Planning tool
Guest RSVP & Headcount Tracker
Keep a running headcount and per-person cost in your browser as guests confirm or drop out. Add names, mark them in or out, and the per-person share of the quoted total updates. The list is stored on your device only; it does not send links or collect responses from guests.
Guest RSVP & Headcount Tracker
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.
If all maybes confirm: $400.00/person
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.
Guest RSVP & Headcount Tracker questions
How do I track RSVPs for a party bus?
Use our tracker to add each guest and mark them confirmed, maybe, or declined. The per-person cost updates automatically as headcount changes, so you always know the real cost split.
When should I collect money from guests?
Collect deposits at least 1-2 weeks before the event. Full payment should be collected no later than 3-5 days before to avoid last-minute drops that leave you covering extra costs.
What happens if someone cancels last minute?
Have a clear policy upfront: once you book, the per-person cost is divided among those who paid. Late cancellations either forfeit their deposit or a replacement guest covers their spot.
How many guests should I invite vs. bus capacity?
Invite 20-30% more than your target headcount to account for dropouts. For a 20-person bus, invite 25-28 people. The tracker helps you see who's confirmed so you can fill empty spots.
Should I have a waiting list?
Yes. Keep 3-5 people on a waiting list for a larger event. Communicate clearly that they'll be moved up if a confirmed guest drops. This protects your per-person cost.
How do I collect payments fairly?
Split the written total, including any gratuity your group agrees on, among confirmed guests and collect each share with whatever payment method your group already uses. Collecting the full share up front avoids chasing money after the event.
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Ready to request a quote?
Use what you calculated here to request quotes with better route, timing, and vehicle context.
No obligation. Written quotes from a reservation agent. Availability varies by date, vehicle, and provider.
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