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Road Bear Motorhome Hire USA - www.MotorhomesWorldwide.com

Road Bear - Motorhome hire in the USA

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Terms and Conditions

Please Note: The Motorhomes will be winterized no use of shower, toilet or sink. during the winter period
(From Mid October to Mid April)

The following is Included in the daily rental rates:

- A Quality Road Bear vehicle (Guaranteed New Models)
- Standard Insurance with an excess of USD $1,000
- Sales Tax
- 24 Hour Road Side Assistance

The following are payable at time of collection, if applicable:

Additional mileage charged at USD $0.45  + local sales tax at drop off  
500 mile packages prepaid / prebooked are USD $190 incl. tax.
Refundable deposit: USD $1,000. Visa, Mastercard, Euro card and Amex accepted.
VIP coverage: Excess of USD $1,000. Insurance liability may increase to USD $3,000  is some instances.
SLI (Supplimentary Liability Insurance): USD $9  + Tax per day. Will cover up to USD $1,000,000 if involved in an accident. Refer to Motorhomes Worldwide for details.

USD $1,000 - Will be authorized / blocked (not charged) on Visa / Mastercard / Amex credit card while traveling.

Mileage Rate:
USD $190 incl tax  per 500 mile package
USD $0.45  plus local tax per extra mile at drop off.
Please note: All mileage must be prebooked - no additional mileage packages or unlimited mileage upgrade available at pick up.

Taxes & Governmental Fees:
Sale taxes are included for all pre-booked items. Local taxes apply for all pick up and 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 at pick up. (Except SLI Insurance / N.J. security / Colorado Road Safety Fee)

Local taxes are as follows and are applicable for any additional charges paid for at the depot:

  • Denver: 4.75%
  • Las Vegas: 8.10%
  • Los Angeles: 9.00%
  • New York: 7.00%
  • Orlando: 6.50%
  • San Francisco: 10.00%
New Jersey Domestic Security Fee: USD $5.00 per day (USD $140.00  maximum).  This fee is payable directly to the depot.

Preparation Fee:
USD $200  per rental for all bookings. It includes:

  • Transfer from/to the airport and hotels
  • Exterior cleaning of the vehicle
  • Final interior cleaning of the vehicle
  • Initial set of toilet paper and chemicals, kitchen towels
  • KOA guide, discount card, Woodalls campground directory
  • Vehicle manual
  • Levelers for the vehicle
  • Personal walk-thru (not a movie)

All Inclusive Package:
USD $125 per day - ( USD $94 per day for 2016 / 2017 ) Minimum of 14 nights hire required. All inclusive package includes unlimited milage, Preparation Fee, all Convenience kits, GPS, VIP, Camping Table & Chairs & tax.

Convenience Kit (Includes FREE GPS Rental):
USD $70  per person - children up to 6 years free of charge
Click here for PDF file 142kb

Convenience Kit includes:

Global Positioning System
Cover for comforter
Pillow protector
Pillow case
Bath towel
Hand towel
Wash cloth
Kitchen towel
Cleaning towel
Paper towel roll
Dust pan and brush
Bucket / trash can
Cloth hangers
Flash light
Lighter / matches
Dinner plate
Salad plate
Mixing bowl
Roast slicer
Cookware set
Can opener
Cork puller / bottle opener
Vegetable peeler
Basting spoon, slotted spoon
Grill fork
Coffee maker
Tea Kettle
Measuring cup
Cutting board
Plastic containers

All items must be returned at end of trip.

The Vehicle Provisioning Kit includes a flashlight, can opener, bottle opener, broom with dust pan, plastic pail, spatula, cooking spoon, cooking fork, coffee cups, tumblers, plates, soup bowls, silverware, platter, tea kettle, colander, mixing bowl, and a cookware set. All item must be returned clean at end of trip.

GPS Rental:
$70 Per Rental -
FREE if Convenience Kits are selected for hire.

Camping Chair:
USD $9.00  per camping chair. No tables, BBQ's, child seats or bikes are available

WIFI Hotspot Rental:
USD $125.00 incl. 1GB data (expires after 30 days) ; connects up to 5 WiFi enabled devices. Fees may change at any time and without prior notice. Devices are subject to availability and reception is limited to 3G/4G data carrier coverage.Additional data can be purchased online.

One Way Rental Fees :

(New York
(San Francisco)
USD $400
USD $400
USD $350
USD $350
USD $400
USD $400
USD $200
USD $200
USD $700
USD $700
USD $300
USD $250
USD $200
USD $200
USD $700
USD $700
USD $300
USD $150
USD $350
USD $700
USD $700
USD $200
USD $700
USD $700
USD $350
USD $700
USD $700
USD $200
USD $700
USD $700
USD $400
USD $400
USD $400
USD $700
USD $700
USD $400
USD $200
USD $250
USD $250
USD $700
USD $700
USD $300

2015 One Way Specials:

  • DEN / LAS / LAX / NYC / SFO to MCO no one way pick up from 01 October 2015 to - 30 November 2015.

2016 One Way Specials:

  • DEN / LAS  TO  LAS / LAX / SEA / SFO: no one way with pick up starting 21 March 2016 and latest drop off 31 May 2016.
  • MCO / NYC to LAS / LAX / SEA / SFO no one way fee with pick up after 21 March 2016 and latest drop off 07 July 2016.
  • LAS / LAX / SFO to DEN no one way fee with pick up from 15 July 2016 to 15 August 2016
  • DEN / LAS / LAX / NYC to LAS / SFO no one way fee with pick up from 01 October 2016 to 31 October 2016.
  • DEN / LAS / LAX / NYC / SEA / SFO to MCO no one way fee with pick up from 01 October 2016 to 30 November 2016.

Long Term Discounts:
5% Discount with rentals of 21 or more nights
10% Discount with rentals of 42 or more nights

USD $3  per hour (payable at drop off).

Supplemental Liability Insurance ( SLI )
USD $9 per day.

Colorado Road Safety Fee:
USD $2.00 per night (Max: USD $90 per booking) applies to all bookings with Denver Pick Up.
Please Note: Denver Branch closed from 01 December to 28 February 2016

Sunpass Transponder (SPT):
USD $5.00 per night (Max. USD $50.00 per booking) - available with MCO pick up only.

Florida Road Toll System:
Please click here if you are travelling on the Florida Turnpike on the southern 47 miles stretch of the Turnpike, from US1 in Florida City to the Miami-Dade/Broward County line.

New Jersey Security Fee:
USD $5 per day applies to all New York City pick ups, maximum of USD $140 per booking.

Transfers to Branch:
Clients cannot pick up the vehicle the day they arrive with an inter-continental flight. We recommend 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 we may inform them about the exact pick-up time for the transfer. If customers choose not to supply the transfer location 72 hours in advance the complimentary shuttle service cannot be guaranteed.

If the customer has provided us the transfer location and how we can reach them but not received the exact pick-up time for the transfer at 4:00 pm the day before vehicle pick-up, we advise the customer to call the pick-up rental station between 8:00 am and 9:00 am on the pick-up day.

Complimentary Transfers:
Complimentary transfers are provided once a day at all rental locations from/to named airport hotels7 and to the airports DEN/EWR/LAS/LAX/MCO/OAK/SEA/SFO (neither JFK nor La Guardia). The complimentary permitted amount of luggage is in accordance with the airline regulations (1 suitcase max. 50 lbs. / 23 kg plus 2 pieces of hand luggage per person). Excessive luggage is the customer’s responsibility.

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

TRANSFERS SFO: The convenient and inexpensive BART allows customers who stay in SFO downtown to arrive within 35 minutes at the BART train station in South Hayward instead of taking a 30 minutes taxi back to SFO airport hotels (US$ 50.00+) to catch the free shuttle (another 30-40 minutes). A free shuttle service between our branch and the BART train station South Hayward is provided when the customer informs us accordingly (see ‘TRANSFERS COMMON’). The train schedule can be looked up at: http://www.bart.gov/schedules/byline.aspx (select Fremont Daly City).

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.

Pick Up and Drop Off Times:
Vehicle pick up time is between 12:00 noon and 4:00pm. To avoid waiting times all customers are asked to check-in online and communicate with the branch to schedule the exact pick-up time.
Vehicle drop off time starts at 8:00 am has to be concluded at 10.30am. Later drop-offs will not be entitled to get a complementary transfer to the airport hotels or airport.

Hours of Operation:
Monday through Friday 8.00 am to 5.00 pm. Saturday from 8.00 am to 1.00 pm (or during season as required).
All stations are closed on Sundays and on all statutory holidays.
Please note: Denver and Seattle depots are closed 04 December 2016 to 26 February 2017.

2015 / 2016 Public Holidays:

26 November 2015 - Thanksgiving Day
25 December 2015 - Christmas Day
01 January 2016 - New Years Day
15 February 2016 - Presidents Day
30 May 2016 - Memorial Day
04 July 2016 - Independence Day
05 September 2016 - Labor Day
24 November 2016 - Thanksgiving Day
25 December 2016 - Christmas Day
26 December 2016 - Boxing Day
01 January 2016 - New Years Day
20 February 2017 - Presidents Day

Driver Requirements:
A valid national driver's licence is required for each driver. In addition we recommend that foreign customers have an international driver's license or an English translation of the license issued by their home country. All drivers must be at least 25 to 79 years of age (21 to 25 years on request basis).

Additional Drivers:
No extra charge for additional drivers.

Minimum Rental:
7 nights (14 nights if All Inclusive Package is selected)

Special Event Conditions:
Minimum rental periods apply for Special event rentals:

* NASCAR: 4 days
* Bonnaroo: 7 Days

Bonnaroo: A USD $1,500.00 refundable cleaning & security deposit (authorized on credit card only) is required for this event!

Burning Man: Road Bear will combine the Security & Cleaning deposits for Burning Man and CHARGE (credit card only) a refundable USD $1,500.00 Deposit at pick-up.

Holiday Surcharge: (pre-paid) USD $1,000 for all pick ups from San Francisco / USD $500 from Las Vegas & Los Angeles between 24 to 29 August 2016.

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.

We accept for this time bookings with 13 and more nights and NOT dropping off in San Francisco on 06 / 07 September 2016.

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

Vehicle Substitutions:
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 liability is limited to the refund of the gross rate difference of the two vehicles.

Pet, Smoking and Travel Restrictions:

  • Pets: Pets are not allowed. A USD $250 minimum cleaning/deodorizing fee applies.
  • Smoking: Smoking is not allowed in any vehicle. A USD $250 minimum cleaning/deodorizing fee applies.
  • Mexico: Traveling into Mexico is not permitted
  • Death Valley: Traveling into Death Valley is not permitted between June 15th and September 15th
  • Alaska: Traveling within Alaska, Yukon and Northwest Territories is permitted as long as Road Bear RV has been advised at the time of booking.
  • 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.

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.

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.

Mechanical Breakdown:
For maintenance and repairs exceeding USD $50 the customer must call the Road Bear RV 24-hour / 7-days toll free helpline to get an authorization. Non-authorized invoices over USD $50 will not be reimbursed. Receipts and replaced parts must be presented for reimbursement. Customer will be held responsible for mechanical damage due to negligence in operation and/or maintenance.

Vacation Interuption Protection (VIP) Insurance
Should the renter’s motorhome vacation be interrupted by an automotive mechanical breakdown, not accident or damages caused by the renter, for more than 12 working hours after reporting this to Road Bear RV, the renter will be reimbursed for the greater of the gross daily rental rate or expenses for hotel rooms up to USD $25 per person per night and car rental up to USD $50 per day per motorhome with a combined maximum of USD $1,500 per rental agreement.

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

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 USD $100 administrative fee per violation plus the fine (including all late charges) to the client’s credit card.

Toll Road System in the Florida Keys:
Since February 2011 the Florida Turnpike Enterprise has implemented an all-electronic open road tolling for the southern 47 miles stretch of the Turnpike, from US1 in Florida City to the Miami-Dade/Broward County line. The old tollbooths have been eliminated and the toll-fees cannot be paid in cash anymore.

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

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 USD $100 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).

Cleaning Fee:
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.

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) USD $300 for administration and handling will be charged for each day late, or part thereof.

Towing does not cost anything extra. The limit is 1000 lbs with the trailer.
The customer has to find a trailer themselves.


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

Additional liability coverage can be purchased as described below:
SLI - Provides the customer with an increased limit protection up to one million dollars.
USD $9  per day

Supplemental Liability Insurance (SLI)
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) - Security Deposit of USD $1,000 (will be authorised on a major credit card)
Premium VIP coverage includes secondary comprehensive and collision coverage for the rented vehicle with a deductible of USD $1,000 per incident.
Coverage includes but is not limited to:

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

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

Non-Covered Damages (including but not limited to)
The renter’s responsibility for negligence and/or non-covered
damages e.g. roof damages and roof accessories (all damages above the windshield) is unlimited, up to the vehicle value.

Customer has full legal and financial responsibility in case of:

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

We provide free storage of luggage at the rental station at clients own risk.

Winterized vehicles:
Vehicles are winterized in areas with temperatures below freezing point. The water-/waste water system will be drained and CANNOT be used! USD $100 re-winterization fee & damages caused by freezing will be charged if customer de-winterizes system on the road.

Refund for Unused Portion:
No refund will be given for delayed pick ups / early returns, unused mileage or for “no shows”.

A quick quide for our International Clients:


1 Kilometer: 0.62 miles
1 mile: 1.60 kilometers

60 degrees Fahrenheit: 15 degrees Celsius
70 degrees Fahrenheit: 21 degrees Celsius
80 degrees Fahrenheit: 26 degrees Celsius
90 degrees Fahrenheit: 32 degrees Celsius
100 degrees Fahrenheit: 37 degrees Celsius

1 gallon: 3.78 liters
1 quart: 0.94
1 liter: 0.26 gallons

35 miles per hour: 56 kilometers per hour
45 miles per hour: 72 kilometers per hour
65 miles per hour: 104 kilometers per hour

Cancellation Fees:
Every cancellation needs to be made in writing. The day of receipt of the cancellation is the date the cancellation fee is calculated as follows:

Cancellation Fees
60 calendar or days or more prior to pickup date 20% of booking fee
59 to 30 calendar or days or more prior to pickup date 40% of booking fee
29 - 15 days prior to pickup date 70% of booking
14 - 0 days prior to pick up date 100%
In addition to the charges mentioned above any
confirmed one-way drop off charge must also be paid
Changes of booking:
One free change per booking. USD $50 per change thereafter
The Early Bird Discount will be adjusted to the level valid at the time of name, date, vehicle or location

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FREECALL Reservation Telephone Numbers
From Australia 1300 883 588

P.O.Box 1518, Frankston, Victoria, 3199, Australia
within Australia phone: (03) 8781 1100    Fax: (03) 8781 1109
International callers phone: + 61 3 8781 1100     Fax: + 61 3 8781 1109

Email: enquiry@motorhomesworldwide.com

Company ABN: 52 134 317 801
Reinvention Holdings Pty Ltd trading as MotorhomesWorldwide.com