2021 / 2022 Rates   |   2022 / 2023 Rates

All Rates below shown in US Dollars

• Eliminates the deductible in case of a loss to the rented vehicle, provided that the renter is not in violation of the Rental Agreement;
• No need to file a claim with your personal car insurance

1. the renter uses the vehicle in violation of the rental agreement;
2. the renter fails to remove the keys or lock all doors and close windows and the vehicle is stolen;
3. the renter fails to notify us and the police immediately after loss; and
4. the renter fails to pay charges under the Rental Agreement; or
5. as allowed by the applicable state or provincial law
   

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 USD $0.00 deductible insurance, etc.).

Convenience Kits:

GPS - Navigation	Bucket	Cookware Set
Comforter	Cork puller / bottle opener	Can Opener
Cover for comforter	Flash Light	Whisk
Sheet	Lighter / Matches	Vegetable peeler
Pillow	Glasses	Turner
Pillow Protector	Cups	Basting spoon, Slotted Spoon
Pillow Case	Dinner Plates	Scissors
Bath Towel	Salad Plates	Grill fork
Hand Towel	Mixing Bowl	Coffee maker
Wash Cloth	Knifes	Tea Kettle
Kitchen Towel	Steak Knifes	Measuring cup
Cleaning Towel	Forks	Colander
Paper Towel roll	Spoons	Cutting board
Broom	Teaspoons	Plastic containers
Dust Pan and Brush	Roast Slicer	Toaster

 

Customer Orientation:
We have German- and English-speaking staff at all locations. Dutch, French, Spanish, Portuguese is spoken at some locations. After completing the paperwork, the clients get a 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 problem, clients may call the toll-free Help Desk number 24-hours a day, 7 days a week. The number is printed on the keychain.

One Way Rentals:
One-way trips are possible between all stations for a one-way fee shown on the rate sheet. One-way trips are always "on request" and depend on availability.

Please note: One-ways to DFW (Dallas / Fort Worth) (drop off only!) upon request. No German speaking staff guaranteed in DFW.
Pre-payment of minimum mileage needed between PU & DO location is required for all one-ways!

Security Deposit:
You are required to leave a security deposit of USD $1,000 at the time of pick up.
Please note: during the August Season (12 nights minimum) - a USD $1,500 deposit is charged and not authorised
This amount will be blocked on your VC/MC/AX credit card. An additional security deposit may be required when attending events such as burning man or if no mileage has been prepaid, etc where the deposit will be charged (not blocked).
Security deposit will be released when the vehicle has been returned clean, undamaged and on time.

Additional deposits may be required or charged for special events such as a regional festival, “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 we authorize the amount. For reservations 30 nights and longer the amount is charged on the credit card.

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

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

Complimentary Transfers:
Complimentary transfers from select airport hotels and also back to major airports.To avoid waiting times for our mutual customers, it is now compulsory that our customers register online via http://www.roadbearrv.com/check-in at least 14 days prior to the pick-up date and reserve their transfer pick-up location. Customers with reserved transfers must contact the branch 4 days prior to the first rental day to schedule the shuttle pickup time.

Complimentary transfers are provided once a day to (but not from) the airports DEN / EWR / LAS / LAX / MCO / SEA / SFO (neither JFK nor La Guardia) and at all rental locations from/to named airport hotels (must be staying at the named hotel). 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 customers 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. We advise the customer to bring it with them from home or having it shipped to the hotel.

Transfers:
Clients cannot pick up the vehicle the day they arrive with an inter-continental flight or from South America. Therefore we recommend 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 we 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. Please note the limited Saturday hours. If the customer has provided us the transfer location and how we can reach them but not received the exact pick-up time for the transfer at 16:00 the day before vehicle pick-up, we advise the customer to call the pick-up rental station between 08:00 and 09:00 on the pick-up day.

The complimentary airport (hotel) shuttle leaves at 11:00 at all branches.

Motorhome Pick up and Drop Off Times:
At pick up the person under which the reservation has been made must be present with the physical credit card showing his/her name and, if he/she wants to drive, also with the original driver’s license. If he/she is not driving we need another government document to confirm the identity. We also require the original driver’s license for any additional drivers in order for them to be insured and legally allowed to drive the motorhome. We accept the original driver’s license in . We accept the original driver’s license in English, Dutch, German, Spanish, Portuguese, French, or Italian. If the driver’s license is in any language other than the above an international driver’s license or an official English translation must be presented at pick-up alongside the original.

We have the right, and legal obligation, to deny a renter the motorhome when the renter seems not capable to drive a
motorhome, e.g. intoxicated, suspicion to be under drug influence, etc.

While it is possible that somebody else in the party drives the main renter will in such cases - no original driver license, not
deemed to be fit to drive - not be listed on the rental agreement as driver and therefore not be covered by any insurance.
Still the main renter remains fully responsible for the motorhome. If the main renter wants to be entered as driver he/she
needs to return at a later time to one of our branches and obtain an updated rental agreement.

Vehicle pick up times are
Monday to Friday between 12:30 and 16:00
Saturday - Please call for an appointment.

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.

Vehicle drop-off time starts at 08:00 and 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).

Delayed Arrival due to External Circumstances:
While we understand that external circumstances can result in travel plan changes, e.g. arrival times from a flight, we are working to our best to accommodate our mutual customers but such change does not give the right for a free cancellation or modification nor pick-up/drop-off service outside of our regular business hours.

Unauthorised Late Returns:
For an unauthorized late return after 11:00 am the sum of a) the actual gross rental rate night plus b) USD $300 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.

Branch Hours of Operation:
Monday through Friday from 8.00am to 5.00pm    -     NYC / SEA*: From Nov to Feb 9.00am to 4.00pm
Saturday from 8.00 am to 1.00 pm. (or during High Season as required)    NYC / SEA* : Nov to Feb by appointment
All stations are closed on Sundays and on all statutory holidays.
* SEA new times

Pick Up Times: mon - Fri 12:30 to 16:00
Sat (call for an appointment - general pick up time is 12:00 - 13:00)

Taxes:
Sales taxes are included for all pre-booked items. Local 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.

Colorado Road Safety Fee:
Colorado Road Safety Fee of USD $2 per day (max USD $88 per booking) that will apply to all Denver Departures.

Cancellation and Amendment Fees:
Any reservation amendment needs to be made in writing and will be confirmed in writing. The handling of one amendment up to 61 calendar days prior to pick-up is free. Any later amendment will result in a USD $50 handling fee. Please note that an amendment is defined as a slight change of extras booked such as mileage/add-on items, the number of passengers as well as vehicle size and dates within a one week time frame after the booking is made. However, changes requested regarding the vehicle type, travel dates, location, customer name etc. are considered as making a new booking, meaning the original booking will be cancelled in order for the new booking to be entered in our systems and a cancellation fee will be charged.

Regardless of when a change of vehicle category, 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. Road Bear reserves the right to apply credits on account to upcoming charges or cancellation fees due.

All name changes will result in a cancellation and need to rebook. Name change cancellations will be handled according to the cancellation terms in the next paragraph and result in a new booking.

• 60 Days or more prior to pick up: USD $200
• 59 - 30 days prior to pick up: 30% of the daily rate minus any applied discount + one way fee if applicable.
• 29 - 15 days prior to pick up: 60% off the daily rate minus any applied discount + one way fee if applicable.
• 14 to 5 days or less prior to pick up: 100% of the daily rate minus any applied discount + one way fee if applicable.
• 4 to 0 days or less prior to pick up and "No Show": 100% of the daily rate minus any applied discount + holiday surcharge + prep fee + one way fee if applicable.

No refund will be given for delayed pick-ups / early returns, unused mileage or for "no show".

Please note: We may have a separate policy related to travel disruptions caused by government travel restrictions caused by COVID-19.

Drivers Licence and Age:
The valid original national driver's license is required and must be presented for each driver (no photcopies). In addition we recommend that foreign customers have an international driver's license or an English translation of the license issued by their home country.

The minimum age for the rental of a RV is 21 years.

Gasoline, Oil 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 below). It is the driver's responsibility to operate the vehicle in a safe manner and to exercise all caution possible.

Mechanical Breakdown:
For maintenance and repairs exceeding USD $50 the customer must call the Road Bear RV 24-hours/7-days toll free helpline to get an authorization. Non-authorized invoices over USD $50 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.

Technical Difficulties with the Vehicle and its Features:
While our first and foremost priority is to provide our mutual customers an excellent and high-quality vehicle and service, unexpected technical difficulties can arise. To ensure that our mutual customers can enjoy their motorhome experience we provide an extensive vehicle explanation and with every vehicle an operation 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: We 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 we call. The customers shall call when at or nearby the vehicle.

When we receive a phone call we differentiate between an inconvenience and an emergency:

• We 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.
• We 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).

VIP-Vacation Interuption Protection
Should the renter's motorhome vacation be interrupted by an Emergency 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 USD $25 per person per night and car rental up to USD $50 per day per motorhome with a combined maximum of USD $1,500 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 in any case only possible against proper receipts.

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

Parking / 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 USD $100 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:

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 us so we are aware that the assigned vehicle cannot be substituted with a longer one!

Child / Booster Seat:
The parents or guardians are responsible that the applicable laws in regards to child or booster seat are followed. Road Bear RV cannot provide child or booster seats nor can our staff provide installation instructions nor help with the installation.

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 retail (=gross) rate difference of the two vehicles.
Note: vehicle substitution does entitle to any other compensation than the one mentioned above.

Smoking and Pet Restrictions, Cleaning Fee:
No smoking allowed. No pets permitted. A USD $250 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 (the exceptions are special events such as Burning Man, RAAM, EDC,etc). Cleaning and dumping charges apply as posted at the drop-off location.

Travel Restrictions: