Booking a charter bus for the first time can feel overwhelming — how far in advance do you need to book? What information do you need to have ready? How does pricing work? Here's a simple, step-by-step walkthrough of how the booking process works with Bokhari Coaches, so you know exactly what to expect from request to reservation.
Step 1: Nail Down Your Group Size and Vehicle Type
Start with your headcount. Whether you need a sedan, SUV, sprinter van, mini bus, or full-size motorcoach depends on how many people are traveling together. (Not sure which fits your group? Check out our group size and seating guide.)
Step 2: Map Out Your Date, Times, and Itinerary
Have a rough plan ready before you request a quote:
- Pickup date and time
- Pickup and drop-off locations
- Any stops along the way
- Estimated return time (or whether it's a one-way trip)
- Whether it's a single day or multi-day trip
The more detail you can provide up front, the more accurate your quote will be.
Step 3: Request a Quote
Submit your trip details through our quote request page or call us directly at (615) 373-8181. Our team will review your itinerary, recommend the right vehicle, and provide a price based on distance, duration, and group size.
Step 4: Reserve Your Vehicle with a Deposit
Once you approve your quote, a deposit secures your vehicle and driver for your date. Booking early is especially important during peak seasons — wedding season, graduation season, and major Nashville events like the Kentucky Derby or CMA Fest fill up fast.
Step 5: Confirm the Details Before Travel Day
In the days leading up to your trip, our team confirms pickup times, locations, and any last-minute changes to your itinerary. Your driver will arrive on time, ready to help with logistics like luggage or group coordination.
How Far in Advance Should You Book?
As a general rule:
- Weddings, proms, and major events: 2-3 months ahead, or more during peak season
- Corporate and convention travel: 3-4 weeks ahead
- Casual group outings or airport transfers: A few days to a week ahead, when possible
That said, we understand plans change — our team will always do what we can to accommodate last-minute requests based on availability.
Frequently Asked Questions
What information do I need before requesting a quote?
Your group size, pickup/drop-off locations, date and time, and any stops or special requests. The more details, the faster and more accurate your quote.
Do I need to pay in full when I book?
No — a deposit typically secures your reservation, with the remaining balance due before your travel date.
Can I make changes after I book?
Yes, within reason. Contact our team as early as possible if your itinerary, headcount, or timing changes.
What if I need a bus on short notice?
Call us directly at (615) 373-8181 — we'll check real-time availability and do our best to accommodate you.
Ready to Book?
📍 Serving Nashville, Franklin, Brentwood, Murfreesboro, Clarksville, and beyond
🚌 Sedans, SUVs, sprinter vans, mini buses, and full-size motorcoaches
📞 Call (615) 373-8181 to start planning
Request a quote or contact Bokhari Coaches today to reserve your group's ride.