Guild Vehicle Hire Service (Van and Minibus)
Article created 2 years ago
Updated about 6 months ago
Information and Guidance about the Service
With the introduction of a new Guild vehicle fleet, the booking procedure has had to change in line with our associated vehicle insurance policies and the risks associated with vehicle hire.
The Process
We have created a flow chart which explains the new booking procedure:
The Vehicle Policy
Please ensure you familiarise yourself with the policy. You can access a copy here:
Appointed Drivers
All society groups need to have appointed drivers who will undertake driving activities for their group. You can have as many appointed drivers as you like but they will all need to complete our driver familiarity training.
An email will be going out to student society groups shortly asking them to put forward names for their appointed drivers. Drivers must have the following criteria:
• Must be over the age of 20
• Must not have any points/endorsements on their license
What is driver familiarity training?
The Students' Guild offers the choice of two vehicles for you to hire, both are distinctly different in how they operate. It's important that you are comfortable driving the vehicles, therefore driver training will need to be completed if you intend on driving either vehicle (or both).
The training is a 30 minute session delivered by the Guilds' operation team, a member of the team will run through the controls of the vehicle.
During the training a short test run will be completed around campus with the appointed driver(s) taking the wheel and manoeuvring the vehicle.
Once the training is complete and the examiner is satisfied with the standard of driving, the driver will be added to the Guilds' appointed drivers' list for that vehicle. They will then be able to book and operate the vehicle, familiarity training only needs to be completed once for the duration of a students time at the UoE.
The familiarity training can be completed ahead of any future bookings for convenience, but it can also be completed before a booking is due to commence on the day. However, please be aware that the driver will need to complete the training for the booking to go ahead.
To book your driver familiarisation training:
Vehicle Booking Form
If you would like to hire Guild Vehicles, you will need to submit an online booking form which can be found below. This service is only available to societies which are registered with the students' guild.
Guild Vehicle Calendar
Before booking it is recommended that you take a look at the Guild vehicle calendar to ensure that the dates and times you require the van are available. You can either check here, or use the link in the online booking form.
Please allow 72 hours for your booking to be processed by the Guild. Ensure that you read the New Students' Guild Vehicle Policy, you must agree to the terms outlined in the policy before your booking will be considered.
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Pre and post hire inspection checks
Each time a vehicle is hired you will now need to complete online pre and post hire inspection checks, similar to hiring a vehicle from a commercial hire company.
The purpose of these inspection checks is to note down signs of damage and ensure that:
1. The vehicle is in a safe condition to drive.
2. pre-existing damage is recorded by the hiring party.
3. The Students' Guild are notified of any damages to the vehicle that may have occurred during the hire period, in which the vehicle may need to undertake repairs.
These are self assessed inspections undertaken by the hiring party, the inspection will then be sent to the Guilds' operations team for review.
PRE-INSPECTION CHECKLIST
to be completed prior to driving vehicle at the beginning of your hire period.
Toyota Proace Cargo Van:
CLICK HERE for pre-inspection form.
Renault Trafic Passenger Van:
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POST-INSPECTION CHECKLIST
to be completed at the end of the hire period before the keys are returned to reception.
Toyota Proace Cargo Van:
CLICK HERE for post-inspection form.
Renault Trafic Passenger Van:
CLICK HERE for post-inspection form.
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New Vehicle Hire Guides
The Students' Guild have put together a comprehensive hire Guide for both new vehicles, these will be sent to all drivers and needs to reviewed prior to the booking commencing. The guides can be found by following the links below:
Toyota Proace Cargo Van:
Renault Trafic Passenger people carrier:
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Finally
We hope enjoy using our new vehicles and the improved hire service. If you have any queries about the new service please email:
vanbookings@exeterguild.com
Need Help?
If you can't find the answers you're looking for in any of our articles, you can get in touch with us by using our help system.
If you are a committee member, you should use the Help and Support solution in the committee portal or alternatively contact us via email at activities@exeterguild.com.