Arranging Fixture Transport

Driving your own cars

• If you have drivers in your team the cheapest option for travelling to fixtures is for students to drive their own cars.


• Drivers can be reimbursed up to 24p per mile for driving for a club or society and will need to register their car with the Students' Union before any claims can be processed to reimburse them for driving.


• You will need to register the cars that are being used before your fixture date, and make sure all drivers are aware that they are driving, who they are carrying in the vehicle, and the plan for the journey - including giving drivers a route plan, the destination address, and organising so you all arrive on time!


• Details on how to register your car and be reimbursed are at http://www.staffsunion.com/activities/handbook/privatecar/.

Hiring a Vehicle

• The Students' Union has an agreement with Afford Rent-a-Car allowing students to hire vehicles from there on the Union insurance policy.


• If you have any drivers who are willing to drive a hired vehicle to travel to a fixture then we recommend putting them on the Union insurance as soon as possible - it can take up to 2 weeks for us to receive confirmation of the insurance so please dont leave it too late!


• The forms and instructions for putting someone on the Union vehicle insurance are at http://www.staffsunion.com/activities/handbook/driver-insurance/.


• Once your driver has received their confirmation email with the policy & excess details then you can book hired vehicles via your Activities Co-ordinator. You will need to state:
• What size vehicle you want to hire
• Who the driver of the vehicle will be
• When you want to pick up the vehicle
• When the vehicle will be returned
• Whether you want to collect/return the vehicle to Afford Rent-a-Car Fenton or Stafford.


• The price list for hiring vehicles per 24 hour block can be found by clicking here.


• Requests for hired vehicles will need to be with your Activities Co-ordinator by 2pm on the Thursday before the fixture at the latest. Requests sent any later may not be processed in time for your fixture!

Booking a coach & driver

• We can also book a coach with a driver, although please bear in mind this will be the most expensive option, so we recommend using it for fixtures that are a long journey, rather than nearby!


• A price list for hiring coaches for usual Wednesday afternoon fixtures can be found by clicking here. These are estimates of prices but usually are accurate.


• The coach company provide the set-off times based on their experience of travelling to the destination when we make the booking - this will be emailed to you by your Activities Co-ordinator. The standard fixture booking will ensure you arrive at the destination an hour before your match start time, and allows for up to an hour after the match for post-match activities.


• Requests for coaches with drivers will need to be with your Activities Co-ordinator by 2pm on the Thursday before the fixture at the latest. Requests sent any later may not be processed in time for your fixture!

Using public transport

• On some occasions it may be cheaper to use public transport to travel to your fixture.


• If you want to use public transport to travel to your fixture you will need to speak to your Activities Co-ordinator well in advance of the fixture (i.e. well before the usual Thursday 2pm booking deadline), as they may ask you to prove that it is a cheaper and therefore viable option. We will not reimburse any travel on public transport that is not agreed with your Activities Co-ordinator in advance.


• If you do use public transport to travel then you will need to keep all tickets and claim back the money using a claim form. Details on how to use a claim form are found at http://staffsunion.com/activities/handbook/claim-form/.