How to Rent a Bus for Your Church, School, or Organization

If your church or organization needs a bus for a trip, an event, or a few months of extra seats, Carpenter Bus Rentals can put you in one in Tennessee or Texas. You bring the driver, and Amanda Crawford, Rentals Supervisor, helps you pick the right size for your rental.

When do you need a bus rental?

You need a bus rental when you want your whole group to travel together: when a trip is bigger than the vehicles you own, when coordinating carpools is a hassle, or when you want the group experience to start the moment everyone boards. Mission trips, retreats, field trips, and senior outings are all good fits.

Here is what a bus rental solves:

• No more carpool scramble. One meeting time, one departure, and everyone arrives together, with no one trailing behind in a caravan of personal vehicles.
• One driver instead of many. Your group sends one qualified driver down the road instead of a line of cars, so fewer people have to drive after a long day.
• The ride becomes part of the trip. The conversations, laughter, singing, and memories begin the moment everyone boards, not after you arrive at your destination.
• Another way to get there. For a trip you can drive, one bus can replace a plane ticket for every rider. Ask for a quote and compare it with the cost of flying.

Think about your calendar, too. Does your group have a season when you need more seats than usual, like spring break, summer mission trips, or fall retreats, but not all year? A church bus rental, or a rental for your school or senior care community, gives you the bus for just those weeks. Rentals run from 1 day up to 12 months, with daily, weekly, and monthly terms, and you do not have to buy a bus just to cover a busy season.

Why rent a bus from Carpenter Bus?

Carpenter Bus Rentals gives your organization a bus your own driver takes on the road, from one day to 12 months. You choose from small, medium, and large buses and pick up in Franklin, Tennessee or Elm Mott, Texas, just north of Waco. Delivery is available for a fee.

Here is what that means for your group:

• You run your own schedule. Your driver, your route, and your timing.
• A small bus can keep driver requirements simple. Small buses hold 15 people, driver included, so your own volunteer driver may not need a CDL. Check your state's driver's license rules first.
• Wheelchair lifts are available on some buses. Tell Amanda what your riders need and she will match you with a bus.
• You get personal help from start to finish. Amanda Crawford has been with Carpenter Bus since 1997 and will help you find the right bus for your trip.

Who can rent a bus, and can I rent one for personal use?

Carpenter Bus Rentals are made for organizations: churches, schools, senior care communities, nonprofits, and other groups with a qualified driver and the required insurance. Personal use rentals are not available. If you are not sure your group qualifies, call Amanda and she will help you sort it out.

Carpenter Bus Rentals offers short-term bus rentals from its locations in Tennessee and Texas. The rental fleet is buses only, so 15-passenger vans and minivans are not available to rent. If a van is what your group needs, Carpenter Bus does sell passenger vans. To see what's available to rent and how the program works, visit the Carpenter Bus Rentals page.

Can I rent a bus without a driver?

Yes, you can. You rent the bus, and your group brings a licensed driver, like a trusted volunteer or staff member. That puts you in charge of the trip: you pick the route, the stops, and the timing. Carpenter Bus does not provide drivers or charter service.

The sections below show you how to get your driver and insurance lined up, and Amanda will help along the way.

How do I rent a bus, and how far ahead should I book?

Carpenter Bus recommends contacting Amanda Crawford at least 2 to 4 weeks before your trip. Call her at (615) 727-1086 or fill out the form on the Tennessee or Texas rental page, and you will get a quote. Availability decides whether a last-minute request works, so the earlier you call, the more choices you have.

Here is how it works:

1. Tell Amanda what your trip needs. Share your passenger count (driver included), trip dates, pickup location, and any special needs, such as a wheelchair lift or luggage storage.
2. Get your quote. Amanda matches you with an available bus and gives you a quote. Quotes are good for 30 days.
3. Confirm your driver and insurance. Your organization provides a qualified driver and a certificate of insurance at least 48 hours before departure. Amanda walks you through what is needed.
4. Pick up your bus and hit the road. Pick it up at the location for your state, enjoy your trip, and bring it back when you are done.

Is your trip coming up sooner than that? Give Amanda a call anyway. Depending on availability, she may be able to fit you in.

What insurance and driver do I need?

Your organization brings a qualified driver and liability insurance that meets the Carpenter Bus rental requirement: $2 million for churches renting a bus for 15 passengers or fewer, and $5 million for every other renter and any larger bus.* Passenger counts include the driver.

This table shows the required liability coverage.

Who is renting	Bus design capacity	Liability coverage required
A church	15 passengers or fewer	$2 million
Any other organization	Any size	$5 million
Any renter, church included	16 passengers or more	$5 million

Your insurance agent can check your coverage against these amounts before you call, and Amanda Crawford will work through any questions with you.

*These are Carpenter Bus rental requirements, not legal or industry standards. They can change, so confirm the current requirement when you request a quote.

Do I need a CDL to rent a bus, and can I get a non-CDL bus?

Choose a small rental bus if you want to avoid needing a CDL (commercial driver's license). In Tennessee and Texas, where Carpenter Bus Rentals operates, a CDL is needed for a bus designed for 16 or more people, driver included.* Small buses seat 15 or fewer, while medium and large buses need a driver with a CDL.

Here is an easy way to think about it: if your group only has drivers without a CDL, a small bus works, and a bigger group may need two small buses. If someone in your group has the proper CDL, you can choose a medium or large bus and keep everyone together. Amanda can help you work out the best setup for your trip. If you want the full picture, read our guide to shuttle buses and driver's licenses.

*These rules are for Tennessee and Texas, where Carpenter Bus Rentals operates. Requirements vary by state and by vehicle, so if your group is based elsewhere, check with your state's DMV before you book. Some states, including California and Connecticut, apply stricter rules to churches and nonprofits.

Which size bus should I ask for?

Count every rider, driver included. If the total is 15 or fewer, ask for a small bus. If it is more than 15, ask for a medium or large bus and plan on a driver with a CDL. Tell Amanda your headcount and trip dates, and she will match you with an available bus.

This table shows how the three sizes compare on the points that decide a rental.

Bus size	Passengers, driver included	CDL needed
Small	15 or fewer	Not under the Tennessee or Texas passenger rule.*
Medium	More than 15	Yes
Large	More than 15	Yes

Rear storage, reclining seats, and overhead luggage space vary by bus, so tell Amanda what your trip needs when you request a quote.

Where can I rent a bus in Tennessee or Texas?

Carpenter Bus Rentals has two pickup locations: Franklin, Tennessee, about 20 minutes south of Nashville, and Elm Mott, Texas, just north of Waco off I-35. You pick up and return your bus at the location in your state, and you can see each address below.

The Tennessee pickup is at 132 N Royal Oaks Blvd., Franklin, TN 37067. The Texas pickup is at 6400 Old Dallas Road, Elm Mott, TX 76640. See current details on the Tennessee bus rental page or the Texas bus rental page.

Can a rental bus be delivered?

Yes, Carpenter Bus Rentals offers delivery for a fee, so you do not have to pick the bus up yourself. Call Amanda to talk through your trip, your dates, and where you need the bus, and she will go over the details with you.

What should I know about pickup, fuel, and return?

Pay the balance at pickup, and return the bus with a full tank of fuel and clean, the way you received the bus. Extra charges can apply for extra mileage, fuel, cleanup, or body damage, and they are due when you return the bus or within 48 hours after.

A few more details to plan around:

• Extra mileage is currently charged at $0.60 per mile.*
• Rental buses do not have TV or DVD packages.

*Rates, deposits, fees, and policies can change. Check your rental agreement for the exact terms that apply to your rental.

What are the deposit and cancellation rules?

March through August is peak season, so reservations in those months require a 50% deposit and 2 weeks' notice to cancel. If you cancel closer than 2 weeks to your rental date, the deposit is not refunded. Outside March through August, the deposit is $200.*

Cancel as early as you can, because the 2-week window is what protects your deposit during peak season. If your plans change, tell Amanda right away, and she will go over the cancellation terms that apply to your dates.

*Rates, deposits, fees, and policies can change. Check your rental agreement for the exact terms that apply to your rental.

Frequently Asked Questions

Can I lease a bus instead of renting one?

Yes. Rentals run up to 12 months, and longer terms are handled as a lease. Call Amanda to talk through the lease option and how it compares to renting, so you can choose what fits your organization and your budget.

Are wheelchair-accessible rental buses available?

Yes, some Carpenter Bus rental buses have wheelchair lifts. Availability depends on the bus, so tell Amanda about your wheelchair needs when you request a quote. She will match you with a bus that fits your group and your trip.

How much does it cost to rent a bus?

The cost of a bus rental depends on how long your trip is, how far you are traveling, and other factors, so it varies a lot from trip to trip. Call Amanda Crawford, the Rentals Supervisor, and she will give you a quote. You can also fill out the form on the Tennessee or Texas rental page.

What should I do next?

Call Amanda Crawford, Rentals Supervisor, at (615) 727-1086 and tell her about your trip. She will help you find the right bus and confirm what you need. Have your passenger count, trip dates, pickup location, and driver ready. You can also start a quote on the Tennessee rental page or the Texas rental page.

Bus rental services are provided solely by CB Bus Rental LLC (FEIN 41-4374821), a separate legal entity from Carpenter Bus, LLC (FEIN 26-0903235). Carpenter Bus, LLC sells new and used buses, parts, and service. It does not own, operate, or provide rental vehicles or rental services and is not a party to any rental agreement. All rental vehicles, rental agreements, and rental obligations are the sole responsibility of CB Bus Rental LLC.