Simply send us an email below to easily book one or more of our minibuses. Our vehicles are not available on Thursday evenings (and Tuesday evenings, from September 2026), unless they are booked out for a week-long camp.
To help cover our huge running costs, insurance, fuel and repairs e.t.c, we’re asking for a recommended donation of £35 per vehicle, per day (no matter how short or long the period of use).
Ie an evening would be £35, a weekend would be £35 x 3 = £105.00, and a 7-day Summer Camp would be £35 x 7 = £245.00, all per vehicle.
As part of our insurance policy, we need to check each driver for your use period. Drivers must have a clean driving licence (no points or convictions) and have been driving for at least three years (also 3 years with a D1 entitlement).
Once our team has checked your licence with the DVLA, you will be emailed an outcome. All drivers who plan on using our vehicles must be checked before each use period.
Volkswagen LT
- 16+1 Seats
- Requires a clean D1 licence, for at least 3 years
- Diesel
- Towbar fitted
- Our primary vehicle for groups to borrow
Ford Transit
- 16+1 Seats
- Requires a clean D1 licence, for at least 3 years
- Diesel
- Towbar fitted
Peugeot Boxer
- 16+1 Seats
- Requires a clean D1 licence, for at least 3 years
- Diesel
- Towbar fitted
- Back 4 seats (2×2) can be removed for storage or wheelchair.
Vauxhall Vivaro
- 8+1 Seats
- Requires a clean D1 licence, for at least 3 years
- Diesel
- Towbar fitted
- Back two rows of seats can be removed to transport kit and 2+1 people.
Comprehensive Breakdown cover is place for all our vehicles.
Phone QBE on 0800 389 1708, who will obtain details and arrange the AA to meet you.
If need, our Policy Number is Y153922FLT0124A.
If there is a major defect affecting your usage, please ring Ian Bradshaw on 07885 371 787.
For all other minor defects, please complete the below form so we can rectify them upon return.
Borrowing a Vehicle Terms and Conditions
- All drivers must complete an individual driver declaration form before borrowing in order to be insured. This must be completed via: Woodseats Explorers
- The borrowing group will be responsible for any costs arising from damage to the vehicle during the borrowing period. This includes direct repair costs for minor damage, or the applicable insurance excess for major damage. The decision as to whether an insurance claim is made remains solely at the discretion of Woodseats Explorers.
- A full vehicle inspection must be carried out by the driver before each use. Any defects, damage or concerns must be reported immediately before the vehicle is driven.
- Vehicles must be returned with the same fuel level as at collection, free from rubbish, and in the same or better condition than when borrowed.
- All vehicles are diesel only. The borrowing group will be responsible for any costs arising from the use of incorrect fuel.
- All drivers must:
- Hold a full, valid UK driving licence
- Hold the appropriate D1 entitlement where required
- Have held the relevant licence entitlement for a minimum of 3 years
- Have no driving convictions, penalty points or disqualifications
- Vehicles are insured and covered by breakdown assistance for approved drivers aged between 21 and 70 years old. Breakdown information is available on our website.
- Borrowing groups must hold a valid Section 19 Minibus Permit where required. Permits can be obtained through The Scout Association and are currently valid for 5 years. Vehicles must not be used without the appropriate permit. Where multiple minibuses are used for an event, a permit may be required for each vehicle.
- The borrowing group is responsible for all fines, penalties, parking charges, Clean Air Zone charges and traffic offences incurred during the borrowing period.
- By driving or borrowing the vehicle, all drivers and the borrowing group agree to these terms and conditions.
- In Sheffield, 17 seat minibuses are permitted to use designated bus lanes and bus gates unless otherwise signed.
- 17 seat minibuses are subject to Sheffield Clean Air Zone charges where applicable. Any such charges are the responsibility of the borrowing group.
- Where towing is undertaken, the borrowing group and driver are responsible for ensuring:
- The trailer and load are suitable for the vehicle
- Weight limits are not exceeded
- The driver holds the correct licence entitlement
- The vehicle is used safely and legally at all times
- Vehicles must be returned at the agreed time unless alternative arrangements have been approved in advance.
- Additional cleaning charges may apply if a vehicle is returned excessively dirty or requires specialist cleaning.
- Smoking and vaping are not permitted in any vehicle.
- Drivers are responsible for monitoring the condition of the vehicle throughout the borrowing period, including tyres, lights and warning indicators.
- Any accident, damage or incident, however minor, must be reported to Woodseats Explorers as soon as reasonably possible.
- Drivers are responsible for checking vehicle height, width and access restrictions before entering car parks, barriers or restricted routes. Any overhead or body damage remains the responsibility of the hiring group.
- Vehicles may only be used for Scout, Explorer Scout or approved community group purposes and must not be used for private hire or reward.
- All passengers must wear seatbelts where fitted, in accordance with current road traffic legislation.
- In the event of a breakdown, drivers must follow the breakdown procedure detailed on the website and notify Woodseats Explorers as soon as reasonably possible.
- If a booking is no longer required, hiring groups are asked to provide as much notice as possible so the vehicle can be made available to other groups.
- Your vehicle model cannot be guaranteed, but if it’s different to what you booked, we’ll get in touch.
