road bear rv international - worldwide motorhome rental companies

road bear rv international - motorhome rental worldwide

Road Bear RV International

The main reasons customers choose Road Bear RV:
  • All vehicle categories are guaranteed 2016-2017 models (1st registration 2015-2016)
  • All Road Bear RV motorhomes offer: TV/DVD, A large awning, The largest beds, Largest fresh water tanks, A camping table (free of charge), A child safety net for the cab over bed, A tether anchor for child seat installation, An onboard generator (usage fee applies), and Mega outside storage (ex. for suitcases with one-way rentals).
  • Optional equipment: High quality convenience kits, 4G LTE based Wi-Fi hotspot with data service in the USA, and Satellite based navigation system (GPS).
  • Attractive one-way rentals between all our seven (7) locations
  • Online VIP check-in to expedite the motorhome pick-up
  • Complementary Airport Hotel & Airport shuttle
  • Personal vehicle orientation provided by multilingual staff
  • 24-hour/7-days a week emergency assistance
  • Swiss, German and Austrian quality and hospitality since 1980!
  • Simple fixed net-rates incl. taxes & VIP-insurance
  • Online image database
  • Ranked #1 Coachmen Recreational Vehicles dealer from 2004 to 2008 and from 2010 to 2014
    Ranked #1 Class C dealer in California in 2007/2008/2010/2011 by Statistical Survey’s Inc.
    Ranked #1 Class C dealer Nationwide in 2011 by Statistical Survey’s Inc.


Road Bear RV International Rental Terms

IMPORTANT: THESE RATES ARE FOR INTERNATIONAL VISITORS AND ARE NOT AVAILABLE FOR US RESIDENTS,  CANADIAN RESIDENTS AND MEXICAN RESIDENTS. ANY BOOKINGS FROM US RESIDENTS,  CANADIAN RESIDENTS AND MEXICAN RESIDENTS WILL NOT BE VALID. YOU MUST PRESENT AN INTERNATIONAL LICENSE, PASSPORT AND CREDIT CARD AT TIME OF ARRIVAL. IF ANY DOCUMENTATION PROVIDED IS LOCAL, THEN YOU WILL BE CHARGED THE DOMESTIC RATES..

Important Information About Your Rentals
On arrival you will be required to sign a rental agreement with the operators of Road Bear RV. Here is a summary of their terms and conditions:

Definitions
The following definitions apply for the Terms and Conditions for Road Bear RV.

    * The Supplier means the operator of Road Bear RV
    * The Client is also referred to as the hirer (s) or renter (s)

Payment
A non-refundable deposit will be taken from your nominated credit card at time of booking confirmation. This percentage of the total fees will vary depending on the number of days your booking is placed before travel commencement. The balance payment due will be deducted from your nominated credit card 42 days prior to the commencement of your rental. Please ensure there are sufficient funds available on your card at this time.

If you are booking within 42 days of travel the entire cost of the rental will be transacted from your nominated credit card at time of booking confirmation. If payments are not received when due, ROAD BEAR RV reserves the right to cancel the reservation. Without full payment no vehicle will be handed to the customer; no exceptions made! Bank service charges are the customer's responsibility.

Note on foreign currency bookings: full balance of payment (including the deposit) will be collected at the time of confirmation if you have elected to process your booking in a currency different to US$. Some charges may be payable directly to your rental station upon arrival, these will be itemised as such in your breakdown of pricing if and where applicable. (Please also note that the 1.95% credit card surcharge will be added when this payment is processed).
 

Reservation Change
Every reservation change needs to be made in writing and will be confirmed in writing. The handling of a change is up to 61 calendar days prior to pick-up free. Any later change results in a US$ 50.00 handling charge.
Regardless when a change of name, date(s) or location(s) is requested, this will result in the recalculation of the amount due. The rates and discounts applicable at the time of the revision will apply. For a request to change date(s) or location(s) less than 61 calendar days prior to the existing pick up date the cancellation terms in the next paragraph apply.
No name change is accepted when a surcharge, e.g. Holiday Surcharge, or an extended minimal nightly rent rule applies.
Such name change will be handled according to the cancellation terms in the next paragraph and result in a new booking.


Cancellation
The initial deposit paid is non-refundable. Every cancellation needs to be made in writing and will be confirmed by supplier in writing. In addition to forfeiting your non-refundable deposit the following charges also apply: (The day of receipt of the cancellation is the date the cancellation fee is calculated from.)

63 calendar days or more prior to departure:                  Booking deposit plus additional USD100.00 penalty fee
62 to 33 calendar days prior to rental date:                      20% of the nightly rental charge minus any applied discount plus one-way fee if applicable
32 to 18 calendar days prior to rental date:                      50% of the nightly rental charge minus any applied discount plus one-way fee if applicable
17 to 8 calendar days prior to rental date:                        100% of the nightly rental charge minus any applied discount plus one-way fee if applicable
 7 to 0 calendar days prior to rental date (or no show) : 100% of the nightly rental charge minus any applied discount plus holiday surcharge plus preparation fee plus one-way fee if applicable

Refund for unused portion of confirmed reservation
No refund will be given for delayed pick-ups / early returns, unused mileage or for “no show”.

Release of Vehicle after “no show”
If Road Bear RV is not able to establish communication with or hear from the client directly or the tour operator, Road Bear RV can re-use the unit in the afternoon of the 3rd calendar day whereas the pick-up day counts as the first calendar day.

Travel Insurance
We strongly recommend that clients ensure they take out the highest level of travel insurance. In many cases this will cover any losses incurred if you are forced to cancel your booking.

This quoted price includes:
- VIP coverage with an excess of US$1000.00 per incident.
- Taxes for all pre-booked items
- Transfers:
      Pick ups are from airport area hotels ONLY.  There are no pick ups from airport terminals.
      Drop offs can be to airport area hotels or the following airports LAX/SFO/OAK/LAS/DEN/EWR (not  JFK or La Guardia)/MCO
- 7 day / 24 hour toll free emergency assistance
- Additional driver fees if needed
- All vehicles are delivered with full tanks and the customer is expected to return the vehicle with full tanks or will be charged accordingly.
- Rates are in US Dollars
- All rental days are calculated per night basis
- Rates are subject to change without notice

This quoted price does not include:
- State taxes are payable on all sale components apart from the SLI Insurance option.  These will be itemised in 'Fees Payable upon Arrival' in your final breakdown of pricing.
- Security deposit (authorized/blocked on credit card while traveling) US$1000.00. Additional deposits may be required for special events such as 'Burning Man', if no mileage has been pre-paid etc. (refundable when vehicle is returned in satisfactory condition)
- Local taxes for all pick-up and drop off charges
- Cost of gasoline, oil and propane
- Mileage can be paid for at time of drop off at US$0.45 per mile
- Generator use of US$3.00/hour payable at drop off
- New Jersey Security Fee: US$5.00 per night (max. US$140.00 per booking) applies to all NYC pick ups
- Preparation Fee of US$200.00 per rental for all bookings
- One way fees apply to all other branches and periods for pick-ups or drop-offs 
- Colorado Road Safety Fee: $2.00 per night (maximum $90.00 i.e. 45 nights) applies to all bookings with Denver pick-up.

Minimum rentals
7-night minimum rental time or 14-night minimum with all inclusive package.

Customer Deposit at pick-up: US$ 1,000.00
Additional deposits may be required/charged for special events such as regional festivals, “Coachella”, “Burning Man”, "Stagecoach", "Further Future", "NASCAR", when a surcharge applies or if no mileage has been pre-paid, etc.
Vehicle will not be handed out in case of insufficient funds, the reservation will be cancelled and prepaid funds are forfeit.

Based on the credit card company rules, for reservations up to 29 nights the supplier authorizes the amount. For reservations 30 nights and longer the amount is charged on the credit card.

Please note: Road Bear RV will combine the Security & Cleaning deposits for Burning Man and CHARGE (credit card only) a refundable US $1,500.00 Deposit at pick-up. Road Bear will NOT allow name changes on confirmed reservations and the main renter/credit card holder must be present at time of vehicle pick up. Vehicles will not be handed over to a 3rd party or in case of insufficient funds for the security deposit. The reservation will be cancelled and prepaid funds are forfeit! No exceptions please. 

Additional Customer Deposit after an Accident
Regardless of the customer being at fault or not, before handing out a replacement unit supplier request from the customer an additional US$ 2,000 charged on the credit card. Such amount will be reimbursed at drop-off (minus any fees/charges).

Credit Cards
VISA-, Master/Euro-, American Express cards are accepted. No pre-paid credit cards are accepted.

Taxes and governmental fees
Local sales taxes are included for all pre-paid items. Local sales taxes apply to all pick up- & drop-off charges and may change at any time. Newly assessed governmental fees (other than sales tax or DMV fees) not known at this time will be collected from the customer at pick-up.

Complimentary Transfers
Complimentary transfers are provided once a day to (but not from) the airports DEN/EWR/LAS/LAX/MCO/OAK/SEA/SFO (neither JFK nor La Guardia) and at all rental locations from/to named airport hotels. The complimentary permitted amount of luggage is in accordance with the airline regulations for economy passengers (1 suitcase max. 50 lbs. / 23 kg plus 2 pieces of hand luggage per person). Excessive luggage is the customer’s responsibility.
The parents or guardians are responsible to provide for the transfer according to the applicable laws a child seat or booster. Road Bear RV cannot bring the child seat or booster from the branch to the transfer point. The supplier advises the customer to bring it with them from home or having it shipped to the hotel.
.

Transfer to Branch
Clients cannot pick up the vehicle the day they arrive with an inter-continental flight or from South America. The supplier recommends therefore spending the first night in an airport hotel or motel. Priority shuttle service will be granted to customers who have made contact at least 72 hours in advance, via you or the online check-in system with their transfer location and how they can be reached so supplier may inform them about the exact pick-up time for the transfer. If customers choose not to supply the transfer location 72 hours in advance the complimentary shuttle service cannot be guaranteed.
The complimentary shuttle leaves the transfer location from Monday to Friday normally after 12:30. On Saturday based on appointment. If the customer has provided supplier the transfer location and how supplier can reach them but not received the exact pick-up time for the transfer at 16:00 the day before vehicle pick-up, supplier advises the customer to call the pick-up rental station between 08:00 am and 09:00 am on the pick-up day.

Transfer from Branch
The complimentary airport (hotel) shuttle leaves at 11:00 am at all branches.

Motorhome Pick-Up and Drop-Off Times
At pick up the main renter must be present with the original driver license and physical credit card showing his/her name.
To avoid waiting times all customers are asked to check-in online and communicate with the branch to schedule the exact pick-up time. A very limited number of earlier and free of charge appointments may be available by calling the pick-up branch two or three business days prior to pick-up.
Regular vehicle pick-up times are
Monday to Friday     12:30 to 16:00
Saturday                    Call for an appointment (general pick-up time 12:00 - 13:00)

Vehicle drop-off time starts at 08:00 has to be concluded at 10:30 am.
Later drop-offs will not be entitled to get a complimentary transfer to the airport hotels or airport.
Note: In order to guarantee an early pick up or late drop off the customer has to extend, if availability allows, the
reservation by one night prior respectively afterwards and pay for this extra night(s).

Vehicle not at originally agreed drop-off Branch returned
Should the customer not return the vehicle at the branch which was agreed in writing, for example on the Rental Agreement, the supplier will charge the customer for transferring the motorhome to the branch agreed in writing.

Branch Hours of Operation
Monday through Friday   08:00 to 17:00                                                               NYC from NOV to FEB: 09:00 to 16:00
Saturday                             08:00 to 13:00 (or during high season as required)      NYC from NOV to FEB: By appointment
Sunday                               Closed

Road Bear RV Holidays and seasonally closed Branches
All branches are closed on Sundays and on following Holidays:
29 MAY 2017 (Mon)        Memorial Day
04 JUL 2017 (Tue)         Independence Day
04 SEP 2017 (Mon)        Labor Day
23 NOV 2017 (Thu)        Thanksgiving Day
25 DEC 2017 (Mon)       Christmas Day
01 JAN 2018 (Mon)        New Year’s Day
19 FEB 2018 (Mon)        President’s Day
The branches Denver and Seattle are closed for rental business from 03 DEC 2017 to 25 FEB 2018.

A word about Burning Man Rental
This year the requests to attend the "Burning Man Festival" will again coincide with the requests by families. To ensure that families can rent a motorhome and for operational reasons the supplier discourages the relatively short Burning Man bookings.
Currently supplier is not accepting ‘typical’ Burning Man bookings and will review again in the upcoming spring. Supplier is happy to accept bookings with at least 13 nights and NOT dropping off in San Francisco on 05 SEP 2017 nor 06 SEP 2017.

Unauthorized late Return (aka “Unauthorized Extension of the Rental Period”)
For an unauthorized late return after 12:00 pm the sum of a) the actual gross rental rate night plus b) US$ 300.00 for administration and handling will be charged for each day late, or part thereof.
If the customer contacts Road Bear RV at least one business day before the vehicle is due for drop-off and obtains the proper authorization to extend in writing the regular rental rate (gross) will apply and is due at the time of extension.

Driver’s License and Age
A valid national driver's license is required for each driver. In addition supplier recommends that foreign customers have an international driver's license or an English translation of the license issued by their home country. All drivers must be at least 25 and not older than 79 years (21 to 24 years only with prior authorization).

Customer Orientation
At all locations staff speak German and English, Dutch, French, Spanish is spoken at some locations.
After completing the paperwork, the clients get a very thorough personal walk-thru of the motorhome. In addition, every vehicle is equipped with an operation manual in German and English. In case of an emergency, accident or technical problems, clients may call 24-hours a day/7 days a week the emergency toll free number which is printed on the keychain.

Child/Booster Seat
The parents or guardians are responsible that the applicable laws in regards to child or booster seat are followed.

Vehicle Substitution
If for any reason the booked vehicle should not be available Road Bear RV reserves the right to substitute a higher-rated vehicle at no additional cost. Should a lower-rated vehicle be substituted the Road Bear RV liability is limited to the refund of the gross rate difference of the two vehicles.

Vehicle Length
If a customer requires the exact measurements to make arrangements with a ferry or other service such customer needs to touch base directly with the supplier so the supplier is aware that the assigned vehicle cannot be subsituted with a longer one!

Smoke and Pet Restrictions, Cleaning Fee
No smoking allowed. No pets permitted. A $ 250.00 minimum cleaning/deodorizing fee applies with either violation.
The clients are responsible to return the vehicle with the interior clean and holding tanks dumped. The vehicles exterior does not require cleaning by the customer. Cleaning and dumping charges apply as posted at the drop-off location.

Travel Restrictions

Mexico Traveling into Mexico is not permitted.
Death Valley Traveling into Death Valley is not permitted between June 15 and September 15.
Others Traveling on any private, gravel, dirt or logging roads and other non-public roads, beaches, etc. and in the Inner city of New York, Montreal and Quebec City (Canada) is not permitted.
Alaska Traveling within Alaska, Yukon and Northwest Territories is permitted as long as Road Bear RV has been advised at the time of booking.

Road Bear RV will hold the customer responsible for disregarding these restrictions including accidents, mechanical breakdowns and thefts occurring in a travel restricted area!

Gasoline and Propane
The cost of gasoline and propane is not included in any rent and Road Bear RV does not assume responsibility for estimates of consumption. All vehicles are delivered with full tanks and the customer is expected to return the vehicle with full tanks or will be charged accordingly.

Maintenance
The customer is responsible for checking engine oil and coolant levels at each refueling as well as reporting mechanical failures immediately. Coolant refills and authorized repairs will be reimbursed upon return of the vehicle and presentation of all receipts (see mechanical breakdown). It is the driver's responsibility to operate the vehicle in a safe manner and to exercise all caution possible.

Maintenance, Repaires and Reimbursement
For maintenance and repairs exceeding US$ 50.00 the customer must call the Road Bear RV 24-hour/7-days toll free helpline to get an authorization. Non-authorized invoices over US$ 50.00 will not be reimbursed. Receipts and replaced parts must be presented for reimbursement. Customer will be held responsible for mechanical damage due to negligence in operation and/or maintenance.

In the Event of an Accident
Insurance coverage may be void if the following instructions are not followed: The customer must

  • Obtain from the police officer investigating the accident a local police report,
  • Notify Road Bear RV as soon as possible but not later than 24 hours after the accident,
  • Provide not later than the return of the vehicle the completed accident report form which is supplied to the customer and located in the vehicle along with the registration & insurance papers; such full-written report must contain the other party's name, address, phone number, driver's license number, date of accident, etc.

All documents relating to the accident must include a police report or identifying number.

Parking and Traffic Violations
It is the client’s responsibility to report and pay at drop-off for all parking and traffic violations. Failing to report these violations at drop-off will cause a charge of a US$ 100.00 administrative fee per violation plus the fine (including all late charges) to the client’s credit card.

Toll Road System in the Florida Keys
Since February 2011 the Florida Turnpike Enterprise has implemented an all-electronic open road tolling for the southern 47 miles stretch of the Turnpike, from US1 in Florida City to the Miami-Dade/Broward County line. The old tollbooths have been eliminated and the toll-fees cannot be paid in cash anymore.
There are the following options for payment to travel on the Turnpike:
1. Customers picking up in MCO may conveniently rent a Sun Pass transponder at the branch.
2. A SunPass Transponder can be obtained by calling 1-888-865-5352 or visiting www.SunPass.com. The transponder will allow traveling on toll roads by paying money into the personal SunPass account.
3. The “TOLL-BY-PLATE” program can be used as an alternative. This program captures an image of the vehicle license plate and bills the registered owner of the vehicle for the toll amount. The “TOLL-BY-PLATE” program allows the customer to call in to register for a “TOLL-BY-PLATE” account and to pay for tolls before an invoice will be issued. Payments can be made by cash, credit/debit card on-line or through new payment kiosks located at major retail stores.

Be aware
Florida State Law (Statue 316.1001) requires payment of prescribed tolls for the usage of toll facilities. Failure to comply with this statute may result in the assessment of a US$ 100.00 or more civil penalty, assessment of court costs, and suspension of the vehicle registration and/or suspension of the driver's license. It will be important for the customer to inform the Road Bear RV drop-off location of the fact that they traveled on the Florida Turnpike regardless of what option they choose. In case that an invoice for toll fees will be sent to Road Bear RV as the registered owner of the vehicle, all fees due will be charged to the customer’s credit card on file and processed according to our rental provisions with regards to traffic citations (incl. administrative fees).


Insurance Summary
The following text is for your reference only. The Rental Agreement is binding and has priority over all forms.

Public Liability Insurance (secondary coverage included in the daily rate) 
The Public Liability Insurance covers accidents in the event that the renter is at fault. The policy protects the rental company up to US$ 1,000,000 and the renter to Statutory Limits (State mandated minimum liability coverage). Liability Insurance has no deductible and current limits can be checked at https://extranet.mbainsurance.net/choice/statelimits.php.

SLI (Supplemental Liability Insurance)
The optional SLI coverage provides the customer with an increased limit of liability protection. SLI protects the renter and any authorized driver listed on the rental contract for up to US$ 1,000,000 toward 3rd party damage claims.

Premium VIP Coverage (included in the daily rate)
Premium VIP coverage includes secondary comprehensive and collision coverage for the rented vehicle with a deductible of US$ 1,000.00 per incident. Coverage includes but is not limited to:

  • Accidental damages to the vehicle (renter’s or 3rd party’s fault),
  • “Uninsured Motorist“ in case the renter is involved in an accident with a non-insured driver,
  • Vehicle theft and fire (personal property and items in the vehicle are always excluded),
  • Windshield & glass damage, and
  • Vandalism.

No insurance coverage is provided (liability or comprehensive & collision) while traveling into non-authorized areas including but not limited to the country of Mexico, the inner cities of New York, Montreal and Quebec (Canada) (see section “Travel Restrictions”).

Non-Covered Damages (including but not limited to) 
Customer has full legal and financial responsibility in case of:

  • Damages to the interior of the vehicle
  • Breach or violation of the rental contract
  • Carrying more passengers than having seat belts available
  • Personal damages and personal property are never covered
  • Deliberate and willful damages caused by the renter or his guests
  • Damages caused to the vehicle by abuse or misuse for illegal activities
  • Renter negligence, e.g. backing up without a guide, following incorrect GPS guidance, etc.
  • Damages caused by freezing, e.g. unit not winterized, or overheating of vehicle or systems,
  • Damages caused by neglecting proper operating procedures, e.g. incorrect fuel type & quality, ignoring oil or coolant levels, air pressure, etc.
  • Damages and losses caused during travel in or thru restricted areas and damages due to “off-road” usage
  • Damages and accidents caused under the influence of alcohol, drugs or other controlled substances
  • Damages and injuries caused by overloading the vehicle and/or exceeding the legal towing capacity (towing limit is with proper equipment 1,500 lbs.)
  • Operation of the vehicle by anyone not meeting the age requirements and rental terms & conditions, or not listed on the rental contract or having a valid driver license

Technical Difficulties with the Vehicle and its Features
While the supplier first and foremost priority is to provide its mutual customers an excellent and high quality vehicle and service, unexpected technical difficulties can arise. To ensure that its mutual customers can enjoy their motorhome experience the supplier provides an extensive vehicle explanation and with every vehicle an operations manual and the phone number of our 24-hours/7-days help line which is free of charge from any landline in the USA. 
Please note: The suppliers are not returning phone calls or accepting requests to call a customer back because customers may be hiking, visiting a museum, etc. and not at the vehicle when the suppliers call. The customers shall call when at or nearby the vehicle.
When the suppliers receive a phone call the suppliers differentiate between an inconvenience and an emergency:

  • The suppliers define an Inconvenience as something that requires the customer to spend additional time, a workaround or a non-safety related feature is not available. Examples are purchasing ice because the refrigerator is not working, the DVD player not working or the slide-out is not extending and therefore the interior space not increased.
  • The suppliers define as Emergency when the motorhome cannot be driven safely anymore. An example is when the engine stopped working. In this case the Vacation Interruption (VIP) Insurance applies (see next paragraph).


Vacation Interruption Protection (VIP) Insurance

Should the renter’s motorhome vacation be interrupted by an Emergenct as defined above, not accident or damages caused by the renter, for more than 12 working hours after reporting this to Road Bear RV, the renter will be reimbursed for the greater of the gross daily rental rate or expenses for hotel rooms up to US$ 25.00 per person per night and car rental up to US$ 50.00 per day per motorhome with a combined maximum of US$ 1,500.00 per rental agreement.

Such reimbursement is only possible when supplier had the chance to take care of the problem and the customer cooperated to do so. Defects and repairs of Wi-Fi, GPS, radio, TV, CD or DVD player, generator, AC, refrigerator, heater, water heater, slide-out room, awning, cruise control, etc. are not considered mechanical breakdowns and are excluded from VIP reimbursement. Refund of expenses is in any case only possible against proper receipts.


Please take note: In case of a claim, Road Bear RV will not act as an adjuster for any third party insurances purchased by the renter (such as $ 0.00 deductible insurance, etc.).
 

Extra Information and Additional Charges

Mileage rate:

Mileage can be paid for at time of drop off at US$ 0.45 plus local tax per extra mile

OR

You can pre-pay for mileage online in 500 mile packages at US$205 per 500 mile package (must be pre-booked - no additional mileage packages available at pick up and drop off). Please note there is no refund for unused miles and these mileage packages can only be pre-paid on line. So if you know you are going to travel roughly 1200 miles you are best to purchase two pre-paid 500 mile packages online and pay for the remaining miles directly to Road Bear RV at the end of your rental.

Convenience Kit (CK)
The convenience kit will be charged at US$70.00 per person (children up to 6 years free). GPS rental is included.

The convenience-kit includes: GPS (Global Positioning System), Comforter, Cover for comforter, Sheet, Pillow, Pillow protector, Pillow case, Bath towel, Hand towel, Wash cloth, Kitchen towel, Cleaning towel, Paper towel roll, First Aid Kit, Broom, Dust pan and brush, Bucket / trash can, Cloth hangers, Flash light, Lighter / matches, Levelers, Glasses, Cups, Dinner plates, Salad plates, Mixing bowl, Knifes, Forks, Spoons, Teaspoons, Scissors, Roast slicer, Cookware set, Can opener, Cork puller / bottle opener, Vegetable peeler, Turner, Basting spoon, slotted spoon, Grill fork, Whisk, Coffee maker, Tea Kettle, Measuring cup, Colander, Cutting board, Plastic containers, Toaster

Chairs
$9.00 per camping chair. Please note Road bear RV does not have BBQs, child seats or bikes available for rent.  

Generator
US$3.00/hour payable at drop off

Sales Tax
INCLUDED for all pre-paid items. Local taxes apply to all charges paid at pick up or drop off.
Exempt from local sales taxes are SLI insurance, NJ Security- and Colorado Road Safety Fee.

Colorado Road Safety Fee:
$2.00 per night (max. $ 90.00 per booking) applies to all bookings with DEN pick up

New Jersey Security Fee
US$5.00 per night (max. US$140.00 per booking) applies to all NYC pick up

Vehicle Specifications
Vehicle specifications and pricing are subject to change at anytime without prior notice. Vehicle availability is limited.

Preparation Fee
US$200.00 per rental for all bookings

Please note:
All branches are closed on Sundays; DEN/SEA closed from December 3, 2017 to February 25, 2018.
Driver age min. 25 to max. 79 years (21+ years with authorization only). Sorry no pets & no smoking.
7-night minimum rental time or 14-night minimum with all inclusive package.
Nightly rates are pro-rated when overlapping multiple seasons.
When the later August High Season Surcharge is applied a $1,500 deposit is charged (and not just authorized). 
All mileage must be pre-booked. No additional mile packages or ALL IN* upgrade available at pick up!
In areas with temperatures below freezing the fresh and waste water systems will be drained and CANNOT be used!
When dropping off at a branch with sub-freezing temperatures a $100.00 re-winterization fee will be applied. Any damages caused by liquid freezing in the pipes will be charged to the rental customer.

Terms of booking on this website 

Information disclaimer
The rates on this website are often heavily discounted. This is due to our negotiated rates and bulk buying power. On very rare occasions, a rate may be displayed incorrectly due to our, or a vehicle supplier's error. In such a case, if you book with us at a quoted rate that is incorrect, we will notify you of any price change and give you the option to proceed or cancel. We make every effort to keep information on our site up to date, but we cannot guarantee this website is free of errors or omissions and retain the right to update or change the information published at any time.

Liability
To the extent permitted by law we/the owners of this website will not be liable to you or to any third party (whether in contract, tort, or otherwise) for any direct, indirect or consequential loss or damage (including but not limited to any accident, injury, delay or loss of enjoyment) arising out of your reliance upon information contained on this website, including but not limited to your use (or inability to use) any products or services described or procured through this website.

When you pick up your vehicle, you will be required to sign a rental agreement with the supplier of the vehicle. Your rental and use of the vehicle will be governed by the terms of the rental agreement and any other documentation or information provided to you by the supplier at the time you pick up your vehicle. The rental agreement is between you and the supplier and we will not be liable to you or to any third party in relation to the terms of the supplier’s rental agreement or any other documentation provided to you by the supplier at the time of pick up.

While we will make reasonable efforts to ensure we are representing only reputable suppliers, we make no warranty about the fitness or suitability of any third party (supplier) product or service and will not accept responsibility for the quality or fitness of any vehicle. If you encounter issues with the vehicle whilst on hire, you MUST report these issues directly to the relevant supplier at the earliest possible time. This will allow the supplier to remedy any issues and minimise any inconvenience to you.  If you fail to report any vehicle issues during your rental, it is likely that compensation will not be offered. We welcome feedback from our customers on their experience with our suppliers. We may, at our discretion, provide you with reasonable assistance in resolving any dispute you may have with a supplier.

Our total liability to you in relation to your use of this website and the information contained on this website will not exceed the dollar amount of the deposit we have received from you in relation to your booking/rental. Refunds will not be made for bookings cancelled due to inclement weather. Again, we strongly recommend that you take out travel insurance. Your use of this website is governed by the laws of New Zealand and the jurisdiction of the New Zealand courts.

Booking information
To make a booking you must complete our booking form which is easy to follow and secured with the latest encryption technology. Once we receive your form, we will, subject to availability, confirm your booking by emailing you a confirmation voucher and invoice. The deposit required to secure your vehicle (as shown on the secure booking page) will only be processed on your credit card when your booking is confirmed. Please note that a 1.95% credit card or debit card surcharge will be added when your payment is processed.

A booking is confirmed when you have been emailed a confirmation voucher and at this stage the deposit is processed on your card and becomes non-refundable and any cancellation fees stated in the supplier's terms apply. Upon receipt of your confirmation, please check your details carefully and notify us immediately if there are any incorrect details, as it may not be possible to make changes at a later date.

If you are booking via phone, please make sure you have read the terms and conditions of the vehicle you wish to rent first. Our reservations consultant will ask you if you have read the terms and agree to them before proceeding. The onus is always on the renter to ensure they make themselves fully aware of the terms displayed on our website.

Information disclosure
In booking on this website you acknowledge that we disclose your information to your selected Supplier in order to provide the requested rental services.

Amendments
Please note that some suppliers treat an amendment as a new booking and apply the rate current at the time the amendment is made to recalculate the entire booking amount (not just the days changed). If the rental period is increased, an additional deposit may be required. If the rental period is shortened which results in a reduction of the rental charges, the deposit amount will remain unchanged, and the difference between the original and revised deposit is forfeited (it cannot be used towards remaining rental charges). To request a change to a confirmed booking, please use the alterations request link on your confirmation. Any alterations are subject to availability and the approval of the supplier. In addition to the alteration policy of the supplier stated in their terms, the following charges will apply:
Motorhome rental alterations (all charges stated in local currency): 25.00
The alteration fee will not be charged if your alteration request is not possible.

Vehicle Capacity and fitness to drive
Under no circumstances are you permitted to carry more passengers than the vehicle you rent is legally registered to carry, and if you do your insurance may be invalidated. The number of seatbelts (and passengers) is indicated next to each vehicle on this website. Luggage capacity where shown is an indication only and we will not be responsible should you be unable to fit your entire luggage into a vehicle. It is your responsibility to choose a journey that is within your capabilities. A vehicle supplier can refuse to rent a vehicle to any person who is in their opinion unfit to drive or does not meet eligibility requirements. In such circumstances we will have no further liability to you.

Refund Policy
We are committed to providing a quality service and aim for complete customer satisfaction. In the event of cancellation, any refunds or penalties are detailed in the terms and conditions of your selected vehicle that you are asked to read and accept at time of booking. In the event you are unsatisfied with our service, please contact us within 48 hours of placing your booking or request and we will work to resolve any issues and determine if compensation is due. In the event you have completed your rental and are unhappy with your vehicle, we are happy to assist you in seeking compensation from the operator of the vehicle.


This website is owned and operated by Motorhome Republic Ltd. Our financial centre and marketing office is based at Level 4 Excelsior House, 6 Commerce St , Auckland, New Zealand. In Australia, we are based at Suite 3.01, 11 Queens Rd, Melbourne VIC 3004. Thank you for booking with us.


Road Bear RV International Rental Terms for travel between 01-Apr-2017 and 31-Mar-2019

IMPORTANT: THESE RATES ARE FOR INTERNATIONAL VISITORS AND ARE NOT AVAILABLE FOR US RESIDENTS,  CANADIAN RESIDENTS AND MEXICAN RESIDENTS. ANY BOOKINGS FROM US RESIDENTS,  CANADIAN RESIDENTS AND MEXICAN RESIDENTS WILL NOT BE VALID. YOU MUST PRESENT AN INTERNATIONAL LICENSE, PASSPORT AND CREDIT CARD AT TIME OF ARRIVAL. IF ANY DOCUMENTATION PROVIDED IS LOCAL, THEN YOU WILL BE CHARGED THE DOMESTIC RATES..

Important Information About Your Rentals
On arrival you will be required to sign a rental agreement with the operators of Road Bear RV. Here is a summary of their terms and conditions:

Definitions
The following definitions apply for the Terms and Conditions for Road Bear RV.

    * The Supplier means the operator of Road Bear RV
    * The Client is also referred to as the hirer (s) or renter (s)

Payment
A non-refundable deposit will be taken from your nominated credit card at time of booking confirmation. This percentage of the total fees will vary depending on the number of days your booking is placed before travel commencement. The balance payment due will be deducted from your nominated credit card 42 days prior to the commencement of your rental. Please ensure there are sufficient funds available on your card at this time.

If you are booking within 42 days of travel the entire cost of the rental will be transacted from your nominated credit card at time of booking confirmation. If payments are not received when due, ROAD BEAR RV reserves the right to cancel the reservation. Without full payment no vehicle will be handed to the customer; no exceptions made! Bank service charges are the customer's responsibility.

Note on foreign currency bookings: full balance of payment (including the deposit) will be collected at the time of confirmation if you have elected to process your booking in a currency different to US$. Some charges may be payable directly to your rental station upon arrival, these will be itemised as such in your breakdown of pricing if and where applicable. (Please also note that the 1.95% credit card surcharge will be added when this payment is processed).
 

Reservation Change
Every reservation change needs to be made in writing and will be confirmed in writing. The handling of a change is up to 61 calendar days prior to pick-up free. Any later change results in a US$ 50.00 handling charge.
Regardless when a change of name, date(s) or location(s) is requested, this will result in the recalculation of the amount due. The rates and discounts applicable at the time of the revision will apply. For a request to change date(s) or location(s) less than 61 calendar days prior to the existing pick up date the cancellation terms in the next paragraph apply.
No name change is accepted when a surcharge, e.g. Holiday Surcharge, or an extended minimal nightly rent rule applies.
Such name change will be handled according to the cancellation terms in the next paragraph and result in a new booking.


Cancellation
The initial deposit paid is non-refundable. Every cancellation needs to be made in writing and will be confirmed by supplier in writing. In addition to forfeiting your non-refundable deposit the following charges also apply: (The day of receipt of the cancellation is the date the cancellation fee is calculated from.)

63 calendar days or more prior to departure:                  Booking deposit plus additional USD100.00 penalty fee
62 to 33 calendar days prior to rental date:                      20% of the nightly rental charge minus any applied discount plus one-way fee if applicable
32 to 18 calendar days prior to rental date:                      50% of the nightly rental charge minus any applied discount plus one-way fee if applicable
17 to 8 calendar days prior to rental date:                        100% of the nightly rental charge minus any applied discount plus one-way fee if applicable
 7 to 0 calendar days prior to rental date (or no show) : 100% of the nightly rental charge minus any applied discount plus holiday surcharge plus preparation fee plus one-way fee if applicable

Refund for unused portion of confirmed reservation
No refund will be given for delayed pick-ups / early returns, unused mileage or for “no show”.

Release of Vehicle after “no show”
If Road Bear RV is not able to establish communication with or hear from the client directly or the tour operator, Road Bear RV can re-use the unit in the afternoon of the 3rd calendar day whereas the pick-up day counts as the first calendar day.

Travel Insurance
We strongly recommend that clients ensure they take out the highest level of travel insurance. In many cases this will cover any losses incurred if you are forced to cancel your booking.

This quoted price includes:
- VIP coverage with an excess of US$1000.00 per incident.
- Taxes for all pre-booked items
- Transfers:
      Pick ups are from airport area hotels ONLY.  There are no pick ups from airport terminals.
      Drop offs can be to airport area hotels or the following airports LAX/SFO/OAK/LAS/DEN/EWR (not  JFK or La Guardia)/MCO
- 7 day / 24 hour toll free emergency assistance
- Additional driver fees if needed
- All vehicles are delivered with full tanks and the customer is expected to return the vehicle with full tanks or will be charged accordingly.
- Rates are in US Dollars
- All rental days are calculated per night basis
- Rates are subject to change without notice

This quoted price does not include:
- State taxes are payable on all sale components apart from the SLI Insurance option.  These will be itemised in 'Fees Payable upon Arrival' in your final breakdown of pricing.
- Security deposit (authorized/blocked on credit card while traveling) US$1000.00. Additional deposits may be required for special events such as 'Burning Man', if no mileage has been pre-paid etc. (refundable when vehicle is returned in satisfactory condition)
- Local taxes for all pick-up and drop off charges
- Cost of gasoline, oil and propane
- Mileage can be paid for at time of drop off at US$0.45 per mile
- Generator use of US$3.00/hour payable at drop off
- New Jersey Security Fee: US$5.00 per night (max. US$140.00 per booking) applies to all NYC pick ups
- Preparation Fee of US$200.00 per rental for all bookings
- One way fees apply to all other branches and periods for pick-ups or drop-offs 
- Colorado Road Safety Fee: $2.00 per night (maximum $90.00 i.e. 45 nights) applies to all bookings with Denver pick-up.

Minimum rentals
7-night minimum rental time or 14-night minimum with all inclusive package.

Customer Deposit at pick-up: US$ 1,000.00
Additional deposits may be required/charged for special events such as regional festivals, “Coachella”, “Burning Man”, "Stagecoach", "Further Future", "NASCAR", when a surcharge applies or if no mileage has been pre-paid, etc.
Vehicle will not be handed out in case of insufficient funds, the reservation will be cancelled and prepaid funds are forfeit.

Based on the credit card company rules, for reservations up to 29 nights the supplier authorizes the amount. For reservations 30 nights and longer the amount is charged on the credit card.

Please note: Road Bear RV will combine the Security & Cleaning deposits for Burning Man and CHARGE (credit card only) a refundable US $1,500.00 Deposit at pick-up. Road Bear will NOT allow name changes on confirmed reservations and the main renter/credit card holder must be present at time of vehicle pick up. Vehicles will not be handed over to a 3rd party or in case of insufficient funds for the security deposit. The reservation will be cancelled and prepaid funds are forfeit! No exceptions please. 

Additional Customer Deposit after an Accident
Regardless of the customer being at fault or not, before handing out a replacement unit supplier request from the customer an additional US$ 2,000 charged on the credit card. Such amount will be reimbursed at drop-off (minus any fees/charges).

Credit Cards
VISA-, Master/Euro-, American Express cards are accepted. No pre-paid credit cards are accepted.

Taxes and governmental fees
Local sales taxes are included for all pre-paid items. Local sales taxes apply to all pick up- & drop-off charges and may change at any time. Newly assessed governmental fees (other than sales tax or DMV fees) not known at this time will be collected from the customer at pick-up.

Complimentary Transfers
Complimentary transfers are provided once a day to (but not from) the airports DEN/EWR/LAS/LAX/MCO/OAK/SEA/SFO (neither JFK nor La Guardia) and at all rental locations from/to named airport hotels. The complimentary permitted amount of luggage is in accordance with the airline regulations for economy passengers (1 suitcase max. 50 lbs. / 23 kg plus 2 pieces of hand luggage per person). Excessive luggage is the customer’s responsibility.
The parents or guardians are responsible to provide for the transfer according to the applicable laws a child seat or booster. Road Bear RV cannot bring the child seat or booster from the branch to the transfer point. The supplier advises the customer to bring it with them from home or having it shipped to the hotel.
.

Transfer to Branch
Clients cannot pick up the vehicle the day they arrive with an inter-continental flight or from South America. The supplier recommends therefore spending the first night in an airport hotel or motel. Priority shuttle service will be granted to customers who have made contact at least 72 hours in advance, via you or the online check-in system with their transfer location and how they can be reached so supplier may inform them about the exact pick-up time for the transfer. If customers choose not to supply the transfer location 72 hours in advance the complimentary shuttle service cannot be guaranteed.
The complimentary shuttle leaves the transfer location from Monday to Friday normally after 12:30. On Saturday based on appointment. If the customer has provided supplier the transfer location and how supplier can reach them but not received the exact pick-up time for the transfer at 16:00 the day before vehicle pick-up, supplier advises the customer to call the pick-up rental station between 08:00 am and 09:00 am on the pick-up day.

Transfer from Branch
The complimentary airport (hotel) shuttle leaves at 11:00 am at all branches.

Motorhome Pick-Up and Drop-Off Times
At pick up the main renter must be present with the original driver license and physical credit card showing his/her name.
To avoid waiting times all customers are asked to check-in online and communicate with the branch to schedule the exact pick-up time. A very limited number of earlier and free of charge appointments may be available by calling the pick-up branch two or three business days prior to pick-up.
Regular vehicle pick-up times are
Monday to Friday     12:30 to 16:00
Saturday                    Call for an appointment (general pick-up time 12:00 - 13:00)

Vehicle drop-off time starts at 08:00 has to be concluded at 10:30 am.
Later drop-offs will not be entitled to get a complimentary transfer to the airport hotels or airport.
Note: In order to guarantee an early pick up or late drop off the customer has to extend, if availability allows, the
reservation by one night prior respectively afterwards and pay for this extra night(s).

Vehicle not at originally agreed drop-off Branch returned
Should the customer not return the vehicle at the branch which was agreed in writing, for example on the Rental Agreement, the supplier will charge the customer for transferring the motorhome to the branch agreed in writing.

Branch Hours of Operation
Monday through Friday   08:00 to 17:00                                                               NYC from NOV to FEB: 09:00 to 16:00
Saturday                             08:00 to 13:00 (or during high season as required)      NYC from NOV to FEB: By appointment
Sunday                               Closed

Road Bear RV Holidays and seasonally closed Branches
All branches are closed on Sundays and on following Holidays:
29 MAY 2017 (Mon)        Memorial Day
04 JUL 2017 (Tue)         Independence Day
04 SEP 2017 (Mon)        Labor Day
23 NOV 2017 (Thu)        Thanksgiving Day
25 DEC 2017 (Mon)       Christmas Day
01 JAN 2018 (Mon)        New Year’s Day
19 FEB 2018 (Mon)        President’s Day
The branches Denver and Seattle are closed for rental business from 03 DEC 2017 to 25 FEB 2018.

A word about Burning Man Rental
This year the requests to attend the "Burning Man Festival" will again coincide with the requests by families. To ensure that families can rent a motorhome and for operational reasons the supplier discourages the relatively short Burning Man bookings.
Currently supplier is not accepting ‘typical’ Burning Man bookings and will review again in the upcoming spring. Supplier is happy to accept bookings with at least 13 nights and NOT dropping off in San Francisco on 05 SEP 2017 nor 06 SEP 2017.

Unauthorized late Return (aka “Unauthorized Extension of the Rental Period”)
For an unauthorized late return after 12:00 pm the sum of a) the actual gross rental rate night plus b) US$ 300.00 for administration and handling will be charged for each day late, or part thereof.
If the customer contacts Road Bear RV at least one business day before the vehicle is due for drop-off and obtains the proper authorization to extend in writing the regular rental rate (gross) will apply and is due at the time of extension.

Driver’s License and Age
A valid national driver's license is required for each driver. In addition supplier recommends that foreign customers have an international driver's license or an English translation of the license issued by their home country. All drivers must be at least 25 and not older than 79 years (21 to 24 years only with prior authorization).

Customer Orientation
At all locations staff speak German and English, Dutch, French, Spanish is spoken at some locations.
After completing the paperwork, the clients get a very thorough personal walk-thru of the motorhome. In addition, every vehicle is equipped with an operation manual in German and English. In case of an emergency, accident or technical problems, clients may call 24-hours a day/7 days a week the emergency toll free number which is printed on the keychain.

Child/Booster Seat
The parents or guardians are responsible that the applicable laws in regards to child or booster seat are followed.

Vehicle Substitution
If for any reason the booked vehicle should not be available Road Bear RV reserves the right to substitute a higher-rated vehicle at no additional cost. Should a lower-rated vehicle be substituted the Road Bear RV liability is limited to the refund of the gross rate difference of the two vehicles.

Vehicle Length
If a customer requires the exact measurements to make arrangements with a ferry or other service such customer needs to touch base directly with the supplier so the supplier is aware that the assigned vehicle cannot be subsituted with a longer one!

Smoke and Pet Restrictions, Cleaning Fee
No smoking allowed. No pets permitted. A $ 250.00 minimum cleaning/deodorizing fee applies with either violation.
The clients are responsible to return the vehicle with the interior clean and holding tanks dumped. The vehicles exterior does not require cleaning by the customer. Cleaning and dumping charges apply as posted at the drop-off location.

Travel Restrictions

Mexico Traveling into Mexico is not permitted.
Death Valley Traveling into Death Valley is not permitted between June 15 and September 15.
Others Traveling on any private, gravel, dirt or logging roads and other non-public roads, beaches, etc. and in the Inner city of New York, Montreal and Quebec City (Canada) is not permitted.
Alaska Traveling within Alaska, Yukon and Northwest Territories is permitted as long as Road Bear RV has been advised at the time of booking.

Road Bear RV will hold the customer responsible for disregarding these restrictions including accidents, mechanical breakdowns and thefts occurring in a travel restricted area!

Gasoline and Propane
The cost of gasoline and propane is not included in any rent and Road Bear RV does not assume responsibility for estimates of consumption. All vehicles are delivered with full tanks and the customer is expected to return the vehicle with full tanks or will be charged accordingly.

Maintenance
The customer is responsible for checking engine oil and coolant levels at each refueling as well as reporting mechanical failures immediately. Coolant refills and authorized repairs will be reimbursed upon return of the vehicle and presentation of all receipts (see mechanical breakdown). It is the driver's responsibility to operate the vehicle in a safe manner and to exercise all caution possible.

Maintenance, Repaires and Reimbursement
For maintenance and repairs exceeding US$ 50.00 the customer must call the Road Bear RV 24-hour/7-days toll free helpline to get an authorization. Non-authorized invoices over US$ 50.00 will not be reimbursed. Receipts and replaced parts must be presented for reimbursement. Customer will be held responsible for mechanical damage due to negligence in operation and/or maintenance.

In the Event of an Accident
Insurance coverage may be void if the following instructions are not followed: The customer must

  • Obtain from the police officer investigating the accident a local police report,
  • Notify Road Bear RV as soon as possible but not later than 24 hours after the accident,
  • Provide not later than the return of the vehicle the completed accident report form which is supplied to the customer and located in the vehicle along with the registration & insurance papers; such full-written report must contain the other party's name, address, phone number, driver's license number, date of accident, etc.

All documents relating to the accident must include a police report or identifying number.

Parking and Traffic Violations
It is the client’s responsibility to report and pay at drop-off for all parking and traffic violations. Failing to report these violations at drop-off will cause a charge of a US$ 100.00 administrative fee per violation plus the fine (including all late charges) to the client’s credit card.

Toll Road System in the Florida Keys
Since February 2011 the Florida Turnpike Enterprise has implemented an all-electronic open road tolling for the southern 47 miles stretch of the Turnpike, from US1 in Florida City to the Miami-Dade/Broward County line. The old tollbooths have been eliminated and the toll-fees cannot be paid in cash anymore.
There are the following options for payment to travel on the Turnpike:
1. Customers picking up in MCO may conveniently rent a Sun Pass transponder at the branch.
2. A SunPass Transponder can be obtained by calling 1-888-865-5352 or visiting www.SunPass.com. The transponder will allow traveling on toll roads by paying money into the personal SunPass account.
3. The “TOLL-BY-PLATE” program can be used as an alternative. This program captures an image of the vehicle license plate and bills the registered owner of the vehicle for the toll amount. The “TOLL-BY-PLATE” program allows the customer to call in to register for a “TOLL-BY-PLATE” account and to pay for tolls before an invoice will be issued. Payments can be made by cash, credit/debit card on-line or through new payment kiosks located at major retail stores.

Be aware
Florida State Law (Statue 316.1001) requires payment of prescribed tolls for the usage of toll facilities. Failure to comply with this statute may result in the assessment of a US$ 100.00 or more civil penalty, assessment of court costs, and suspension of the vehicle registration and/or suspension of the driver's license. It will be important for the customer to inform the Road Bear RV drop-off location of the fact that they traveled on the Florida Turnpike regardless of what option they choose. In case that an invoice for toll fees will be sent to Road Bear RV as the registered owner of the vehicle, all fees due will be charged to the customer’s credit card on file and processed according to our rental provisions with regards to traffic citations (incl. administrative fees).


Insurance Summary
The following text is for your reference only. The Rental Agreement is binding and has priority over all forms.

Public Liability Insurance (secondary coverage included in the daily rate) 
The Public Liability Insurance covers accidents in the event that the renter is at fault. The policy protects the rental company up to US$ 1,000,000 and the renter to Statutory Limits (State mandated minimum liability coverage). Liability Insurance has no deductible and current limits can be checked at https://extranet.mbainsurance.net/choice/statelimits.php.

SLI (Supplemental Liability Insurance)
The optional SLI coverage provides the customer with an increased limit of liability protection. SLI protects the renter and any authorized driver listed on the rental contract for up to US$ 1,000,000 toward 3rd party damage claims.

Premium VIP Coverage (included in the daily rate)
Premium VIP coverage includes secondary comprehensive and collision coverage for the rented vehicle with a deductible of US$ 1,000.00 per incident. Coverage includes but is not limited to:

  • Accidental damages to the vehicle (renter’s or 3rd party’s fault),
  • “Uninsured Motorist“ in case the renter is involved in an accident with a non-insured driver,
  • Vehicle theft and fire (personal property and items in the vehicle are always excluded),
  • Windshield & glass damage, and
  • Vandalism.

No insurance coverage is provided (liability or comprehensive & collision) while traveling into non-authorized areas including but not limited to the country of Mexico, the inner cities of New York, Montreal and Quebec (Canada) (see section “Travel Restrictions”).

Non-Covered Damages (including but not limited to) 
Customer has full legal and financial responsibility in case of:

  • Damages to the interior of the vehicle
  • Breach or violation of the rental contract
  • Carrying more passengers than having seat belts available
  • Personal damages and personal property are never covered
  • Deliberate and willful damages caused by the renter or his guests
  • Damages caused to the vehicle by abuse or misuse for illegal activities
  • Renter negligence, e.g. backing up without a guide, following incorrect GPS guidance, etc.
  • Damages caused by freezing, e.g. unit not winterized, or overheating of vehicle or systems,
  • Damages caused by neglecting proper operating procedures, e.g. incorrect fuel type & quality, ignoring oil or coolant levels, air pressure, etc.
  • Damages and losses caused during travel in or thru restricted areas and damages due to “off-road” usage
  • Damages and accidents caused under the influence of alcohol, drugs or other controlled substances
  • Damages and injuries caused by overloading the vehicle and/or exceeding the legal towing capacity (towing limit is with proper equipment 1,500 lbs.)
  • Operation of the vehicle by anyone not meeting the age requirements and rental terms & conditions, or not listed on the rental contract or having a valid driver license

Technical Difficulties with the Vehicle and its Features
While the supplier first and foremost priority is to provide its mutual customers an excellent and high quality vehicle and service, unexpected technical difficulties can arise. To ensure that its mutual customers can enjoy their motorhome experience the supplier provides an extensive vehicle explanation and with every vehicle an operations manual and the phone number of our 24-hours/7-days help line which is free of charge from any landline in the USA. 
Please note: The suppliers are not returning phone calls or accepting requests to call a customer back because customers may be hiking, visiting a museum, etc. and not at the vehicle when the suppliers call. The customers shall call when at or nearby the vehicle.
When the suppliers receive a phone call the suppliers differentiate between an inconvenience and an emergency:

  • The suppliers define an Inconvenience as something that requires the customer to spend additional time, a workaround or a non-safety related feature is not available. Examples are purchasing ice because the refrigerator is not working, the DVD player not working or the slide-out is not extending and therefore the interior space not increased.
  • The suppliers define as Emergency when the motorhome cannot be driven safely anymore. An example is when the engine stopped working. In this case the Vacation Interruption (VIP) Insurance applies (see next paragraph).


Vacation Interruption Protection (VIP) Insurance

Should the renter’s motorhome vacation be interrupted by an Emergenct as defined above, not accident or damages caused by the renter, for more than 12 working hours after reporting this to Road Bear RV, the renter will be reimbursed for the greater of the gross daily rental rate or expenses for hotel rooms up to US$ 25.00 per person per night and car rental up to US$ 50.00 per day per motorhome with a combined maximum of US$ 1,500.00 per rental agreement.

Such reimbursement is only possible when supplier had the chance to take care of the problem and the customer cooperated to do so. Defects and repairs of Wi-Fi, GPS, radio, TV, CD or DVD player, generator, AC, refrigerator, heater, water heater, slide-out room, awning, cruise control, etc. are not considered mechanical breakdowns and are excluded from VIP reimbursement. Refund of expenses is in any case only possible against proper receipts.


Please take note: In case of a claim, Road Bear RV will not act as an adjuster for any third party insurances purchased by the renter (such as $ 0.00 deductible insurance, etc.).
 

Extra Information and Additional Charges

Mileage rate:

Mileage can be paid for at time of drop off at US$ 0.45 plus local tax per extra mile

OR

You can pre-pay for mileage online in 500 mile packages at US$205 per 500 mile package (must be pre-booked - no additional mileage packages available at pick up and drop off). Please note there is no refund for unused miles and these mileage packages can only be pre-paid on line. So if you know you are going to travel roughly 1200 miles you are best to purchase two pre-paid 500 mile packages online and pay for the remaining miles directly to Road Bear RV at the end of your rental.

Convenience Kit (CK)
The convenience kit will be charged at US$70.00 per person (children up to 6 years free). GPS rental is included.

The convenience-kit includes: GPS (Global Positioning System), Comforter, Cover for comforter, Sheet, Pillow, Pillow protector, Pillow case, Bath towel, Hand towel, Wash cloth, Kitchen towel, Cleaning towel, Paper towel roll, First Aid Kit, Broom, Dust pan and brush, Bucket / trash can, Cloth hangers, Flash light, Lighter / matches, Levelers, Glasses, Cups, Dinner plates, Salad plates, Mixing bowl, Knifes, Forks, Spoons, Teaspoons, Scissors, Roast slicer, Cookware set, Can opener, Cork puller / bottle opener, Vegetable peeler, Turner, Basting spoon, slotted spoon, Grill fork, Whisk, Coffee maker, Tea Kettle, Measuring cup, Colander, Cutting board, Plastic containers, Toaster

Chairs
$9.00 per camping chair. Please note Road bear RV does not have BBQs, child seats or bikes available for rent.  

Generator
US$3.00/hour payable at drop off

Sales Tax
INCLUDED for all pre-paid items. Local taxes apply to all charges paid at pick up or drop off.
Exempt from local sales taxes are SLI insurance, NJ Security- and Colorado Road Safety Fee.

Colorado Road Safety Fee:
$2.00 per night (max. $ 90.00 per booking) applies to all bookings with DEN pick up

New Jersey Security Fee
US$5.00 per night (max. US$140.00 per booking) applies to all NYC pick up

Vehicle Specifications
Vehicle specifications and pricing are subject to change at anytime without prior notice. Vehicle availability is limited.

Preparation Fee
US$200.00 per rental for all bookings

Please note:
All branches are closed on Sundays; DEN/SEA closed from December 3, 2017 to February 25, 2018.
Driver age min. 25 to max. 79 years (21+ years with authorization only). Sorry no pets & no smoking.
7-night minimum rental time or 14-night minimum with all inclusive package.
Nightly rates are pro-rated when overlapping multiple seasons.
When the later August High Season Surcharge is applied a $1,500 deposit is charged (and not just authorized). 
All mileage must be pre-booked. No additional mile packages or ALL IN* upgrade available at pick up!
In areas with temperatures below freezing the fresh and waste water systems will be drained and CANNOT be used!
When dropping off at a branch with sub-freezing temperatures a $100.00 re-winterization fee will be applied. Any damages caused by liquid freezing in the pipes will be charged to the rental customer.

Terms of booking on this website 

Information disclaimer
The rates on this website are often heavily discounted. This is due to our negotiated rates and bulk buying power. On very rare occasions, a rate may be displayed incorrectly due to our, or a vehicle supplier's error. In such a case, if you book with us at a quoted rate that is incorrect, we will notify you of any price change and give you the option to proceed or cancel. We make every effort to keep information on our site up to date, but we cannot guarantee this website is free of errors or omissions and retain the right to update or change the information published at any time.

Liability
To the extent permitted by law we/the owners of this website will not be liable to you or to any third party (whether in contract, tort, or otherwise) for any direct, indirect or consequential loss or damage (including but not limited to any accident, injury, delay or loss of enjoyment) arising out of your reliance upon information contained on this website, including but not limited to your use (or inability to use) any products or services described or procured through this website.

When you pick up your vehicle, you will be required to sign a rental agreement with the supplier of the vehicle. Your rental and use of the vehicle will be governed by the terms of the rental agreement and any other documentation or information provided to you by the supplier at the time you pick up your vehicle. The rental agreement is between you and the supplier and we will not be liable to you or to any third party in relation to the terms of the supplier’s rental agreement or any other documentation provided to you by the supplier at the time of pick up.

While we will make reasonable efforts to ensure we are representing only reputable suppliers, we make no warranty about the fitness or suitability of any third party (supplier) product or service and will not accept responsibility for the quality or fitness of any vehicle. If you encounter issues with the vehicle whilst on hire, you MUST report these issues directly to the relevant supplier at the earliest possible time. This will allow the supplier to remedy any issues and minimise any inconvenience to you.  If you fail to report any vehicle issues during your rental, it is likely that compensation will not be offered. We welcome feedback from our customers on their experience with our suppliers. We may, at our discretion, provide you with reasonable assistance in resolving any dispute you may have with a supplier.

Our total liability to you in relation to your use of this website and the information contained on this website will not exceed the dollar amount of the deposit we have received from you in relation to your booking/rental. Refunds will not be made for bookings cancelled due to inclement weather. Again, we strongly recommend that you take out travel insurance. Your use of this website is governed by the laws of New Zealand and the jurisdiction of the New Zealand courts.

Booking information
To make a booking you must complete our booking form which is easy to follow and secured with the latest encryption technology. Once we receive your form, we will, subject to availability, confirm your booking by emailing you a confirmation voucher and invoice. The deposit required to secure your vehicle (as shown on the secure booking page) will only be processed on your credit card when your booking is confirmed. Please note that a 1.95% credit card or debit card surcharge will be added when your payment is processed.

A booking is confirmed when you have been emailed a confirmation voucher and at this stage the deposit is processed on your card and becomes non-refundable and any cancellation fees stated in the supplier's terms apply. Upon receipt of your confirmation, please check your details carefully and notify us immediately if there are any incorrect details, as it may not be possible to make changes at a later date.

If you are booking via phone, please make sure you have read the terms and conditions of the vehicle you wish to rent first. Our reservations consultant will ask you if you have read the terms and agree to them before proceeding. The onus is always on the renter to ensure they make themselves fully aware of the terms displayed on our website.

Information disclosure
In booking on this website you acknowledge that we disclose your information to your selected Supplier in order to provide the requested rental services.

Amendments
Please note that some suppliers treat an amendment as a new booking and apply the rate current at the time the amendment is made to recalculate the entire booking amount (not just the days changed). If the rental period is increased, an additional deposit may be required. If the rental period is shortened which results in a reduction of the rental charges, the deposit amount will remain unchanged, and the difference between the original and revised deposit is forfeited (it cannot be used towards remaining rental charges). To request a change to a confirmed booking, please use the alterations request link on your confirmation. Any alterations are subject to availability and the approval of the supplier. In addition to the alteration policy of the supplier stated in their terms, the following charges will apply:
Motorhome rental alterations (all charges stated in local currency): 25.00
The alteration fee will not be charged if your alteration request is not possible.

Vehicle Capacity and fitness to drive
Under no circumstances are you permitted to carry more passengers than the vehicle you rent is legally registered to carry, and if you do your insurance may be invalidated. The number of seatbelts (and passengers) is indicated next to each vehicle on this website. Luggage capacity where shown is an indication only and we will not be responsible should you be unable to fit your entire luggage into a vehicle. It is your responsibility to choose a journey that is within your capabilities. A vehicle supplier can refuse to rent a vehicle to any person who is in their opinion unfit to drive or does not meet eligibility requirements. In such circumstances we will have no further liability to you.

Refund Policy
We are committed to providing a quality service and aim for complete customer satisfaction. In the event of cancellation, any refunds or penalties are detailed in the terms and conditions of your selected vehicle that you are asked to read and accept at time of booking. In the event you are unsatisfied with our service, please contact us within 48 hours of placing your booking or request and we will work to resolve any issues and determine if compensation is due. In the event you have completed your rental and are unhappy with your vehicle, we are happy to assist you in seeking compensation from the operator of the vehicle.


This website is owned and operated by Motorhome Republic Ltd. Our financial centre and marketing office is based at Level 4 Excelsior House, 6 Commerce St , Auckland, New Zealand. In Australia, we are based at Suite 3.01, 11 Queens Rd, Melbourne VIC 3004. Thank you for booking with us.


Road Bear RV International Insurance

Public Liability Insurance (secondary coverage included in the daily rate) 
The Public Liability Insurance covers accidents in the event that the renter is at fault. The policy protects the rental company up to US$ 1,000,000 and the renter to Statutory Limits (State mandated minimum liability coverage). Liability Insurance has no deductible and current limits can be checked at https://extranet.mbainsurance.net/choice/statelimits.php.

SLI (Supplemental Liability Insurance)
The optional SLI coverage provides the customer with an increased limit of liability protection. SLI protects the renter and any authorized driver listed on the rental contract for up to US$ 1,000,000 toward 3rd party damage claims.

Premium VIP Coverage (included in the daily rate)
Premium VIP coverage includes secondary comprehensive and collision coverage for the rented vehicle with a deductible of US$ 1,000.00 per incident. Coverage includes but is not limited to:
  • Accidental damages to the vehicle (renter’s or 3rd party’s fault),
  • “Uninsured Motorist“ in case the renter is involved in an accident with a non-insured driver,
  • Vehicle theft and fire (personal property and items in the vehicle are always excluded),
  • Windshield & glass damage, and
  • Vandalism.

No insurance coverage is provided (liability or comprehensive & collision) while traveling into non-authorized areas including but not limited to the country of Mexico, the inner cities of New York, Montreal and Quebec (Canada) (see section “Pet, Smoking and Travel Restrictions”).

Non-Covered Damages (including but not limited to) 
Customer has full legal and financial responsibility in case of:

  • Damages to the interior of the vehicle
  • Breach or violation of the rental contract
  • Carrying more passengers than having seat belts available
  • Personal damages and personal property are never covered
  • Deliberate and willful damages caused by the renter or his guests
  • Damages caused to the vehicle by abuse or misuse for illegal activities
  • Renter negligence, e.g. backing up without a guide, following incorrect GPS guidance, etc.
  • Damages caused by freezing, e.g. unit not winterized, or overheating of vehicle or systems,
  • Damages caused by neglecting proper operating procedures, e.g. incorrect fuel type & quality, ignoring oil or coolant levels, air pressure, etc.
  • Damages and losses caused during travel in or thru restricted areas and damages due to “off-road” usage
  • Damages and accidents caused under the influence of alcohol, drugs or other controlled substances
  • Damages and injuries caused by overloading the vehicle and/or exceeding the legal towing capacity (towing limit is with proper equipment 1,500 lbs.)
  • Operation of the vehicle by anyone not meeting the age requirements and rental terms & conditions, or not listed on the rental contract or having a valid driver license

Vacation Interruption Protection (VIP) Insurance
Should the renter’s motorhome vacation be interrupted by an automotive mechanical breakdown*, not accident or damages caused by the renter, for more than 12 working hours after reporting this to Road Bear RV, the renter will be reimbursed for the greater of the gross daily rental rate or expenses for hotel rooms up to US$ 25.00 per person per night and car rental up to US$ 50.00 per day per motorhome with a combined maximum of US$ 1,500.00 per rental agreement.
Such reimbursement is only possible when we had the chance to take care of the problem and the customer cooperated to do so. Defects and repairs of Wi-Fi, GPS, radio, TV, CD or DVD player, generator, AC, refrigerator, heater, water heater, slide-out room, awning, cruise control, etc. are not considered mechanical breakdowns and are excluded from VIP reimbursement. Refund of expenses is only possible against proper receipts (see above).

*Supplier defines as emergency when the motorhome is no longer drivable, for example when the engine stopped working. Supplier understands as inconvenience when the customer needs to spend additional time, for example purchasing daily ice due to a refrigerator not working.

Please take note: In case of a claim, Road Bear RV will not act as an adjuster for any third party insurances purchased by the renter (such as $ 0.00 deductible insurance, etc.).
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