Minibus & Trailer Booking

Minibus & Trailer External User

Before submitting a Form please ensure you have permission from you Group to do so and you have fully read and understood the Terms and Conditions below

You can find the Online Booking Form: CLICK HERE

Terms and Conditions

  • The Main Driver confirms that they possess the required authority to make the booking and to enter into this Agreement on behalf of their associated Group/Charity/Trustees/Company (or other entity), with whom they shall be jointly and severally liable for the obligations under this Agreement.
  • 1st Chigwell & Chigwell Row Scout Group/Stag Explorer Scout Unit’s minibus(GU62PJV)/trailer(J0744310) are covered by insurance policies provided by QBE, the premiums for which are paid yearly by 1st Chigwell & Chigwell Row Scout Group/Stag Explorer Scout Unit (A copy of the insurance certificate and other documentation is available upon request). The Main Driver agrees to indemnify 1st Chigwell & Chigwell Row Scout Group/Stag Explorer Scout Unit in respect of the insurance policy excess (£250 or £75 for windscreen damage) in the event of any claim arising from their use of the minibus/trailer.
  • For ALL drivers that will be using the minibus/trailers(s) during the hire period, it will be necessary to submit (at least one week before the hire commences) DVLA driver check codes to: 1stccrminibus@gmail.com
  • The minibuses are not to be used for any purpose other than the transportation of people.
  • If any key is lost during the hire period, 1st Chigwell & Chigwell Row Scout Group/Stag Explorer Scout Unit will endeavour to provide a replacement, however, the cost of replacing the lost key will be the responsibility of the Main Driver.
  • The Main Driver agrees – and will ensure – that all drivers of 1st Chigwell & Chigwell Row Scout Group/Stag Explorer Scout Unit’s minibus/trailer shall:-
    • Have a ‘clean’ licence held for a minimum of 2 years.
    • Be over 21 and under 70 years of age for the entire period within their care.
    • Have a D1 Entitlement on their licence when driving the minibus or D1+E if towing a trailer >750kg with a/the minibus or B+E if towing the trailer behind a vehicle 3500kg or less
    • Disclose any accidents, convictions or penalty points in the last 5 years to 1st Chigwell & Chigwell Row Scout Group/Stag Explorer Scout Unit. (In the event that non-disclosure of any information known to the Main Driver or Driver invalidates 1st Chigwell & Chigwell Row Scout Group/Stag Explorer Scout Unit’s insurance, the Main Driver and/or their associated Group/Charity/Trustees/Company (or other entity) agree(s) to indemnify – on a full indemnity basis – the Trustees of 1st Chigwell & Chigwell Row Scout Group/Stag Explorer Scout Unit in respect of all liability arising out of any incident/accident whatsoever involving the hired minibus/trailer during the hire period.
  • The Main Driver will be liable for any damage to the minibus/trailer during the period of hire which is not covered by insurance, save for fair wear and tear.
  • The minibus will be returned with the same amount of fuel as at the beginning of the hire, if this is not the case, 1st Chigwell & Chigwell Row Scout Group reserves the right to charge the cost of fuel plus a £10 administration fee.
  • The Main Driver is responsible for maintaining correct oil, water and other fluid levels, and correct tyre pressures, during the period of the hire.
  • The Main Driver is responsible for ensuring the defect log and all daily checks are carried out whilst on hire.
  • The Main Driver will be liable for the cost of replacing a tyre or tyres if they are damaged beyond repair due to kerbing, or being driven on whilst flat or punctured.
  • The Main Driver is responsible for keeping the minibus/trailer clean. All rubbish must be removed from the minibus/trailer before the end of the hire. Failure to do so may result in a £50 surcharge.
  • The Main Driver is responsible for ensuring they have breakdown cover. This cover/policy should cover recovery of all of the following: minibus, trailer and towing vehicle.
  • 1st Chigwell and Chigwell Row Scout Group/Stag Explorer Scout Unit reserves the right to charge reasonable costs to recover the Minibus and/or trailer if necessary or it becomes necessary to provide support to the any of the drivers.
  • The Main Driver is responsible for and will pay all costs arising from:
  • any congestion or parking charges (or failure to pay them);
  • a breach of any parking restrictions or a road traffic offence or any other offence or infringement involving the minibus/trailer such as (but not limited to) lane infringement, tunnel, turning and bus lane charges including the costs from the minibus/trailer being clamped, seized or towed away and any other charges/costs (or failure to pay them) levied by a relevant organisation or issuing authority.
  • The Main Driver is and will remain primarily liable for such charges and consents to 1st Chigwell & Chigwell Row Scout Group/Stag Explorer Scout Unit notifying such organisations of your identity to effect a transfer of liability. In addition, the Main Driver agrees to inform 1st Chigwell & Chigwell Row Scout Group/Stag Explorer Scout Unit forthwith of the identity of the driver(s) in charge of the minibus/trailer when the charges were incurred.
  • Any accident or damage to the (or incident involving the) minibus/trailer must be notified to 1st Chigwell & Chigwell Row Scout Group/Stag Explorer Scout Unit by email to 1stccrminibus@gmail.com as soon as possible.
  • The Main Driver will be liable for the full repair costs where any damage occurs to the minibus/trailer as a result of the wrong fuel being used whilst on hire.
  • Smoking is not permitted in the minibus/trailer.
  • The consumption of alcohol is not permitted.
  • The chewing of gum is not permitted in the minibus/trailer.
  • It is the sole responsibility of the Main Driver to ensure that the minibus/trailer are driven/towed in accordance with all legal and regulatory requirements and with consideration for others at all times.
  • The main driver shall ensure that all doors must be locked and windows secured when the minibus/trailer is left unattended. Where a minibus/trailer is stolen or damaged because the driver has not complied with this requirement (or because the driver has been negligent in some other respect), the Main Driver and/or their associated Group/Charity/Trustees/Company (or other entity) agree(s) to indemnify the Trustees of 1st Chigwell & Chigwell Row Scout Group/Stag Explorer Scout Unit – on a full indemnity basis – in respect of any subsequent loss to 1st Chigwell & Chigwell Row Scout Group/Stag Explorer Scout Unit caused by a refusal of the insurers to ‘pay out’ under the Policy.
  • The main driver shall be responsible for ensuring that the trailer is locked, immobilised and secured using the security devices supplied when not in use.
  • All Main Drivers of the minibus/trailer must hold a section 19 minibus permit to exempt them from PSV/PCV requirements and must display it in the minibus/trailer during use. Permits apply to the organisation hiring the minibus/trailer not to the vehicle itself, so you must have your own.
  • The reasonable cost of any emergency repairs necessary during use, must be authorised by 1st Chigwell & Chigwell Row Scout Group/Stag Explorer Scout Unit prior to the work being undertaken.
  • The main driver shall be responsible for ensuring that 1st Chigwell & Chigwell Row Scout Group/Stag Explorer Scout Unit has adequate transport if the minibus/trailer is not available for use should 1st Chigwell & Chigwell Row Scout Group/Stag Explorer Scout Unit require it

Revision March 2020