The price calculation in each case is based on the different seasons. The pick-up and drop-off day are counted as one day, as long as 24 hours are not surpassed. Each night will be calculated with the applicable season price.
Cancelling a confirmed motorhome reservation results in a cancellation fee. All motorhome bookings are subject to the cancellation fees outlined in the terms and conditions found here: GTC
TRANSLATION OF THE TOUR OPERATORS CANCELLATION FEES:
Cancellation Fees are determined by the number of days prior to vehicle pick up that a cancellation is made.
30+ days before pick-up: 25%
29–22 days before pick-up: 30%
21–15 days before pick-up: 40%
14–10 days before pick-up: 60%
9-4 days before pick-up: 80%
3-0 days before pick-up: 85%
Cancellation after the pick-up date will be considered a "no-show" and be subject to a 100% cancellation fee
Not included in the Price
- Diesel or gasoline, as also propane gas
- One-way fees (except Oneway-Specials)
- New Jersey security fee, USD 5 per day (maximum USD 140) for vehicle pick-up in New York
- Colorado road safety fee, USD 2 per day (maximum USD 88) for vehicle pick-up in Denver
- Local taxes and fees for all amounts paid at the rental location
There are no free miles included with the Standard-PLUS-Package. You can book additional free miles with your rental, which will be cheaper than paying for them at the rental location.
Additional mile-packages, at 500 free miles each, can be booked in advance with your rental. There are no refunds for unused miles. Any additional miles you drive, will have to be paid at the rental location at USD 0,47 per mile (plus local taxes & fees).
Note: Please note that for one-way rentals, at least the number of miles that corresponds to the minimum distance between the rental and return station must be booked in advance.
With the Standard-PLUS rate and rental pick up on a Tuesday, Wednesday, or Thursday the Preparation Fee in the amount of USD 229 or with pick up on Friday, Saturday, or Monday in the amount of USD 299, has to paid to the rental company at the time of vehicle pick up.
One-way rentals (= pick-up at location "A" and drop-off at location "B") between Canada and the USA are not possible. One-way rentals within the USA are possible with advanced request/booking for an additional fee. These fees are payable at the time of pick-up at the rental location (see One-way fee chart).
Note: Please note that for one-way rentals, at least the number of miles that corresponds to the minimum distance between the rental and return station must be booked in advance.
For all amounts payable in USD at the rental counter, the following sales taxes will apply:
Denver 4,75%, Las Vegas 8,38%, Los Angeles 10,25%, New York 6,625%, San Francisco 10,75%, Seattle 10-18% and Orlando 6,50%.
Local taxes and fees are subject to change.
The obligatory Liability Insurance is included in the daily rental price. The rental vehicles and Raod Bear RV are insured for accidents involving damage to third parties and/or their property for up to USD 1 million (without deductible).
However, the liability coverage for all registered drivers only provides the minimum coverage as set by law for each State (Statutory Limit).
An additional liability Insurance with a coverage of up to EUR 10 million is also included in the price, covering claim amounts that exceed the statutory limit amount. This eliminates the need to purchase additional insurance on location. Collision Damage Waiver
A CDW / VIP comprehensive insurance by the rental company is included in our price to cover damages to the rental vehicle,.
This insurance limits the deductible to USD 1500, in case of the following events: Damages due to an accident (even if an under- or uninsured party is involved), theft, fire, vandalism, glas- and tire damage.Excluded from any insurance coverage
NOT covered are damages caused due to:
- gross negligence caused i.e due to disregard of the rental terms & conditions, driving under the influence of alcohol, drugs, or medication, driving on unauthorized roads/areas
- driving of the vehicle by an unauthorized driver
- damages caused due to incorrect fuel, wrongful use of clutch, gearshift and emergency brake
- damages caused due to negligence, e.g. disregard of vehicle dimensions, load regulations, warning controls, neglecting to check the oil- and water levels, tire pressure, etc.
- Damages to the vehicle interior
- damage when driving with the awning extended
- Damage resulting from the use of an automatic leveling device
The deductible has to be paid to the rental company, regardless of fault. The deductible will be charged separately for each claim/damage.
With the Standard-PLUS and the Super-Inclusive-PLUS packages, the deductible will be refunded by the HanseMerkur Reiseversicherung AG! This is also applicable up to the maximum amount of the deductible for the following damages:
Course of Action in Case of an Accident:
- Damages to glass
- Damages to the undercarriage & roof extension
- Damages to wheels (tires, rims)
- Damages caused due to backing up the vehicle
In case of damages these steps must be followed:
- Immediate notification of the police and the creation of a police report if any third party is involved, or vandalism occurred
- Immediate notification of the rental company
- Creation of a signed damage report by the rental company upon return of the vehicle
- Request of a final bill of the claims settlement (which might not be created until after your departure)
To receive reimbursement of your deductible, please send the following documents in their entirety to this address:
HanseMerkur Reiseversicherung Abt. RLK/Leistung
or by e-mail: firstname.lastname@example.org
You have to send in all documents in order to have your claim be processed.
Under the following circumstances the reimbursement of the deductible is not possible:
- Damage- and police report
- Copy of the rental agreement
- Proof of payment of the security deposit (payment receipt or credit card print-out showing the charge)
- Final bill of the claims settlement
- FTI reservation number and booking confirmation
- Damages caused due to disregard of the rental terms & conditions
- Damages caused due to improper handling of the rental vehicle
- Damages caused due to gross negligence or being under the influence of- or loss of consciousness due to the influence of alcohol/medications/drugs
- If the vehicle key is lost or damaged
- Damages to the vehicle interior
- Damages to the awning
- Damages to kitchen appliances, multi-purpose devices (audio-, video-, telecommunication devices including accessories)
- Damages to the Navigation system and/or similar traffic guidance systems
- Damages to exterior structures or tents
- Personal belongings which have been damaged due to an accident-, were stolen from the rental vehicle-, or have gotten lost from the rental vehicle
- Follow-up costs such as for hotel stays, telephone, or towing
- Damages which have been excluded from the vehicle insurance by the rental company
There is no insurance coverage for driving in unauthorized areas, including, but not limited to, Mexico (land), as also the inner city areas of New York, Montreal, and Quebec (Canada)
The deposit in the amount of the deductible USD 1.500 has to be rendered at the time of vehicle pick up.
The Deposit has to be rendered with a credit card (MasterCard, VISA, American Express, no Diners Club). The amount will only be authorized with your bank but not blocked. The Deposit amount will be released once the vehicle is returned in perfect condition. For rentals lasting 30 days or more, the deposit amount will be charged to the credit card of the main driver. Road Bear RV reserves the right to withhold/charge an additional or higher deposit amount during special events or occasions like the Burning Man Festival or others.
For rentals starting in Las Vegas, Los Angeles and San Francisco from 20.08. - 28.08.23 or in New York from 16.09. – 07.10.23 (Dates subject to change) the deposit amount is USD 2.000 and will be charged to the credit card.
The rental company reserves the right to charge the credit card with attendance of i.e. Coachella, Burning Man , Stagecoach, Further Future and NASCAR.
Please make sure that you have a high enough credit limit to cover the deposit amount! Vehicle pick up is not possible without a valid credit card.
All credit card charges are conducted in US-$. Differences in the refund amount due to fluctuations in the exchange rate are the responsibility of the renter and can not be reimbursed by the rental company or the tour operator.
The security deposit is payable per occurrence or incident. In case of further damages to the rental vehicle or property of a third party, a subsequent security deposit will be charged to you for the remaining rental days, in order to cover any deductible that may arise from any additional future accidents.
The renter is responsible for all fees, duties, fines, and penalties which are incurred due to the usage of the rental vehicle, unless they arise from the rental company's actions. If you incur monetary fines for speeding, parking tickets, and/or undisclosed accidents/damages to the rental vehicle, the rental company will charge these costs plus a fee of USD 100 to your credit card.
The insurances offered by the rental company do not include any carefree personal protection for bodily injuries and luggage; therefore it is strongly recommended that you purchase a travel accident, travel health, and baggage insurance.
A valid, national driver license (in Germany class 3 i.e. EU-driver license class B) is required and sufficient. An international driving permit is recommended, but is only valid in conjunction with a valid national driver license and will not be accepted on its own.
Minimum Driving Age
Minimum: 21 years of age
Additional drivers can be registered at the rental location without extra charges. All persons, who will drive the rental vehicle, will have to be entered into the rental agreement.
Required Documents for Vehicle Pick-Up
In order to pick-up your vehicle, you will need a valid national driver license, your passport, a credit card, and the voucher from FTI.
Please note the maximum number of people per vehicle, according to our specifications in the details of the vehicle fleet.
Minimum Rental Duration
7 day minimum (Exceptions possible), 14 day minimum with the Super-Inclusive-PLUS
Main Driver/Declaration of all Persons at Booking
Please specify the main driver and all additional passengers traveling with you at the time of booking. The main driver will have to be present at the time of pick-up. Also, please note the instructions for maximum occupancy in each vehicle description.
Duty of Care
The renter is prohibited to use the vehicle for:
- Participation in any motorsport event or vehicle test drives
- for the transport of flammable, toxic or otherwise dangerous substances
- to commit crimes or use for illegal activities
- re-rental or commercial passenger transport
The vehicle must be handled with care and should be properly locked. All terms and conditions as well as technical rules pertaining to vehicle usage shall be observed. The oil- and water level have to be monitored and the tire pressure has to be checked. The renter is obligated to make sure the vehicle is operating in roadworthy conditions.
Vehicle Equipment/Kitchen-Camping Equipment
The basic vehicle equipment includes: water hose, waste water hose, initial supply of toilet chemicals, 2 rolls of toilet paper, rubber gloves.
The kitchen-camping equipment includes, among other things: Linens and towels for all travelers as well as cooking and eating utensils.
Differentiation from station to station are possible.
The kitchen-camping equipment can be rented on site for a fee of USD 79 per person. There is no fee for children up to 6 years old if all adults have paid the fee.
The kitchen-camping equipment is already included in the Super-Inclusive-PLUS packet.
Child Safety Seats
Child Safety Seats for children up to 8 years of age, i.e. under 40 lbs (ca. 18 kg), are mandatory in the USA. Road Bear RV does not offer any child seats for rent. Please note that you will have to bring your own child seats or purchase a child seat at a local retail store! The parents or guardians are also responsible to provide a child seat or booster for the transfer to/from the rental location.
Additional equipment available for rent at the location (subject to availability), please register these items at the time of booking, payable at the location plus local taxes.
- Camping Chair: USD 11 per chair (included in the Super-Inclusive-PLUS packet)
- Bike Rack: USD 50 per rental (carries up to 4 bikes; bicycles are not available for rent)
- Navigation System/GPS: USD 50 per rental; when paying for the Camping Equipment at the location or with the Super-Inclusive-PLUS packet, the Navigation System will be included free of charge
- Sunpass Transponder (in Orlando): USD 5 per day, max. USD 50 per rental
- WLAN-Hotspot: USD 12,50 per day, max. USD 225 per rental (Speed limit after 10GB usage); up to 5 WLAN-enabled devices can be connected
- Generator: USD 3 per usage hour
Camping tables are part of the standard motorhome equipment by Road Bear RV. There is no camping table in the Campervan B20-22 ft. (K) category.
Generally not allowed are:
- Driving on gravel, forest, and other non-public roads
- Driving into Manhattan (New York City), as well as Montreal and Quebec Qity (Canada)
- Driving into Mexico
Driving into Death Valley between 1. June and 30. September is prohibited. There will be no insurance coverage!
You are allowed to drive into Canada, but you will have to return the vehicle to the booked drop-off location in the USA.
The following restrictions are in effect for driving in Northern Canada and in Alaska:
Driving on the following public/numbered roads is only allowed with advanced request at the time of booking: e.g. Taylor Hwy. No. 5, Top of the World Hwy. No. 9 from Tok to Dawson City.
Please note that the renter is responsible to the full extend for all damages caused to the vehicle due to under-cooling, frost, or freezing of tanks, warm water tank, and pipes. These costs are not covered by any insurance. Should temperatures below the freezing point be expected, all pipes, water and chemical tanks will have to be emptied. If freezing temperatures are expected or generally for rentals in Denver, New York and Seattle from October 31st to March 31st, the rental company will already "winterize" the vehicle before your departure, to prevent freezing of pipes and tanks, by emptying them. "Winterized" means that all water was drained from tanks and no more water is allowed to be added to the fresh-water tank as also no water hook-ups are allowed to be used. There is NO more water available in the vehicle. The renter will have to use water from bought water bottles at his/her own cost for e.g. drinking water. Sinks and showers cannot be used anymore; the toilet, however, can partially be used as long as it is flushed with a Antifreeze (dilution max. 50% with water). In the case of a deep freeze, even this is not possible anymore.
It is the renter's responsibility to "winterize" the vehicle during a trip or to bring it back "winterized" at his own expense i.e. return the vehicle in "winterized" condition, in the event that the vehicle was not "winterized" when picked-up due to a warmer climate or if the "winterization" was reversed during the trip. In case of violation of this rule, regardless of the prevailing weather conditions at the time of return, a fee of 100 USD will be charged to the renter. Please bear in mind when planning your route, that in some areas camping sites close during the winter and some roads, especially in the mountains, could be impassable due to poor weather conditions.
In Washington and some surrounding states, carrying snow chains is mandatory from November 1st to April 1st. The rental company will provide a set of snow chains to meet state requirements (99 USD deposit), but insurance regulations do not allow use of the snow chains!
Los Angeles, San Francisco, Denver, New York/Newark, Orlando, Seattle, and Las Vegas
Hours of Operation
Monday to Friday: 08:00 - 17:00 (all stations)
Saturday: 08:00 - 13:00 (all stations except Orlando), Saturday: 08:00 - 17:00 in Orlando
Sunday: Closed (all stations except Orlando), Sunday: 08:00 - 16:00 in Orlando
Holiday Closings: 29.05.23, 04.07.23, 04.09.23, 23.11.23, 24.12.23, 25.12.23, 31.12.23, 01.01.24, 31.03.24
The location in Denver is closed from 27.11.2023 to 29.02.2024 and the location in Seattle from 05.01.2024 to 04.02.2024.
You can pick-up your vehicle at your booked location between 12:30 - 16:00. Saturdays only between 12:00 - 13:00 (after reconfirm). At the Orlando station, pickup is between 12:30 - 16:00 on Saturday and between 13:00 - 15:00 on Sunday.
Pick-up on the day of your arrival is not permitted!
The general rule is that you have to spend the first night in the USA in a hotel, because the pick-up of your rental vehicle on your arrival day is not allowed, due to insurance policies.
Vehicle Drop-Off/Vehicle cleaning
You will have to drop-off your vehicle at the booked Road Bear RV rental location between 08:00 and 10:30.
At the time of drop-off, the vehicles will have to be clean on the inside, the vehicle equipment has to be cleaned, the garbage must be disposed of and the waste-water tanks will have to be emptied, otherwise a fee will be charged.
Vehicle exterior cleaning is usually not necessary, except when attending special events such as RAAM, Burning Man, EDC, etc.
All items of kitchen/camping equipment must be cleaned and handed over in full when the vehicle is returned.
Fuel and propane gas tanks will have to be filled to their original level; some rental locations will charge a separate security deposit for this purpose and others might offer, for a small fee, that the fuel and propane gas tanks can be empty at vehicle drop-off. If the vehicle is returned with damages, the renter will be charged fees accordingly by the rental company.
If the rental vehicle is returned late, Road Bear RV will charge a late-fee of USD 300,- in addition to the daily rental price.
There will be no reimbursement for early return of the vehicle or for unused, pre-paid miles.
Transfer and Transfer Hotels
The transfers are conducted once a day and are included in the rental price under the following conditions:
- All transfers must be registered at least 14 days in advance (online check-in) and reconfirmed with the rental company up to 4 days prior to vehicle pick-up
- For vehicle pick-up, the rental company only offers transfers from selected airport hotels and in Las Vegas, Newark and San Francisco also from international airports within a certain radius
o After the return of the vehicle, the transfer back to the hotel or airport takes place, also within a certain radius. The shuttle for the return transfer back to the hotel or airport leaves the rental location at 11:00h. No transfer is possible after this time. The return process has to be completed before 11:00h or the transfer will not be possible.
- Los Angeles:
• from/to selected airport hotels Los Angeles Intl. Airport within 40 miles or 64 km to the station
• from the station to the Los Angeles Intl. Airport
• no transfer from/to Downtown, Santa Monica, Marina Del Rey, Burbank Airport, Anaheim/Disneyland
- Las Vegas:
• from/to selected Las Vegas Intl. Airport and airport hotels within 5 miles or 8 km to the station
• from/to selected hotels on Las Vegas Boulevard ("Strip") within a 5-15 mile radius or 8-12.8KM to station
• no transfer from/to downtown
- New York (New Jersey):
• from/to Newark Intl. Airport and selected airport hotels within 20 miles or 32 km of the station
• no transfers from/to JFK, La Guardia, New York City, Manhattan
• From Manhattan you can take the train from Penn Station to Middletown, NJ (not Middletown, NY!). After the shuttle bus has completed the regular transfer from airport hotels (usually 13:00-13:30), complimentary transfers from the Middletown, NJ train station are available upon request.
• from/to Orlando Intl. Airport and selected airport hotels within 17 miles or 27 km of station
• no transfer from/to downtown, intern. Drive, Disney World, Sanford Airport
• from/to Seattle Intl. Airport and selected airport hotels within 5 miles or 8 km of station
• no transfer from/to downtown
Luggage transfer: The allowed amount of luggage follows the terms & conditions of many airlines. Allowed are one suitcase of 23kg plus 2 carry-on bags per person. Since the transfer vehicles have limited loading space, please do not exceed the given luggage restrictions; otherwise an additional fee will be charged.
Earlier transfers and earlier vehicle pick-up, i.e. later vehicle return and later transfers are not possible.
Model Guarantee – Vehicle Type
Road Bear RV's policy is to provide you with the model reserved. In some instances, circumstances may require an upgrade to a larger sized motor-home to accommodate an immediate departure. The upgrade will be provided at no charge to you and with no further liability to Road Bear RV. Any costs incurred due to the operation of a larger vehicle, e.g. increased fuel consumption or ferry rides, are the responsibility of the renter. This does not entitle the renter to withdraw from the booking and also does not grant the right for compensation.
Even though all vehicles are equipped in a comparable manner, slight differences among vehicles can occur. All measurements and sizing specifications are approximate values and are based on the information provided to us from the rental company; all information is subject to change.
Repairs – Breakdown Assistance
In case of accidents, problems, glitches or technical difficulties (even a flat tire!) you are required to immediately notify the rental company (they will provide you with more information and a toll free hotline phone number at the time of pick-up). Contracted repair locations are made available to you nationwide. Besides contacting the rental company, the renter is also responsible to notify the police immediately in case of an accident. No third party claims may be recognized. The police report will have to indicate the names and addresses of all parties involved, including any possible witnesses, and the license plate numbers of all vehicles affected. The renter has to present a detailed written report to Road Bear RV even if the damage is only minimal.
IMPORTANT: If the renter omits the immediate notification (within 24 hours) and the rental company does not have the opportunity to take any remedial action, the right to possible reimbursement will terminate. If accidents are not reported (see above), the insurance coverage will expire.
Small repairs and necessary expenditures up to USD 50 can be done without the rental company's permission and will be reimbursed once the vehicle is returned. Repairs and expenditures above USD 50 will have to be approved in advance by the rental company (otherwise no reimbursement is possible). All repairs are generally refundable only against receipts - the ground rule is: Without a receipt, no refund!
Should the rental vehicle become inoperative for more than 12 hours, due to a breakdown and subsequent necessary repairs, through no fault of the renter (mechanical breakdown*, no accident) - Road Bear RV will reimburse the renter only for the unused daily rental rates (or a proportion thereof), not for any other costs. If the VIP-insurance was purchased with the rental, Road Bear RV will also reimburse costs of USD 25 per person for food and shelter and USD 50 per group for transport; maximum USD 1.500.
*Mechanical breakdown - damages that will not be eligible for reimbursement are: Problems with the radio/cassette player/CD, TV, DVD player, microwave, A/C, fridge, all appliances such as stove, grill, etc., water pump, shower and toilets, generator, awning, slide-out, automated stairs, cruise control, and GPS.
Pets are not allowed in the rental vehicle.
All motorhomes are non-smoking vehicles. Road Bear RV will charge a fee of USD 250 in addition to the cleaning fee, in case this prohibition is disregarded.
The rental company offers different solutions for the electronically recorded toll sections of the Homestead Extension of the Florida Turnpike. One solution is the rental of the so called Sun Pass Transponder through which the fees will be billed. Another option is to register for the "Toll-By-Plate" program. Cameras will take pictures of the license plate when the camper passes a toll station. The bill will then be sent to the respective rental company. The rental company pays the bill and bills the amount to the renter's credit card on file plus a processing fee of up to USD 100. If the bill is addressed directly to you then you have to pay this bill as instructed.
If you do not agree to these procedures, it will be your responsibility to find a different solution for the toll payment.
Please visit the following website for more information about the Sun Pass:
We suggest that you book any ferry rides well in advance and always for a 30ft. vehicle, in case you will be provided with a bigger vehicle than you reserved. We will be happy to place reservations for the Inside Passage on board the BC Ferries or the Alaska Marine Highway for you.
All provisions listed have been compiled in good faith for your information. This is an excerpt of the provisions provided by the rental company and further terms & regulations will become part of the rental agreement between you and the rental company. You will receive a comprehensive version of the rental terms & conditions of the rental company at the time of pick-up. We cannot take responsibility for any variances from this text to the latest updated version of the rental company’s rental terms & conditions.
Your Tour Operator
FTI Touristik GmbH, Landsberger Str. 88, 80339 München GTC