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road bear rv - motorhome motorhome and rv travel companies

road bear rv - motorhome and rv travel motorhome

Road Bear RV

The main reasons customers choose Road Bear RV:

  • All vehicle categories are guaranteed 2020-2021 models (1st registration 2019-2020)
  • All Road Bear RV motorhomes offer: All vehicles come with a large awning and air conditioning to keep you cool; Generator, microwave, free camping table to enjoy your outdoor cooking; Largest beds, plenty of fresh water and huge outside storage (for your suitcases).
  • Optional equipment: Convenience kits for children up to 6 years free; Every vehicle has a child seat tether anchor for added safety; Our safety focus continues with our cab-over child safety net feature; Keeping everyone happy with TV/DVD in all vehicles and the optional WiFi hotspot.
  • Attractive one-way rentals between all locations (lock out for our SuperDeals offering free one-way rentals!) 
  • Easy to use tools: online booking engine with live availability and pricing, online VIP check-in and image library 
  • Simple fixed rates including sales taxes and VIP insurance 
  • Complementary Airport Hotel & Airport shuttle
  • Personal vehicle orientation provided by multilingual staff
  • 24-hour/7-days a week emergency assistance

 



Road Bear RV Rental Terms

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 in full 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!

All bank service charges are the customer’s responsibility. We expect your payment 30 calendar days prior to pick-up in
full. We reserve the right to charge a late payment fee or invoice you for any bank fees resulting from your payments.

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.

Re-booking
We continue to offer flexibility for future bookings or re-bookings where the customer is unable to travel due to a COVID-19 government travel restriction and we will continue to offer free cancellation up to 33 days prior to the intended pick up date. This policy applies to travel in both 2020/21 and 2021/22 brochure years, for travel with all thl brands in the USA. Our standard cancellation policy applies for other circumstances.

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.

Payment Due Date

Rental charges and other charges must be received not later than 30 calendar days prior to vehicle pick-up. Road Bear RV reserves the right to cancel the reservation when the payment is not received in full before or on the due date. In this case the cancellation fee schedule from above applies.

Full payment not received at time of pick-up

Without full payment no vehicle will be handed to the customer; no exceptions made! In such a circumstance the mutual customer will be offered to pay the open amount. It is afterwards between the tour operator and customer to work out the mutual customer reimbursement.

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/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.
10-nights minimum when the August Season Surcharge applies. 

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/SEA/SFO
(neither JFK nor La Guardia) and at all rental locations from/to named airport hotels12. Please note: Due to more and more
hotels complaining respectively denying our mutual customers from being picked up when not staying in this hotel we can
in the future only guarantee the pick from a hotel address when our mutual guest is actually stayed at such hotel.
We cannot make exceptions to pickup at other locations than the ones listed in the transfer points documents.
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. We advise 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 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
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.
To avoid waiting times all customers are asked to check-in online (www.roadbearrv.com/check-in) 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/SEA from NOV to FEB: 09:00 to 16:00
Saturday                             08:00 to 13:00 (or during high season as required)      NYC/SEA 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:

  • 25 MAY 2020 (Mon) Memorial Day
  • 25-26 DEC 2020 (Fri-Sat) Christmas Day
  • 07 SEP 2020 (Mon) Labor Day
  • 01 JAN 2021 (Fri) New Year’s Day
  • 04 JUL 2020 (Sat) Independence Day
  • 15 FEB 2021 (Mon) President’s Day
  • 26 NOV 2020 (Thu) Thanksgiving Day

The Denver branch is closed for rental business from 28 NOV 2020 to 28 FEB 2021.

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.

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.

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
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

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. No vehicle substitution does entitle to any other compensation than the one mentioned above. 

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-hours/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 a 3rd party collision in the event that the renter is at fault. The insurance has no deductible. The policy protects the rental company up to US$ 1,000,000 and the renter to Statutory Limits (state mandated minimum liability coverage which can be changed by a state anytime without notice – you find the current limits online). Liability Insurance has no deductible.

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:

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

Non-Covered Incidents (including but not limited to)
No liability, comprehensive or collision insurance coverage is provided and the customer has full legal and financial
responsibility in case of:

  • Damages to the interior of the vehicle;
  • Personal injury, personal items and property;
  • Carrying more passengers than having seat belts available;
  • Deliberate or willful damages caused by the renter or his guests;
  • Damages caused to the vehicle by abuse or misuse for illegal activities;
  • Damages where the customer is charged by the local authorities for being careless;
  • Damages caused by freezing, e.g. unit not winterized, or overheating of vehicle or systems;
  • Driving the vehicle without a rental agreement, in breach or violation of the rental agreement;
  • Damages and accidents caused under the influence of alcohol, drugs or any other controlled substance;
  • Damages and injuries caused by neglecting proper operating procedures, e.g. incorrect fuel type or quality, ignoring oil or coolant levels, air pressure, etc., by overloading the vehicle and/or exceeding the legal towing capacity (towing limit is with proper equipment 1,500 lbs. – enclosed trailers, boats or vehicles are not allowed);
  • Damages where the customer is showing gross negligence or willfulness in failing to abide by the local laws and rules or disregarding common sense resulting in damage to the vehicle or third-party vehicle or property;
  • Operation of the vehicle by anyone not meeting the age requirements as shown on the rate sheet and rental
    terms & conditions, or not listed on the rental agreement or not having a valid, original driver license; and
  • Damages and losses due to “off-road” usage, or caused during travel in or thru restricted areas, following incorrect GPS guidance, 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 4.14 “Travel Restrictions”)


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

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$220.00 per rental for all bookings

Please note:
All branches are closed on Sundays; DEN closed from November 28, 2020 to February 28, 2021.
Driver age min. 25 to max. 79 years (21 to 24 years only with prior authorization - obtainable for specific non-US licenses only). Sorry no pets & no smoking.
Nightly rates are pro-rated when overlapping multiple seasons.
All mileage must be pre-booked. No additional mile packages or ALL IN* upgrade available at pick up!
When the later August High Season Surcharge is applied a $1,500 deposit is charged (and not just authorized). 
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 applies. Any freeze related damage will be charged to the rental customer.

Terms of booking on this website

The following terms relate to the booking service provided to you by Motorhome Republic. The booking service includes the Motorhome Republic site, the software associated with the site and the facility to enter into transactions with certain parties whose content appears on the site. You agree to these terms with us in respect of the booking service, in addition to the terms of your rental above which apply directly between you and your chosen third party travel provider (“Third Party Provider”).

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 Third Party Provider’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 or for 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.

Your rental and use of a vehicle booked through our site will be governed by the terms of the rental agreement with the Third Party Provider. The rental agreement and any other documentation provided to you by the Third Party Provider is between you and the Third Party Provider and we will not be liable to you or to any third party in any way in relation to that agreement or your vehicle or rental service where your booking has been properly processed by us. We are not responsible or liable to you for (i) the acts or omissions of the Third Party Provider in respect of your booking or in the course of delivering the rental service to you; or (ii) any disputes in respect of your booking with that Third Party Provider or that service, except in each case to the extent that responsibility for those matters may be imposed on us by applicable law. While we will make reasonable efforts to ensure we are representing only reputable Third Party Providers, we make no warranty about the fitness suitability of any Third Party Provider product or service and will not accept responsibility for the quality fitness of any vehicle. If you encounter issues with the vehicle whilst on hire, you MUST report these issues directly to the relevant Third Party Provider at the earliest possible time. This will allow the Third Party Provider 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 Third Party Providers. We may, at our discretion, provide you with reasonable assistance in resolving any dispute you may have with a Third Party Provider. Where we are liable to you terms and conditions, our total liability to you will be limited to (at our option) resupply of the booking service provided to you or the dollar amount of the deposit we received from you in relation to your booking. 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 availability confirm your booking email 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 2% 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 Third Party Providers 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 Third Party Provider in order for them to provide the requested rental services to you.

Amendments

Please note that some Third Party Providers 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 Third Party Provider. In addition to the alteration policy of the Third Party Provider stated in their terms, the following charges will apply in respect of our booking service relating to that amendment: 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 Third Party Provider 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 and Cancellation Policy

We are committed to providing a quality service and aim for complete customer satisfaction. In the event of cancellation, any refunds, credits or cancellation charges that apply are detailed in the terms and conditions of the Third Party Provider of your selected vehicle. In the event you are unsatisfied with our booking 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 Third Party Provider.

Sometimes a booking may need to be cancelled because of circumstances beyond either party’s control. For example, a weather event, public health event (including epidemic / pandemic), medical emergencies, strike, terrorist act, governmental, regional or local authority restrictions (such as restrictions on movement due to the COVID-19 pandemic) or a change in law). If this occurs, your entitlement to a credit or refund will be as provided in your Third Party Provider’s terms and conditions.

You agree that you will raise and resolve any dispute over refunds or cancellations in respect of your booking (whether initiated by you, the Third Party Provider or by circumstances beyond the reasonable control of either party, including as a result of government travel restrictions, the COVID 19 pandemic or the insolvency of your Third Party Provider) directly with the Third Party Provider. Once you have made payment for your booking, you must not seek to reverse or cancel such payment through your card issuer or its agents without our prior consent.

We shall only be liable to provide a refund to you (whether that cancellation is initiated by you, the Third Party Provider or due to circumstances beyond the reasonable control of either party, including as a result of government travel restrictions, the COVID 19 pandemic or the insolvency of your Third Party Provider) to the extent that we actually receive a refund from the relevant Third Party Provider. Where refunds are due to you from a Third Party Provider, we will provide reasonable assistance to you in claiming such funds from that Third Party Provider. In that situation, you authorise us to seek such refunds from the travel provider directly and on your behalf.

Where a refund is applicable, the turnaround time from the date of your request for refund to the date you are provided with your refund may take up to 12 weeks. This is beyond our control.

We are not responsible (including in negligence) to you for any failure or delay on the part of any Third Party Provider in providing travel products to you where the booking has been properly processed.

This website is owned and operated by Motorhome Republic Ltd. Our financial centre and marketing office is based at Level 5, 12 Madden Street, Wynyard Quarter, 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 Rental Terms for travel between 01-Apr-2020 and 31-Mar-2021

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 in full 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!

All bank service charges are the customer’s responsibility. We expect your payment 30 calendar days prior to pick-up in
full. We reserve the right to charge a late payment fee or invoice you for any bank fees resulting from your payments.

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.

Re-booking
We continue to offer flexibility for future bookings or re-bookings where the customer is unable to travel due to a COVID-19 government travel restriction and we will continue to offer free cancellation up to 33 days prior to the intended pick up date. This policy applies to travel in both 2020/21 and 2021/22 brochure years, for travel with all thl brands in the USA. Our standard cancellation policy applies for other circumstances.

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.

Payment Due Date

Rental charges and other charges must be received not later than 30 calendar days prior to vehicle pick-up. Road Bear RV reserves the right to cancel the reservation when the payment is not received in full before or on the due date. In this case the cancellation fee schedule from above applies.

Full payment not received at time of pick-up

Without full payment no vehicle will be handed to the customer; no exceptions made! In such a circumstance the mutual customer will be offered to pay the open amount. It is afterwards between the tour operator and customer to work out the mutual customer reimbursement.

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/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.
10-nights minimum when the August Season Surcharge applies. 

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/SEA/SFO
(neither JFK nor La Guardia) and at all rental locations from/to named airport hotels12. Please note: Due to more and more
hotels complaining respectively denying our mutual customers from being picked up when not staying in this hotel we can
in the future only guarantee the pick from a hotel address when our mutual guest is actually stayed at such hotel.
We cannot make exceptions to pickup at other locations than the ones listed in the transfer points documents.
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. We advise 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 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
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.
To avoid waiting times all customers are asked to check-in online (www.roadbearrv.com/check-in) 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/SEA from NOV to FEB: 09:00 to 16:00
Saturday                             08:00 to 13:00 (or during high season as required)      NYC/SEA 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:

  • 25 MAY 2020 (Mon) Memorial Day
  • 25-26 DEC 2020 (Fri-Sat) Christmas Day
  • 07 SEP 2020 (Mon) Labor Day
  • 01 JAN 2021 (Fri) New Year’s Day
  • 04 JUL 2020 (Sat) Independence Day
  • 15 FEB 2021 (Mon) President’s Day
  • 26 NOV 2020 (Thu) Thanksgiving Day

The Denver branch is closed for rental business from 28 NOV 2020 to 28 FEB 2021.

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.

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.

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
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

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. No vehicle substitution does entitle to any other compensation than the one mentioned above. 

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-hours/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 a 3rd party collision in the event that the renter is at fault. The insurance has no deductible. The policy protects the rental company up to US$ 1,000,000 and the renter to Statutory Limits (state mandated minimum liability coverage which can be changed by a state anytime without notice – you find the current limits online). Liability Insurance has no deductible.

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:

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

Non-Covered Incidents (including but not limited to)
No liability, comprehensive or collision insurance coverage is provided and the customer has full legal and financial
responsibility in case of:

  • Damages to the interior of the vehicle;
  • Personal injury, personal items and property;
  • Carrying more passengers than having seat belts available;
  • Deliberate or willful damages caused by the renter or his guests;
  • Damages caused to the vehicle by abuse or misuse for illegal activities;
  • Damages where the customer is charged by the local authorities for being careless;
  • Damages caused by freezing, e.g. unit not winterized, or overheating of vehicle or systems;
  • Driving the vehicle without a rental agreement, in breach or violation of the rental agreement;
  • Damages and accidents caused under the influence of alcohol, drugs or any other controlled substance;
  • Damages and injuries caused by neglecting proper operating procedures, e.g. incorrect fuel type or quality, ignoring oil or coolant levels, air pressure, etc., by overloading the vehicle and/or exceeding the legal towing capacity (towing limit is with proper equipment 1,500 lbs. – enclosed trailers, boats or vehicles are not allowed);
  • Damages where the customer is showing gross negligence or willfulness in failing to abide by the local laws and rules or disregarding common sense resulting in damage to the vehicle or third-party vehicle or property;
  • Operation of the vehicle by anyone not meeting the age requirements as shown on the rate sheet and rental
    terms & conditions, or not listed on the rental agreement or not having a valid, original driver license; and
  • Damages and losses due to “off-road” usage, or caused during travel in or thru restricted areas, following incorrect GPS guidance, 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 4.14 “Travel Restrictions”)


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

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$220.00 per rental for all bookings

Please note:
All branches are closed on Sundays; DEN closed from November 28, 2020 to February 28, 2021.
Driver age min. 25 to max. 79 years (21 to 24 years only with prior authorization - obtainable for specific non-US licenses only). Sorry no pets & no smoking.
Nightly rates are pro-rated when overlapping multiple seasons.
All mileage must be pre-booked. No additional mile packages or ALL IN* upgrade available at pick up!
When the later August High Season Surcharge is applied a $1,500 deposit is charged (and not just authorized). 
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 applies. Any freeze related damage will be charged to the rental customer.

Terms of booking on this website

The following terms relate to the booking service provided to you by Motorhome Republic. The booking service includes the Motorhome Republic site, the software associated with the site and the facility to enter into transactions with certain parties whose content appears on the site. You agree to these terms with us in respect of the booking service, in addition to the terms of your rental above which apply directly between you and your chosen third party travel provider (“Third Party Provider”).

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 Third Party Provider’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 or for 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.

Your rental and use of a vehicle booked through our site will be governed by the terms of the rental agreement with the Third Party Provider. The rental agreement and any other documentation provided to you by the Third Party Provider is between you and the Third Party Provider and we will not be liable to you or to any third party in any way in relation to that agreement or your vehicle or rental service where your booking has been properly processed by us. We are not responsible or liable to you for (i) the acts or omissions of the Third Party Provider in respect of your booking or in the course of delivering the rental service to you; or (ii) any disputes in respect of your booking with that Third Party Provider or that service, except in each case to the extent that responsibility for those matters may be imposed on us by applicable law. While we will make reasonable efforts to ensure we are representing only reputable Third Party Providers, we make no warranty about the fitness suitability of any Third Party Provider product or service and will not accept responsibility for the quality fitness of any vehicle. If you encounter issues with the vehicle whilst on hire, you MUST report these issues directly to the relevant Third Party Provider at the earliest possible time. This will allow the Third Party Provider 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 Third Party Providers. We may, at our discretion, provide you with reasonable assistance in resolving any dispute you may have with a Third Party Provider. Where we are liable to you terms and conditions, our total liability to you will be limited to (at our option) resupply of the booking service provided to you or the dollar amount of the deposit we received from you in relation to your booking. 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 availability confirm your booking email 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 2% 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 Third Party Providers 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 Third Party Provider in order for them to provide the requested rental services to you.

Amendments

Please note that some Third Party Providers 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 Third Party Provider. In addition to the alteration policy of the Third Party Provider stated in their terms, the following charges will apply in respect of our booking service relating to that amendment: 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 Third Party Provider 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 and Cancellation Policy

We are committed to providing a quality service and aim for complete customer satisfaction. In the event of cancellation, any refunds, credits or cancellation charges that apply are detailed in the terms and conditions of the Third Party Provider of your selected vehicle. In the event you are unsatisfied with our booking 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 Third Party Provider.

Sometimes a booking may need to be cancelled because of circumstances beyond either party’s control. For example, a weather event, public health event (including epidemic / pandemic), medical emergencies, strike, terrorist act, governmental, regional or local authority restrictions (such as restrictions on movement due to the COVID-19 pandemic) or a change in law). If this occurs, your entitlement to a credit or refund will be as provided in your Third Party Provider’s terms and conditions.

You agree that you will raise and resolve any dispute over refunds or cancellations in respect of your booking (whether initiated by you, the Third Party Provider or by circumstances beyond the reasonable control of either party, including as a result of government travel restrictions, the COVID 19 pandemic or the insolvency of your Third Party Provider) directly with the Third Party Provider. Once you have made payment for your booking, you must not seek to reverse or cancel such payment through your card issuer or its agents without our prior consent.

We shall only be liable to provide a refund to you (whether that cancellation is initiated by you, the Third Party Provider or due to circumstances beyond the reasonable control of either party, including as a result of government travel restrictions, the COVID 19 pandemic or the insolvency of your Third Party Provider) to the extent that we actually receive a refund from the relevant Third Party Provider. Where refunds are due to you from a Third Party Provider, we will provide reasonable assistance to you in claiming such funds from that Third Party Provider. In that situation, you authorise us to seek such refunds from the travel provider directly and on your behalf.

Where a refund is applicable, the turnaround time from the date of your request for refund to the date you are provided with your refund may take up to 12 weeks. This is beyond our control.

We are not responsible (including in negligence) to you for any failure or delay on the part of any Third Party Provider in providing travel products to you where the booking has been properly processed.

This website is owned and operated by Motorhome Republic Ltd. Our financial centre and marketing office is based at Level 5, 12 Madden Street, Wynyard Quarter, 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 Insurance

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 a 3rd party collision in the event that the renter is at fault. The insurance has no deductible. The policy protects the rental company up to US$ 1,000,000 and the renter to Statutory Limits (state mandated minimum liability coverage which can be changed by a state anytime without notice – you find the current limits online). Liability Insurance has no deductible.

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:

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

Non-Covered Incidents (including but not limited to)
No liability, comprehensive or collision insurance coverage is provided and the customer has full legal and financial
responsibility in case of:

  • Damages to the interior of the vehicle;
  • Personal injury, personal items and property;
  • Carrying more passengers than having seat belts available;
  • Deliberate or willful damages caused by the renter or his guests;
  • Damages caused to the vehicle by abuse or misuse for illegal activities;
  • Damages where the customer is charged by the local authorities for being careless;
  • Damages caused by freezing, e.g. unit not winterized, or overheating of vehicle or systems;
  • Driving the vehicle without a rental agreement, in breach or violation of the rental agreement;
  • Damages and accidents caused under the influence of alcohol, drugs or any other controlled substance;
  • Damages and injuries caused by neglecting proper operating procedures, e.g. incorrect fuel type or quality, ignoring oil or coolant levels, air pressure, etc., by overloading the vehicle and/or exceeding the legal towing capacity (towing limit is with proper equipment 1,500 lbs. – enclosed trailers, boats or vehicles are not allowed);
  • Damages where the customer is showing gross negligence or willfulness in failing to abide by the local laws and rules or disregarding common sense resulting in damage to the vehicle or third-party vehicle or property;
  • Operation of the vehicle by anyone not meeting the age requirements as shown on the rate sheet and rental
    terms & conditions, or not listed on the rental agreement or not having a valid, original driver license; and
  • Damages and losses due to “off-road” usage, or caused during travel in or thru restricted areas, following incorrect GPS guidance, 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 4.14 “Travel Restrictions”)


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.)