Borrow the LAMA minibus as an authorised organisation

Register as an Authorised Organisation

You must register your organisation before you can borrow the LAMA minibus.  Registration is a one-time only activity.   Follow this link if you need to register your organisation.

Seeing all your loan trips

Once your registration is accepted and you are ready to borrow the minibus, simply log in to book trips online and select "Loan Trips" from your dashboard. 

You will be presented with a list of all your loan trips, including those to come and those already completed.   From here you can edit your upcoming trips and download your invoices and driver journey sheets.  The journey sheet will provide your driver with essential information about your loan trip and allow them to record mileages and passenger numbers.

Booking a loan trip is an interactive process.  Once you have entered your journey details, emails may be sent to our LAMA drivers if you don't have your own driver.  You will then need to pay your security deposit and the LAMA Loans Officer must to check that the trip complies with our operating permit and insurance conditions.  Once approved and the journey is later complete, you will need to update trip mileage details and passenger numbers, and pay your final balance.

Booking a new loan trip

You may book a new loan trip from your dashboard.

Use the calendar to select when you want to book your trip.   Dates shown in white are available for booking.  Please contact the LAMA Loans Officer if you want to book another date and they will check whether your times can be deconflicted with trips already planned.

Your trip title should generally follow the format: "Organisation name" loan trip to "principal destination".

If you have your own driver and they have not driven our minibus before, then they will need to contact our LAMA Training Officer to show their licence and undertake familiarisation training.  This must be undertaken well before your trip takes place to ensure that all legal and safety requirements are met.  Alternatively, you can enter "Driver needed" and requests will be sent to all our LAMA drivers to see if anyone can help.

You will be asked to confirm that you agree to our loan terms (your cannot borrow our minibus unless you agree to these terms).  The terms specify what LAMA will provide in loaning the minibus to you and what you must undertake when borrowing the minibus from us.  Although reasonably comprehensive, our terms are considerably less than those required by a commercial vehicle loan company!  Using one of our drivers will automatically fulfil many of your obligations.

LAMA Loan Terms

You must then enter the particular journey details of your trip.  It is important that you complete this carefully and completely so that the driver has a proper understanding of what you expect from them and that the trip is properly insured.  We suggest you use Google maps for determining journey times, rounding times up to the nearest quarter hour or so.  In practice, the minibus is nearly as fast as a car on main roads, but travelling on small roads can be a bit slower because passing opportunities are more limited.  All times and mileages start and finish from Lerryn.

Loan Cost

Borrowing the minibus is not free, but the cost will be no more than the running costs incurred by us in keeping the minibus on the road.

When and How to Pay

We ask you to pay the minimum daily charge as deposit when you complete the loan agreement.  Your booking is not secured until the deposit is paid.  Cheques submitted with your loan agreement form will be cashed when the loan form is countersigned and the booking is thus confirmed.  Deposits may also be paid by bank transfer (details below).  On completion of the loan journey, the total amount owed (less the deposit) may be calculated on the journey sheet and paid in cash when the minibus keys are returned.  Alternatively, the balance owed will be calculated by our treasurer and an invoice will be sent to you.  The invoice may be paid by cheque or bank transfer as follows: