Schools regularly need transport for sports fixtures, tournaments, sports days and other extracurricular activities. Hiring or renting a minibus gives schools a practical way to move a group together without relying on multiple staff cars or public transport.
For staff and trip coordinators, there are also practical considerations to arrange before booking, including driver licence requirements, insurance, safeguarding and passenger numbers.
We’ll explain what schools need to consider and what international schools visiting the UK need to know.
When Might a School Need to Hire a Minibus?
Schools hire minibuses to make group transport easier when pupils and teachers need to travel together. Common school journeys include:
- Away sports fixtures and inter-school matches
- Sports tournaments and competitions
- Sports days at external venues
- Swimming galas and athletics events
- Educational visits and school trips
- School clubs and extracurricular activities
- Trips between different school or academy sites
- Transport for visiting international school groups
For PE staff, a minibus can also provide space for teachers and pupils to travel together with sports bags and equipment.
Can a Teacher Drive a School Minibus Without a D1 Licence?
A teacher or other member of school staff with a standard Category B licence can drive a minibus with up to 8 passenger seats without an additional entitlement. For minibuses with 9 to 16 passenger seats, a D1 entitlement is normally required.
There is an exception for some drivers who hold a Category B licence. They may be able to drive a minibus with up to 16 passenger seats without D1 if all the relevant conditions are met:
- The driver is at least 21 years old (drivers must be aged between 23 and 75 to hire with Fairview).
- They have held their driving licence for at least two years
- They are driving voluntarily for a non-commercial organisation such as a school
- They are not driving for hire or reward
- The minibus does not exceed 3.5 tonnes, or 4.25 tonnes where specialist equipment is fitted for disabled passengers
Drivers who passed their test before 1 January 1997 may already hold an equivalent entitlement on their licence.
Schools should check each teacher or staff member’s individual licence entitlement and their own transport policy before allowing them to drive pupils. See GOV.UK’s driving licence categories guidance for the current requirements.
Does a School Need a Section 19 Permit to Hire a Minibus?
Whether a Section 19 permit applies depends on how the school transport is organised and paid for. Section 19 permits allow eligible non-profit organisations, including educational organisations, to provide transport for their members without holding a full PSV operator’s licence. They are issued by the Traffic Commissioner or DVSA, and a standard permit covers vehicles with up to 16 passenger seats.
The way the journey is funded and who operates the vehicle can affect whether the transport falls under the Section 19 rules. For instance, if a school charges pupils or parents for transport, including through arrangements such as trip fees or club subscriptions.
Schools should check their specific circumstances against GOV.UK’s Section 19 and 22 permit guidance rather than assume a permit is automatically needed.
What Should Schools Check Before Renting a Minibus?
Before a teacher or trip coordinator rents a minibus, there are several practical and safeguarding checks to complete.
- Driver requirements:
Check that the driver, whether a teacher, member of school staff or hired driver, has the correct licence entitlement and meets the school’s driver policy.
- Insurance:
Confirm that the minibus is appropriately insured for the planned journey and use. Fairview’s hire includes third-party liability insurance as standard. Schools can also read our guide to hire excess cover to understand the additional protection available.
- Safeguarding:
Make sure the journey follows the school’s safeguarding procedures, including appropriate supervision and staff-to-pupil arrangements.
- Vehicle capacity:
Check that there are enough passenger seats for pupils and accompanying teachers without exceeding the vehicle’s permitted capacity.
- Equipment and luggage:
PE departments should check there is enough space for sports bags, kit and other equipment needed for the fixture or event.
- School and trust policies:
Check the educational visits, transport and risk assessment procedures that apply before booking.
- Accessibility:
If a pupil requires accessible transport, discuss the requirements with the hire company before choosing a vehicle.
How Far in Advance Should a School Book a Minibus?
Schools should arrange minibus hire as early as possible, particularly during busy periods when several schools may need vehicles for fixtures and events.
- Summer sports days
- School tournament seasons
- Exam periods
- End-of-term trips
- Weekdays when several schools may need transport at once
Having the date, passenger numbers, collection point and destination ready when requesting a quote speeds up the whole process. Fairview Vehicle Hire has multiple branches across London and a large fleet, so we can also accommodate last-minute school bookings, subject to vehicle availability.
What Information Does a School Need to Hire a Minibus?
Having the key details ready makes it easier for a teacher or trip coordinator to arrange a quote for their school minibus hire.
- Date and time of travel
- Pick-up and drop-off locations
- Number of pupils
- Number of staff
- Expected mileage or destination
- Length of hire
- Any need for the vehicle to return to school partway through the hire
- Driver details
- Any accessibility requirements
Can International Schools Rent a Minibus When Visiting the UK?
International schools visiting London for sports tournaments or educational trips may need to arrange transport for pupils, teachers and staff as soon as they arrive in the UK.
Renting a minibus in London can make it easier for schools to travel together between London airports, hotels, schools, sporting venues and attractions. Fairview Vehicle Hire has minibuses available to rent near both London City Airport and Heathrow, making collection convenient for overseas school groups arriving in London.
International schools should check that the person driving the minibus has the appropriate UK driving entitlement before booking.
Hiring a Minibus for Your School
Planning transport for an upcoming sports fixture, sports day or school trip? Fairview provides minibus hire in London for schools and other educational organisations, with minibuses seating between 8 and 17 passengers. Flexible short-term and long-term hire is available across London and the South East.
All Fairview minibuses are ULEZ-compliant, so trips into Central London will not add a ULEZ charge (the London Congestion Charge may still apply and remains the school’s responsibility). If pupils and teachers also need to transport sports equipment, luggage or other bulky items, you can add a van to your booking.
Our team can help you choose a vehicle based on passenger numbers and journey requirements.
Book online, through the Fairview app, or contact one of our six branches across London and the South East directly.