How to Arrange an Off-campus Trip/Activity/Event

Transport Options for Society Activities

Whether you're planning a trip, attending an event, or heading to a fixture, here’s how to organise transport for your society:
 

Step 1: Complete the Appropriate Event/Activity Form

Before arranging any transport, you must first complete the relevant form for your activity:

• Is it a trip or an external event?

• Head to the Activities Resources page and fill out the correct Event or Trip Form.

• This ensures your activity is approved and covered by the Union’s processes.
   

Step 2: Book Your Transport

 Union Minibuses

• Availability:

  • 7 x 9-seater minibuses available during term time.

  • 1 x 9-seater available year-round, including non-term time.

• Booking:

  • Use the Vehicle Booking Form on the Activities Resources page.

• Driver Requirements:

  • Must be 19+ years old, with at least 1 year of driving experience.

  • Must have no points on their driving licence.

• Costs:

  • Use your society Function account to cover hire and petrol.

• Note:

  • Wednesdays are prioritised for sports clubs due to fixtures.
     

 Personal Vehicles

• You may use your own or another committee member’s personal vehicle.

• Reimbursement:

  • Claim £0.20 per mile via a Petty Cash form.

  • Attach a map of your journey to support your claim.
     

 Final Reminders

• Always plan ahead and submit forms in good time.

• Ensure all drivers meet the eligibility criteria.

• Keep receipts and documentation for any claims or bookings.