Prepare the capacity brief before choosing a vehicle category. Count everyone on the busiest leg, list bags and bulky equipment separately, and record boarding requirements so the offered layout can be assessed against the complete load.
Count the busiest passenger load by leg
Count every person who needs a passenger position, including children, organisers, staff and guides. Record the count for each leg and use the busiest leg when asking about one vehicle. If numbers are uncertain, send a clearly labelled range.
Keep the seating total separate from the number paying. A pupil, helper or guest travelling without contributing to the cost still needs an appropriate place.
Build a separate luggage inventory
List large suitcases, cabin bags and bulky equipment separately. Include approximate dimensions for unusual items and say whether the load changes during the trip. Ask how the offered storage works with all required passenger positions in use.
Do not count unused seats as luggage space without confirmation of an appropriate storage arrangement. A category name does not establish a suitcase allowance.
Record boarding and equipment requirements
Describe boarding, wheelchair-travel and equipment requirements alongside the headcount. Say whether a passenger remains in a wheelchair or transfers to a seat, and include equipment dimensions where relevant.
For children, provide ages and ask which seating or restraint arrangements apply to the offered vehicle and route. Record who supplies and fits any required equipment.
Ask for a confirmed passenger-and-storage layout
Use the completed inventory to ask for a specific seating and storage configuration. Have the provider identify the capacity offered and any limitations that affect the journey.
If one vehicle cannot accommodate the complete load, compare a suitable larger vehicle or coordinated vehicles. The category comparison guide explains those options; this worksheet supplies the information they need.
Source guidance for this plan
Check the linked authority or venue guidance for the proposed route and date, then record the arrangements confirmed by the operator.
Global Bus Rental arranges transport with a professional driver and does not offer self-drive hire. Driving eligibility depends on passenger seats excluding the driver, vehicle mass, licence entitlement and the service. Read the current GOV.UK minibus guidance.
Capacity inventory to send with the enquiry
| Inventory item | What to record | What to confirm |
|---|---|---|
| Passengers | Adults, children, organisers, staff and guides on every leg | The busiest passenger load accommodated |
| Bags | Large suitcases and cabin bags separately | Storage with required passenger positions in use |
| Equipment | Quantity and dimensions of bulky items | Suitable storage or handling arrangement |
| Boarding | Wheelchair travel, mobility and child-seat requirements | The offered layout and equipment |
| Changing numbers | Confirmed minimum, likely maximum and finalisation date | Capacity and change terms in the quotation |
Plan the next part of the journey
Use the relevant detailed guide for a different planning question, or send the actual route and dates for a transport quotation. Availability, the offered vehicle and booking terms are confirmed for the individual journey.
- compare vehicle categories
- choose a vehicle category after counting the load
- United Kingdom bus hire
- London group transport
- All Destinations