Frequently Asked Questions (FAQs): Charter Services

Who can charter a vehicle through Stanford Transportation?

All staff, faculty, students, and Stanford affiliated institutes are eligible to use Stanford Charter Services. Our charter services are available for Stanford University events only. Non-Stanford related events are ineligible for our charter services.

How can a customer make a charter reservation?

To request a charter estimate or submit a trip request: Create an account or log in to your existing account. Enter the trip request via Field Trip Request by busHive. Please view our charter rates for a general idea of our rates and vehicles.

Whom do I contact if I have questions?

Stanford Charter Services is available between 8 AM - 4 PM Monday through Friday (excluding university holidays) at 650-498-7882 or charterbus@stanford.edu. We respond to all emails and voicemails as quickly as possible, generally within 2-3 business days.

How far in advance should I request a charter?

We accommodate more than 2,500 trip requests annually, from simple airport transfers to complex campus-wide events.

There is no definitive date when a trip request must be entered, and availability is subject to our vendors. Ideally, trip requests should be entered at least four weeks before the service date. Trips out of the local area, long-distance, overnight, and/or large complex trip requests should be submitted at least eight weeks before the service date(s). The earlier the trip requests are submitted, the better chance we'll be able to accommodate your needs and secure more cost-effective rates.

Trip requests must be submitted at least two business days in advance to be accommodated.

Is the customer guaranteed a reservation when making a request?

Unfortunately, availability is never guaranteed when a trip request is submitted. Similar to rental car agencies, hotels, airlines, etc., our vendors have limited availability and may sell out.

What is a mileage quote?

Charter bus vendors generally provide quotes in three different ways.

1. A flat rate for services provided. (for example, to or from a local airport)
2. The industry standard of a four consecutive hour minimum with additional costs for each extra hour. (for example, Stanford to Palo Alto and back)
3. Charge by the mile. (for example, Stanford to Disneyland and back)

Local, non-airport trips are generally charged at the four consecutive hour minimum plus each additional hour. Mileage quotes are commonly used when the distance from campus to the trip destination is at or over 100 miles.

What can I use a charter for?

Charters can be used for, but are not limited to, special event shuttle services, conference shuttles, airport transfers, VIP transportation, student events, department events, inter-campus trips, local trips, overnight trips, long-distance trips, out-of-state trips, sporting events, among many more.

We have the diversity in our vendors to accommodate any trip request submitted.

What can’t I use a charter for?

Charters cannot be used for staff, faculty, and student personal events. Examples include weddings, proms, birthdays, family reunions, and anything unrelated to Stanford University.

Can a customer rent just a vehicle?

No, all our transportation services include a professional driver.

How much does it cost?

Each trip request is unique, and costs will vary based on passenger count, vehicle size, itinerary, distance traveled, charter duration, on-site dispatcher needs, etc. All quotes include gratuity, fuel surcharge, and fees.

What's the benefit of chartering vehicles through Stanford Transportation?

The Stanford Charter Services team has over 30 years of experience and will help you plan and strategize your transportation programs.  Our vendors offer competitive rates, provide 24/7 dispatch services, and meet Stanford University's stringent insurance requirements.

What types of payments do you accept?

The only payment method accepted is a PTA. All transactions are initiated after the service is complete and we have received the invoice from our vendor. No other form of payment is accepted.