Road Bear Terms and Conditions

 Conditions for RV Rental USA
Valid 1 April 2019 to 31 March 2020

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
  Denver
  New York
  Orlando
  Seattle 
 Dallas Forth Worth
 Monday-Friday
 8:00am - 5:00pm   
 Saturday
 8:00am - 1.00pm

 
  New York
 Nov to Feb
 

  Monday-Friday
  9:00am - 4:00pm

  Saturday 
 By appointment


Denver  Branch is closed December 1 to February 23 2020

All Branches are closed on the following Statutory Holidays

  • Memorial Day 27 May 2019
  • Independence Day 4 July 2019
  • Labor day 2 September 2019
  • Thanksgiving 28 November 2019
  • Christmas 25 December 2019
  • New Years Day 1 January 2020
  • Presidents Day 17 February 2020

Pick Up Time

At pick up the main renter must be present with the original driver license and physical credit card showing his/her name. 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 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)

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 Drop Off

Drop Off time is between 8:00 AM and 10:30 AM

A charge of US$30/hour applies for a late vehicle return. Unauthorized late returns will be charged an extra rental night for vehicles returned after 12 pm noon. An extra rental night plus US$ 300.00 late fee applies for each day late. If the customer contacts ROAD BEAR RV and obtains the proper authorization to extend, the regular rental rate will apply. Clients will not be entitled to get a complimentary transfer back to the airport or airport hotels after 11am.

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).

Complimentary Transfers

Complimentary transfers are provided once a day to (but not from) the airports DEN/EWR/LAS/LAX/MCO/OAK/SEA/SFO (neither JFK nor La Guardia) and at all rental locations from/to named airport hotels. The complimentary permitted amount of luggage is in accordance with the airline regulations for economy passengers (1 suitcase max. 50 lbs. / 23 kg plus 2 pieces of hand luggage per person). Excessive luggage is the customer’s responsibility.

The parents or guardians are responsible to provide for the transfer according to the applicable laws a child seat or booster. Road Bear RV cannot bring the child seat or booster from the branch to the transfer point. We advise the customer to bring it with them from home or having it shipped to the hotel.

Early Bird Discounts

A discount applies to the Standard Daily Rate for booking well in advance, as follows -

Book By

  • 15 September 2018 -  15%
  • 31 October 2018 - 10%
  • 15 December 2018 -  5%

With pick up on or after 1 April 2019

Where Early Bird Discounts are applicable you will also receive FREE GPS & HALF PRICE Convenience Kits.

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.

The parents and/or guardians traveling with children are responsible for the child/booster seat

Pets

Pets are not allowed in any RV.

Smoking

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

Winterizatin

Units may be winterized from November 1 to March 31 in New York

Units may be winterized from mid-October until mid-April in Denver

Units may be winterized from October 1 until April 30 in Seattle

Travel Restrictions

Mexico

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.

Alaska

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

Other

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.

Cancellation

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

  • 60 calander days or more prior to renatl dates the deposit is non refundable. In addition there is a US$100 cancellation fee
  • 59 to 30 calendar days prior to rental dates - 40% of the rental cost  minus any applied discount plus one-way fee if applicable
  • 29 to 15 calendar days prior to rental dates - 70% of rental cost minus any applied discount plus one-way fee if applicable
  • 14 to 05 calendar days prior to rental dates - 100% of rental cost minus any applied discount plus one-way fee if applicable
  • 04 to 0 calendar days (including no-shows) - 100% of rental cost minus any applied discount plus holiday surcharge plus preparation fee plus one-way fee if applicable

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

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 and result in a new booking.

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

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.

Name Changes

Name changes are not permitted inside 60 days of pickup under any circumstances.   Dates that fall in the Burning Man Festival name changes are not permitted at any time once confirmed.

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 and result in a new booking.

Shuttle Service & Transportation

A priority shuttle service scheduling will be granted to customers who have supplied at least 72 hours in advance, via TO or online check-in, there pick-up location and how they can be reached to advise about the exact pick-up time. If customer should not have received such confirmation the day before pick-up until 4 pm, we advise the customer to call the pick-up rental station immediately but not later than 8 and 9 am of the departure day. If customers choose not to supply pick-up location 72 hours in advance, a complimentary shuttle service cannot be guaranteed.

  • Clients cannot pick up the vehicle the day they arrive with an inter-continental flight or from South America 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 9am 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
    • Orlando - MCO
    • Seattle - SEA
  • 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 for economy passengers  (1 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.

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 & Distances to/from Road Bear station:

Los Angeles

  • Los Angeles Intl Airport (LAX) & hotels - 40 miles - free transfer
  • Marina Del Rey | Venice - 30 miles -no Transfer
  • Santa Monica - 25 miles - no Transfer
  • 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 or use BART train ($10.75pp; 75 mins)
  • Oakland Airport (OAK) & hotels - 15 miles - free transfer
  • Downtown San Francisco - 30 miles - no transfer use BART ($5.15pp, 35 mins)
  • BART train station - 3 miles - free transfer; BART goes all the way to SFO airport ($10pp; 75 mins) & Downtown SFO ($5pp, 35 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

  • 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 $16.50pp; 55 min)
    • Manhattan $15.25pp; 75 min)
    • Manhattan to JFK: Subway to Howard Beach $3.00pp or
    • LIRR train to Jamaica Station $7.50pp then Air Tram $6pp

Orlando

  • Orlando Intl Airport (MCO) & hotels - 17 miles free transfer
  • Sanford International airport 25 miles; no transfer
  • Downtown Orlando (5 miles; no transfer)
  • Disneyworld - Disneyworld hotel; 23 miles no transfers
  • International Drive 8 miles no transfer

Seattle

  • Seattle Intl. Airport (SEA) hotels (5 miles radius from our location; free transfer)
  • Seattle Intl. Airport (SEA) (5 mile; no pick-up only drop-off)
  • Downtown Seattle (8 miles; no transfer)
  • Public transportation with bus 132 from downtown Seattle to stop Des Moines Memorial Dr S & S 96th St (approx. $2.50/PP, 40 min from downtown; 0.2 mile from branch; no transfer)

Dallas Forth Worth

  • Dallas Fort Worth Intl. Airport (DFW) & -hotels (35 miles; no transfer)
  • Dallas Love Field Airport (DAL) (32 miles; no transfer)
  • Downtown Dallas Forth Worth (31 miles; no transfer)

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

Customer Orientation

Staff speak 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, Stagecoach, Further Future, “NASCAR, when a surcharge applies or if no mileage has been pre-paid etc  Based on the credit card company rules, for reservations up to 29 nights we authorize the amount. For reservations 30 nights and longer the amount is charged on the credit card.

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.

  • Season Surcharge $1000 per rental, for all San Francisco pick ups $300 for all Las Vegas, Los Angeles & Seattle pick ups. 19 Aug to 27 Aug 2019. During the August High Season Surcharge a $1,500 deposit is charged and not just authorized.
  • Holiday Surcharge $250 for Pick ups in  New York 16th Sep to 05 Oct 2019

Additional Deposit after an Accident

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

Burning Man Festival

A USD$1500 refundable cleaning and security deposit (credit card only) is required for this event.  Name or credit card changes are not permitted on confirmed reservations and the main renter/credit card holder must be present at the time of pick-up. 

Vehicles will not be handed over in case of insufficient funds for security deposit nor can you use a 3rd Party credit card.  The reservation will be cancelled and prepaid funds are forfeited. NO exceptions will be made. 

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 we discourage the relatively short Burning Man bookings. Currently we are not accepting ‘typical’ Burning Man bookings and will review again in the upcoming spring.

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, we will charge the customer for transferring the motorhome to the branch agreed in writing.

Release of Vehicle after no show

If Roadbear are not able to establish communication with or hear from the client directly they can re-use the unit in the afternoon of the 3rd calendar day whereas the pick-up day counts as the first calendar day.

Drivers License

A valid original national drivers license is required and must be presented for each driver (no photocopies) 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. 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 so Roadbear are aware that the assigned vehicle cannot be substituted with a longer one.

Additional Items

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

  • Convenience Kit - US$70 per person
  • GPS - US$70 per rental
  • WiFi hotspot Up to five devices can connect with the WiFi hotspot which offers unlimited data(*) while traveling in the USA and Canada. With the WiFi hotspot a phone credit for national and international calls is included as well as the use of real-time navigation maps which also work offline. The daily fee for this service is USD 10 per day with a maximum of USD 150 per booking (plus sales tax when paid at pickup)
  • Sunpass Transponder $5 night max $50 per rental Orlando pick up only
  • Camping Chair - US$9.00 per rental (Inc in Stress Free Package)
  • Generator Hire $3.00/hour payable at drop off
  • Season Surcharge Surcharge $1000 per rental, for all San Francisco pick ups $300 for Las Vegas and $500 for Los Angeles & Seattle pick ups. 19 Aug - 27 Aug 2019 (10-nights minimum when the August Season Surcharge applies)
  • Season Surcharge $250 for Pick ups in New York 15th Sep to 5th Oct 2019

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.

(*) While data use is unlimited in its amount the following restrictions will apply: (1) Video playback on all TravelTab services and hardware may occur at a reduced resolution; (2) Activities with extremely high bandwidth demands, such as large file transfers, peer-to-peer network access, may experience slower download and upload speeds.; (3) TravelTab or the telecommunication provider may slow data download and upload due to excessive data usage and/or during periods of network congestion; and (4) TravelTab or the telecommunication provider may adjust the provided features and terms & conditions anytime

Sales Tax

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

  • Los Angeles - 9.25%
  • San Francisco - 10%
  • Las Vegas - 8.25%
  • Denver - 4.75%
  • New York - 6.625%
  • Orlando - 6.5%
  • Seattle -10% for reservations with more than 30 nights 17.7% for reservations up to 30 nights
  • Dallas Forth Worth 8.25%
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
  • First Aid Kit, 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.

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 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

Since February 2011 the Florida Turnpike Enterprise has implemented all-electronic open road tolling for the 47 miles stretch of the Turnpike, from US1 in Florida City to the Miami-Dade/Broward County line. The old tollboothshave been removed 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 www.sunpass.com. 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. Customers picking up in MCO may rent a transponder at the branch.
  • 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).

Sunpass Transponder $5/night (max $50 booking) available with Orlando MCO pick up only.

Vehicle Return

Vehicle Drop Off

Drop Off Time: Between 8:00 AM and 10:30 AM

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

Charges 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.

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 a 3rd party collision 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 e which can be changed by a state anytime without notice – you find the current limits online). Liability Insurance has no deductible.

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 where the customer is charged by the lcal authorities for being careless
  • 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 – 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;
  • Carrying more passengers than having seat belts available
  • Operation of the vehicle by anyone not listed on the rental contract or having a valid, original 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

Technical Difficulties with the Vehicle and its Features

While our first and foremost priority is to provide our mutual customers an excellent and high quality vehicle and service, unexpected technical difficulties can arise. To ensure that our mutual customers can enjoy their motorhome experience we provide an extensive vehicle explanation and with every vehicle an operations manual and the phone number of our 24-hours/7-days help line which is free of charge from any landline in the USA.

Please note: We are not returning phone calls or accepting requests to call a customer back because customers may be hiking, visiting a museum, etc. and not at the vehicle when we call. The customers shall call when at or nearby the vehicle.

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

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

VIP - Vacation Interruption Protection

Should the renters motor home vacation be interrupted by an Emergency as defined above, 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 in any case only possible against proper receipts.

Please take note: In case of a claim, Road Bear RV will not act as an adjuster for any third party insurances purchased by the renter (such as US$0 deductible insurance, etc).