Allocation of minibuses

Users may request as many minibuses as they feel they need at the time. Requests are held in the order in which they are received. While every effort will be made to satisfy all requests there are often not enough minibuses available to meet the demand at any given time. If the supply of minibuses is insufficient to meet all requests, allocations of minibuses are made according to dates submitted and demand for the vehicle.

Before you submit a request, please ensure you have confirmed the following:

• Core committee member (Chair/President, Vice-Chair/President, Treasurer, Secretary or a team Captain) - (this is because your request constitutes a financial commitment on behalf of your Club or Society)
• Confirmed dates of your activity. 
• Union approved driver(s) responsible for driving the vehicle. 
• Size of vehicle required. 
• Submitted the relevant event / trip forms or core risk assessment

Submitting your minibus request:

Step 1 Budget or your minibus hire 

Does your CSP have enough self-generated, or grant budgeted for the cost of the minibus hire? After each hire, your CSP will be charged depending on the duration and timing of the minibus hire including any charges or fines you have incurred.

Step 2 Organise your trip 

To complete your minibus request, you will need to confirm the dates, timings and equipment needed during the hire. Once you’ve confirmed the above, your activity must be covered by either of the following:  

• Core Risk Assessment (e.g., BUCS fixtures, weekend expeditions or training)
• Event/Trip Proposal Form  

Step 3 – Check the minibus timetable 

All our bookings can be tracked through our minibus request calendar here: This shows our vehicle's availability throughout the year and existing booking allocations.

Step 4 – Login to eActivities and make your request 

All requests for the use of minibuses should be made using eActivities. Administration > Bookings > Minibuses > Request Minibus. You should see the form below when you get to this page.

Step 5 - Pick up your keys and complete the vehicle check form

Once the union processes your minibus request, you will receive an automated email with confirmation, provisional approval, rejection or cancellation.  

If confirmed, you will get all the vehicle information and pick up instructions to the approved driver and shared email address. This will contain the booking details and vehicle registration. 

This email acts as proof of hire and will need to be shown to the Helpdesk when picking up the key. You will need to complete the Vehicle Check form before setting off in your minibus.  

Step 6 – Return the keys and complete the vehicle check form

You will need to fill out the Vehicle Check Form, at the end of your booking before returning the minibus keys. 

You must return your minibus keys back to the Union Helpdesk as soon as you return to campus. If you arrive when the Helpdesk is closed, you can leave the keys in the letterbox to the left side of the desk or come back first thing the next morning, in any case you must email union@imperial.ac.uk to inform us of where the keys have been left, or when you expect to bring them back. We often have minibuses hired consecutive days and not handing keys back can impact another CSP booking.  

All Events & Trips should be approved by the union before collecting the minibus keys.