The benefits of minibus hire for corporate events

Minibuses aren't just for school trips – they're a comfortable, professional and flexible way to transport staff to corporate events. And the good news is that you don't have to fork out for your own – you can hire one instead. 

Discover the main benefits of minibus rental here, followed by tips on how to go about it.

It saves you money

It's all too easy to forget the cost of transport when planning a corporate event. Hiring multiple taxis or paying for everyone to use public transport can get pretty expensive (and stressful).

But people still need to get there – so what can be done?

Hiring a minibus can be a cheaper option, especially for larger groups. So, if you're on a budget, minibus hire is well worth exploring.

It keeps your staff comfortable

You know what's not fun? Being squished into a cramped taxi with your colleagues. If you don't want to subject your staff to that, consider minibus hire. 

Minibuses are more spacious and accommodating than your standard vehicle, with features like extra legroom, air conditioning and comfortable seats. Everyone can relax and stretch out before the event, helping them to bring their A-game and be ready to network. 

It's more private

If privacy is a concern and you don't want somebody outside your organisation driving, hiring a minibus makes perfect sense – so long as you have a voluntary driver with the correct qualifications. (More on that below.)

It gives you flexibility

Adhering to third-party timings can be a logistical faff. If you have to set off earlier or later than you would have wanted, it creates a chain reaction of planning headaches.

Renting a minibus for your event, however, allows for much more flexibility. You can decide the departure and arrival time, ensuring that you arrive on time and can leave when you want to. 

Renting a minibus also allows you to set your own route. Want to treat your staff to a bite to eat in a nice restaurant rather than a grubby service station? Minibus hire is the way to go.

It gives your team time to bond

Instead of splitting up the gang, keep the team together so they can relax and mingle throughout the journey. A change of scenery and sharing experiences like this can help strengthen team relationships and communication. 

Top tips for corporate minibus hire

Fancy giving minibus hire a go for your next event – but not too sure how to go about it? Here are six of our top tips.

1. Take your group size into account

First things first, let's get the guest list out and see who's coming. Are we talking a modest eight-seat minibus or do you need to go for something bigger, like a 24-seat minibus? Always go bigger if you're in doubt – it's better to have too many seats than too few.

2. Consider any special requirements

Do you have members of staff who will require wheelchair access or have other special needs or requirements? Rental companies will need to know this upfront so they can match you with a suitable vehicle. 

3. Establish a budget

Now you've got a better idea of what minibus you're going to need, the next step is establishing a budget. A good way to go about this is to call up your local rental companies to get some quotes. Compare them to see which offers the best value for money. 

Make sure you read the fine print provided by each company to check what you get with each deal. Take potential extra charges into consideration too. These might include fuel charges, motorway toll charges and driver wages if you're planning on hiring one.

4. Choose a driver

Some companies like to hire a minibus with a driver as a package deal while others would prefer one of its own to take the wheel. 

This is quite an important decision, especially if you decide to hire a self-drive minibus as you'll need to know the rules around it. Let's look at one of these rules now.

5. Know the rules around "hire or reward"

Want to rent a self-drive minibus and drive it to the conference – or have someone else from your organisation drive it for you? You need to know the rules around "hire or reward".

"Hire or reward" is the legal term for the payment received for providing transport to other people. This can include cash and card payments, as well as donations, subscriptions and fares – even if it's "just for petrol money". You can find out more on GOV.UK.

Different rental companies can have different policies, too, so make sure you call yours to discuss this with them if you're unsure or need some advice. 

6. Find the best minibus rental company

It pays to be picky when searching for a minibus rental company. You want a firm that's flexible, affordable and has a reputation for providing high-quality vehicles.

Thankfully, it is pretty easy to vet a company nowadays by checking out its online reviews and social media. So, get reading those reviews and ratings before you book.

Another factor in your decision should be whether the company has the correct insurance and licenses. It may mention this on its website – and if it doesn't, the team should be able to prove that they have everything they need for the job at hand. If in doubt, ask them to send documentation.

Are you looking for self-drive minibus hire options in Newcastle, Sunderland or Gateshead? We can help here at MVH Rental. We cover the whole of the North East and will price-match any better deal you find in the region. Give us a call on (0191) 4888 700 to have a chat or get a quote.