Road Bear Winter Terms and Conditions

Conditions for Motorhome Rental USA
Valid 1 November 2012 to 24 March 2013

Summary of Rental Conditions

This document contains a brief summary of our rental conditions. The full details of our rental contract do apply. Rates quoted are in US dollars.

Branch Opening Hours

Locations Hours
Los Angeles
San Francisco
Las Vegas
New York
8:00am - 5:00pm
8:00am - 1.00pm

Note: Denver closes during Winter from 1st of December - 28th of February

Branches are closed on the following Statutory Holidays

  • Thanksgiving Day - 22 November 2012
  • Christmas Eve - 24 December 2012
  • Christmas Day - 25 December 2012
  • New Years Eve - 31 December 2012
  • New Years Day - 01 January 2013
  • Presidents Day - 18 February 2013
  • Memorial Day - 27 May 2013
  • Independence Day - 4 July 2013
  • Labour Day - 2 September 2013
  • Thaksgiving Day - 28 November 2013
  • Christmas Day - 25 December 2013

Pick Up Time

Pick-up time is between 12:00 noon and 4:00 PM.

Vehicle Drop Off

Drop Off time is between 8:30 AM and 10:30 AM

A charge of US$30/hour applies for a late vehicle return. Clients will not be entitled to get a complimentary transfer back to the airport or airport hotels after 11am.

General Restrictions

Minimum Age

The minimum age for the rental of a RV is 25 (younger upon request only).

Child Seats

All passengers in the motor home have to be buckled up. Children, typically up to 6 years or 60 pounds, need to be in a child seat (check with state laws).

Child Seats are not available for hire.

Further reading is available on the Child Seats information page.


Pets are not allowed in any RV.


Smoking is not allowed in any RV. A minimum fee of US$250 for cleaning / deodorizing applies.

Travel Restrictions


Traveling into Mexico is not permitted. There is no insurance coverage in Mexico.

Death Valley

Traveling into Death Valley is not permitted between June 15th and September 15th.


Traveling within Alaska, Yukon and/or NWT (North West Territories) is permitted. Road Bear RV must be advised at the time of reservation.


Inner City of New York  as well as Montreal and Quebec City in Canada are not permitted. No insurance coverage for vehicle theft in Montreal and Quebec City!

Private-, gravel-, dirt- or logging roads and other non-public roads, beaches, etc. are prohibited.

Road Bear RV will hold the customer fully responsible for accidents or mechanical breakdowns occurring in a travel restricted area! Insurance coverage will be void in case of violation!

Payment Terms

Payment for rental charges and other charges must be received at time of booking.

Without payment in full the RV will not be reserved for the customer.

Payments are in U.S. currency.

Local Taxes are due and payable in addition to the rental and/or purchase price. These Taxes vary depending on the Location and may change during the year without prior notice.

AMEX, VISA and MasterCard are accepted.


The cancellation must be notified in writing and the day of receipt of the cancellation is the date the cancellation fee is calculated on the greater of the following -

  • Up to 30 calendar days prior to rental dates - 20%
  • 29 to 15 calendar days prior to rental dates - 50%
  • 4 to 0 calendar days (including no-shows) - 100% 
           (all % refer to total of rental cost)

In addition to the charges mentioned above any confirmed one-way fees or surcharges must also be paid.

Please Note: Any refunds may take up to 3 weeks to process. No refund will be given for delayed pick ups / early returns, unused mileage or 'no shows'.


Amendments are charged at a rate of US$50 per change. This applies but is not limited to changing the client name, vehicle type, reducing the number of rental days, changing the pickup dates or locations.

If the amendment results in changing the vehicle brand your deposit is not transferable.

Where the hire is being extended, the amendment fee will not apply.

Please note that amendments may result in the daily rental rate to be recalculated at the rate applicable on the date of the amendment for the entire rental period.

Shuttle Service & Transportation

  • Clients cannot pick up the vehicle the day they arrive from overseas or trans-continental and it is recommended to spend the first night at an airport hotel or motel.
  • Clients must call the rental station upon arrival or on the day of pick up between 8am and 10am at the latest to schedule the transfer time and place.
  • Transfers are provided to (but not from) the following international airports:
    • Los Angeles - LAX
    • San Francisco - SFO
    • Oakland - OAK
    • Las Vegas - LAS
    • Denver - DEN
    • Newark - EWR
  • Transfers are provided from/to airport hotels at all rental locations.
  • In San Francisco/Denver clients will be picked up in downtown and in Los Angeles from Marina del Rey, Venice, Santa Monica for an extra charge.
  • Transfers will be provided from Monday to Saturday between 11am and 1pm at the latest. There will be no transfers after 1pm.
  • The complimentary permitted amount of luggage is in accordance with the airline regulations (2 suitcases @ 50 pds / 23 kgs plus 2 pieces of hand luggage per person). Excessive luggage is the customers responsibility.
  • Clients are not entitled to a complimentary transfer in case of late RV return.

Transfer & Distances to/from Road Bear station:

Los Angeles

  • Los Angeles Intl Airport (LAX) & hotels - 40 miles - free transfer
  • Marina Del Rey | Venice - 30 miles - $50 per trip
  • Santa Monica - 25 miles - $50 per trip
  • Downtown Los Angeles - 35 miles; no transfer
  • Burbank Airport - 35 miles; no transfer
  • Anaheim | Disneyland - 70 miles - no transfer
  • Take Hertz | Avis | Budget rental car one-way from/to Thousand Oaks

San Francisco

  • San Francisco Intl Airport (SFO) & hotels - 25 miles - free transfer
  • Oakland Airport (OAK) & hotels - 15 miles - free transfer
  • Downtown San Francisco - 30 miles - $50 per trip
  • BART train station - 3 miles - free transfer; BART goes all the way to SFO airport & Downtown SFO ($10pp; 75 mins)

Las Vegas

  • Las Vegas Intl Airport (LAS) & hotels - 5 miles - free transfer
  • The Strip - 5 to 15 miles - free transfer
  • Downtown Las Vegas - 7 miles; no transfer


  • Denver Intl Airport (DEN) & hotels - 20 miles - free transfer
  • Downtown Denver - 15 miles; no transfer

New York

  • Newark Airport (EWR) & hotels - 35 miles - free transfer
  • JFK or La Guardia airports - 60 miles; no transfer
  • Downtown Manhattan - 50 miles; no transfer
  • NJ TRANSIT train stop - 3 miles - free transfer
    • Train directly to EWR airport $12pp; 50 min)
    • Manhattan $14pp; 75 min)
    • Manhattan to JFK: Subway to Howard Beach $2.25pp or
    • LIRR train to Jamaica Station $2.50-$8.25pp then Air Tram $5pp

Vehicle Pick-Up

Online VIP Check In

Please take advantage of the online check-in feature to speed up the vehicle pick up process and to make you feel expected and welcome. Clients will require the Road Bear booking number, the pick up date and pick up location to access the system and enter your information. The online check in can be accessed 48 hours after you have received your confirmation by email and up to 4 days prior to the scheduled vehicle pick up. Please use the following secure link (which is also on your confirmation voucher): Online VIP Check In

Pick-Up Time

Pick-up time is between 12:00 noon and 4:00 PM.

Customer Orientation

Staff speaks German & English at all locations - Dutch, French, Italian & Spanish at some locations. After completing the paperwork the clients get a very thorough personal walk-thru of the recreational vehicle. In addition every vehicle is equipped with an operation manual in English/German. In case of an emergency, accident or technical problems, clients may call the emergency toll free number 24 hours a day, 7 days a week.

Security Deposit

Road Bear RV requires a security deposit of US$1,000.00 at the time of pickup (Credit Card only!).

Additional deposit may be required for special events e.g. Burning Man Festival or if no mileage has been pre-paid etc

Security Deposit will be authorized (not charged) on credit card at the time of pickup.

Credit Card holder must be present at the time of RV pick-up.

Drop off charges and/or damages will be charged to the credit card and/or the authorization.

Drivers License

A valid national drivers license is required for each driver at the time of pick-up. In addition it is recommended that foreign customers have an international driver's licence or an English translation of the license issued by their home country. All drivers must meet the age requirement.

Vehicle Substitution

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

Additional Items

These additional items are available for hire and are payable upon pick up:

  • Convenience Kit - US$70 per person
  • GPS - US$100 per rental
  • Camping Chair - US$7.50 per rental

Please Note: Local US domestic customers that are not requiring the complimentary airport transfers, do not arrive at an airport or by airplane and do not require the optional convenience kits will receive the kitchenware free of charge.

Sales Tax

Sales tax will be added to all items not pre-booked as follows:

  • Los Angeles - 8.75%
  • San Francisco - 8.75%
  • Las Vegas - 8.10%
  • Denver - 4.85%
  • New York - 7.00%
This excludes SLI Insurance (optional), New Jersey Security Fee & Colorado Road Safety Fee.

Convenience Kit

The Convenience Kit includes:

  • Global Positioning System (GPS)
  • Comforter, Cover for Comforter
  • Sheet, Pillow, Pillow Protector, Pillow Case
  • Bath Towel, Hand Towel & Wash Cloth
  • Kitchen Towel, Cleaning Towel, Paper Towel Roll
  • Broom, Dust Pan & Brush, Bucket / Trash Can, Cloth Hangers, Flash Light, Lighter / Matches, Levelers
  • Glass, Cup, Dinner Plate, Salad Plate, Mixing Bowl, Knife, Fork, Spoon, Teaspoon
  • 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

Your Responsibilities while Operating the RV

Gasoline, Propane and Oil

The cost of propane, gasoline and oil is not included 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 RV with full tanks or will be charged for the refueling plus a service fee.


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 RV and presentation of all receipts (see Mechanical Breakdown). It is the drivers responsibility to operate the RV in a safe manner and to exercise all caution possible.

Mechanical Breakdown/Repairs

For maintenance & repairs exceeding US$50 the customer must call the ROAD BEAR RV 24-hour toll free telephone assistance to get an authorization. Non-authorized invoices exceeding US$50 will not be reimbursed. Receipts must be presented to Road Bear RV for reimbursement. Customer will be held responsible for mechanical damage due to negligence in operation and/or maintenance.

In the Event of an Accident

  • The customer must obtain a local police report as provided by the attending police officer investigating the accident. An accident report form is supplied to the customer and is located in the RV along with the registration and insurance papers.
  • Road Bear RV must be notified as soon as possible. A full-written report along with the other party's name, address, phone number, insurance information and drivers license number on the supplied accident report form will be required upon return of the RV.
  • All documents relating to the accident must include a police report number or identifying number.
  • Insurance coverage may be void if the above instructions are not followed.

Unauthorized Extension of the Rental Period

Should a customer keep the vehicle beyond the contracted period a US$30 per hour or US$300 per night penalty fee in addition to the daily rate will apply. However, if the customer contacts Road Bear RV and obtains proper authorization to extend, the regular rental rate will apply.

Cleaning Fee

The clients are responsible to return the vehicle with the interior cleaned and holding tanks dumped. The vehicle outside does not require cleaning by the customer. Cleaning and|or dumping charges will apply as posted at the drop off location.

Parking/Traffic Violations

It is the clients responsibility to report and pay for all parking/traffic violations at check-in. Failing to report these violations at drop off will cause a charge of an administrative fee of up to US$100 plus the fine (including all late charges) to the clients credit card.

Toll Road System in the Florida Keys

Starting 19 February 2011 the Florida Turnpike Enterprise will be implementing all-electronic open road tolling. This will be in the beginning on the southern 47 miles stretch of the Turnpike, from US1 in Florida City to the Miami-Dade/Broward County line. The old tollbooths will be eliminated and the toll-fees cannot be paid in cash any longer.

There are the following options for payment to travel on the Turnpike:

  • Contact the SunPass Customer Service Center by calling 1-888-865-5352 or visit them online at Their representatives will provide information on how to obtain a SunPass transponder during the rental period. The transponder will allow traveling on toll roads by paying money into the personal SunPass account.
  • To travel the Turnpike 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 the tolls before an invoice will be issued. Payments can be made by cash, credit/debit card online or through new payment kiosks located at major retail stores.

Florida State Law (Statute 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 or more civil penalty, assessment of court costs, and suspension of the vehicle registration and/or suspension of the drivers 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 charges due will be charged to the customers credit card on file and processed according to Road Bear RV rental provisions with regards to traffic citations (incl administrative fees).

Vehicle Return

Vehicle Drop Off

Drop Off Time: Between 8:30 AM and 10:30 AM

No complimentary transfers to the Airports and Hotels after 11:00 AM

Charges for late RV return or unauthorized extension of the rental period US$30 per hour or US$300 per night (plus applicable rental charges). The regular rental rates apply only with proper authorization through Road Bear RV prior to a rental extension.

The clients are advised to return the RV with the interior cleaned and holding tanks dumped to avoid any cleaning/dumping charges.

Generator use will be charged at US$3.00 per hour plus local tax.

Additional miles will be charged at US$0.45 per mile plus local tax.

Insurance and Liability for Damage

Public Liability Insurance

This is included in the daily rate. Public Liability Insurance covers accidents in the even that the renter is at fault. The policy protects the rental company up to US$1,000,000 and the renter to Statutory Limits (State mandated minimum liability coverage.). Liability Insurance has no deductible and current limits can be checked under the following web-address:

Supplemental Liability Insurance (Optional)

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

Premium VIP Coverage

This is included in the daily rate. Security Deposit: US$1,0000

VIP includes secondary Comprehensive and Collision coverage for the rented vehicle with a deductible (liability) of US$1,000 per incident.

Coverage includes but is not limited to:

  • Accidental damages to the vehicle (renters or third party's fault)
  • Uninsured Motorists in case the renter is involved in an accident with a non-insured driver.
  • Windshield & Glass Damage
  • Vehicle Theft & Fire (personal property and items in the vehicles are always excluded)
  • Vandalism
NOTE: No insurance coverage is provided (liability or comprehensive & collision) while traveling into non-authorized areas including, but not limited to, the country of Mexico, the inner cities of New York, Montreal & Quebec (Canada).

Non-Covered Damages

Renter has full legal and financial responsibility in the case of:

  • Renters negligence, eg backing up without a guide, following incorrect GPS guidance, etc
  • Breach or violation of the rental contract
  • Damages to the interior of the vehicle
  • Damages caused by freezing or overheating of vehicle or systems (please refer to Winterization as well)
  • Deliberate and willful damages caused by the renter or his guests.
  • Damages caused to the vehicle by abuse or misuse for illegal activities.
  • Damages caused by neglecting proper operating procedures, eg incorrect fuel type & quality, ignoring oil or coolant levels, air pressure etc
  • Damages and losses caused during travel in or through restricted areas and damages due to off-road usage
  • Damages and accidents caused under the influence of alcohol, drugs or other controlled substances
  • Damages and injuries caused by overloading the vehicle and/or exceeding the legal towing capacity (towing limit - 1500lb maximum with proper equipment)
  • Carrying more passengers than having seat belts available
  • Operation of the vehicle by anyone not listed on the rental contract or having a valid driver license.
  • Operation of the vehicle by anyone not meeting the age requirements as shown on the rate sheets and rental terms & conditions.
  • Personal damages and personal property are never covered

VIP - Vacation Interruption Protection

Should the renters motor home vacation be interrupted by an automotive mechanical breakdown (not accident or damages cause by the renter) for more than 12 working hours after reporting such to Road Bear, the renter will be reimbursed for the greater of the gross daily rental rate or expenses for hotel rooms up to US$25 per person per night and car rental up to US$50 per day per motorhomes with a combined maximum of US$1,500 per tour.

Defects and repairs of GPS, radio, TV, CD and DVD player, generator, AC, refrigerator, heater, water heater, slide-out room, awning, cruise control etc. are not considered mechanical breakdowns and are excluded from VIP reimbursement. Refund of expenses is only possible against proper receipts.

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 US$0 deductible insurance, etc).

Call Us

Call Center: Open
(closes in 2 hours)

Toll Free Numbers
USA 1877 859 4570
UK 0800 014 8440
DE 0800 181 2680
AU 1800 334 328

Also available on

+617 3442 2999