Colleges and universities operate on highly cyclical schedules, with transportation needs that rise and fall throughout the academic year. From busy athletic seasons and campus activities to quieter summer months, fleet and public transit demand is anything but consistent.

In this environment, traditional approaches to fleet ownership or long-term leasing can create inefficiencies, leaving institutions paying for underutilized vehicles or scrambling to secure transportation during peak periods. Many fleets operate with 20–30% underutilization on owned vehicles, particularly in seasonal or cyclical industries, driving unnecessary fixed costs.

With these realities, many schools and athletic programs should consider more flexible, short-term fleet solutions to better manage seasonal demand, control costs, and improve overall operational efficiency.

1. Academic Calendars Create Major Utilization Gaps

Transportation demand in higher education is driven by the academic calendar, with most activity concentrated in a roughly nine-month window. Athletic programs, student activities, and campus operations require consistent access to vehicles during the school year, but demand drops off significantly during summer and academic breaks.

This creates a utilization gap where owned or long-term leased vehicles like shuttles and buses sit idle for extended periods, while peak times, such as the start of a season or major events, can strain available resources if not properly planned.

2. Short-Term Fleet Solutions Can Better Match Real Usage Patterns

To address these fluctuations, many institutions are adopting short-term and flexible leasing models that allow them to match fleet size and duration to actual needs.

Instead of committing to multi-year leases or permanent ownership, schools can secure vehicles for specific timeframes, such as a three-month peak season or a nine-month academic cycle. This flexibility also extends across departments, enabling athletic programs, facilities teams, and campus operations to access the right additional vehicles, whether vans, cargo vehicles, or pickup trucks, without overcommitting resources.

3. Rapid-Response Fleet Support Can Prevent Operational Disruptions

A recent example highlights the impact of this approach. Plymouth State University, a Merchants Fleet client in New Hampshire, encountered a critical issue when a rented cargo van supporting its Men’s and Women’s Alpine Skiing teams broke down on the way to a two-week competition in Ontario.

Within an hour, Merchants Fleet began coordinating a solution, mobilizing its Asset Management Team to secure a replacement within three hours. This rapid response ensured the athletes could continue and compete as planned, demonstrating how flexible fleet solutions and responsive support can protect operations during critical moments.

4. Moving Away From Daily Rentals Could Improve Cost Control

Historically, many athletic departments and university programs have relied on frequent daily rentals to fill transportation gaps. However, this approach often comes with high costs and limited availability, particularly during busy summer months when demand is elevated across industries.

By securing vehicles in advance through short-term solutions, institutions can lock in predictable pricing, guarantee access during peak periods, and avoid last-minute shortages that can disrupt transit operations.

5. What Budget Constraints and Planning Cycles Reveal

Most colleges and universities operate on a July 1 fiscal year, making early planning critical. Institutions that proactively secure transportation in the first half of the year are better positioned to align costs with their budgets and avoid the volatility of peak-season pricing and availability. Waiting too long can lead to limited options and higher expenses, reinforcing the importance of forward planning as part of a broader fleet strategy.

6. Flexible Models Support Efficiency, Sustainability, and Risk Reduction

Beyond cost savings, short-term fleet and transit solutions can simplify operations by reducing the need for internal management. Access to newer vehicles, regular fleet refresh cycles, and included preventive maintenance help minimize downtime and improve reliability.

In many cases, service networks handle routine maintenance, allowing universities to focus less on managing vehicles and more on supporting their core operations.

Institutions are also navigating evolving priorities, including sustainability and risk management. While electric vehicles are becoming part of fleets, practical challenges such as charging infrastructure and operational limitations make widespread adoption more complex in the near term.

At the same time, factors like vehicle availability, manufacturer recalls, and regional regulations are pushing organizations to prioritize flexibility and diversification in their fleet strategies to reduce risk and maintain continuity. Ongoing supply chain disruption and longer vehicle replacement cycles are reinforcing this shift, as some transit fleets look to avoid overreliance on any single vehicle source or strategy.

In today’s environment, fleets must be viewed not as fixed assets, but as strategic investments that can be optimized for efficiency, flexibility, and long-term value. As colleges and universities continue to navigate fluctuating demand, budget pressures, and evolving operational needs, a more flexible approach to fleet management is becoming essential.

By aligning vehicle access with real usage patterns and planning proactively around seasonal demand, institutions can improve utilization, control costs, and ensure reliable transportation throughout the year.

About the Author: Sal Fier serves as Merchants Fleet’s regional sales manager and is responsible for building lasting business partnerships with logistics companies that have a need for flexible, customizable vehicle services and mobility solutions. Prior to joining Merchants, Fier was Director of Operations for a Dollar Rent-a-Car franchisee for nearly 10 years and oversaw all aspects of the operations of a rent-a-car location. Fier received his bachelor’s degree from Lafayette College. He is based in the greater New York City area.

^{This article was authored and edited according to METRO editorial standards and style. Opinions expressed do not necessarily reflect that of METRO or Bobit Business Media.}