This document sets out the procedures, terms and conditions for booking the minibuses operated by 2nd Acomb Scouts Group. Our minibuses are available for use by other Scout groups and none for profit organisations who hold a valid section 19 permit, which must be displayed at all times.
- Minibus Capacity
1.1 The maximum seating capacity for minibus with registration beginning EK63 (including the driver) is 14. The maximum seating capacity for minibus with registration beginning NC10, (including the driver) is 15.
- Making a Booking
2.1 Availability and bookings can be made through the following website: https://2ndacombscoutgroup.com/vehicle-bookings/booking-form/
2.2 Donations for bookings to be made to 2nd Acomb (St Stephen’s) Scout Group in advance of the booking date. Details on how donations are made are provided on the booking website.
2.3 We reserve the right to decline, cancel or vary any booking with no liability accepted for any loss, financial or otherwise arising from any change. We will endeavour to provide 8 weeks’ notice of any alterations to bookings.
2.4 At the time of booking, you are required to provide the details of a named driver who is responsible for ensuring the policy and lending conditions are adhered to.
2.5 We reserve the right to require any driver to undertake a vehicle familiarisation and meet the required standards before any booking period can commence which normally comprises of a short on-road session and reversing manoeuvre.
2.6 Arrangements to collect keys should be made at least 72 hours in advance of booking via the transport team.
- General Terms and Conditions
3.1 Drivers must inspect the vehicle before and after each use to ensure the vehicle is roadworthy. Any issues, defects or faults with the vehicle must be reported to the Transport Manager through the online checklist available at https://2ndacombscoutgroup.com/vehicle-bookings/vehicle-checklist/
3.2 The minibus will be provided with a full tank of fuel, and we operate a ‘full to full’ policy so must be return full at the end of the booking. Failure to return the minibus with a full tank of fuel will incur a charge of;
i) The cost of replacing the missing fuel and
ii) Penalty charge of 10 pence per litre of missing fuel
3.3 Smoking in the minibus is strictly forbidden by law.
3.4 The driver and passengers must use seat belts at all times, unless they hold a medical exemption certificate.
3.5 No eating or drinking in the minibus with the exception of drinking water.
3.6 The minibus can only be used in the UK.
3.7 The minibus must be returned in a clean and tidy condition.
3.8 The minibus must not be used for the carriage of goods other than passenger day sacks. Equipment and luggage must not be stored or transported inside the minibus.
3.9 With the exception of assistance dogs, external users are not permitted to take animals in the minibus. Please notify the Transport Manager in advance of the booking date if an assistance dog will be travelling in the minibus.
3.10 The driver is responsible for maintaining correct oil and water levels and correct tyre pressures during the booking period.
3.11 The driver will be liable for the cost of replacing a tyre if it is damaged beyond repair due to kerbing or being driven on whilst flat or punctured.
- Fines and Prosecutions
4.1 Any fines incurred during the period of booking are responsibility of the driver. This includes but is not limited to illegal parking or other infringements and all other charges such as tolls arising through the use of the vehicle.
4.2 Any prosecution of the driver arising from the use of the minibus will be the responsibility of the driver and/or booker. We will pass this information to the relevant authorities.
- Fuel
5.1 The minibus runs on diesel fuel.
5.2 You will be liable for the full repair costs of any damage resulting from the wrong type of fuel being used during the booking period.
- Insurance
6.1 Our insurance policy details are available on request by emailing your request to minibus@2ndacombscoutgroup.co.uk
6.2 The minibus has fully comprehensive insurance with an excess charge. External users are liable to pay the excess charge in the event of a claim relating to an accident, incident or damage during the period of the booking agreement (even if the Group, at its discretion, decides not to claim on insurance).
6.3 The cost of repairs for any damage caused to the minibus and/or third parties as a result of the minibus being driven in a manner that voids our insurance policy will be met by the user.
6.4 The driver will be liable for the full cost of repairs for damage which is not insured, including cleaning of interior soiling.
6.5 The Group, at its absolute discretion, may choose to waive part or all of such charges and costs, in the case of accidental damage which could not reasonably be avoided, and actions in good faith on the part of the hirer.
6.6 Our insurance policy does not cover:
- Drivers under the age of 21
- Drivers who have held a full UK Driving Licence for less than 3 years
- Drivers who have been declined insurance
- Drivers over the age of 70
6.7 You must declare the following to the Transport Manager:
- Any medical conditions that require declaration as detailed by the DVLA
- Any driving convictions including penalty points
- Breakdown Cover
7.1 The minibus is provided with breakdown cover. In the event of a breakdown, you need to report the breakdown to an authorised contact as detailed in the booking confirmation in order for the breakdown recovery unit to assist.
- Speed Limits
8.1 Drivers should note that speed limits for minibuses are as follows:
| Road Type | Speed limit |
| Built up areas | 30 mph |
| Single carriageway roads | 50 mph |
| Dual carriageways | 60 mph |
| Motorways | 70 mph |
8.2 The minibus is fitted with a speed limiter which is a legal requirement which prevents the vehicle exceeding 65 mph. It is important to bear this in mind, particularly when overtaking. The minibus is not permitted to use the outside lane of a 3-lane motorway.
- Accidents
9.1 In the event of an accident, the driver should comply with the statutory legal requirement however should not admit any liability. Immediately report the accident to the Transport Manager or nominated individual on the booking confirmation and follow the emergency procedures in Appendix 2 emergency procedures.
- Cancellations
10.1 All cancellations must be made at least 8 weeks prior to the start of use, or you may lose your deposit.
- Safety
11.1 Appropriate adult ratios must be present in the minibus when carrying passengers under the age of 18.
11.2 A risk assessment must be completed for your journey.
11.3 Journeys should be planned in advance of departures and account for adequate rest stops to reduce driver fatigue.
11.4 Stopping on a motorway hard shoulder is classed as a near miss even where no accident occurred; planning journeys avoiding motorways where possible is advised. Near miss incidents should be reported through the online incident form at https://2ndacombscoutgroup.com/vehicle-bookings/vehicle-incident-report/
11.5 Drivers are required to brief passengers, especially children, on expected behaviours whilst in the minibus, including not putting hands or objects outside of the minibus through windows and not using torches. A particular hazard for passengers is the trapping of hands and fingers in vehicle doors; this should be highlighted during the safety brief.