So you want to hire a mini-bus. Where do you begin? Firstly, you need to know a few things. How many people is it for? Are you travelling out-with the country? How far are you travelling? Is your driving licence valid for this? Is it better to hire from a local or chain company?
How many people?
You need to know exactly how many people you will be transporting. This matters if you wish to drive the mini-bus yourself, or whether you are planning on having a chauffeur. Less than 9 people and you can drive yourself (in the UK). 9 people or more, you need to check with your driving licence provider (DVLA in the UK). See the section on driving licence for more details.
Are you travelling out-with the UK (or out of state in the US etc)?
In the UK, some companies will not allow you to take their vehicle out of the country. You have to inform them if you wish to travel to Europe or the Republic of Ireland (in many cases, also Northern Ireland). You must make enquiries with your provider if you think you will be taking your vehicle abroad.
How far are you travelling?
Many companies have a daily mileage limit. It is prudent to make a note of this, as many companies will charge an amount per mile over this limit. For example, you hire a mini-bus in Scotland and want to use it to travel to Wales, approximately 500 miles away. You are hiring the mini-bus for 4 days, and the limit is 200 miles a day. This means you are allowed 800 miles, but you are travelling 1000 miles. You need to know exactly how much that extra 200 miles is going to cost you before making your final decision to hire from this company.
Is your driving licence valid for this trip?
This depends on the number of people travelling with you. 9 people in the mini-bus or more and you will need to get a special exemption from requiring a PCV (Passenger Carrying Vehicle) licence (this relates to the UK, please contact your local driving licence provider for details in your country). This exemption will allow you to transport up to 17 people (yourself included). For any more than 17, you will require a full PCV licence, or a chauffeur. If you obtained your licence before the 1st of January 1997, you should already have this special exemption on your licence. Please refer to the DVLA website for more details (or equivalent).
Is it better to hire from a local or chain company?
This depends entirely on the company. The key points to note here are:
· Shop around, look at as many companies as you can, online, by phone
· Do your research, find out how many places do mini-bus hire in your area
· Find out what kind of identification is required (this can be passport and utility bills, as well as driving licence). You will find that if using the internet you can book and pay online but will require your ID when picking the mini-bus up
· In many cases, unless the hire is arranged in person, only the person booking the hire will be allowed to drive the vehicle, you will need to find this out when booking
· Some companies will only accept Credit cards, most won’t accept debit cards or cash
· Check for hidden extras (there are more likely to be hidden extras online, with chain companies. These may include insurance premiums for accidental damage, separate insurance for windscreens, for putting wrong fuel into the tank, limits on breakdown recovery (they may have certain recommended garages)
· Some companies will insist on a chauffeur, regardless of numbers
· Many companies, especially chain companies, will require a security deposit of a substantial amount, often upwards of £200
Any or all of the above factors could affect the total price you pay for a hire. It is worth checking whether local independent hire companies (who usually have fewer regulations) cost less than the big national companies.
Although in many cases the best prices are available online, websites are not able to negotiate, whereas if you go to speak to your local hire company in person, you may be able to get a special deal when you explain exactly what your requirements for the hire may be.
Sometimes additional perks are available but not widely advertised – some hire companies will come to your home/place of work, for example, to pick you up or deliver the vehicle there. Some will let you return out of hours for no additional fee if pre-arranged, and in the case of chains, you may hire a vehicle in one town/city and drop off in another.
Precautions
· Fuel – the vehicle must be returned with the same amount of fuel when hired – so take a note of the level before you set off
· Inspection – inspect the mini-bus before signing off, noting any blemishes, cracks, scratches or dents. This is vital because if they find anything amiss when the vehicle is returned you will be liable.
A final note
Be prepared when hiring, make a list of your requirements. Shop around, get the best deal and make sure you have everything you need in advance. It pays to do your homework in these situations.
Source: http://www.direct.gov.uk/en/Motoring/DriverLicensing/WhatCanYouDriveAndYourObligations/index.htm
