Motor PoolTrip / Event Planning

Below is a timeline for transportation needs that can be used to help plan your trip and ensure vehicle reservation proceeds smoothly. 

I. Needs assessment and driver certification

A. Determine the number of people to be transported and the date(s) the vehicle(s) will be needed. (Seating counts below include the driver.)

• Cars: 4-5 people
• Minivans: 7 people
• 8-Person Vans: Smaller cargo-type van that accommodates eight people
• 10-Person Vans: Cargo-type vans that can accommodate up to 10 people

B. Determine if you have any/enough certified drivers. 

• Register for driver certification through the Campus Safety Office.
• Cars and minivans require Defensive Driver online training only. Other vans require the Defensive Driver and Large Van Safety online modules as well as an actual behind the wheel drive with a Campus Trainer.
• We kindly ask that you have a two-week head time for scheduling the behind the wheel driving training.
• Contact the Motor Pool Safety Specialist at safety@gustavus.edu for details regarding driver training.

C. The Motor Pool Specialist (motorpool@gustavus.edu) can help figure out the most economical combination of vehicles to fit the spatial needs for your trip depending on the availability. Rates for the 2023-24 academic year:

• Cars: $0.65/mile
• Vans: $0.70/mile

II. Reserving vehicles

A. Reserve vehicles as soon as possible for best selection and availability; reservations are made on a first come, first served basis.

B. Contact the Motor Pool Specialist by email at motorpool@gustavus.edu with the following information:

• Day, date, year when making request: 
• Person making reservation:
• Contact person and number: 
• Department, organization to be charged:
• Account number to charge: 
• Number of passengers (including driver): 
• Type of vehicle requesting: 
• Driver(s) Name(s): 
• Day, date and time of departure: 
• Day, date and time of return: 
• Destination: 

C. **If the requested vehicles are not currently available, your name will be added to a waiting list should changes occur in others' reservation needs and you will be notified accordingly if your request can be honored by your travel date.

III. Two weeks before the event

Confirm the number of people to be transported. If there are have been any changes, reassess your your vehicle needs (e.g., could you use fewer vehicles, a smaller vehicle, or a larger vehicle, etc.).

If changes are needed, reach out to the Motor Pool Specialist by email at motorpool@gustavus.edu.

IV. One week before the event

A. Complete vehicle authorization invoice forms for each vehicle. Information required includes:

• Department or organization name
• Day, date and time-frame of the event
• Place of travel
• Authorized Driver(s)
• Account number
• Signature of the department/organization chair or advisor

B. Each driver must complete the Driver History Form, to be kept on file for insurance purposes.

V. Picking up keys

Keys will not be issued without the completed Vehicle Authorization Invoice Form and Driver History Form (see above).

• Bring completed Vehicle Authorization Invoice Form paperwork to pick up keys. (One form per vehicle will be needed.)
• Keys may be picked up 1 or 2 days prior to the trip, depending on key availability.
• For reservations beginning after 4 p.m. on Friday but before 8 a.m. on Monday, keys must be picked up before 4 p.m. on the preceding Friday.
• Check the Motor Pool main page for key pick up hours.

VI. Upon return

Updated 03/25/2024