What advice can you give when booking a vehicle?

We have a limited number of vehicles and generally Clubs plan trips at the same time (Weekends). To avoid disappointment we advise that you book well in advance to confirm a vehicle. See how to book. Mondays, Tuesdays and Thursdays are generally quiet – Can you plan your trip then?

What is the process for applying for a University Student Driver's card?

The process for applying for a University Student Driver’s card to allow students to drive University minibuses or other vehicles for the academic year 2016 – 2017 has changed and will now be managed by the Estates Office Transport Department. A new online process has been developed and from Monday 26th September 2016 will be as follows:

  • 1)Go to
  • 2)Complete the online Student University Driver’s Card application form and book a minibus assessment session if relevant
  • 3) The application details will be checked and authorised before a Driver Card is issued (Please allow 7 days for this process to be completed)
  • 4) You will receive an email from the Estates Office Transport Department notifying you that your Drivers Card has been produced and is ready for collection in 48 hours from the date of the notification.
  • 5) Collect your Drivers Card from Central Admin office in SUHQ (the opening times are 8:30 - 16:30 Monday to Thursday & 8:30 -15:30 on Friday)

Can I book more than one vehicle at a time?

Having more than one vehicle at a time may be possible but at busy times we operate a one vehicle per Club/Society rule. We try our best to meet demand but this can’t always be possible. We also offer you the option of hiring in external vehicles. See external hire

Do the drivers have to be registered and trained?

All drivers must register and pass the Union Driver Training for that class of vehicle. This can take a few weeks to organise so please plan in advance. We have minibus lectures and assessments every term so keep an eye out for the exec emails with further information.

After the vehicle is booked is there anything else to do?

Before we can release the vehicle(s) you need to complete an event planning pack and trip leader registration form well in advance. Once this has been signed you will be able to proceed with the vehicles. As we only work Monday to Friday, all weekend trips must be completed by midday Friday.

Can we take Union Vehicles abroad?

Yes, the minibuses can be taken abroad, however the club must purchase European breakdown insurance for the trip and will need to check individual travel requirements depending on destination. Please speak to Hollie Kiely in the Student Resources room for more information.


  1. To book a vehicle you need to complete a transport hire form (Click here to download the form)and then either send this via email to or hand it into the Hollie in the Resources room. You must hand in the transport form at least 72 hours before the vehicle is required.
  2. Please note that Weekends are extremely busy and we strongly advise that you book far in advance to avoid disappointment.
  3. For BUCS transport please contact Molly Browne.
  4. Wednesdays are also the main BUCS day so it is likely availability will be limited.
  5. We will email you to confirm availability and cost before going ahead with the booking, so please ensure you check your emails regularly.
  6. Once we’ve emailed you confirmation of booking, make sure you check the collection and return details.

Booking forms to download

External Vehicles

Midhire 12 and 14 seaters:

Vehicle Day (Midweek) Day (Weekend) Weekend (After 4:30 Friday Afternoon)
9 seat people carrier £55.00 £75.00 £140.00
12/14 seat minibus £65.00 £90.00 £160.00

If vehicle are required before 16.30 on Friday then a 3 day rate will apply at the weekday rate

All the above rates are subject to vat

Northgate vans:

Vehicle Type Daily Rate Weekly Rate
Large Car £24.64 £161.00
Car Derived Van £15.00 £98.00
Small Panel Van £17.15 £112.00
Large Panel Van £24.65 £161.00
Minibus (17 Seats) £43.00 £195.00
Tipper £23.57 £154.00
Luton Box Van £33.43 £218.40
Luton with Tailift £36.61 £233.85

Cars 5 and 7 seats: Prices vary, please fill in a transport form with your requirements and a quote will be given

All Rates subject to VAT @ 20%

Minibus Assessments

Please see below information concerning Minibus Assessments - can you look at your club/society and think about your requirements and how minibus drivers could benefit your club/society for next academic year.

There will be between three and four assessments during the year (usually 1 in each term) as well as 3-4 lectures - you can attend a lecture at any point across the year. So if you are not yet 21 but are intending to do the assessment at a later date you can attend a lecture up to 12months in advance.

TO BOOK A SLOT PLEASE DO SO AT SUHQ ADMIN OFFICE - First come first serve basis

Application forms are available SUHQ, you will require both parts of your Driving Licence (Paper and Plastic), one passport size photograph, and a returnable deposit in the form of cash or cheque totalling £10.00.

any questions please contact 02476572728 or email or

A Lecture is given before the Assessments take place, you MUST attend this Lecture to validate the insurance (this is similar to a driving theory if you like) and you can take the lecture at any part of the year or even the year before. Please bring with you your university card and a pen/paper.

Assessments 2015-16

Term 2


Date: Thursday 21st January

Time: 4:30pm (please arrive 5mins before and bring pen and paper)

Location: SO.20 (Social Sci)

Lecturer: Keith Dodd


Monday 25th January - Thursday 28th January

Assessments 2015-16

Term 3


Date: Thursday 5th May

Time: 4:30pm (please arrive 5mins before and bring pen and paper)

Location: SO.20 (Social Sci)

Lecturer: Keith Dodd


Monday 9th May – Friday 13th May

Assessment Slots Weekdays: 8:30am, 9:30am, 10:30am, 11:30am, 1pm, 2m, 3pm Saturday: 8:30am, 9:30am, 10:30am, 11:30am (first come first serve. Test takes around 45mins)

The assessment themselves will start at the Sports Centre, you will be able to meet your assessor in the Reception area (Further details will be given at the lecture)

If you pass the assessment you must give a minimum of 72 hours notice to get your Driver's card made up

Should you have any queries please contact either Graham Hine (Transport Manager) 024 76 5750532, Student Union Admin 02476572728 or Club Admin (Warwick Sport) on 024 76 575 109/115