Asking for a minibus quote only takes a minute, but the more you tell us at the start, the more accurate the quote will be. So what information do you need for a minibus quote? Here’s the full list we ask for, why each part matters, and a few extras worth mentioning before you hit send.
In short:
- The basics are your pick-up date and time, pick-up address, destination, one-way or return, and the number of passengers.
- For a return trip, add your return date and time.
- If people are joining from different places, list every pick-up address.
- Mention luggage or any special requirements up front.
What information do you need for a minibus quote? The core details
Whatever the trip, from an airport run to a wedding or a day at the races, the same core details go into a quote. These are the ones we ask for every time:
- Pick-up date and time. This tells us straight away whether we’re free, and which vehicles are available on the day.
- Pick-up address. Where we’re collecting you from. If there’s more than one, list them all (more on that below).
- Destination. The airport, venue, stadium, hotel or town you’re heading to.
- One-way or return. Some groups only need dropping off, others need bringing home too.
- Number of passengers. So we can match the minibus to your group.
- Return date and time, if it’s a return trip.
That’s the same information our booking form asks for, so filling it in properly is the simplest way to make sure nothing’s missed. If you’d rather ring or email, have these details in front of you and the conversation will be much quicker. Leaving one out can mean a bit of back and forth before you get your price, so it’s worth the extra minute to include everything.
Getting the passenger numbers right
The number of passengers decides which minibus suits your group. We run 8, 10, 12, 14, 15 and 16-seater minibuses, and once we know your numbers we’ll confirm the best vehicle for you. You don’t need to work out which size you need yourself.
Count everyone who’s travelling, so the minibus we suggest has a seat for each person. It’s easy to count the adults who are paying and forget anyone else in the group, so it’s worth checking your list before you ask.
If your numbers aren’t settled yet, give us your best estimate and say it might change. That can easily happen when you’re still waiting on replies for a wedding, a works do or a weekend away. When the final number is clear, let us know, so the vehicle still fits the group.
If your group is bigger than 16, tell us the full number when you ask rather than splitting it yourself. That way we’re quoting for the whole group, not just part of it, and we can talk you through the options.
Pick-ups, stops and drop-offs
Not every group starts from the same front door. Wedding guests might be staying in different hotels, a works team might be spread across offices, and a group of mates heading for a stag weekend might live in three different towns. If that sounds like your trip, include every pick-up address when you ask for a quote.
Multiple pick-ups and drop-offs are often possible. If you have several stops, list them in your enquiry and we’ll plan the route and timings around your group. The same goes for the end of the trip: if people need dropping at different places on the way home, put that in too.
Full addresses help more than area names. “Sunderland” covers a lot of ground, so a street and postcode for each stop means the timings we give you are based on where people actually are. If some of your group can meet at one address, that’s worth knowing too, as fewer stops makes for a simpler plan.
We pick up across the North East, including Sunderland, Newcastle, Durham, Gateshead, Washington, South Shields, Jarrow, Hebburn, North Shields, Seaham, Chester le Street, Peterlee, Hartlepool and Middlesbrough. You can see more on our areas we collect from page.
Return trips and timings
If you’re coming back the same way, a return trip needs a second set of details: the date and time you need collecting, and where from. Without those, we can only quote for half the journey.
For a weekend break, a Friday drop-off and a Sunday pick-up is a common booking, so just tell us both dates and times and we’ll quote for the whole trip. For a wedding or party, think about whether guests need taking home at the end of the night as well as getting there. We can do one-way trips or returns, including late finishes.
For an airport run, tell us the date and time you need collecting on your way home as well as your outbound pick-up. We operate 24/7, which helps with early-morning departures and late-night returns, so don’t worry if your times are at the edges of the day. Just put them in.
For school trips, college fixtures or corporate days, a rough itinerary helps. A corporate quote, for example, is built from your pick-up date and time, pick-up address, destination or itinerary, one-way or return, passenger numbers and a return time if you need one. School jobs are always planned around the schedule you need.
Good to know: you don’t have to choose a minibus size or plan the route yourself. Tell us how many are travelling and where from, and we’ll confirm the right vehicle and a clear plan for your trip.
Extras worth mentioning
Beyond the basics, a few extra details make a quote more accurate and save time later:
- Luggage. If you’ve got suitcases for an airport run or bags for a weekend away, mention it.
- Special requirements. Anything about the group or the trip that we should know about, tell us when you ask.
- The fixture date for a football away day, along with the stadium you’re heading to.
- Venue details and timings for a wedding or event, so the plan fits around the day.
- Regular journeys. If it’s not a one-off, for example a school run or staff transport, say so. We do short-term and long-term contract work as well as one-off bookings.
None of these are hard to give, but they’re easy to forget when you’re organising everything else. Adding them at the start means the quote you get back covers the trip you’re actually planning, rather than a simpler version of it. If you’re not sure whether something matters, put it in anyway. It’s much easier for us to skip a detail we don’t need than to chase one that’s missing.
What happens after you send your details
Once we’ve got your details, we’ll confirm availability and pricing quickly and send you a clear, no-pressure quote. You can ask using the booking form on our site, by email, or by phone if you’d rather speak to someone. Ringing means you’ll speak directly to our team about availability and pricing.
If your trip is short notice, still get in touch. We prefer as much notice as possible, but we take short-notice and emergency bookings when we have availability, and we’ll always check for you.
D&G Minibus & Van Hire is a family-run business based in Sunderland, with more than 10 years in business. Every booking is minibus hire with driver, journeys are handled by fully licensed PSV drivers who are DBS checked, and we hold public liability insurance. If you want a reliable service and some peace of mind before you book, have a read of our 215+ five-star Google reviews on the reviews page. You can see every type of trip we cover on our services page, from airport transfers to school and corporate travel across the North East and UK-wide.
Frequently asked questions
What information do you need for a minibus quote?
Your pick-up date and time, pick-up address (or addresses), destination, whether it’s one-way or return, the number of passengers, and your return date and time if needed. If you have luggage or special requirements, mention those too.
Do I need to know the exact number of passengers?
Give us the best number you’ve got and say if it might change. We’ll confirm the best vehicle for your group size, and you can let us know when the final number is clear.
Can I get a quote for a trip outside the North East?
Yes. We’re based in Sunderland and pick up across the North East, but we also travel UK-wide. Tell us where you’re going and we’ll price it up.
How do I send my details?
Use the booking form on our site, email your journey details, or give us a ring. We’ll confirm availability and pricing quickly.
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