Close this search box.

Charter Service Instructions & Request Form

Charter Service Instructions 

Due to limited buses and vans in the Capital Area Rural Transportation System (CARTS), charter service may not always be available.

When buses or vans are available, charter service is granted on a first-come, – first-serve basis based on the charter service guidelines below.

      • Wheelchair-accessible buses are available.

      • We do not schedule overnight charters.

      • We do not originate charters outside of CARTS current service areas: Bastrop, Blanco, Burnet, Caldwell, Fayette, Hays, Lee, Travis, and Williamson county.


    The Charter Service rate per vehicle is:

        • A completed Charter Service Request Form must be received no later than 15 business days before the event.

        • The Charter Service is available from 8:30 am to 12:00 am, Monday to Saturday

        • Billing begins 30 minutes before the bus is scheduled to leave the terminal to arrive at the departure location by the designated start time and will conclude 30 minutes after the bus returns to the terminal, due to pre-trip and post-trip inspections.

        • Failure to notify CARTS at least 1 business day before 5:00 pm to cancel/modify service may result in NO REFUND. There is no guarantee of refund of an approved and reserved charter service even with prior notification of cancellation.

        • Charter service is not available on New Year’s Day, Thanksgiving Day, and Christmas Day. Service for other holidays may be considered, but at a higher rate per hour.

        • The number of vehicles required for a specific charter will be determined by CARTS based on the number of expected passengers and vehicle capacity.

        • Possession of hazardous materials or weapons, as well as, the use of tobacco products, possession of open alcoholic beverages, controlled substances, or illegal drugs is strictly prohibited. Violation of these policies will result in immediate termination of the charter.


      The Federal Transit Administration (FTA) issued a final rule amending 49 CFR Part 604 (73 FR 2326), on January 14, 2008, which governs the provision of charter service by recipients of federal funds from the FTA.

      The final rule became effective on April 30, 2008, and clarified existing requirements; set out a new definition of “charter service”; allowed for electronic registration of private charter providers, which replaced the old “willing and able” process; included a new provision allowing private charter operators to request a cease and desist order; and established more detail complaint, hearing, and appeal procedures.

      Under this rule, we are required to request the following information:

      CARTS provides public transportation services and may provide charter service only under the following exceptions defined in the final rule.


      The Exceptions Are:

      1. Government Officials (limited to 80 hours annually)
      2. Qualified Human Service Organizations (QHSO) qualified groups serving the elderly, disabled, and low-income (qualified organizations listed in Appendix A of 40 Part 604)
      3. Leasing
      4. Agreement with other private operators
      5. When no registered charter provider responds to a notice sent by the recipient
      6. Petitions to the Administrator


      Any request for charter service must fall under one of the approved exceptions listed above for CARTS to provide charter service for you or your entity.

      Exception #5 provides for notice to charter providers by the recipient for charter service requests. When no registered charter provider responds to a notice CARTS can then provide charter services. The process to determine interest from a private provider is as follows:

      1. A completed Charter Service Request Form must be received no later than 15 business days before the event.
      2. Submit to: Tina Schneider, AGM, Safety & Security, call 512-505-5654 or email

      We will process your information as soon as possible. Incomplete request forms will NOT be processed until all information is complete. The private charter companies must respond within 72 hours of notice for charter service requested to be provided in less than 30 days; or within 14 calendar days of notice for charter service requested in 30 days or more.

      CARTS will send your request out to all registered providers using the charter registration website (S(cattib45n5s2cu45g4qmvl3l))/Default.aspx

      If we receive no indication of interest from registered charter providers, we can provide the service under exception #5.

      An estimate will be generated and emailed to the address given. This must be signed and returned.

      Should any private provider express interest, we cannot provide the service under exception#5

      We will forward you the contact information of private charter companies that have expressed an interest in meeting your needs. It is the responsibility of the charter provider to contact the client to make arrangements for the services requested.

      CARTS will hold the client responsible for any damage or excessive cleanup after the charter service has been performed. Damage may include but is not limited to interior, exterior, or cosmetic.

      CARTS will not transport passengers deemed “Unsafe” by the driver. The driver will verbally warn the unsafe passenger. If the passenger continues any unsafe behavior, the passenger shall be removed from the bus. CARTS shall not be held responsible for any passenger removed due to unsafe behaviors.

      CARTS retains the right to decline any charter service request for any and no reason as charter services are not part of the public services we provide by law.

      The final rule 49 CFR Part 604 amends regulations that govern the provision of charter service by recipients of federal funds from the Federal Transit Administration (FTA) published in the Federal Register / Vol. 73, No. 9 / Monday, January 14, 2008 / Rules and Regulations and became effective April 30, 2008 can be found here.

      Charter Service Request Form

      Please fill out the following information as accurately as possible to process your request. You may also attach maps, locations, brochures, or other helpful information to further explain your request.