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  • How to Hire a Vehicle

How to Hire a Vehicle

How to Use or Hire a Vehicle and Information for Minibus Drivers

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How to Use or Hire a Vehicle and Information for Minibus Drivers

If your club or society needs to hire a Union minibus, here’s everything you need to do. Make sure you follow each step properly or your booking might not be approved.

Step 1: Visit the Website and Log In

Go to brunelstudents.com and log in with your student account.

Step 2: Go to the Minibus Section

Head to:
Activities → Activities Resources
Then scroll to the section titled Vehicles, Trips, and Accidents

Step 3: Complete the Driver Registration Form

If you want to drive a Union minibus, you need to register as a driver. This must be done once each academic year.

You’ll need to:

  • Fill in your personal details
  • Upload clear images of both sides of your UK driving licence

To be eligible, you must have held a full UK licence for at least one year.

Step 4: Fill Out the Transport Booking Form

You must submit the booking form at least five days before your trip.

The Student Activities team will review your request and get in touch to confirm your booking, ask for more info, or raise any issues.

Important: If you do not complete this form, your booking is not guaranteed. Priority will be given to those who have. Longer distance journeys are prioritised, and local trips are expected to use public transport.

You will also need to include a licence check code.
You can generate this through the GOV.UK “View or share your driving licence information” service.

Important: This is a one time use code. Do not use it yourself. Just copy and paste the code into the form (with no spaces) so we can do the licence check.

Step 5: Read the Minibus Drivers Handbook

Before you drive, make sure you read the Minibus Drivers Handbook so you know what to expect.

This includes:

  • Your responsibilities as a driver
  • Costs you might need to cover
  • What to do in case of an issue

Step 6: Booking Confirmation and Key Collection

Once your booking is approved, you’ll get a confirmation email.

You can then collect the keys and sign out the vehicle at the Union Reception.

Step 7: Fill Out the Minibus Collection Form

Before driving off, inspect the minibus and complete the Minibus Collection Form. This protects you from being held responsible for any damage that was already there.

If the vehicle is damaged or unsafe to drive, contact 01895 269 269 or speak to someone at Union Reception straight away.

The QR code for the form is available at reception.

Step 8: Return the Minibus and Keys

When your trip is finished, return the minibus keys to the Union Reception by 10am the next day.


Need help?
If you have questions or need to make changes to your booking, email Student Activities.

 

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The Union of Brunel Students, Hamilton Centre, Brunel University, Kingston Lane, Uxbridge, Middlesex. UB8 3PH.

Tel: 01895 269 269 Charity Number: 1173492

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