If societies need a mode of transport for a trip or for another reason cannot use the minibuses they can always book an external coach company. The society must send a request to firstname.lastname@example.org with the following information:
- Date of event
- Pick up and drop off times
- Amount of passengers
The Coordinator will also ask the society for the relevant event paperwork, including risk assessment and budget, if necessary. The event will need to be approved by the VP of Activities.
The Coordinator will check the date, time, address and number of people to make sure everything is correct and then will contact the coach company and request a quote.
The Coordinator will pass on the information to the society including the quotes, and if they can afford it in reference to their club balance, or whether they need to collect income from the members who are attending. Once the price is confirmed with the company and they have sent through a booking confirmation the coordinator will raise a purchase invoice. The Coordinator will check transport departure times and send to the trip organiser with an emergency number to contact on the day.
If the event is approved and the coach is booked, the society will need to complete a passenger checklist and return it to the societies office account 24 hours before the departure time.