How it works
We know how important it is to keep our prices as low as possible - helping our community to get out and about is the reason we exist. Our fees are kept low by a subsidy provided by the wider HCT Group as a social enterprise. What's more, Bristol City Council provide funding to ensure we can offer even cheaper transport for groups based in the Bristol area.
Our minibuses are charged out for a minimum of five hours, based on the number of seats, plus a mileage fee. We also have great discounts availble for groups travelling outside peak time and for longer term hires. Accessible car hire is also available by the hour.
Membership is free for eligible community groups in Bristol.
Hiring a Minibus
Our standard rates are as follows:
|Hire period||Up to 11 seats||Up to 14 seats||Up to 17 seats||Mileage charge*|
|0 - 5 hours||£22||£30||£39||£0.75 per mile|
|5 - 10 hours||£30||£34||£42||£0.75 per mile|
|10 - 24 hours||£36||£44||£47||£0.75 per mile|
|Weekend||£83||£95||£105||£0.75 per mile|
|Week||£176||£179||£208||£0.75 per mile|
*Mileage charge is reduced to 60p per mile, for mileage over 200 miles during any one hire
VAT is zero rated and seating capacity includes the driver
Big discounts for off-peak bookings
If you book a minibus for use between 5pm and 7am, you are entitled to a discounted rate. Mileage charge remains the same.
|Up to 11 seats||Up to 14 seats||Up to 17 seats|
|Evening 0 - 5 hours (after 5pm)||£20||£27||£34|
|Evening 5 - 10 hours (after 5pm)||£26||£30||£36|
|Weekend (Fri 5pm - Mon 7am)||£72||£83||£92|
|Week (7 days)||£147||£150||£182|
Community Car hire
Ideal for smaller smaller numbers of passengers, we have fully accessible community cars available
|With wheelchair Passenger(s)|
|VAT: Zero rated*|
*If no wheelchair passengers are carried, VAT must be charged at the standard rate
We can try to find a volunteer driver for you. A fee of £5.00 is charged per volunteer sourced. Volunteer expenses are not charged by BCT but are the responsibility of the group hiring to provide reasonable expenses on the day a volunteer drives so they are not out of pocket.
If a volunteer driver is unavailable, we can try to source a paid driver for you. Paid drivers are chargedat £11 per hour.
The small-but-important print
Late return of vehicles
The late return of vehicles will incur a penalty of the full cost to BCT/the following group hiring/any volunteers or staff involved, and any other reasonable expense.
Vehicles should be returned clean ready for use by the next group. There is a penalty charge for a vehicle requiring cleaning (litter etc) of £10 per hour (minimum charge).
Cancellations with less than 2 whole working days notice will incur the full standing hire charge for the period of the booking.
Cancellations between 3 weeks and 48 hours will incur a charge of £15
Cancellations with 3 weeks or more notice will incur no charge.
Damage to any vehicle by driver(s), passenger(s), or third parties not covered by insurance will be subject to the following insurance excess, payable by member group:
- £300.00 maximum in own fault accidents
- £250.00 for fire & theft whilst on hire.
Any damage occurring whilst a vehicle is on hire by a member group, the member group will be responsible for damage repair costs, which may exceed the level of the insurance excess. It is BCT’s prerogative to determine whether an insurance claim is applicable, dependant upon the extent of damage. If BCT determines that a member group is liable for vehicle damage, all applicable costs will be recharged to the member group via a detailed invoice.
Please be aware that volunteer drivers are the member group’s responsibility i.e. they are volunteering for your member group’s trip(s). The use of a volunteer driver means that they are the driver for your member group, and therefore any vehicle damage is still the member group’s responsibility.
New member groups will be required to pay for the initial minibus hires and/or driver training booked IN ADVANCE. An invoice will be issued for the purposes of requesting advance payment. For minibus hire(s) BCT will calculate an estimated cost based on the particular booking details.
For minibus hires, if the cost of the hire is in excess of the quote / advance invoice, BCT will raise a further invoice for the balance. If the cost is less than the amount paid, an account credit will remain on the member group’s account, notified by means of BCT issuing an account statement to the member group, which can be used against the next invoice.
Thereafter, a credit facility will be offered, whereby the member group will be invoiced at the beginning of the month for the previous month's services provided.
Invoices for vehicle hire(s) are calculated on the time booked and mileage used by your group. It is therefore very important that your driver(s) complete the driver log sheet in full. If you have an invoicing query, please bring this to our attention within two weeks of the invoice date. This does not affect your right to dispute an invoice after that time. In the event of an error or for any other significant reason, charges that require amending will be done so by means of a credit note for the agreed amount.
Invoices are to be paid within 30 days of the invoice date. Failure to comply with the payment terms will result in a stop on your group's transport service and/or for any further driver training sessions (booked or not), and late payment interest and compensation can be charged in line with current late payment legislation on overdue invoices.
Invoices can either be paid by:
- cheque - please make cheque payable to Bristol Community Transport
- bank transfer - bank details are shown on invoices, please send email to email@example.com advising that payment has been sent
- cash at BCT office - a receipt will be issued, although we prefer to keep this to a minimum
The cost of fuel is included in the mileage charge. Vehicles are fuelled at our depot before your hire commences so you do not have to worry about refuelling.
For trips of a long distance or multi-day duration BCT will issue a fuel card, we will determine when it is appropriate to issue a fuel card based on the booking details. The card can be used at most filling stations to refuel our vehicle. Please return fuel receipts when returning the vehicle log sheet. Should a fuel card be lost and you require fuel BCT will reimburse full cost upon receiving a fuel purchase receipt.
The log sheet should be marked if the fuel card was lost or any parts were purchased, or if you cleaned up after another group. Please ensure you write the name of your group and registration number on the back of any receipts.
If you have an invoicing query, please bring this to our attention within two weeks of the invoice date. Invoices are to be paid within 30 days of the date of invoice. Failure to pay will result in a stop on your group's transport, and a late payment surcharge will be added to overdue invoices.
Single and Block Bookings
There are two types of booking, single and block.
Single: These are one-off bookings. Single bookings can be made by any of the methods above, and will be accepted up to 3 months before the date of hire
Block: These are for a series of bookings (for example, Tuesdays between two dates) Block bookings are accepted in as follows:
- Bookings accepted from 1 October for 1 January to 31 March
- Bookings accepted from 1 Feburary for 1 April to 31 August
- Bookings accepted from 1 July for 1 September to 31 December
Note: When making block bookings it is important that you advise us of any exception to the period covered by the block booking. For example, it could be that a vehicle is required every Monday but not on Public Holidays, or it could be that a vehicle is required every Wednesday but not during school holidays.
Each member group nominates those individuals authorised to place bookings (this is done as part of the membership application process). It is important that you keep us informed of changes. The group will need to write to us; using your company stationery or email from an identifiable group email address, to amend your list of authorised bookers. We reserve the right to query any amendment requests.
School holidays are our busiest times. So it may be necessary to limit bookings to one vehicle per group.
We do ask that when your driver(s) come to collect transport they bring their MiDAS ID Card. If they have lost or forgotten to bring it, we may refuse to let them drive.
Keys can be collected from BCT office Monday to Friday between 7.30am to 4.30pm (excluding public holidays).
For weekend bookings keys will normally need to be collected from BCT between 2.00 and 04:00 pm on Friday afternoon so we can be sure trips go ahead as booked. This only applies to keys and NOT the vehicle. If a driver cannot collect keys at these times, or in person, they may contact us to make alternative arrangements. In such instances, a third party may be requested to produce relevant ID.
Carriage of Children
What the Law says:
No person shall use or cause or permit to be used on a road a coach or minibus wholly or mainly for the purpose of carrying a group of 3 or more children in the following circumstances unless the appropriate number of forward facing passenger seats fitted to the vehicle meet the requirements of this regulation.
The circumstances are that:
a) the group of children are on an organised trip
b) the journey is being made for the purpose of the trip
For the purpose of this regulation, a child is a person who is aged 3 years or more but is under the age of 16 years. Thus, by definition, a child under 3 years is an infant. If on the trip the vehicle carries less than three children, these regulations will not apply.
On the Journey
The driver has the responsibility to ensure that there are no more children (between 3-16 years) carried than there are forward facing seats available [BCT vehicles only have forward facing seats] and that children and infants wear the seatbelts and restraint. The driver has a legal obligation to uphold the law and has the authority of BCT to refuse carriage of any passenger when to carry them would break the regulations.
Supervising Children and Infants
BCT's responsibilities under the relevant Transport Acts (especially under construction and use Regulations) are to ensure that passengers, including children, do not constitute a danger to other road users. For this purpose we require that there is an adult in the rear cabin of our minibuses when children are transported.
User groups may also have a responsibility under the Children Act (2004) to provide sufficient supervision for their charges if they are taking children. We advise groups that they need to look at their legislative framework as well as our policy. The standard practice amongst groups carrying children under the age of 8 is to have 1 adult (including driver) for each 5 children.
Adults supervising children in the rear of the vehicle are responsible to the driver for the behaviour of the children.
Whenever a booking is made we will specifically ask if children between 3 and 16 years will be carried, and if so, how many. We will advise the group if we consider the proposed combination of children and adults is contrary to our policy or our interpretation of the legislation.
The driver will be given details of the booking. The driver, vehicle operator and the trip organiser can be liable of an offence and subject to fines if they do not comply with regulations. The trip organiser will inform BCT and the driver if the children or other passenger numbers change.
Where there are multiple collections the trip organiser must provide the booking department with a passenger list before the trip takes place, with sufficient time to plan a route for the driver that avoids breaking regulations.
If more children are present at pick up points than was planned for, the driver has the obligation and the authority to refuse them carriage.
We can also supply, on request, child seats and booster cushions for use with our own vehicles. These are provided on a strictly first come first served basis, and should be requested at the time of booking. There is no charge for the supply of these. All vehicles are fitted with seat belts which are fully adjustable for children.