Transport

If parents are arranging transport

If parents arrange to transport each others' girls to guiding events this agreement is between those parents only.

If transport is being arranged by the unit, District etc

When participants use private or public transport when taking part in guiding activities the Leader must:

ensure the transport used is suitable for the purpose
comply with legal requirements, including the wearing of seat belts, use of booster seats and cushions, as appropriate, and make all participants aware of them.

Vehicles used to transport participants for a guiding activity must be correctly licensed for carrying passengers. The only exception is a vehicle used in a carnival or fete where permission has been given by the appropriate Commissioner. If flatbed lorries are used, participants must remain seated throughout the parade.

The Highway Code for road users and pedestrians, as appropriate, must be followed at all times.

Hitch-hiking is not a guiding activity.

If Leaders are transporting girls to an event they are not expected to purchase booster seats or cushions – this is the responsibility of parents – but those organising trips or residentials who are using their own cars as transport and encouraging parents to share transport should be aware that all children up to 135cm tall (around 4'5"), or the age of 12, whichever comes first, must travel in the correct child restraint for their weight.

For further information see: Think! Road Safety Campaign.

Leaders, helpers and parents collecting or taking home unit members in their own cars because their normal transport is unexpectedly not available will be exempt from the requirement for booster seats/cushions as this is ‘an occasional journey over short distance’.

This will not apply to journeys planned in advance.

For information on specific transport topics please click on the relevant link below:

Coaches and large buses

Large Bus Permit

A Large Bus Permit is required for any bus designed to carry the driver plus more than 16 passengers, if it is to be driven by a volunteer and not by a driver employed by the coach or bus company.

Further information about the Large Bus Permit and driver qualifications for large buses can be obtained from the Vehicle and Operator Services Agency or Community Transport Association

Use of large buses

There must be at least one adult in addition to the driver travelling in the vehicle. The Leader must ensure that the appropriate ratio of adults to children is maintained throughout the journey.

For a journey expected to exceed two hours, the driving should be shared by two appropriately-qualified drivers.

Every passenger must have their own seat.

A seat belt must be fitted to each coach seat and worn by all passengers.

Minibuses

Small Bus Permit

A ‘small bus’ is defined as a vehicle that carries the driver plus nine to 16 passengers.

It is a legal requirement for a voluntary group to hold a Small Bus Permit in order to use a small bus if:

it is to be driven by a volunteer and not by a driver employed by the minibus company
the passengers contribute to the cost of the journey (even indirectly).

The Small Bus Permit is issued to a permit holder, for example a unit. A Small Bus Permit covers any single minibus used by the permit holder. If more than one minibus is used at any one time, then an additional permit is required for each extra vehicle.

A fresh application for a Small Bus Permit is not required if the permit-holding unit or area already holds a Small Bus Permit covering use by members of Girlguiding UK for each minibus it is going to use for the activity.

The Permit must be displayed from within the vehicle when it is in use so it is clearly visible from the outside.

Other organisations, eg The Scout Association, that use the vehicle require their own Small Bus Permit.

Girlguiding UK is authorised by the Department for Transport to issue Small Bus Permits, and these can be obtained from the Information Team (chq@girlguiding.org.uk or 0161 941 2237). Permits are also available from the Vehicle and Operator Services Agency.

Applications for permits should be made to the Information Team at least four weeks before they are required.

Use of small buses

There must be at least one adult in addition to the driver travelling in the vehicle. The Leader must ensure that the appropriate ratio of adults to children is maintained throughout the journey.

For a journey expected to exceed two hours, the driving should be shared by two appropriately-qualified drivers.

Every passenger must have their own seat.

A seat belt must be fitted to each minibus seat and worn by all passengers.

Children aged 16 or under travelling in a minibus must sit in forward-facing seats fitted to the vehicle in accordance with the manufacturer’s instructions: using rear- and side-facing seats is prohibited.

Drivers of small buses

The driver must:

be 21 years old or over
be driving on a voluntary basis and not for payment
have held a full driving licence for at least three years
have no more than three current penalty points on their licence.

The driver must have either:

passed a recognised minibus driving course
provided written evidence of competence for small bus driving from a recognised body, eg local authority or Institute of Advanced Motorists
been assessed by a qualified assessor for the basic skills and considerations applied in Minibus Driver Training and Assessment procedures

The driver must ensure that the vehicle:

displays a valid Small Bus Permit
is roadworthy.

If towing a trailer, the driver must have either:

gained a full driver’s licence before 1 January 1997
completed further training assessment in towing.

Information on the trailer test is available from the Driving Standards Agency.

Further information about minibus training can be obtained by contacting your local authority or the Girlguiding UK Membership Support Services Information Team.

Hiring or borrowing a vehicle from another organisation

When hiring or borrowing a vehicle from a school or other organisation, it is the driver’s legal responsibility to check the roadworthiness of the vehicle.

Driving abroad

The Leader should be satisfied that those responsible for driving are aware of the laws for road use in the countries being visited.

Information about international licence requirements and driving regulations can be obtained from motoring organisations, for example the AA or RAC.

EC rules for driving a minibus are complex and advice should be sought from the Community Transport Association.

Page last updated: 5/18/2012