Planning tool
BYOB & Ice Planner
Estimate how many drinks, cups, ice bags, and coolers to bring for a BYOB trip from your group size, ride length, and drink mix. The results are planning assumptions, not a rule. Confirm the provider's written policy on alcohol, glass, coolers, and ice before you shop; many providers prohibit glass and some supply ice.
BYOB & Ice Planner
Planning aid only. Outputs may use simplified assumptions and are not live quotes, legal advice, weather forecasts, vehicle specifications, availability, or contract terms. Verify the exact trip, provider, vehicle, price, policy, and current official information before relying on a result.
Request current options with these details
Use what you worked out here to request written pricing and availability. A request is not a reservation; the provider, exact vehicle, and contract are confirmed before anything is booked.
Verify before you pay
General guidance used across this site. It is the same on every page by design and is not legal advice or a substitute for reading your contract.
Who you are paying
Confirm the legal name of the transportation provider on the contract and the payment recipient before sending a deposit.
The exact vehicle
Ask for current photos of the vehicle that will be assigned, its legal seated capacity, and the written substitution policy.
Operating authority and insurance
Ask the provider for its current operating authority and insurance certificate, and check them with the relevant regulator where possible. Requirements vary by state and trip type.
The itemized written total
Compare minimum hours, clock start and end, mileage or travel time, fuel, tolls, parking, taxes, gratuity, cleaning, overtime increments, and every possible additional charge.
Deposit and payment schedule
Under the current reservation terms, a 50% deposit is typically due at booking with the balance before the trip; events within 7 days of booking are typically paid in full. The signed contract controls.
Cancellation, rescheduling, and weather terms
Get every deadline, refund or credit rule, and exception in writing. Do not rely on a verbal summary.
Itinerary and conduct rules
List every pickup, stop, and wait period. Confirm alcohol, age, smoking, decoration, food, and cleanup rules for the exact vehicle and route.
Day-of contacts
Get the dispatcher or driver contact method, the arrival window, and how delays or changes are handled during the trip.
BYOB & Ice Planner questions
How much ice do I need for a party bus?
Plan for approximately 1-1.5 lbs of ice per person per hour. For a 4-hour trip with 20 guests, you would need about 80-120 lbs of ice. Bag ice in 20-lb bags is easiest to transport.
How many drinks per person should I plan?
A good rule of thumb is 2 drinks per person for the first hour and 1 drink per person for each additional hour. For a 4-hour trip, plan about 5 drinks per person.
Can I bring hard liquor on a party bus?
BYOB policies vary by state and operator. Many allow beer, wine, and spirits for personal consumption. Always confirm with your operator and check local open-container laws before your event.
How many coolers do I need?
A standard 48-quart cooler holds about 48 cans plus ice. For 20 guests on a 4-hour trip, plan for 2-3 large coolers. Most party buses have built-in cooler space as well.
Should I bring cups or use cans?
Cans are easiest and create less mess. If bringing mixers or wine, bring plastic cups — plan for 2-3 cups per person since cups get lost. Avoid glass on party buses.
What about non-drinkers in my group?
Always plan for non-alcoholic options. Bring water bottles, sodas, and juice. A good ratio is 30% of your total drinks as non-alcoholic options.
How do I keep drinks cold the entire trip?
Pre-chill all drinks 24 hours before. Layer ice on top and bottom of coolers. Keep coolers closed as much as possible. Adding rock salt to ice lowers the melting point and keeps things colder longer.
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Ready to request a quote?
Use what you calculated here to request quotes with better route, timing, and vehicle context.
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What our inquiry data shows
Aggregate, privacy-reviewed inquiry data. Inquiries are requests for information, not bookings or trips completed.
61% of all qualifying inquiries in our history were for a Saturday and another 20% for a Friday, which is why Saturday availability is the first thing worth confirming.
Network-wide inquiry dataJune 2023 – August 2026
Inquiry volume in our history peaks in April, July, and August — the months when prom, graduation, and wedding planning overlap — so spring dates fill earliest.
Network-wide inquiry dataJune 2023 – August 2026
Across qualifying inquiries that stated a rental length, 71% asked for exactly 4 hours — the most common request by far — while 18% asked for 6 hours or more.
Network-wide inquiry dataJune 2023 – August 2026