Vehicle Booking Process

You should follow this process whenever:

• You need the bus for any Centrepoint Church activity.

• You want to use a church-owned car, people mover or trailer instead of your own vehicle.

• Your trip involves transporting people (e.g. kids, youth, young adults, teams, guests).

• Your trip goes outside your normal local area, even if you’ve driven the vehicle before.

If you’re unsure whether a formal booking is required, please check with bookings@centrepoint.church before proceeding.

Bookings will only be approved for Centrepoint Church activities that we organise or host.
We cannot approve bookings where the vehicle is being loaned or hired to another church, school, or external group.

Before you submit a booking, make sure you have these basics clear:

About the activity

• What is the ministry/event? (e.g. “Youth Connect Night – CBD outing”)

• Which campus or department is it for?

• Is this clearly a Centrepoint Church activity (we are organising/hosting)?

About the trip

• Date and approximate times (departure and return).

• Departure and return locations.

• Destination(s) and a simple outline of the route (if relevant).

• Estimated number of passengers (including leaders).

• Whether you need a trailer or extra luggage space.

About the driver

• Name of the Approved Driver(s) you plan to use.

• Confirmation they are available and comfortable driving that specific vehicle (especially the bus or towing).

Having this thought through makes it easier and quicker for your booking to be approved.

Step 1 – Talk to your leader

Start by discussing your idea with your Team Leader / Ministry Leader (and Campus Pastor if relevant). Confirm:

• The trip is needed for your ministry.

• The timing works with other events and commitments.

• Using a church vehicle (rather than private cars) is appropriate.

Step 2 – Submit a booking request

Submit your request via this link at least:

• 7 days before a local trip, and

• 2–3 weeks before camps or longer trips where possible.

Step 3 – Await confirmation

Do not assume the vehicle is available until you receive written confirmation from bookings@centrepoint.church.

They will:

• Check the calendar for clashes

• Confirm the activity is a Centrepoint Church event

• Confirm the driver is approved for that vehicle

• Allocate the vehicle (and trailer if requested)

You’ll then receive a confirmation with:

• Which vehicle has been allocated

• Any conditions (e.g. refuel level, cleaning expectations, pick-up/return times)

Collecting keys

• Keys are kept at Bibra Lake.

• Only the Approved Driver should collect keys - Keys must not be handed on to anyone who is not an Approved Driver.

• Before you leave, take note of the fuel level for refuelling.

Returning keys

When you return:

• Park the vehicle in the designated area and lock it.

• Remove ALL rubbish and personal items.

• Refuel to the level the gauge was when you collected the vehicle, or to 3/4 of a tank - whichever is higher. 

• Note any issues or damage.

• Return keys to the lock box.

If you have any problems, such as a breakdown or incident, contact facilities@centrepoint.church.