Transportation Captain

Loaned Vehicle Form  - US Letter Vehicle Check-in sheet - A4

Please note: These job descriptions were composed for medium to large sized outreaches with Impact World Tour. For smaller events not all positions or simplified procedures might be required, please apply common sense in determining the needs for your community.

Responsibilities of the Transportation Captain

• Coordinate vehicles for IWT teams and staff members
• Get specific list of needed vehicles from IWT Coordinator

Sample Team Sizes & Transport Needs

• 2 Vans
• 1-2 cars
• Trailer (for satellite tech gear)

• 2 Vans
• 1-2 cars
• Trailer (Luggage & Costumes)
• Trailer (Ramps & Plywood)

• 2 Vans
• Trailer (Car)
• Trailer (Tires, Log)

• 2 Vans
• Trailer (Luggage, Instruments & Costumes)
• Trailer (Tires, Log)

• 1-2 cars

Secure Vehicles

• Get a list of incoming teams and staff from IWT Coordinator
• Request vehicles from participating church members. Coordinate with the Housing Captain so requests for housing and vehicles can be done at the same time.
• Request additional vehicles, such as church vans, from participating churches.

Check in Vehicles

• Plan to have all vehicles picked up or dropped off at a designated location (such as the meal site) for check-in on the day before the teams arrive. Have Transportation Team members prepared to receive vehicles and begin processing them.
• Request a back up key, if possible.
• Fill out Vehicle Check-in form completely, noting condition and details for each vehicle. Take a note of any scratches or other existing problems and mark them on the form.
• A qualified person should check and refill all fluid levels, if needed.
• Prepare any necessary driver information.

Assigning Vehicles

• Designate vehicles to each team depending on their needs.
• Upon arrival team leaders will specify approved drivers. Each team has pre-qualified drivers, (determined by age, driving history and responsibility) please do not issue vehicles to any team member not specifically approved by a team leader.
• Please note team sizes when assigning number and size of vehicles. Also please match higher quality cars to team leaders and IWT staff.

Vehicle Pick-up

• Set up a process similar to a rental car company. When teams arrive, have a vehicle check out table/area at the meal site, airport or designated team arrival location.
• Each team driver will either provide a written document showing they are a team-approved driver or will be introduced by the Team Leader.
• Each driver must sign the check out list before being given keys or the vehicle.
• Provide instructions to each driver with the following information:
• 24 hour contact number in case of vehicle breakdown or emergency.
• Specific instructions or “quirks” pertaining to the assigned vehicle.
• Specific instructions for vehicle drop off.
• A representative from the Transportation Team should be available at meal times to handle any situations that may arise. A mobile phone number would be helpful for emergencies – this can be given to the Special Events Coordinator who is compiling the directory of numbers.
• Have a means of refueling the vehicles as needed during the tour.

Vehicle Return

• Have the Drop–off location staffed with Transportation Team members to receive and process vehicles. Make sure everyone is aware of the vehicle drop off location. (It may be helpful to post information at the meal site.) Depending on the schedule, it may work well to designate the last mealtime as the vehicle drop off time and location.
• Check in vehicle using Vehicle Master List. Recheck fuel and oil levels. Make sure vehicle is clean.
• Have key drop located at meal location for returned vehicles for when vehicles are returned at odd times.
• Return vehicles to the owner with a thank you card.

Final

• Report any problems that arise to the IWT Coordinator.
• Thank you for making our driving experience enjoyable in your city.