Transport Information

Transport Links      

 *Please see Sport Club Compliance Policies for expectations*

• South Wales Transport Coach Request Form (Sports Club Login Required)

• Vehicle Hire Request Form (Sports Club Login Required)

• Driver Registration Form

• Vehicle Hire Process Step By Step Guide

Transport Information 

• 2 weeks’ notice is required when booking transport to ensure availability. This will apply to Weekend Fixtures, Events and Friendlies.

• We encourage you to take your own cars where possible, but please use the fewest number of vehicles necessary to transport squad members to fixtures and events.

• Agreed reimbursements with the Sports Club can be claimed back via the Club's SGF.

• Agreed reimbursements with Swansea University Sport can be claimed back via an expenses form. At the University rate of 45p for the first 150 miles and then 25p per mile thereafter plus 5p if carrying passengers regardless of how many passengers. Please come into the Swansea University Sport Office for a paper copy or here and can be returned to sportsadmin@swansea.ac.uk or in person.

• Accommodation at National Events / Overnight Fixtures need to be organised by the clubs and communicated to Swansea University Sport.
  

Coach Transport

• There will be a fine for clubs/individuals for any damage caused to coaches.

• No food or drink permitted on the coaches.

• When booking accommodation, the driver’s accommodation for the night or a day bed may need to be booked by the clubs. This all depends on the legal requirements of the driver and their hours, and this will be communicated by the sports admin to the club.
  
  

BUCS Leagues and Cup (Wednesday)

• All clubs are expected to drive their own cars unless allocated differently by Swansea University Sport Admin. Wednesday sports to request transport above and beyond own cars, using the Vehicle Hire Request Form at least 2 weeks in advance. Driver registration must be completed at least 3 days prior to the hire start time. 

• Agreed fuel expenses will be reimbursed, but please use the fewest number of vehicles necessary to transport squad members to fixtures.

• Train journeys (where applicable) can also be arranged, and these will be booked by Swansea University Sport no later than 24 hours before a match (to avoid the risk of a fixture cancellation). If a train booking is required, Swansea University Sport will contact the secretary to request the following:

  • Number of passengers.

  • How many railcards present.

  • Confirmation and tickets will be sent to the club email address.

• There will be two 9-seater vehicles and two 6-seater crew cabs available for clubs to book at a rate of £60 per day for the 9-seater and £40 for the 6-seater.  These can be booked via the Vehicle Hire Request Form on a first come, first served basis or will be allocated depending on what is more beneficial and cost effective.

• Other hire vehicles can also be booked by requesting them via the Car Hire Form however, be advised there will be a 2-week notice period.

• All hire vehicles must be returned with a full tank of fuel, and this can be claimed back via expenses with the receipt being attached. Expense form found on the Help desk.

Vehicle Hire Process - Step by Step Guide

• Driver registration form to be completed.

• Vehicle hire request form to be completed.

• You will receive confirmation of your hire request via email – please check all in order. 

• On the day of your hire, please find the keys in the WNP reception, if you need an early 

collection, please attend the evening before to collect the key, however, do not use until 

your start hire time.

• Please have confirmation of your hire to show the pool staff.

• On collection, please check the hire vehicle, a full check of the vehicle is needed, and 

photographic/video evidence is needed of any damage, rubbish left behind etc. Please 

contact sportsadmin@swansea.ac.uk if there are any issues. 

• On return, please make sure the vehicle is how you found it and replace the fuel used. 

• Key to be returned to WNP reception. If out of hours, it is to be returned first thing the

following morning.

All Sports Clubs hiring Self-Drive Vehicles through Swansea University Sport will be liable for 

the below;

Vehicle Hire Request Form

• £10 fine for any requests submitted within three business working days of the hire start 

date within the time frame, unless valid reason.

Driver Authorisation Submission

• £10 fine for any driver who fails to complete the ‘Driver Authorisation Process’ more 

than three business working days in advance of the start of the hire, unless valid 

reason.

Key Return

• £25 fine plus any additional charges occurred for keys returned after the hire end time If 

the hire time is outside WNP opening hours please ensure the keys are returned by 

08.00am weekdays, 09.00am on weekends. 

General

• Any Vehicle Damage occurred throughout the duration of the hire will be payable by the 

hiring club.

• Any Parking Fines or Speeding Fines occurred throughout the duration of the hire will 

be payable by the hiring club/designated driver.

Swansea University Sport Vehicle Hire Terms and Conditions

Updated July 2026

• £10 fine occurred if the vehicle wasn’t returned as it was given, i.e. Rubbish left behind, 

Fuel not replaced.

Any clubs failing multiple times could have the use of both Self-Drive Vehicles and SWT 

Coaches withdrawn and further repercussions.

Please have your booking/rental reference number, which is emailed to the club, and make sure 

it corresponds to the documents and key collected from the pool reception.

The above list is not exhaustive, any further areas which cause additional administration to the 

team may well incur fines at Swansea University Sport’s discretion.

Please contact Swansea University Sport Institution Administrator (sportsadmin@swansea.ac.uk) if you are having issues with any of the above points.