Vehicle Check Form

Filling out this form notifies Imperial College Union that your Club or Society are hiring out a Union fleet vehicle. This form is to be completed each time you hire out a Union Vehicle at the start and at the end of each booking.

Please note, failure to complete this form within 1hr from the start and/or end of each booking or filling out this form with inaccurate information may occur your CSP a fine, future vehicle booking being cancelled or vehicle booking privileges being removed.

Your Name *

Please use your Full Name

Your email Address*

Name of Club Society or Project*

Please state your booking reference number?*

Approved Driver/s Name*

Event organiser contact Number*

Event organiser email Address*

Please confirm the vehicle you are collecting/Returning *

If this is a different vehicle from the one initially assigned, please state the reason why

Are you collecting or returning the vehicle?*

Tick to confirm following required checks were carried out. If you're unsure how to carry out any of these checks, please see the Minibus guide inside the vehicle. Please note you may be fined for not carrying out all the below checks.*

Were all the above checks able to be carried out?*

Why weren't you able to carry out the checks? *

Please state any other defects noticed when carrying out the vehicle walkaround

This should include any damages or vehicle issues that you’ve noticed.

Please state the current mileage of the vehicle*

Is the fuel tank gauge full? *

If no, please state the level of fuel in the minibus. *

This will help us recharge the fuel to the CSP using the minibus before you and avoid you having to spend more on fuel costs.

Returning

Confirm the following required checks were carried out. If you're unsure how to carry out any of these checks, please see the Vehicle Pack available online and a physical copy in the vehicle. Please note you may be fined*

Please note you may be fined for not carrying out all the below checks

Were all the above checks able to be carried out when returning the vehicle?*

If no, why weren’t they able to be carried out? *

Please state any other defects noticed when carrying out the vehicle walkaround

This should include any damages or vehicle issues that you’ve noticed. If there were none, please input n/a in the text box below.

Please state the current mileage of the vehicle*

Please confirm you have returned the vehicle to its allocated Minibus Bay *

Why and where have you parked the vehicle?*

Did you use any first aid kit during your vehicle hire?*

What first aid kit did you use, and does it need replacing? *

Was the spare tyre used during your booking? *

Please briefly explain the reasons behind using the spare tyre*

Have you entered the Congestion Zone or used any toll roads while on your CSP trip?*

If you avoided all zones that may occur costs, please respond n/a in the text box below

Please note the details of any congestion/toll areas you may have entered on your trip. *

Did you have an accident?*

Please provide a brief description here and fill out the accident report form

Please fill out the full accident report form - this can be found on the Minibus Emergency Procedures support page. This can be added as an attachment and/or emailed to activities@ic.ac.uk

Please confirm you have read and understood the Terms and Conditions*

The terms and conditions can be found on https://www.imperialcollegeunion.org/activities/committee-support-hub/minibuses

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