Facilities Forms

Charter Bus Request Form

Attention: The bus driver shortage in our area is impacting local charter bus companies, which means charter reservations arranged through the University are becoming increasingly challenging to fulfill. In some cases, these reservations cannot be accommodated. To help, we recommend following these tips when requesting a charter:

  • Book early. Plan ahead and request your charter with as much lead time as possible. We will handle charter requests on a first-come, first-served basis until further notice.
  • Consider the day of the week. When selecting an event date, keep in mind that charter bus availability is typically better on weekends than weekdays.
  • Prepare a backup plan. This is an ever-changing situation, so be sure to plan ahead in the event your charter is canceled due to driver shortages.

We thank you for your understanding and apologize for any inconvenience this may cause.

Bus charter services are available for any University-related event by a University department, organization, or event organizer. Buses can be booked for local or long-distance travel. Continuously looping buses are also available for trips to local destinations.

All non-coach transportation requests must be submitted with a minimum of one week’s notice. All requests made with less than one week’s notice will incur a $50 late booking fee.

All requests for coach buses MUST be submitted more than two months in advance of the reservation date.

Any changes must be made at least 48 hours in advance of the date of your charter. Requests for changes after this deadline may not be accommodated.

For student organizations paying by check, you must pay for your charter 48 hours in advance of the date of your charter. If a check is not received by this deadline, your charter will be cancelled and you will be responsible for any cancellation fees. River Campus and ESM student organizations, please select your advisor when filling out the form.

Submissions sent by email will not be booked unless accompanied by a completed Charter Bus Request Form.

For additional information, contact:

Andrea Walton (awalton@parking.rochester.edu or 585.275.5953)
Tracey Austin (taustin7@parking.rochester.edu or 585.276.3946)

Additional Fees May Apply


If this is a student organization, please select your advisor.

Reservation Information

If you know the exact number of people, then we can suggest the number of buses
Before Your Event
If you know the exact number of people, then we can suggest the number of buses
After Your Event
Enter time bus should leave the return location to return you to original location.
Bus & Accounting Details