Transit and Parking Services

Charter Rental Services

Transportation Services offers charters for University of Wyoming related events only. A 28 passenger bus is available for in-town charters. The 56 passenger Fine Arts coach bus is available for out-of-town trips, with priority scheduling offered to the Fine Arts department. 

Reservations must be made 6 weeks in advance for overnight trips and 1 month in advance for day trips. 

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For all charter rental inquiries-

Email requests to Charter Services with the following information:

• Date(s)

• Number of Passengers

• If there will be equipment or other related items

• Itinerary details, staging times, departure times, stopping locations, addresses, etc.

• Trip contact, including a cell phone number if available

• Billing contact, mailing address and phone number

• What the event/trip is for

If the trip is approved, a final trip itinerary must be received by Transportation Services no later than five working days prior to the trip. An invoice will be sent after the trip has been completed. Payment is due within 30 days of the invoice. (If two or more departments share the bus, charges will be split accordingly.)

Please email charters@uwyo.edu for more information. 

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In-Town Charter Information

Transportation Services will offer a bus charter service in the town of Laramie, WY with a 28 passenger GMC passenger bus. Two weeks advance notice must be given to schedule an in-town charter. Fees for in-town charter service are designated in the UW Fee Book (see below) and a Charter Rental Agreement must be completed. In-town charters are defined as business or educational related transportation for University related or University hosted events.  University related charters may include department field trips or business related meal events. Non University of Wyoming entities may request this charter service if their event is being hosted by the University of Wyoming on campus or at the UW conference center.

Unless directed otherwise by Administration, in-town charter use is not available for social related events such as formals, weddings, and parties.   

Examples of acceptable in-town charter use:

• Engineering class needing field trip transportation to the Union Pacific Tie Plant

• UW Foundation requesting service from Hilton to Hansen Teaching Arena. 

• Local committee that holds monthly meetings at the American Heritage Center (AHC) requesting a charter to tour campus or be transported to another location within Laramie.

Examples of non-acceptable in-town charter use:

• Alumni Association would like to transport a group of alumni from campus to the downtown bars. 

• Albany County Bar Association would like transportation from the AmericInn to the Civic Center

• A fraternity/sorority would like to charter service from their Greek residence to Laramie Country Club for a spring formal. 

 

Charter Rental Rates

Flat Mileage Rate: $5.24/mile (minimum 100 miles for out-of-town, 50 miles for in-town)

Driver Surchage: $100.00/day

Cleaning Fees: $0.00-$1,000.00

Late Cancellation Fee (less than 48 hours notice): $250

Additional Driver Fee: $300.00/day

Pass through fees: includes hotels, meals, and other expenses not paid at the time of service.

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Itineraries

General: Needed at time of reservation:

At least 1 month in advance of the trip -or-

If an overnight trip, needed 6 weeks in advance

Included:

• Signed Charter Bus Rental Agreement

• Basic itinerary with departure times and locations

• Description of any gear or equipment going

• Estimated number of people

• Contact chaperone, name and phone number

 

Final: Needed at least 1 week in advance of the trip

Included:

• Finalized itinerary with departure times, locations and addresses

• Finalized number of people

• Contact for the chaperone

 

Reserving a Date

The Fine Arts Department receives priority on out-of-town trips using the 56 passenger Fine Arts coach bus made before the scheduling deadline. Reservations will not be accepted for other departments requesting the coach bus before the priority deadline:

• 9/1/22- deadline for Fine Arts Priority Scheduling during 12/1/22 - 3/31/23

• 1/1/23- deadline for Fine Arts Priority Scheduling during 4/1/23 - 7/31/23

• 5/1/23- deadline for Fine Arts Priority Scheduling during 8/1/23 - 11/30-23

After these deadlines, the 56 passenger coach bus will be available for other departments to reserve. Reservations must be made in advance, 6 weeks notice required for overnight trips and 1 month notice required for day trips. An Estimated itinerary must be provided at that time.

Requests for in-town travel using the 28 passenger GMC bus will be accepted regardless of the priority scheduling deadline. We do not offer priority scheduling of the in-town charter bus to the Fine Arts department. Reservations will be handled on a first come- first serve basis so long as reservations are made at least two weeks in advance of travel.