FAQs / T&Cs

All Student Union vehicles are ULEZ complaint but vehicles from our external hire companies aren’t.

The charge is already covered on Student Union vehicles, however if you are hiring from an external company you will need to pay for it.

All union vehicles come with a fuel card on the key chain, they look like debit cards but work slightly differently. Fuel cards cover fuel, screen wash, AdBlue, oil and De-Icer. To use a fuel card, you fill the vehicle up, take the card inside (let the cashier know it’s a fuel card) and they will print off a receipt for you to sign. Using a fuel card means you or the club/society doesn’t need to pay.

For all BUCs events, please make your booking before the Friday before the event, as we process BUCs requests then. For all other bookings please make them at least a week before the start hire date to allow our team to process the booking.

If you have not been assigned a vehicle yet, we ask that you cancel your booking and make another one with the correct details. However, if you have already been assigned a vehicle, please send us an email and we will do our best to accommodate the change. We cannot accommodate all the changes, especially on short notice, but we will try our best to.

If your booking is regarding BUCs your vehicle will be assigned to Friday before the event. For other booking types we usually assign the vehicle within the same week as the booking, so we can be sure the vehicle will be available for you. If you need confirmation prior to these time frames for things like arranging parking, please send us an email.

You can only collect vehicles from Kendall when their office is open. To accommodate this, we may slightly adjust your booking to meet this time frame:

Mon – Fri:            08:00 – 16:30

Saturday:           08:00 – 11:30

As Kendall isn’t open on Sunday, if you make a booking that is assigned a Kendall vehicle for a Sunday the collection time will be 11:30 on the Saturday and you will be charged for using the vehicle from the collection time.

All vehicles and keys should be returned to where you collected them from, unless stated otherwise. Please reverse all vehicles into their spaces and remove all rubbish for the next drivers. Union vehicles are provided with bin bags to help with cleaning up, if needed. Please make sure to complete the End Hire form for all Union vehicles so you can be charged appropriately.

If you are registered as a driver on our database, you can hire a vehicle for any purpose. We do prioritise clubs and societies, so availability is often less on a Wednesday. Hiring one of our vehicles is often a great choice for students as we are much cheaper than other companies.

Union vehicle sizes are as followed: Cars – 5 seats, MPV – 9 seats, Minibuses – 17 seats. External company vehicles: Cars – 7 seats, MPV – 9 seats, Minibuses – 14 seats. If you need a vehicle of a specific size please state in the special requirements however, please note that vehicles from external hire companies are more expensive than our union vehicles.

We always try our best to fulfil every request as accurately as possible. Sometimes we need to use our external partners to do this. If you need a specific number of seats (such as the 17-seater provided at the union), we ask that you specify this in the ‘Special requests’ box on the application. This will ensure that you can take all the people you need to. There may be instances where this is not possible, and we will need to book an additional smaller vehicle (a 5 Union car or 7 seat External car) alongside the original booking.  

Cancellation fees only occur with external hire vehicles, and not union allocated vehicles. To prevent being charged a cancellation fee please make any cancellations before 24 hours before the start of your booking, you must also give us time to advise the external hire company of this cancellation before the 24 hour mark to prevent paying the fee.