Planning a successful corporate event or team outing involves more than just choosing a venue and schedule. Having reliable transport plays a huge role in making sure your day runs smoothly. Whether you’re heading to a team-building day or a conference, making the right vehicle choice helps keep things organised and comfortable.

At Caversham Vehicle Hire, we’ve helped businesses across the Thames Valley hire vehicles for all types of events and projects. Here’s what you need to consider when arranging vehicle hire for your next business trip or event.

Choose the Right Vehicle Type for Your Event

The first step is to match the vehicle to the occasion. Different events have different needs, and the right vehicle helps your team travel more efficiently and comfortably.

Team socials and away days: If you’re transporting a larger group to an activity or event, a minibus or 7- to 9-seater MPV is a smart choice. It keeps the group together and adds to the team experience.

Client meetings and business travel: For occasions where first impressions matter, executive cars such as the BMW or Range Rover offer a more polished and professional experience.

Site visits and equipment transport: If your team needs to bring tools, products or promotional materials, a commercial van such as the Ford Transit, Vauxhall Vivaro or Mercedes Vito gives you the space and practicality required.

If you’re ever unsure, we’re happy to advise based on the type of trip you’re planning.

Group Size and Comfort

Comfort and space make a real difference, especially on longer journeys or early starts.

• For small groups up to 4, something like a Vauxhall Corsa, VW Golf, or Hyundai Tucson works well for shorter journeys or city travel.
• Mid-size groups of 5 to 9 people are best suited to MPVs, which offer extra legroom and storage space.
• For larger groups, a 14, 15 or 17-seater minibus is ideal. These come with power steering, seatbelts and are built for group travel without compromising comfort.

Always consider whether you’ll need extra room for any additions like bags or display materials. A bit of extra space can go a long way in making the journey more pleasant.

Short-Term and Long-Term Hire

Depending on your needs, you might only need a vehicle for a single day, or you might want the convenience of ongoing access.

Short-term hire is perfect for one-off events, seasonal spikes, or covering temporary staff transport needs. It offers complete flexibility without any long-term commitment.

Long-term hire works well if you’re frequently organising staff travel or off-site visits. It helps reduce operational costs, avoids the burden of vehicle ownership, and often includes maintenance and repairs as part of the package.

Hiring the right vehicle for your business outing ensures your event stays on schedule and your company is represented professionally. Whether it’s a quick trip to a meeting or a full-day away event, getting transport right makes a real difference. At Caversham Vehicle Hire, we offer a range of reliable, modern business vehicles from cars and vans to minibuses and MPVs. All vehicles are available on flexible hire terms to suit your plans.

Documentation Requirements

When hiring a vehicle for business use, it’s important to have the right documentation ready.

Here’s what we’ll need from each driver:

• A full UK driving licence (photo card or paper-style)
• If using an old-style paper licence, we’ll also need to see another form of photo ID
• The driver’s National Insurance Number, so we can carry out a quick online DVLA licence check

For minibuses, you may need to check licence entitlements depending on the size of the vehicle and how it will be used. If there’s any uncertainty, we’re happy to advise before you book.

Having the correct documents in place ahead of time helps avoid delays and keeps everything running smoothly on the day.

Need Help Choosing the Right Vehicle?

If you’re organising an upcoming corporate event or simply weighing up your options, our team is here to help. We’ll guide you through vehicle choices, answer any questions about documentation or licensing, and make sure you get the right hire setup for your needs.

Contact us today to check availability, get a quote, or talk through your plans.
Let’s make your next business outing as smooth and stress-free as possible.