Booking a Hire
Bookings are subject to vehicle availability. Provisional bookings will only be accepted if
confirmed within 72 hours of the request. One-off bookings can be made over the telephone or
email. Requests for regular bookings MUST be made by email or in writing and should state
dates, times and required seating capacity.
In general, and subject to availability, a vehicle may be booked for any period up to seven days.
Bookings for longer periods may be accepted at the discretion of LCTS.
When making a booking you must be able to specify your seating requirement. Should you
subsequently wish to specify a different seating layout (e.g. require seats removed for
wheelchairs or luggage) this will only be possible if it doesn’t affect other hires using the same
vehicle and it is possible to schedule removal/replacement of seats within existing operational
constraints. If luggage is being carried, be aware that seating capacity will be lost. You cannot
store luggage in the aisles.
When making a booking you must be able to specify the name(s) of your designated MiDAS
qualified driver(s). Should you subsequently wish to designate a different driver, this will be
dependent on the need for a vehicle familiarisation that can be scheduled within existing
operational constraints. Each driver must be familiarised by LCTS staff on the hired vehicle.
When a group requests a with-driver hire, LCTS may accept the booking subject to driver
availability. In such circumstances, LCTS will make every effort to find a driver and will inform
the hirer of the outcome as soon as possible, usually within 72 hours.
It is the hirer’s responsibility to provide LCTS with accurate information about the destination
and/or venue for a with-driver hire. This includes details about the precise address, identification
of any hazards at the destination, and the provision (where necessary) of directions.
Should a group fail to turn up for a booked hire, or give little or no notice of cancelling a hire (or
part of a hire), or persistently cancel their hires (regardless of the length of notice given for such
cancellation), LCTS reserves the right to levy the applicable minimum hire charge for each hire
day (or part day) that is cancelled.
Vehicles must be returned in a clean and tidy condition: all rubbish must be removed from the
vehicle before the end of the hire. Failure to do so may result in a surcharge of £ 25.00
(+VAT) being added to the hirer's invoice. Should LCTS deem it necessary, LCTS shall sub-
contract the cleaning of a vehicle to another agency and re-charge the hirer the full amount of
any costs thereby incurred.
Should your LCTS driver on a with-driver hire have to wait longer than 15 minutes beyond your
pre-arranged return journey pickup time, a surcharge of £15 per additional quarter hour will
be charged.
Self-Drive Hire
Anyone driving a vehicle in the LCTS fleet must be on the LCTS Register of Approved Drivers
and have successfully undertaken the MiDAS driving assessment and relevant training
course(s).
Technically, because all vehicle hires take place under the auspices of LCTS's Section 19
Standard Permits, every hire is considered to be the supply of transport with a driver. However,
for the sake of clarity, when the hirer nominates a driver from the LCTS Register of Approved
Drivers, this is referred to as “self-drive” vehicle hire.
Entitlement to drive minibuses in the LCTS fleet is partly determined by the date when a driver
passed their UK manual car driving test. Drivers who passed the test before 1 January 1997
have an automatic entitlement (until the age of 70) to drive a minibus with 9-16 passenger seats.
The old style of driving licence will show a driving entitlement of category A (cars). The new style
of driving licence will show category B (cars) and D1 (9-16 passenger seat minibuses).
Drivers who passed the test after 31 December 1996 are required to pass a further driving test to
gain entitlement to drive a minibus with 9-16 passenger seats (category D or D1 on the new style
driving licence). However, under certain circumstances, a driver may drive such a vehicle
without the need for such a test. These circumstances are that:
- The driver has held a full driving licence, with entitlement to drive a car (category
B), for at least two years. - The minibus is used for social purposes by a non-commercial body.
- The driver is providing their services on a voluntary basis (i.e. unpaid except for
reimbursement of expenses). - The gross (i.e. laden) weight of the minibus is not over 3.5 tonnes (or 4.25 tonnes
if the vehicle has a passenger lift and can carry people with disabilities). - No trailer is towed.
A LCTS Blue Badge should only be displayed when at least one eligible disabled person is being
carried in the vehicle, or is being picked up or dropped off, or whilst the vehicle is parked if it has
been, or is to be, used to carry an eligible disabled person to or from the place where it is parked.
Any fines during self-drive hires resulting from illegal parking (including misuse of a Blue Badge)
will be passed onto, and are the responsibility of, the hirer. LCTS reserves the right to make
payment and then recover the amount from the hirer.
Low Emission Zones
When booking a hire please note that it is the hirer’s responsibility to let LCTS know at the point
of booking if you are going to travel within any Low Emission Zones during your trip. LCTS will
then supply you with a compliant vehicle. If you travel within the Zone in a non-compliant vehicle,
the hirer will be responsible for any fines or expenses incurred by the driver.
Passengers and Assistants
The hirer must provide a competent and trained passenger assistant when children or other
vulnerable passengers are to be carried. Vulnerable passengers include those who:
- Use a wheelchair.
- Have a walking difficulty.
- Are blind or partially sighted.
- Have a hearing impairment.
- Are unable to travel independently.
The driver is legally responsible for ensuring that all children under fourteen years old wear an
appropriate passenger restraint. Most of the minibuses operated by LCTS have seats with fully
adjustable generational seat belts: this means that they can be adjusted correctly for most
children over approximately three years old. However, the most important considerations in
determining whether a child can safely use such belts are their height and weight. You MUST let
LCTS know if you intend to be transporting children so that they can assign an appropriate
vehicle.
The only animals that can travel on LCTS vehicles are assistance dogs. When you make a
booking, you must tell LCTS about your intention to carry any such dogs.
Insurance
Vehicles in the LCTS fleet are driven under insurance arranged by LCTS.
Insurance cover may be invalidated if any of the information contained on the LCTS insurance
form is subsequently found to be false or inaccurate. Any material changes to the information on
a driver's licence must be notified to LCTS before that person next drives a vehicle in the LCTS
fleet. Similarly, should a driver have an accident whilst driving any motor vehicle after their name
is entered on the LCTS Register of Approved Drivers that fact must be disclosed to LCTS before
that person next drives a vehicle in the LCTS fleet.
All vehicles in the LCTS fleet carry an excess on insurance claims. However, by paying a
collision damage waiver (CDW) of £10.00 (+ VAT) on each and every “self-drive” hire, a group
avoids any liability for paying an insurance excess, provided that the vehicle is being used in
accordance with the law and the LCTS Terms & Conditions of Vehicle Hire.
Payment of a CDW does not mean that the hirer can waive any liability for paying the equivalent
of an insurance excess should the vehicle suffer any loss or damage due to the driver's
negligence: e.g. loss as a result of the vehicle being left unsecured, or damage caused by a
failure to use the mirrors when manoeuvring in tight areas such as a narrow entrance.
Breakdowns
All vehicles in the LCTS fleet are covered by breakdown recovery procedures: this includes
“Home Start” and “Vehicle Recovery”. The MiDAS Handbook for Drivers contains general
details about what to do in the event of a breakdown or accident. More specific information is
provided on the LCTS Vehicle Information Card.
Emergencies
You MUST be able to provide a contact telephone number that will be staffed during the time of
the hire. This is especially important for hires outwith normal office hours. If you do not provide
such a telephone number, LCTS can’t be held responsible for any failure to inform you about any
emergency or other problem associated with the hire: e.g. a breakdown on the way to the first
pick-up.