Student Activity Vehicle Hire

Hired Vehicle(s) / Coach Hire Request 

To request a hired vehicle for your Student Activity, please complete the Students' Union Activity Vehicle Hire Request Form

This form can also be used to obtain quotes for Private Hire Coaches with drivers.

Ensure you use the Student Activity @AUSA email address when submitting.

Submit requests as far in advance as possible; requests less than 14 days before the hire date may be prioritised below other bookings. Vehicles are subject to availability. If we can secure a vehicle, we will send a Vehicle Rental Confirmation to your Student Activity @AUSA email. If we cannot, or need further information, we will contact you. If you haven't received confirmation within two working days or the event is imminent, please email Students Union Sports Office ausa-transport@abdn.ac.uk.

All hired vehicle(s)are to be driven by a member of the Activity.

 

Hired Vehicle(s) allocations

We have limited vehicle availability from preferred suppliers. If they cannot provide the vehicle, you will need to arrange transport at your own cost, using private vehicles or public transport. You can check closer to the date for potential cancellations or try the Enterprise Car Club

 

Hired Vehicle(s) Costs and Insurance

Vehicle hire is charged per 24-hour period. Actual hire costs will be as per Hire Company Rental Reservation Confirmation - additional charges may apply and these will be invoiced following the hire.

Vehicle Hire Day Rates (exc. VAT):

  • 12-seat minibus: £70.01 (Arnold Clark)
  • 9-seat people carrier: £74.04 (Arnold Clark), £82.08 (Enterprise)
  • Medium car: £40.97 (Arnold Clark), £39.47 (Enterprise)
  • LWB Van: £47.80 (Arnold Clark), £49.91 (Enterprise)

*Automatic vehicles will be at a higher rate

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

Vehicle Hire Insurance Costs*:

  • 1-day hire: £19.60
  • 2-7 days: £14/day
  • 7-14 days: £98 flat fee

​* From 1st February these amounts change to £20 per day irrespective of the number of days of hire e.g. 1 day £20, 2 days £40, 3 days £60 etc.

Hired Vehicle(s) Amendments and Cancellations

Amendment of Hired Vehicle

If you wish to AMEND a hire please email 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.

Any vehicle hire cancelled within 24 hours of the start of hire will be charged one days hire by the hire company.

 

In emergencies outside office hours, contact the hire company directly and follow up with an email to ausa-transport@abdn.ac.uk.

 

Hired Vehicle(s) Invoicing

An invoice from the hire company will be issued post-hire. This invoice will then be verified by the Students' Union, and then processed to the Student Activity. Payment is due within 30 days. 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 email Students Union Sports Office ausa-transport@abdn.ac.uk.

 

Hire Period Responsibilities 

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

  • Keys can be collected from your Activity mailbox at the Students' Union Sports Office, or directly from the hire company as indicated on your hire confirmation. 
    • If your Activity does not have a mailbox, keys can be collected from the Students' Union Sports Office during office hours.
  • Arnold Clark vehicles must be fully fuelled upon return; Enterprise vehicles should be returned with the same fuel level as when collected.
  • Vehicles must be returned as indicated on your hire confirmation. The vehicle remains the responsibility of the Student Activity until a satisfactory check-in by a hire company employee. Failure to return the vehicle as indicated may result in an “abortive collection” charge (approx. 1 day's hire).
    • Returns to Sports Office (ASV)
      • Vehicle keys must be "posted" into Mailbox 1 outside the Students' Union Sports Office. DO NOT leave keys in your Activity mailbox, with ASV Reception, or with ASV staff.
      • Large vehicles (MPV/minibuses/vans) shoud be parked in ASV car park 4 (yellow on image), other vehicles in car park 2 (orange on image).
      • Outwith ASV operating hours, please park in car park 1 (as indicated in blue on the image).
    • ​Returns to Hire Company
      • Ensure that you attend with the hire company representative whilst they carry out the vehicle hire check.
      • If returning a vehicle to Arnold Clark outside operating hours, park on the street and use the mailbox at the front of their Canal Road building.
      • Enterprise vehicles cannot be returned outside operating hours.

 

 

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

Sports Office | ASV | Linksfield Rd | Aberdeen, AB24 5RU | Tel: 01224 438975 | Email: fixtures@abdn.ac.uk

Main Office Students’ Union Building | Elphinstone Rd | Aberdeen, AB24 3TU - Tel: 01224 272965 - Email: activities@abdn.ac.uk