Charter Trip Request Process

DUT will typically review your trip information within 72 business hours and email a quote to both the requestor and budget approver email listed within. If the quote is satisfactory, you will be asked to confirm the final details and provide a budget line to be charged. Groups are charged following the completion of their trip. Unless otherwise specified, your trip will be booked, guaranteed (unless your request was submitted within two weeks of your trip), and subject to our cancellation policy (on the page below) at this point. Note: requests received within two weeks of departure may incur higher fees.

The following situations may require additional evaluation before DUT can guarantee service, even if the trip request is submitted more than two weeks before your trip:

• Large groups (approx. 70 passengers or higher)
• Multi-destination trips (4 or more stops)
• Long-distance (3 hrs +) or overnight trips
• Trips during scheduled University closures or events
• Conferences or other multi-day events

After receiving budget line information and confirmation, DUT will advertise the trip to all eligible drivers. Once drivers have been secured, you will receive a final confirmation. If you plan to provide a Certified Driver, we will review their record and confirm their eligibility before quoting the trip.

If you request only vehicles, your group will be assigned a vehicle approximately 24 hours before your trip. Certified Drivers will be able to pick up keys 15 minutes before departure and occasionally earlier. We cannot accommodate requests for specific vans as vehicle availability and needs change rapidly. Requests for specialty vehicles (golf carts, tour buses, etc.) are handled on a case-by-case basis and are subject to availability.

All passengers should arrive at the designated departure point at least ten minutes before the scheduled departure time. The driver will take down all passengers’ names on a digital list and depart upon the instruction of the group contact specified in your request. Drivers will have an optimal route provided by a dispatcher but may use an alternate route by the trip contact point. The driver will follow the itinerary as specified (see below for info on trip adjustments).

We ask that any variations in the itinerary be brought to our main office’s attention as soon as possible. While we do our best to accommodate “day-of” or last-minute changes, they are highly disruptive and often denied. Out of respect to our drivers and staff, we ask that itinerary changes be kept minimal. Should your return time be later than the time specified in your final confirmation, DUT reserves the right to bill additional rental and driver fees. Delays on account of traffic will not be billed unless the trip contact point modified the itinerary or route. Failure to depart from the destination at the quoted time will be considered a modification and may incur additional charges.