Booking Terms and Conditions
VEHICLE PICK-UP & DROP-OFF
Customers arriving from an international flight must overnight before picking up the vehicle. Pick-up times are Mon-Fri between 13.00 pm – 15.00 pm and Sat between 10.00 am – 11.00 am, unless the early pick-up option has been pre-booked.
Early pick-up times are available at an additional cost of either USD 50 or USD 150 – depending on the season. With this option, the pick-up times are Mon-Sat 9.00 am – 10.30 am. This option should be booked at the time of reservation and confirmed at least 3 business days prior to date of departure.
At the time of pick-up the customer will need to secure the rental with an USD 1,000 deposit. Security deposits given with a credit card will be preauthorized prior to departure. Cash deposits will be refunded via check within 7-10 business days. Additional deposits may be required for special events.
Drop-off time is between 09.00 am – 11.00 am. A fee of USD 30 per hour will be charged for each hour the vehicle is overdue, up to USD 300 per night. Vehicle must be returned cleaned inside, the gasoline and propane tank full and waste tanks emptied or a fee will apply. No refunds will be issued on early returns / unused miles. Appropriate charges will be applied at the return for generator and additional mileage usage.
OFFICE HOURS AND HOLIDAYS
Office hours of all locations: 09.00 am – 17.00 pm Mondays through Fridays / 09.00 am – 12.00 noon on Saturday
US holidays (all rental stations are closed): May 29, 2017 / July 4, 2017 / September 4, 2017 / November 23, 2017 / December 25, 2017 / January 1, 2018
A non refundable down payment of USD 300 is charged upon confirmation of reservation.
The remaining balance is due 30 days prior to date of pick-up. Best Time RV reserves the right to cancel any reservation if payment has not been received in full.
A modification fee of USD 25 applies to each change.
The down payment of USD 300 is non refundable and will be kept in case of a cancellation. Additional cancellation charges may apply.
Rental Day Definition
A Rental Day is determined on a “per night” basis. The pick-up day is counted as the first rental day (please see Vehicle pick-up), and there is no charge for the last rental day (please see Vehicle return)
An additional fee will be assessed on all one-way rentals by advanced reservation only (between USD 150 and USD 300).
Minimum Rental Period
Minimum rental period is generally 3 days, unless otherwise stated.
RENTAL DAILY RATES
Daily Rates includes
Vehicle rental and the SLI, CDW & VIP protection.
Daily Rates do not include
Transfers to/from rental locations, preparation fee, mileage, generator charges, convenience kits, one-way charges, gasoline refueling, propane refueling, additional toilet chemicals, security deposits, sales tax and other government surcharges if applicable.
Preparation Fee (not included in daily rental rates, payable per vehicle)
The Preparation Fee covers – Drop-off transfer to the airport (at 11am), Standard Vehicle Equipment, Vehicle Servicing, as well as the initial cleaning inside and outside of the vehicle
Standard Vehicle Equipment (Included in Preparation Fee)
All vehicles are equipped with the following items: water hose – sewer hose – operator’s manual – campground guide – road atlas – 15/30 amp adapter – flashlight & batteries – first aid kit – fire extinguisher – accident kit – screw drivers – BBQ lighter – vehicle levelers – water regulator – KOA card available if requested by customer at pick-up
Additional Mileage Charge
USD 0.43 per mile
ADDITIONAL EQUIPMENT HIRE
The following additional items can be hired. Local sales tax and government fee apply to all charges.
Baby / Child Seat
USD 39 per rental – infant carriers and booster seats not provided
USD 9 per chair / per rental
USD 6 per rental
USD 15 per rental
Kitchen Kit / Convenience Kit
USD 50 per trip if only kitchen items are needed (included are items under “Per Vehicle”)
USD 75 per person for full kit (included are items under “Per Vehicle” and “Per Person”)
PER VEHICLE: – Set of Pots – Frying Pan – BBQ Grille – Mixing Bowl – Coffee Tea Maker – Carving Knife – Colander – Toaster – Cutting Board – Dish Dryer – Dish Cleaning Tub – Paper Towel Roll – Serving Spoons – Scotch bright – Can/Bottle Opener – Dust Pan & Brush – Broom – Dish Cloth – Waste Basket/Bucket – Clothes Hangers – 2 Tea / Kitchen Towels – Salad Tongs – Cork Screw – Baking Sheet –
PER PERSON: – Blanket or Comforter – Duvet Cover – Pillow & Pillow Case – Sheet – Face Cloth – Hand Towel – Bath Towel – Dinner Plate – Small Plate – Cereal Bowl – Cup – Glass – Knife/Fork/Spoon – Teaspoon – Steak knife
USD 10 per day or a maximum charge of USD 100 per rental – we are not responsible for directions obtained from GPS
Optional Generator Use
USD 3 per hour paid at time of return
EVENT SURCHARGES & HOLIDAY WEEKENDS
Season supplements and extended minimum rental periods may apply during some events and holiday weekends.
Credit Cards / Traveler Checks
We accept MasterCard, VISA, American Express and Discover credit cards as well as all Traveler Checks in US-Dollars. No Debit Cards, Euro checks or personal checks are accepted. We are not responsible for exchange rate fluctuations or handling charges for any credit card transaction. Without any exception a valid credit card is required for each rental.
Public Liability Insurance (included in daily rental rates)
Best Time RV maintains liability insurance coverage on all their rental vehicles for bodily injury and property damage liability claims brought by a third party (other than a passenger) against the renter (and any other driver listed in the rental contract) and/or the company as a result of the operation or use of their rental vehicles. The policy protects the company for USD 5 million and the renter for statutory limits applicable in the jurisdiction where rented. This basic public liability coverage is included in all rental rates. All coverage and waivers are subject to the express terms of the rental contract.
SLI Supplemental Liability Insurance (included in daily rental rates)
Best Time RV maintains supplemental liability insurance coverage on all their rental vehicles for bodily injury and property damage liability claims brought by a third party (other than a passenger) against the renter (and any other driver listed in the rental contract). The policy increases statutory limits to USD 1 million for the renter. This supplemental liability coverage is included in all rental rates. All coverage and waivers are subject to the express terms of the rental contract.
Customer Responsibility with CDW = Collision Damage Waiver and VIP = Vacation Interruption Protection (included in daily rental rates)
In the absence of CDW, all loss or damage to the vehicle while on rent, whether or not due to the fault of customer, customer’s responsibility for direct and accidental loss (including theft and vandalism) or damage to the vehicle is unlimited. That is, customer is responsible for all loss or damage.
For Renter’s benefit, all daily rental rates for all vehicles includes Collision Damage Waiver (CDW) and Vacation Interruption Protection (VIP). With CDW, the customer’s responsibility for accidental damage, theft and vandalism (police report is required) to the vehicle shall be reduced to USD 1,000.00 per occurrence, provided customer has complied with the terms and conditions (including the obligation to procure a police report) and is not otherwise in breach. CDW does not apply to overhead, undercarriage, or back up damage, which shall be considered negligent damage and the sole responsibility of customer. Customer’s responsibility of USD 1,000.00 shall not apply to loss of use, administrative fees, diminution of value, or towing, impound and storage costs. Customer’s USD 1,000.00 responsibility shall be strictly enforced.
Expenses are covered in the event of a mechanical breakdown requiring the vehicle to be in repair for more than 12 working hours as follows:
Incurred expenses of USD 30.00 per person per day for lodging and USD 30.00 per group per day for other transportation is provided. A limit of USD 3,000.00 per tour applies and this plan is not valid in case of an accident. Customer must present all receipts for refund of expenses.
Not considered to be mechanical breakdowns are: Radio, TV, DVD-player, air conditioning, refrigerator, generator, microwave, appliances, automatic step, cruise control, slide-out or awning malfunctions.
CDW and VIP coverage is void (I) if customer fails to file an accident/damage police report, or (II) if vehicle is used in violation of the terms of the rental contract.
Deposit for all rentals is USD 1,000.00 (will strictly be enforced, authorized / not charged)
A national automobile driver’s license is required. We recommend customers to carry a translation of the national driver’s license or an international driver’s license, but under any circumstances, customer must provide a valid national driver’s license at pick-up.
Minimum driving age is 25 years for all vehicles.
Fines and Traffic Violations
Customers are responsible for reporting and paying of all parking/traffic/toll road violations at rental termination. Non-payment of parking/traffic/toll road violations will result in an administrative charge of up to USD 50. Non-reported parking/traffic violations plus administrative charge will be charged against customers credit card or will be collected at customers domicile. Optional Pre-Payment of tolls is available at time of Pick-Up only.
Prohibited Driving to or through:
– Death Valley from June 15 to September 15
– Logging roads, non-public roads and off-road driving.
Northern Travel supplement
All rental vehicles traveling to Alaska, the Northwest Territories or the Yukon are permitted and must be confirmed in advance. A USD 450 prepaid non-refundable supplement is required.
Pets are not allowed in the RVs. If this policy is not followed, the customer will be responsible for a penalty of up to USD 1,000.
Towing is not permitted and results in voiding of insurance.
Storing items on vehicle roof is not permitted. Free storage of luggage is available at all locations. All personal items stored at our facility or left in vehicles is completely the responsibility of the customer.
Each motor home has to be winterized from November to April (period may vary depending on the weather and temperatures) to prevent freezing. This will include the water pipes, toilet, fresh water tanks, sink, shower, external shower, hot water heater and holding tanks. Winterization requires that water be drained from the fresh water tank, hot water heater and both waste tanks. Once the vehicle is winterized, no water can be put into the fresh water tank and it cannot be hooked up to the city water supply anymore. Therefore, no water at all is available in the motor home. The toilet, however, can still be used as long as windshield washer antifreeze is poured down to rinse. It is the renter’s responsibility to have the vehicle re-winterized on the return trip at his/her own costs (if de-winterized for a trip to an area with warmer temperatures). If the renter fails to do so, he /she will be charged a fee, regardless of the outside temperatures! In addition, the security deposit refund will be delayed until we can get the vehicle into the shop, thaw it out and pressurize the system. The renter will also be responsible for the cost of burst water pipes, water tanks, hot water system, water damage, etc.
REPAIRS & REFUND
Repairs / Refunds / Early Returns
Necessary repairs are refunded without previous authorization up to USD 50. Customer must provide receipts. If customer pays repairs exceeding USD 50 without previous authorization, we will not refund. Customer assumes full responsibility for any additional expenses incurred by reasons of a breakdown of vehicle. If a vehicle which had a breakdown and is in repair for more than 12 working hours, through no fault of customer, our responsibility to customer is limited to the stipulations within the VIP = Vacation Interruption Protection as stated above. Radio, air conditioning, refrigerator, microwave, any appliances, plumbing, generator, awnings, cruise control and GPS malfunctions are not considered breakdowns and no refunds are made for repair time to these items.
No refunds will be made for breakdowns or towing-costs in Death Valley between June 15 and September 15 and no refunds will be made for early returns and unused prepaid miles.
Cleanliness and appearance of the vehicle must be addressed and resolved prior to departure; no refunds or other compensation regarding cleanliness will be issued.
In case of an accident, customers must notify the police for a police report immediately. Also, call the drop-off station immediately to report the accident. Accidents not reported within an appropriate period of time or if the police report and pictures are missing, may result in the voidance of the insurance coverage.
MAINTENANCE AND CLEANING RESPONSIBILITY
Vehicles must be returned clean inside. A minimum fee of USD 100 will be charged if the interior of the vehicle has not been cleaned (including toilet and shower). Customers are responsible to check all fluid levels at each refueling. Refills of all fluids (except gasoline, propane, and water) will be reimbursed at check-in upon presentation of receipts. Gasoline and Propane costs are not included in rental price. Gasoline tanks and propane tanks are full at pick-up and must be returned full. Waste water tanks must be empty or a fee will apply.
We strictly enforce a non-smoking policy in our vehicles. A penalty of USD 250 will be charged at drop off if we detect cigarette, cigar, pipe etc. odors or ashes in the vehicle.
All rentals are subject to the terms and conditions of the rental contract. Prices, policies and conditions are subject to change without notice.