Student Activity Vehicle Hire

Please see below for all information relating to vehicle hire on behalf of your Student Activity

Hired Vehicle(s) / Coach Hire Request

To request any hired vehicle on behalf of your Student Activity, please complete the appropriate Students' Union Activity Vehicle Hire Request Form . All hired vehicle(s)are to be driven by a member of the Activity.

This form can also be completed should you wish to obtain quotes for a Private Hire Coach with driver.

When completing this form please use Student Activity @AUSA Email address and not a personal one.

Requests should be sent as far in advance of the hire date as possible. Requests made less than 14 days, may not be able to be fulfilled and may be prioritised below other bookings. Vehicles are supplied subject to availability.

Should we be able to supply the vehicle via our preferred suppliers, the Students’ Union will forward a Vehicle Rental Confirmation to the Student Activity @AUSA Email address.

If we are unable to secure a vehicle, or require any other information, or to confirm your booking, we shall email you on the Student Activity @AUSA Email address

If it has been two working days since submission of your request, or it is less than 2 days until your event, please send an email to ausa-transport@abdn.ac.uk.

Hired Vehicle(s) allocations

We have a set amount of vehicle availability that is guaranteed by our preferred suppliers.

Should our preferred suppliers be unable to supply hired vehicle(s), the Students Union are under no obligation to utilise any other hire company and you will be required to source your own transport via private vehicles and/or public transport (at the Sport’s Club, Society or Student Group cost). You could always contact us nearer the time in case of any cancellations, or try the Enterprise Car Club

Hired Vehicle(s) Costs, Insurance and Invoicing

All rental hires are charged per 24hr period, please note this when selecting start and end days and times. Ancillary charges may be imposed by the hire company. Actual hire costs will be as per Hire Company Rental Reservation Confirmation.

Vehicle Hire Day Rate

Vehicle Type      Arnold Clark    Enterprise  (exc. VAT)
12 seat minibus £70.01 £n/a
9 seat people carrier £74.04 £82.08
Medium car    £40.97 £39.47
LWB Van    £47.80 £49.91

**Hire rates for other vehicles can be supplied on request.

Insurance:

In addition to the hire rates above, insurance will be added, per vehicle, at the rates below

1 day hire - £19.60

2-7 day hire - £14 per day

7-14 day day - £98 flat fee.

Students' Union Invoicing

The Hire Company will issue an invoice to the Students' Union approx 48 hours after the hire period.

Following review of this by the Students' Union an invoice will be issued from Students' Union Finance Team approx 10-14 days. Payment is due 30 days from the invoice date. The Students' Union reserves the right to remove the funds from your activity’s bank account without notice for any late payments, including a late payment fee of £15.

If it has been more than 21 days since your hire period has ended, or you have any queries regarding an invoice received, please send an email to ausa-transport@abdn.ac.uk.

Hired Vehicle(s) Amendments and Cancellations

Amendment of Hired Vehicle

If you wish to AMEND any amend any details of a hire already in place, please email the Students' Union Sports Office on ausa-transport@abdn.ac.uk with amendment details. You do not need to submit a Request Form for amendments. Any amendments are not guaranteed, and are dependent on availability. Amendments can usually be done at any time up to the start of the hire period.

Cancellation of Hired Vehicle

If you wish to CANCEL your hire, please email the Students' Union Sports Office on ausa-transport@abdn.ac.uk at least 48 hours before the start of hire.

We require to provide 24 hours’ notice (before the start time of the hire) of any cancellation to the Hire company. Any vehicle hire cancelled within 24 hours of the start of hire will be charged one days hire by the hire company.

If you urgently require to cancel transport outwith the Students' Union Sports Office working hours (ie., for that evening or at weekend), and in this circumstance only, please contact the hire company directly to cancel. Please also follow this up with email notification to the Students' Union Sports Office.

Hire Period Responsibilities

It is the Activities responsibility to collect/return the hired vehicle(s) as indicated on your Vehicle Hire Confirmation. No responsibility will be held by the Students' Union for the Activities failure to collect/return hired vehicle(s) correctly.

It is the Activities responsibility to fully check the condition of any hire vehicle upon collection and return. Please complete Students Union Activity Pre & Post Hire Inspection Report Form. When completing this form, please use the Student Activity @AUSA Email address and not a personal one.

This form is editable so that you can carry out both pre and post hire inspection of the hire vehicle.

Hired Vehicle(s) collection from Students' Union

Vehicle keys can be collected from your Activity mailbox outside the Students' Union Sports Office, ASV | Linksfield Rd | Aberdeen, AB24 5RU. If your Activity does not have a mailbox, keys can be collected from the Students' Union Sports Office during office hours.
It is the Activities responsibility to fully check the condition of the vehicle upon collection.
If you feel the vehicle is UN-SAFE TO DRIVE, DO NOT DRIVE SAME, and advise the Students' Union Sports Office

Hired Vehicle(s) collection from the Hire Company

Vehicle(s) and keys can be collected from the appropriate branch of the Hire Company, as indicated on your hire confirmation
Please ensure that you attend with the hire company representative whilst they carry out the vehicle hire check.
If you feel the vehicle is UN-SAFE TO DRIVE, DO NOT DRIVE SAME, and advise the Hire Company

Hired Vehicle(s) returns to the Students' Union

It is the Activities responsibility to fully check the condition of the vehicle upon return.
Vehicle keys to be "posted" into mailbox 1 outside the Students' Union Sports Office, ASV | Linksfield Rd | Aberdeen, AB24 5RU. DO NOT leave keys in your Activity mailbox, with ASV Reception, or ASV staff member.
The vehicle remains the responsibility of the customer until a satisfactory check in of the rental vehicle has been completed by a hire company employee.
All large vehicles i.e., MPV/minibuses/vans to be parked in ASV car park 4 (as indicated in yellow on image), all other vehicles to be parked in car park 2 (as indicated in orange on image). If outwith ASV operating hours, please park in car park 1 (as indicated in blue on the image).

Hired Vehicle(s) returns to the Hire Company

Failure to return hire vehicle(s) as indicated may result in an “abortive collection” being charged by the Hire Company (approx. 1 days hire)
Please ensure that you attend with the hire company representative whilst they carry out the vehicle hire check.
If returning vehicle to Arnold Clark outwith operating hours, please park in the street and use mailbox at the front end of their building on Canal Road. There are no return to Enterprise outwith operating hours.
The vehicle remains the responsibility of the customer until a satisfactory check in of the rental vehicle has been completed by a hire company employee
All Arnold Clark vehicles must be returned fully fuelled. All Enterprise vehicles to be fuelled to level as at collection. The Activity will be charged the cost of refuelling plus a refilling surcharge by the Hire Company.

Alternative Transport Options

It is one of The Students’ Union main strategic goals to reduce our carbon footprint. To do this, Student Activities should be making choices of transport not only based on cost but also on sustainability

Here are a few alternatives to Hired Vehicle(s) or Coach with drivers.

Bus Travel

Young people (5-21 yrs) who live in Scotland for most of the year (6 months or more) can now?apply to access free bus travel. This scheme allows you to travel on nearly every bus service in Scotland free but there are exceptions such airport buses, city sightseeing buses, and night buses.

You need to apply for either a National Entitlement Card or Young Scot National Entitlement Card (if you already have a Young Scot card, you might not need to apply for a new one). You can find instructions and apply for your card here

The Young Scot card also comes with other discounts.

Those 22yrs and older can get discounted Student Tickets with:

Trains

For rail travel, you can get a Young Person’s Railcard for £30 and reduce the cost of most UK travel by 1/3.

Anyone between 16 and 25 (or mature students aged 26 or over and in full time education) can apply for a Student railcard.

Do be aware that there are restrictions to travel

You can buy tickts from any UK operator and the ticket prices should not vary based on where you buy them ScotRail does not charge a booking fee.

Most operators put there cheapest advanced tickets on sale around six weeks before departure, if you look further ahead, you may only be offered “Anytime/ Off peak” tickets which are often significantly more expensive.

Coaches

Journeys within Scotland will be free for those under 21 with an NEC card, but you may still need to reserve a seat.

Flixbus: A new low cost coach operator which can be good for last minute tickets.
CityLink: Students who register with My Citylink can save 20%.
Megabus: If you're a student with a valid TOTUM card you can get 10% off your ticket

Enterprise Car Club

Hourly & daily Self-Service Vehicle Hire. This is not via our business account, but directly with Enterprise.

Aberdeen Automated Daily & Hourly Car & Van Hire | Enterprise Car Club

If you have any queries relating to the above, please do not hesitate to contact Students’ Union: -

Student Activity Vehicle Hire - Breakdowns, Accidents and Damage