Terms are still being made; please see the below and if you have any questions email activesupport@hawkscouts.org.uk

Consumables

Some activity kits will come with consumables, the borrower is required to monitor and report if the consumables are running low. If groups seem to be using excessive quantity compared to others they may be asked to contribute towards replacement for future bookings.

Condition of equipment

All equipment must be returned complete, clean, dry and in its supplied box/bag.

Damages

Any broken or damaged items should be reported to the Active Support Unit to arrange replacement or repair for the next booking. To report damaged items please visit https://hawk.activesupport.org.uk/damage

Failure to report damages can result in the borrower being charged for the cost involved

Trailer

When borrowing the District trailer, the driver must have a plate number that matches the plate of the towing vehicle. The type of number plate required can be requested if not visible in the pictures.

The inspection of the trailer prior to every use remains the responsibility of the driver and any defects to be reported to the Active Support Unit.

Minibus

1. Eligibility and Authorisation

  • Only approved Scout leaders or volunteers aged 25 to 70 with a valid UK Full Driving Licence may drive the minibus.
  • The driver must hold the appropriate category entitlement: D1 (not for hire or reward) on their licence.
  • A valid Scout Association Driving Assessment must be completed and passed before using the minibus.
  • The vehicle may only be used for Scout-approved activities and not for private or commercial use.

2. Booking and Use

  • All minibus bookings must be made via hawk.activesupport.org.uk/equipment.
  • Bookings are on a first-come, first-served basis and will be confirmed by email once approved.
  • Borrowers must ensure all journey details (destination, route, and duration) are provided in advance.
  • Usage is limited to UK territory only. Use of the minibus outside the UK is strictly prohibited.

3. Driver Responsibilities

  • The driver must adhere to UK Highway Code and all applicable laws, including:
    • Observing speed limits.
    • Ensuring seat belts are worn by all passengers.
    • Using mobile phones only through a hands-free system.
  • The driver must complete a vehicle pre-use inspection checklist before departure. Any defects or damage must be reported immediately.
  • The driver must observe rest periods in line with Scout Policy, Organisation, and Rules (POR), avoiding driver fatigue.

4. Insurance and Liability

  • Comprehensive insurance is provided by the District, but the borrower is liable for:
    • Any insurance excess in the event of an accident or claim.
    • Costs resulting from negligence, improper use, or breach of these T&Cs.
  • Personal belongings are not covered by the insurance policy.

5. Vehicle Condition and Fuel

  • The minibus must be returned clean and refuelled (to the same level as at collection).
  • Any damage, defects, or mechanical issues must be reported immediately upon return.
  • Failure to return the vehicle in good condition may result in:
    • Additional charges for cleaning or repairs.
    • Temporary suspension of borrowing privileges.

6. Maintenance and Breakdown

  • The District ensures the minibus is maintained to a high standard, with regular servicing and MOT compliance.
  • In the event of a breakdown, the driver must contact the designated breakdown assistance provider and notify the District representative.
  • Any costs incurred due to failure to follow proper procedures may be charged to the borrower.

7. Compliance with Scout POR

  • All use of the minibus must comply with The Scout Association’s Policy, Organisation, and Rules (POR), including but not limited to:
    • Supervision of young people.
    • Ratio of adults to young people.
    • Emergency and safeguarding procedures.

8. Penalties for Non-Compliance

  • Breach of these conditions may result in:
    • Suspension of future borrowing privileges.
    • Financial penalties for damage or failure to refuel.
    • Reporting of serious breaches to District Commissioners for further action.

9. Cancellation Policy

  • Cancellations should be made with at least 48 hours’ notice.
  • Repeated cancellations or no-shows may affect future booking eligibility.

10. Emergency Procedures

  • The driver is responsible for ensuring that:
    • First aid kits, fire extinguishers, and safety equipment are present and checked.
    • Emergency contact details are available for all passengers.
    • An emergency action plan is in place for breakdowns or accidents.

11. Fees and Charges

  • A nominal donation is advised during booking, please contact treasurer@hawkscouts.org.uk for payment information, stating your booking order number. The treasurer will get an email when you book.
  • Additional charges may apply for excessive cleaning, damage, or late returns.

12. Declaration and Agreement

By ticking you agree to these T&C’s, the borrower agrees to comply with these Terms & Conditions and acknowledges full responsibility for the vehicle during the loan period.