 2 hours of drive time for every 100 miles.

This is inclusive of fuel stops on a routed North American bus tour.

If you’re driving into a major metropolitan area, consider the estimated time of arrival.

If arriving between 7:00a – 10:00a you’re often arriving right in the middle of rush hour, and this can make for a jerky ride for you and your passengers due to all of the stop-and-go traffic.

Also, remember to highlight any timezone changes to avoid showing up late, or arriving too early.

Advancing Bus Parking Requirements

When advancing parking requirements with the venue, there are a few key pieces of information you’ll want to touch on.

Let the venue know what your parking requirements are. This includes any buses, vans, trucks, trailers, personal vehicles, or support act vehicles.

It’s helpful to include vehicle dimensions, for situations when the venue needs to bag meters or organize a high-traffic backstage.

Find out what the earliest arrival time is, along with the latest departure time. This will tie into decisions on movements for other shows.

It’s also important to know if the vehicle will need to move for any reason.

For example, a drop-and-go situation can become logistically complicated if a driver has to return to move the bus at load out. It starts their driving clock.

Additionally, it’s good to find out if shore power and water is available at the venue.

Make sure to request a parking map.

A good rule of thumb is to make sure you understand the parking instructions from the venue before passing along parking instructions to your driver.

Parking instructions should be clear and easy to understand.

Having access to this information will help you to make informed decisions about when to set bus call.

This can be particularly important in situations where a bus driver has a limited number of driveable hours and it’s imperative for them to get off the clock.

For festivals or other events that may not typically bring in buses, confirm that there are no low-hanging branches that could impede the pathway of the bus.

Driver Communication

Creating a system that efficiently delivers necessary information to drivers is going to be your best friend.

This is good for the tour manager, but it’s also good for the driver.

Advance Info, Parking Maps, & Permits

Be sure to pass along information from the advance to your driver at least 72 hours in advance.

This allows them to review the information and highlight any potential issues with the parking plan.

Clearly highlight the parking area on the map, and make sure it is clear if the bus needs to nose in or back in.

List the day of show venue contact on any paperwork and print off any parking permits the night before.

A dedicated Google Drive folder is a great way to share information.

Obviously, if there is a specific situation that needs to be talked through, put it on their radar.

Road Finances

At the start of the tour, confirm you are on the same page with the shop in regards to how fuel is to be paid.

This could be done via touring cash or card on the road, or more frequently it is put on the vendor’s credit card and billed back.

Make sure to provide the driver with a cash float for any needs that may arise such as bus supplies, tolls, parking, or fuel.

In regards to who handles driver payment, that should be figured out with the shop, prior to tour embarking.

Problem-Solving

If there is an issue for any reason, it needs to be addressed in a timely and professional manner.

Small things become big things, so nip it in the bud early. This applies to both the driver as well as other members of the touring party.

The bus driver is very much in charge of your life and well-being on a nightly basis, and they should be held to a high standard.

Driver Hotels

Driver hotels and ground transportation are going to be part of the daily logistics puzzle.

This goes back to selecting properties that are going to be convenient and make sense.

For example, paying $250 for a property that is adjacent to the venue makes way more sense logistically than paying $200 for a property 10 miles away.

It’s easier for the driver to walk next door, plus you’ll end up saving money on ride-shares.

A good idea is to call the hotel the night prior to see if the property is sold out.

This can help the next morning when trying to get a driver early check-in.

It’s also a good time to confirm that a credit card authorization is on file to avoid a snagged check-in.

Ground Transportation

Usually, ground transportation falls under one of two scenarios.

Either the venue has a production runner who is able to transport the driver to their hotel, or they don’t.

In the latter case, a ride-share or taxi service is the most common solution.

When doing shows in rural areas, it’s important to keep in mind that rideshares may be difficult to come by in the middle of the night.

Be sure to factor this in when setting a bus call to avoid unintentionally stranding your driver and delaying departure.

Buyouts and Meals

Smaller tours often involve buyouts in lieu of hot meals.

If you’re on a tour like this, please remember that a driver is a member of your touring party and should receive a buyout.

If you are able to coordinate aftershow food, make sure to include your driver and get them a meal to start their shift.

Sometimes it is very difficult for drivers to source food due to their sleeping schedule or the location of the property they are in.

Help them help you.

Parking on Days Off

Bus parking on days off can sometimes be more challenging when compared to show-day parking.

Venues are set up for tour bus arrival and park buses daily, whereas a run-of-the-mill property lacks the familiarity and requirements of parking a tour bus.

This is another reason why working with a qualified entertainment travel agent is important.

They have a familiarity with properties in different markets that will be able to accommodate bus parking needs.

They will advance parking needs with the hotel and create a plan for a smooth arrival.

This could include parking maps, pathways to access the hotel, and any necessary parking permits.

In North America, buses are equipped with a generator, while European buses do not have a generator and require shore power where they are going to park.

Conclusion

There is a lot that goes into coordinating the logistics for a bus tour.

As you prepare to go on your first bus tour, ask lots of questions and you’ll be just fine.

It should go without saying, but treat your drivers with kindness and respect.

You’re out on the road working together to achieve a common goal.

May all of your arrivals and departures be on time. Onwards!