🚐 What Advice Can You Give When Booking a Vehicle?

Booking SU Transport vehicles can be competitive, especially during peak activity periods. To help you plan effectively and avoid disappointment, please review the guidance below.

🗓️ Plan Ahead – Demand Is High

The Union has a limited number of vehicles, and most Clubs and Societies tend to travel at the same time.

  • Saturdays and Sundays are extremely busy. Booking well in advance is strongly advised.

  • Wednesdays: All vehicles are initially pre‑booked for BUCS.

  • Weekends: One vehicle is pre‑booked for BUCS, though this may be released once all fixtures are confirmed.

For booking instructions, see How to Book.

🚗 Can I Book More Than One Vehicle?

Sometimes — but not always.

  • During busy periods, we operate a one‑vehicle‑per‑Club/Society rule.

  • We will always try to meet demand, but availability cannot be guaranteed.

  • If additional vehicles are required, we can support you with external hire options.

Explore external hire guidance.

🧑‍✈️ Do Drivers Need to Be Registered and Trained?

Yes — all drivers must be registered and trained for the class of vehicle they intend to drive.

  • Drivers must complete SU Driver Training / MiDAS.

  • Registration and licence checks are completed via the Student Portal.

  • Training can take a few weeks, so please plan ahead.

See driver prerequisites.

📄 After Booking a Vehicle, What Else Must Be Done?

Before a vehicle can be released, one of the following must be submitted:

Trip Form

Required for daytime trips outside Cardiff. Must include:

  • Destination

  • Purpose of trip

  • Full participant list with Student IDs

BUCS fixtures do not require trip forms — except BUCS Wednesday.

Trip Pack

Required for overnight trips. BUCS weekend fixtures require trip packs — except BUCS Wednesday.

Trip forms and trip packs are available at: https://www.cardiffstudents.com/activities/resources/

Local Trips

Only the driver’s contact number is required.

BUCS Trips Outside Cardiff

A team sheet submitted to the AU acts as your trip form.

Review trip documentation guidance.

💷 How Much Does It Cost to Use SU Vehicles?

The Union charges users according to the following structure:

  • Trips outside Cardiff: £70 hire + 70p per mile

  • Local trips: £25 flat rate

This cost includes fuel, insurance, and vehicle maintenance.

Drivers are issued fuel cards. Fuel added by the driver is not charged — only the hire fee and mileage apply.

Check full pricing details.

🌍 Can Union Vehicles Be Taken Abroad?

Yes — with restrictions.

  • Ford Tourneos may travel to Europe under a special agreement between the Club/Society and the Union.

  • SU 17‑seater minibuses cannot leave the UK due to licence and vehicle regulations.

If you are planning an overseas trip, contact Julian for:

  • Journey planning

  • Compliance guidance

  • Practical travel advice

  • Required documentation

Learn more about international travel with SU vehicles.