USA 4 - Rental conditions
Valid till 31 March 2020
A Rental Day is determined on a "per night" basis. The pick-up day is counted as the first rental night and there is no charge for the last rental night.
Vehicles can be picked and dropped off during office hours.
Branches are open Monday to Friday from 9am to 4.30pm (latest drop off time is 4pm), and Saturday from 9am to 1pm (latest drop off time is 11:00am) excluding 15 June to 15 September. From 15 June to 15 September branch open Monday to Saturday from 9am to 4:30pm. Denver and Seattle are closed from 1 December to 28 February. Branches will be closed on Sundays and public holidays.
7 nights minimum for all dates
Minimum booking periods may also apply during peak periods.
Reservations / Payments
Prior to reservation the customer's credit card detail is taken as a guarantee.
A Down payment of 5% of total booking, minimum 300$ is taken via client's credit card after booking is confirmed.
Credit card accepted: Visa or Mastercard.
Full payment is required 64 days prior to date of departure. no exceptions.
For short notice bookings, full payment is required upon confirmation.
A confirmation invoice will be issued and sent to the client by e-mail.
* if cancelled 95 nights or more prior to pick up - $200
* If cancelled 95 to 65 nights prior to pick up - 5% of Total Rental (minimum $300)
* If cancelled 64 to 35 nights prior to pick up - 20% of Total Rental (minimum $300) plus one way fees
* If cancelled 34 to 17 nights prior to pick up - 55% of Total Rental (minimum $300) plus one way fees
* If cancelled 16 nights or less prior to pick up or no show - 100% of Total Rental plus one way fees + Burning man Surcharge.
Note: Other cancellation policy might apply for "Burning Man" rentals.
* In any case of cancellation, a handling fee of 50$ will be charged, in addition to the cancellation fee.
Cancellation fees will be calculated of total rental cost without any discounts if any applied.
Customers who fail to arrive on pick-up day or decline vehicle at pick-up for whatever reason are considered as a departure day cancellation (no show) and will be charged 100% of the rental days.
If vehicle is returned early for any reason whatsoever No refund available
If a bookings travel dates are amended to a lower season rates or less number of days, the cancellation fee for the original booking will apply.
Separate cancellation policy applies for group bookings.
cancellation notice must be in writing and during working hours 9am-16 pm Europe time.
Branches are open Monday to Friday from 9am to 4.30pm
Saturday from 8 am to 1pm (13:00) excluding 15 June to 15 September
From 15 June to 15 September branch hours are Monday to Saturday from 9am to 4.30pm.
Denver and Seattle branches will be close between 01 December and 28 February
Anchorage branch will be close between 15 October to 31 March
Branches will be closed Sundays and public holidays :
New Years Day - 1 January 2019
Memorial Day - 27 May 2019
Independence Day - 4 July 2019
Labor Day - 2 September 2019
Thanksgiving Day - 28 November 2019
Christmas Day - 25 December 2019
New Years Day - 1 January 2020
Vehicle Pick up and Drop Off (Excluding 15 June to 15 September)
Pick up: Monday to Friday between 12 noon and 4pm (latest drop off time is 3pm)
Saturday pick up between 11am and 1pm (station is closed on 1pm !)
Drop Off: Monday to Friday between 9am and 11am (latest drop off time is 11am)
Saturday drop off between 8am and 10am
Early pick-ups Monday-Friday cannot be pre-arranged
Vehicle Pick up and Drop Off between 15 June to 15 September
Pick up: Monday to Saturday between 12 noon and 4pm (latest drop off time is 3pm)
Drop Off: Monday to Saturday between 9am and 11am (latest drop off time is 11am)
Early pick-ups Monday-Friday cannot be pre-arranged
Guests are required to register online in advance. By completing the required pick up information ahead of the pick-up date guests will experience a smoother and quicker RV collection process.
Guests are required to phone their pick-up location the day before or morning of pick-up between 8-10am to schedule a pick-up time within the designated pick-up period.
Late return after 11 hour (Mon-Fri) : client will be charged $50 per hour for the first 3 hours, and after 3 hours a flat fee of $300 will be charged when a vehicle is overdue without permission
Since the clients need time for vehicle return and transfer to the airport, no morning or early afternoon flights should be scheduled.
Vehicle Return Late Fee
A fee of US$50 per hour for the first 3 hours, after the first 3 hours a flat fee of $300 will be charged when a vehicle is overdue without permission. This fee applies after 11:00AM Monday to Friday.
Vehicles must be collected and returned to our branches (no airport returns).
Transfers to and from depot are not included in the rental price. It is the renter's responsibility to get to and from the branch.
Administration Fees / Taxes
A charge of 10.5% of the total cost will be levied to cover administration fees, government fees, duties and other associated costs. Administration fees can be either prepaid or paid at the rental counter on collection of the vehicle.
Payment at Branches:
For security reasons, the rental company will only accept credit or debit card for rental charges paid on vehicle pick up or drop off.
Cash payments will not be accepted at rental branches.
Exchange Rate / Currency Variations
All credit card transactions are conducted in US Dollars. Due to exchange rate fluctuations there could be some variance in the amount refunded compared to the amount initially charged. We do not accept any liability for variances up or down. Refunds by credit card can take up to 14 working days depending on the renter's Financial Institution.
One Way Rentals
One way rentals are available between branches subject to minimum rental period. A one way rental fee of applies. (see chart under "Prices" button)
Colorado Road safety fee
A surcharge of 2$ per night (maximum 90$ per rental) applies to all rentals picking up from Denver branch.
New Jersey Security Fee
A surcharge of 5$ per night (max 140$) Mandatory for all pick ups at New Jersey station. Payable at the rental station. No exceptions.
Note: Children 2 Years old or under - are not allowed to travel in USA4 models.
From April 2019 - Awnings
Awnings are factory-fitted to units for later sale. We do not provide instructions for these and we do not promote the availability of awnings for guest use. In the interests of minimising damage and costs of repair for guests, awnings are disabled from use.
Driver's Licence and Minimum Age
A current and full motor vehicle driver's licence is required. If the driver's licence is not in the English language then an international driver's licence is also recommended.
An accredited English translation will be accepted in lieu of an international driving permit. The driver's licence must have been held for at least two years and be valid for the whole length of the rental. The original driver's licence must be shown at time of pick-up when the driver is present.
Drivers must be 21 years of age or over.
RV Introduction and Show Through
On pick-up of the RV our staff will provide a complimentary RV introduction. This includes a show through and explanation of all the interior and exterior features of the RV as well as driving tips and a safe driving informative video.
Consecutive rentals can be combined to qualify for a long-term discount rate. Rentals in the United States of America, Australia and New Zealand can be combined to obtain a long-term discount rate, providing travel is within a 3 month period. If drop off of a vehicle and pick up of a new vehicle occurs on the same day then a day each will be charged per respective vehicle. Multiple rentals are treated as separate rentals under the one way fee and minimum rental period conditions.
The rental company reserves the right at its sole discretion to restrict vehicle movements in certain areas due to adverse road or weather conditions.
Death Valley and other desert areas:
Travel to Death Valley is limited to the low season (1 October through 30 April) due to extremely high temperatures which can cause system failures.
Mexico, Alaska, Yukon and Northwest Territories & Newfoundland: Travel to Mexico, Alaska, Yukon and Northwest Territories & Newfoundland is strictly prohibited.
Manhattan: Due to restrictions on vehicle heights, propane gas and parking, vehicles with propane are not permitted in Manhattan and are not permitted to travel through any underground or underwater tunnels.
Prohibited Travel Areas
Travel in the following areas is strictly prohibited at all times:
* Logging and non-public roads.
* Any and all unnumbered roads and highways.
* Denali Highway in Alaska
* North Canol Highway in the Yukon
* Dalton Highway (north of Livingood)
* Eagle, Alaska (Hwy 5 north) from the junction of Hwy 9 (Top of the World Highway) and Hwy 5 west
* McCarthy Road between Chitina and McCarthy, Alaska
* Highway 500 (Trans Labrador Highway) from Goose Bay to Labrador City
* Highway 389 from Labrador City to Baie Comeau
* Highway 510 from Red Bay to Happy Valley-Goose Bay
* Highway 167 north of La Dore
* Highway 109 and Baie James Road, Quebec
* Vehicles are not permitted to enter Mexico at any time.
* Manhattan: due to restrictions on RV heights, propane gas and parking, RV with propane are not permitted in Manhattan and are not permitted to travel through any underground or underwater tunnels.
Travel Restricted Areas
* Travel to Death Valley is limited to the low season (1 October through 30 April) due to extremely high temperatures which can cause system failures.
* Travel on the Dempster Highway in the Yukon is not permitted between 15 September and 14 May due to road conditions. We are happy for our Guests to travel on this road between 15 May and 14 September.
Guests assume all responsibility for any expense or loss of time while traveling in restricted areas.
Toll Roads Florida
The southern 47 miles stretch of the Turnpike, from US1 in Florida City to the Miami-Dade/Boward County line is an all-electronic open road tolling system, The old toolbooths have been eliminated the toll-fees can't be paid in cash anymore.
There are the following options for payment to travel on the Turnpike:
1. 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.
2. 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 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 cards on-line or through new payment kiosks located at major retail stores.
Burning Man Festival 2019 Surcharge
An additional surcharge of $1500 applies for travel to the Burning Man Festival
for any pick-ups from any location for travel to the Burning Man Festival.
This surcharge is mandatory and non-refundable.
Intention to travel to Burning Man must be advised at the time of booking.
EDC Festival 2019 Surcharge
An additional surcharge of $1500 applies to any pick-ups from Las Vegas location between the dates 1-16 May 2019 and attending EDC Festival.
This surcharge is mandatory and non-refundable.
Intention to travel to EDC must be advised at the time of booking.
If you wish to make any changes to your booking the updated booking will be calculated by using either the original flex rate or the flex rate that is valid at the time of the booking change, depending on whichever rate is higher. There are no exceptions to this rule. The following situations are classifi ed as booking alterations:
- Change of date for vehicle pick-up or drop-off
- Change of location (depot) for vehicle pick-up or drop-off
- Change of vehicle category
- Name change
- Change of rate scheme including special rates.
If the rate scheme or RV category is changed, it is considered a new booking and cancellation fees may apply to the original booking.
If you decide to extend your rental duration (changing the drop-off date) by 2 nights the same flex rate is used that applied on the day when you made your original booking. If you extend by 3 nights or more, the booking change rule applies as outlined above.
NOTE - If an amendment is made to the rental dates within 14 nights of collection, no refund will be made if the length of hire is shortened (that is; the rental will be charged at the number of nights originally booked). There is no refund for late pick up or early return of vehicle. A relocation fee may apply if the collection or return location is amended within 14 nights of vehicle pick up or if notification occurs during the hire.
Booking amendment fee - in any case 50$ will be charged for any change in reservation after confirmation.
Change of Drop Off Destination
If the renter wishes to change the drop off destination after the rental has commenced, they first must obtain authorisation from the rental company's Head Office. Subject to the change being approved, a minimum additional charge of $700 will apply.
All motorhomes must be winterized when travelling in freezing conditions. This includes the water pipes, toilet, fresh water tanks, sinks, shower, water filter, water heater and all holding tanks. Winterization requires that the water be drained from the fresh water tank, water pipes, water filter, water heater and all waste tanks. Once the vehicle is winterized, no water can be put into the fresh water tank and cannot be hooked up to the city water supply. Therefore, no water is available in the motorhome. The toilet can be used only if non-toxic RV antifreeze is used to manually rinse and flush. Vehicles picking up from a branch where the temperature is 35 degrees Fahrenheit or below will be winterized. It is the renter's responsibility to have the vehicle winterized while on a trip at his/her owns expense should the weather conditions require. The renter is also financially responsible for having the vehicle re-winterized on the return trip if the vehicle was winterized at the time of pick-up.
A US$150 re-winterization fee will be charged by Apollo Motorhome Holidays if the vehicle is returned non-winterized when the temperature is 35 degrees Fahrenheit or below.
The renter will be fully responsible for any damages to the plumbing and water systems caused by freezing during their trips
If the customer wishes to extend the rental whilst on hire, they must first obtain authorisation from the company's Reservations who will advise of the additional costs. Rental extension is subject to fleet availability. The extra cost of an extended rental (calculated on the current rate of the day) must be paid by credit card over the telephone or at the pick up branch immediately on confirmation of the rental extension. Failure to obtain authorisation will result in the renter being charged double the nightly gross rental rate.
The company understand that while on holiday the RV may require small repairs or small items included in the kitchen kit may need replacement. So not to disrupt the road trip any further, if the damage was not caused by the guest, repairs up to $100 can be completed without authorization and will be reimbursed. If repairs over $100 are needed, the Apollo Assist team needs to be informed prior to repair being completed. All RVs are covered for 24hr mechanical emergency roadside assistance.
Holiday Disruption Coverage
Should the hirer's motorhome holiday be disrupted by a mechanical breakdown as defined below (which does not extend to accident or damages caused by the renter), for more than 48 working hours after reporting to Rental company, the renter will be reimbursed up to a maximum of the gross nightly rental rate for each night affected until the problem is rectified. Failure of mechanical and accessories which includes living cabin air conditioner, water pump, shower/toilet, refrigerator, stove/grill must be assessed by a branch or authorised repairer. Reimbursement is only possible when the rental company has been contacted to rectify the problem and the hirer cooperates to do so. Failure to notify the rental company acknowledges that the issues is of such a minor nature that the hirer makes no claim for loss of time in respect of their rental. Defects and repairs of Wi-Fi, travel devices, radio, TV, CD or DVD player, awning, cruise control, etc. are not considered mechanical breakdowns and are excluded from Holiday Disruption Coverage.
The following conditions results in the compromised performance of accessories and as such the rental company will not be held liable for financial compensation:
- Air conditioners in temperatures over 36 degrees Celsius (97 degrees Fahrenheit)
- Electric and Propane Gas heaters in temperatures under 4 degrees Celsius (40 degrees Fahrenheit)
- Freezing of water pumps in temperatures below 2 degrees Celsius (36 degrees Fahrenheit)
The rental company will pass on any charges the guest receives for traffic infringements, toll way or parking fines during their road trip. The company will only pass on to guests the exact amount of the fine or charge received.
Change Of Vehicle
Should the vehicle booked be unavailable through unforeseen circumstances , the rental company reserve the right to substitute an alternative vehicle without prior notification and at no extra cost. This shall not constitute a breach of contract and does not entitle the renter to a refund.
Vehicles cannot be requested by make or model, only by vehicle category.
Powered Site Bookings
Powered Sites can be difficult to manage during high season. We recommend your clients make a reservation for at least a 33ft vehicle, irrespective as to the size of the motorhome reserved, to avoid problems due to possible upgrades.
Should the renter decide to take a lesser vehicle than booked within 14 days of pick up or during the rental then they will not be entitled to any refund.
Limit of Liability
In the event of no alternative vehicle being available to the renter our liability is limited to a refund of the hire charge or in the case of mechanical failure (unless caused by the renter) the remainder of the hire period.
The rental company reserve the right to refuse any rental at our discretion.
Service dogs are permitted to travel only with prior permission from the rental company. No other animals are permitted in our vehicles.
A penalty of $500 will be imposed for pets inside the RV to cover the costs of sanitizing and cleaning.
Smoking is not allowed in our vehicles.
A penalty of $500 will be imposed for smoking inside the RV to cover the costs of sanitizing and cleaning.
We strongly recommend that renters ensure they take out the highest level of Travel Insurance.
Public Liability Insurance: Public Liability Insurance is included in the nightly rental rate. The public liability insurance that covers the registered drivers is only up to the statutory limit as stipulated by law of the State you are in at the time. This insurance amount is normally very low. For a higher insurance amount refer to the Supplemental Liability Insurance offered as a value added service.
Supplemental Liability Insurance (SLI Insurance): $10 per night
Highly Recommended !
Optional SLI provides the Clients with an increased limit of liability protection for 3rd party damage claims up to US$1 million.
This is payable upon pick up only
Property Damage: The renter is responsible up to the amount of $1,000 for the cost of damage to the rented Vehicle. The renter is also responsible for the cost of demurrage for the period the Vehicle is unavailable due to repairs. The Liability is applicable regardless of who is at fault and must be paid at the time the accident is reported to Apollo, not at the completion of the rental Period. In addition to the Liability an administration fee of $75 will be charged per claim.
Standard Liability: Apollo's rental charge includes a Standard Liability of $1,000
A Bond of $1,000 will be collected at the time of entering into the Rental Contract.
The $1,500 will be debited to the credit card account immediately.
Extended Roadside Assistance - $4 per day capped at 25 days.
This includes opening vehicle on lock out, lost key replacement up to $120, emergency towing up to 15 miles, jump start, flat tyre change using spare located in the vehicle, fuel delivery up to 5 gallons. Non-mechanical issues are not covered and guests may be required to take the RV to a repairer.
Windscreen and Tyre Protection Plus Extended Roadside Assistance - $7 per day capped at 25 days.
This includes 1 windscreen, 2 tyres, opening vehicle on lock out, lost key replacement up to $120, emergency towing up to 15 miles, jump start, flat tyre change using spare located in the vehicle, fuel delivery up to 5 gallons.
rental charge includes a Liability of $1,000
The bond will be collected at the time of entering into the Rental Contract.
The $1,000 will be debited to the credit card account immediately.
For security purposes, only a credit card can be used to provide a Bond.
The credit card holder must be present and able to sign for the Bond upon vehicle collection. The credit card holder is jointly and severally liable for any damage to the rental vehicle. The Bond is fully refundable when the vehicle is returned to the correct location on time, is full of fuel and all other terms of the Rental Contract have been complied with. If there is damage to the vehicle on its return, the Bond will be used to cover the cost of such damage up to the amount of the relevant Liability. However, if the terms of the Rental Contract are breached and the Bond is insufficient to cover the damage then any extra cost will be charged.
An additional surcharge of $1500$ applies for travel to the Burning Man Festival.
Exclusions: Full Responsibility
At all times the renter is responsible for:
Damage caused where the terms of Rental Contract have been breached.
Damage caused by negligence.
Damage caused to the Vehicle in any way by part or total water submersion or salt water.
Damage caused due to a single vehicle roll over.
Damage caused to the Vehicle by the renter's/ guest's willful conduct.
Damage caused to the Vehicle when using the Vehicle in contravention of any legislation or regulation controlling vehicular traffic.
Damage or loss caused to any personal belongings.
Damage caused by the incorrect use of snow chains.
Damage caused by snow chains.
Damage caused due to use of incorrect or contaminated fuel.
Damage to the awning, slide out, overhead or underbody of the Vehicle.
Damage caused to tyres and windscreens except where Windscreen and Tire Protection Plus Extended Roadside Assistance has been purchased and applies.
Damage caused to the plumbing and water systems of the vehicle due to freezing
Damages caused by neglecting proper operating procedures, e.g. incorrect fuel type and quality, ignoring oil or coolant levels, air pressure, etc.
Damages caused by freezing / overheating e.g. unit not winterized, or overheating
of vehicle or systems.
Are subject to change without notice.
Motorhome International is independent, not an agent for any particular car/motor-home rental company. Motorhome International arrange the rental between the client and the rental company. when you pick up the vehicle, you must sign a rental contract provided by the rental company and subject to local laws.