How do I book a self drive hire vehicle for a college, sport or societies event?

To book a self drive hire vehicle (car, van etc) for any college, sports fixture or societies trip or event - you must do this directly through York SU Helpdesk and the transport team. Please do not approach self hire companies directly, but instead refer to the guidance in this guide here as to how to go about making a self drive booking.

Please book at least 2 full weeks in advance of your required booking, but aim to not book too far (over 6 weeks) in advance due to the risk of cancellations linked to weather or fixture changes.

A summary of the self drive booking process is below, but please refer the more detailed guide and if you have any further questions email [email protected] or speak to one of our Helpdesk Assistants at York SU in person.

How do I hire a vehicle?

We have an agreement with a hire company which allows us to hire self-drive vehicles (5, 7 or 9 seater cars and vans) for group-related activities. To use one of these vehicles, the following process needs to take place:

1. Complete our transport booking enquiry form at least 2 weeks in advance of your journey. This needs to be signed by a signatory to confirm they are happy with the allocation of funds. You must decide at this point who your primary driver will be.

2. York SU will phone the signatory to discuss booking options and book your vehicle.

3. The hire company will send a booking confirmation to the driver. York SU Helpdesk will send a confirmation email to the club.