Road Bear Terms and Condtions - Road Bear Motorhome Hire, Camper Rental in USA, RV Hire in United States

2025 / 2026 International Rates | 2026 / 2027 Flex Rates

All Rates shown in US Dollars

Primary Liability Coverage (secondary coverage included in the nightly rate)
Primary Liability Coverage provides the Guest auto liability coverage for up to the state minimum financial responsibility limits against claims made by a third party for bodily injury and/or property damage sustained as a result of an accident while Guest is operating the Rental Vehicle.

Supplemental Liability Insurance (SLI)
The optional Supplemental Liability Insurance provides the Guest auto liability coverage for amounts over the state limits and up to $500,000 against claims made by a third party for bodily injury and/or property damage.

VIP Coverage (included in the nightly rate)
VIP reduces Guest’s financial responsibility for covered physical damage (exclusions apply - please refer to the following page for details) to the Rental Vehicle to $1500.

Coverage includes but is not limited to:

"Uninsured Motorist" in case the guest is involved in an accident with a non-insured driver,
Accidental damages to the vehicle (Guest’s or 3rd party’s fault),
Vehicle theft and fire,
Vandalism.

VIP Plus Upgrade
With a standard rental with Road Bear RV, you are responsible for any and all loss or damage to the vehicle from any cause regardless of fault to a maximum of USD $1,500 per incident.

The VIP Plus Upgrade is not mandatory. VIP Plus upgrade reduces Guest’s financial responsibility for covered physical damage (exclusions apply) to the Rental Vehicle to USD $0.00 (unless otherwise specified under notes 1-5 below and under Non-Covered Incidents). Guests can either purchase VIP Plus Upgrade in advance or at the branch (sales tax applies).

VIP Plus Upgrade is not an insurance and only reduces the financial responsibility of the Guest if the rented vehicle is damaged or stolen.

The Advantages of the VIP Plus Upgrade are:

Eliminates the deductible in case of a loss to the rented vehicle, provided that the guest is not in violation of the Rental Agreement;
No need to file a claim with your personal car insurance

Please note that the VIP Plus Upgrade will not apply if:

the guest uses the vehicle in violation of the rental agreement;
the guest fails to remove the keys or lock all doors and close windows and the vehicle is stolen;
the guest fails to notify us and the police immediately after loss; and
the guest fails to pay charges under the Rental Agreement; or as allowed by the applicable state or provincial law

Non-Covered Damages:
No liability, comprehensive or collision insurance coverage is provided and the guest has full legal and financial responsibility in case of: (Please refer to our Rental Terms and Conditions for a full list of exclusions.)

Damages to the interior of the vehicle;
Personal injury, personal items and property;
Carrying more passengers than having seat belts available;
Deliberate or willful damages caused by the renter or other guests;
Damages caused to the vehicle by abuse or misuse for illegal activities;
Damages where the guest is charged by the local authorities for being careless;
Damages caused by freezing, e.g. unit not winterized, or overheating of vehicle or systems;
Driving the vehicle without a rental agreement, in breach or violation of the rental agreement;
Damages and accidents caused under the influence of alcohol, drugs or any other controlled substance;
Damages as a result of using a leveling system (if reconnected by a guest);
Damages as a result of driving with an extended awning or slide-out;
Undercarriage damage, including entry steps
Damage to the wheel rim (tire damage is included in the Peace of Mind, Gold, Platinum and Platinum Plus Package);
Damage caused to the windshield (windshield damage is included in the Peace of Mind, Gold, Platinum and Platinum Plus Package;
Damage caused from backing up the vehicle;
Damage caused by failure to maintain the vehicle (e.g. checking engine oil and coolant levels etc.)
Driving into, under, or through a height restricted structure, road, or sign which is lower than the height of the vehicle. Including, but not limited to parking structures, drive-throughs, drive-in or other covered entry ways, and any roads or structures with height restricted access is not permitted.
Damages and injuries caused by neglecting proper operating procedures, e.g. incorrect fuel type or quality, ignoring oil or coolant levels, air pressure, etc., by overloading the vehicle and/or exceeding the legal towing capacity (towing limit is with proper equipment 1,500 lbs. – enclosed trailers, boats or vehicles are not allowed);
Damages where the guest is showing 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;
Operation of the vehicle by anyone not meeting the age requirements as shown on the rate sheet and rental terms & conditions, or not listed on the rental agreement or not having a valid, original driver license;
Damages and losses due to “off-road” usage, or caused during travel in or thru restricted areas, following incorrect GPS guidance, traveling into non-authorized areas including but not limited to the country of Mexico, the inner cities of New York, Montreal and Quebec (Canada);

Please Note: In case of a claim, Road Bear RV will not act as an adjuster for any third-party insurance purchased by the Guest which is not offered by Road Bear RV (such as $0 deductible insurance, etc...).

First Night Accommodation:
We recommend guests travelling from overseas to spend their first night in the United States in a hotel.

Complimentary Transfers:
Shuttle transfers must now be added to the booking, and can be done up to 14 days (31 days from 01 April 2026) before pick up. This can be done with the Shuttle Transfer Request (see below).

Please note from the 1st April 2026 - if a guest makes a booking for pick-up within 30 days, the shuttle transfer can no longer be added to the booking.

Transfers can be scheduled from select gateway airport hotels and some public transportation points (see hotel list per branch). Many airports only allow for drop off but not pick up. For a full list of locations please click here Guests will confirm their shuttle pick-up and drop-off location in the Online Check-In (which will be possible if the shuttle product has been previously added to the booking). They will be assigned a pre-set Pick-Up and Drop-Off Time. Guests may choose to opt out of the complimentary shuttle transfer during the Online Check-In if they no longer wish to use this service.

Shuttle Transfer Lists
Denver / Las Vegas / Los Angeles / New York / Orlando / San Francisco / Seattle

Allowed are 1 suitcase and 1 carry on per person. No oversized items such as bicycles or surf boards can be transported.

Please note that you will not be able to pick up your RV the same day you arrived on an intercontinental flight or from South America.

Shuttle Transfer Request: (per person)
Included in the Nightly Rate

Shuttle transfers must now be added to the booking (per person travelling), and can be done up to 1 month before pick up by adding the “Shuttle Transfer Request” product. Please note that if a guest makes a booking for pick-up within 30 days, the shuttle transfer can no longer be added to the booking.

Guests will confirm their shuttle pick-up and drop-off location in the Online Check-In (which will be possible if the shuttle product has been previously added to the booking). They will be assigned a pre-set Pick-Up and Drop-Off Time. Guests may choose to opt out of the complimentary shuttle transfer during the Online Check-In if they no longer wish to use this service.

Motorhome Pick-Up:
To pick up their motorhome, the person who made the reservation must be present with the physical credit card that shows their name. If they plan to drive, they must also present their original driver’s license. If they are not driving, they need to provide another government- issued document to confirm their identity.

Additionally, all drivers who plan to drive the motorhome must be present at the time of pick-up with their original driver’s license. We recommend the guest present an international license at pick-up along with the original license if the license is in any language other than English.

We reserve the right to deny a Guest the motorhome if they appear to be unable to drive, such as if they are intoxicated or suspected of being under the influence of drugs.

If the main renter is not deemed fit to drive, they will not be listed on the rental agreement as a driver and will not be covered by insurance. However, the main renter remains fully responsible for the motorhome. If the main renter wants to be added as a driver, they must return to one of our branches at a later time to obtain an updated rental agreement.

Guests will select their pick-up time during online check-in.
- Standard Pick up times are Monday to Friday between 1pm and 4pm.
(Saturday - please call for an appointment).
- Early Pick-Ups and Late Drop-Offs cannot be pre-booked at time of booking their RV. These options are only available during Online Check-In, subject to availability.

Guests are advised against turning up earlier than their scheduled arrival time. The arrival times are based on the pre-booked pick up/drop off schedules and vehicle prepping and availability, therefore an early arrival is unlikely to result in an earlier than booked pick-up slot.

Online Self Check-In
We require our mutual guest to complete the online self check-in prior to the vehicle pick-up date at roadbearrv.sci.thlonline.com. Self Check-In opens 30 days prior to pick up.

Online Check-in is a simple process and takes up to 1 hour to complete. Guests who arrive at the branch without having checked in will be required to perform Check-in at the branch on a tablet device.

Motorhome Drop-Off:
RV Drop off takes around 15-30 minutes to complete, slightly longer if there has been an incident with the unit.
Guests will select their Drop-off time during Online Check-in.
- Standard Drop-off times are between 8am (9.00am from 01 October - 31 March) and 10.30am.

Our New Drop & Go Service can make the Drop-Off process more convenient for our Guest and can be added at time of booking or online check-in. Guests will be able to select their preferred drop off time during online check in. Only available time slots will show, and these are controlled by the branch and based on the operational schedule of the units.

Guests should have their belongings packed before arriving at the branch and must vacate their vehicle before the end of the hour to avoid late drop off fees of USD $50 per hour. Unauthorized extensions will be charged double the applicable nightly rental rate.

Unauthorized Late Return Charges:
If the customer returns the rental vehicle after 11 am without prior authorization from the return rental location, they will be charged $50 per hour. Unauthorized extensions will be charged double the applicable nightly rental rate.

To avoid these charges, the customer must contact Road Bear RV at least one business day before the vehicle is due for drop-off and obtain proper written authorization to extend the rental period. In this case, the regular (gross) rental rate will apply and is due at the time of extension.

Delayed Arrival due to External Circumstances:
We understand that unexpected circumstances can result in changes to travel plans, such as flight arrival times. While we will do our best to accommodate our guests in these situations, please note that changes do not entitle them to a free cancellation, modification, or pick-up/drop-off service outside of our regular business hours.

Gasoline and Propane:
Please note that the cost of gasoline and propane is not included in the rental fee, and Road Bear RV is not responsible for estimates of consumption. All vehicles are supplied with full tanks of fuel and propane, and guests are expected to return the vehicle with full tanks.

If Guest fails to do so, they will be charged for the difference at Road Bear RV’s refuelling rate.

Maintenance Responsibilities, Repairs and Reimbursement:

Maintenance Responsibilities
The Guests are responsible for checking engine oil and coolant levels each time they refuel the vehicle, as well as reporting any mechanical failures immediately. Any authorized repairs and coolant refills will be reimbursed upon the return of the vehicle, provided that all receipts are presented (see mechanical breakdown). Please note that it is the driver’s responsibility to operate the vehicle safely and exercise caution at all times.

Maintenance & Repairs
To ensure timely authorization and reimbursement for maintenance and repairs exceeding USD $100, guests must call the Road Bear RV On Road Care Support as soon as possible, and no later than 24 hours after any incident.

Non-authorized invoices over USD $100 will not be reimbursed, and receipts and replaced parts must be presented for reimbursement. USD $100 reimbursement does not apply to de-winterizing or winterizing cost.

Please note that guests are responsible for any mechanical damage due to negligence in operation and/ or maintenance.

Reimbursement
In order to be eligible for any lost-use refund during their rental period guests must contact Road Bear RV’s On Road Care Support and start a Guest Service Log with them and must have followed all instructions, selfhelp tips and/or recommendations for repairs.

Guests declining On Road Care Support instructions, recommendations or appointments for repairs will not be eligible for lost-use compensation.

All vehicle lost-use issues must be verified by a pre-authorized repair facility and/or by location staff upon return and only after issues are validated will compensation be given.

No consideration for lost-use will be given if it is determined any issues were operator error.

Handling Technical Issues and Emergencies:
While our first and foremost priority is to provide our mutual guests with an excellent and high-quality vehicle and service, unexpected technical difficulties can arise.

To ensure that our mutual guests can enjoy their motorhome experience we provide guests with a walkthrough video and guest guides with an extensive trouble shooting section in advance, an extensive vehicle walkthrough at pick-up as well as the phone number for our 24-hour / 7 day On Road Care Team which is free of charge from any landline in the USA. (1-800-367-4707 / 1-562-661-9842).

Please note: We understand that guests are often enjoying their time hiking, visiting attractions, or exploring the area, which can make it challenging for us to return phone calls or arrange call-backs. To ensure we can assist them promptly and effectively, we recommend that the guest reach out to us when they are are at or near the vehicle. This way, we can provide the best possible assistance without any inconvenience.

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

We define an inconvenience as something that requires the guest to spend additional time, find a workaround or where a non-safety-related feature is not available. Examples are purchasing ice because the refrigerator is not working, the radio is not working or the slide-out is not extending such that the interior space not increased.
We define an emergency as a situation where the motorhome can no longer be driven safely. An example is when the engine has stopped working. In this case the Vacation Interruption (VIP) Coverage applies.

Please Note: We understand it is important our mutual guests receive support when they need it. Our team has more limited availability outside regular business hours, so we request that not-urgent matters can wait until business hours to resolve. This way we can prioritize after-hours support for situations that truly can't wait.

Vacation Interuption Protection (VIP) Coverage:
Ensuring the safety of our guests is our top priority. Prior to each rental, all units undergo thorough mechanical and technical inspections. Although rare, malfunctions may occur. In such cases, we are committed to swiftly resolving any on-the-road issues.

If a Guest’s motorhome vacation is interrupted by an emergency (excluding accidents or damages caused by the Guest) and lasts for more than 12 hours after reporting it to Road Bear RV, the Guest will be reimbursed for the greater of the gross nightly 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.

Flat tires and defective non-mechanical equipment including but not limited to radio, TV, Bluetooth, USB, generator, batteries, air conditioner, refrigerator, heater, water heater, cruise control, awning, slide-out are not considered mechanical breakdowns and are excluded from VIP reimbursement.

In the event of an Accident:
To ensure that coverage is not voided, it is important to follow these instructions:

The guest must:

Obtain a local police report from the police officer who is investigating the accident.
Notify Road Bear RV as soon as possible but not later than 24 hours after the accident,
Provide the completed incident report form which can be found in the vehicle along with the registration and insurance papers, no later than at the return of the vehicle. The completed report must include 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.

If the Guest receives invoices or correspondence from third parties or third parties legal entities, this needs to be forwarded to claimsusa@thlonline.com.

Reimbursements:
Guest refund or reimbursement requests must be received in writing with all supporting documentation no later than 30 days after rental return to be eligible for compensation consideration. Accompanying vehicles are not eligible for compensation.

Road Bear RV reserves the right to take up to 30 days after receipt of any complaint to investigate and respond and claims should be emailed to: guest.services.usa@thlonline.com.

Cleaning Fee:
Guests are responsible to return the vehicle with the interior clean and holding tanks dumped (unless Drop & Go has been purchased). The vehicle’s exterior does not require cleaning by the guest (with exceptions for special events such as Burning Man, RAAM, EDC etc). Cleaning and dumping charges apply as posted at the drop-off location.

Parking / Traffic Violations:
The Guest assumes responsibility for all fines, charges, and court costs associated with road tolls, traffic and parking violations, or any other violations that occur and will be charged accordingly. A one-time administrative fee of USD $50 will be added.

For toll roads / bridge tolls, the Guest’s credit card will be charged for the toll amount, late fees, and a one-time additional administrative fee of USD $25 unless the unlimited toll product has been purchased.

A third party vendor will integrate with toll authorities to pay the tolls immediately, eliminating the need for paper invoices. This means guests will not have the option to pay online. It is becoming increasingly difficult for Guests to pay online for vehicles owned by rental companies, so it is important the guests understand the risk if they decline the unlimited tolls product.

Toll Road System in the Florida Keys: (applies to 2025 / 2026 season)
The Florida Turnpike Enterprise implemented allelectronic open road tolling for the southern 47 miles of the turnpike, from US1 in Florida City to the Miami-Dade/ Broward County line, in February 2011. As a result, the old toll booths have been eliminated, and toll fees cannot be paid in cash. There are several payment options for traveling on the Turnpike:

Guests picking up at MCO can conveniently rent a SunPass transponder at the branch. We do not accept bookings in advance for the SunPass, but the product can easily be added when the guest is picking up their vehicle.

A SunPass Transponder can be obtained by calling 1-888-865-5352 or visiting www.SunPass.com. This transponder allows traveling on toll roads by paying money into the personal SunPass account.

An alternative option is the “TOLL-BY-PLATE” program. This program captures an image of the vehicle license plate and bills the registered owner of the vehicle for the toll amount. Guests can call in to register for a “TOLLBY-PLATE” account and pay for tolls before an invoice is issued. Payments can be made by cash, credit/debit card online, or through new payment kiosks located at major retail stores.

Important Florida toll notice
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 US$100.00 or higher civil penalty, assessment of court costs, and suspension of the vehicle registration and/or suspension of the driver’s license. It is vital that the customer informs the Road Bear RV drop-off location of the fact that they traveled on the Florida Turnpike regardless of what option they choose.

In the case that an invoice for toll fees is 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).

Smoke and Pet Restrictions Cleaning Fee:
Please note that smoking and pets are not permitted in our vehicles. Any violation of this policy will result in a minimum cleaning and deodorizing fee of USD $250.

Guests are responsible for returning the vehicle with a clean interior and emptied holding tanks (unless Drop & Go has been purchased). Cleaning and dumping charges may apply and will be posted at the drop-off location. Exceptions apply for special events such as Burning Man, RAAM, EDC, etc., and guests should inquire about additional cleaning fees in these cases.

Winter:
Travel during winter months is permitted. However, freezing conditions may occur in spring and fall at higher elevations and should be anticipated and precautionary measures taken. Guests are responsible for any damage due to systems freezing due to cold weather.

As a precautionary measure at certain locations water may be replaced with anti-freeze to prevent water systems from freezing. Guests are then not allowed to use any water systems, including the toilet and shower, until they have traveled to areas with consistently above 0 degrees Celsius or 32 degrees Fahrenheit. In the event guests want to replace the anti-freeze with water, they may re-winterize or dewinterize the vehicles with the help of an expert.

Note: Winterizing or de-winterizing costs - typically up to USD $150 - are the responsibility of the Guest.

Summer:
Travel in summer months and/or in extreme temperatures can strain the motorhome systems such as roof and dash air conditioners, generator and refrigerator. We maintain our motorhome fleet to accommodate all weather conditions.

However, guests should be made aware that the performance of motorhome systems under extreme conditions cannot be guaranteed. Roof A/C units will only cool the interior up to a maximum of 20 degrees Fahrenheit cooler than the outside temperature.

Vehicle Length:
If a guest needs precise measurements for arrangements with a ferry or other service and wants to ensure that the assigned vehicle cannot be substituted with a longer one, they should contact us directly to make us aware of their requirements.

Lost Items:
Road Bear RV is not responsible for items left in the motorhome after guest’s return and reserves the right to donate or dispose of them as it sees fit. Left items cannot be mailed to guest.

Luggage Storage:
We don’t offer luggage storage at our locations. To facilitate the pick-up and drop-pff procedures, we recommend guests carry their luggage in their vehicle and soft-sided or collapsible bags are recommend for easier storage.

Guest Orientation & Languages:
We have German and English speaking staff at all locations, and some locations also offer Dutch, French, Spanish, and Portuguese. After completing the necessary paperwork, guests receive a comprehensive personal walk-through of the motorhome. Additionally, we provide helpful orientation videos in English, German, Dutch, French, Portugese and Spanish.

Child / Booster Seats:
Parents or guardians are responsible for complying with applicable laws regarding child or booster seats. Please note that Road Bear RV does not provide child or booster seats, nor can our staff provide installation instructions or assist with installation. We recommend guests bring their own child or booster seats or purchase one locally. Additionally, guests requiring shuttle service must provide their own child / booster seats.

Vehicle Return:
We kindly ask our guests to return the vehicle with the interior clean, all kitchenware clean, holding tanks emptied and propane and fuel filled (Please see Drop & Go for options). Please note that a minimum cleaning/deodorizing fee of USD $250 applies if there is any smoking or pets in the vehicle. The guest is responsible for this fee if there is any violation of the policy.

For special events such as regional festivals, Coachella, Burning Man, Stagecoach, Further Future, NASCAR, RAAM, and other events where a surcharge applies or if no mileage has been pre-paid, additional deposits may be required or charged. If there are insufficient funds, the vehicle will not be released to the guest, and the reservation will be canceled, with the prepaid funds forfeited. Please check with us for further details on these policies.

Guests who return the rental vehicle to any location other than the one booked and confirmed without prior authorization or who abandon the rental vehicle will be charged a recovery fee and penalty.

Vehicle Substitution:
If the booked vehicle is not available for any reason, Road Bear RV reserves the right to provide a higher- rated vehicle at no extra cost. If a lower-rated vehicle is provided, Road Bear RV’s liability is limited to refunding the retail rate difference between the two vehicles.

Please note that vehicle substitution does not entitle the guest to any additional compensation beyond the refund mentioned above.

Shortening of Rental Period:
If a renter shortens their hire period by more than a week - it may be treated as a cancellation of the whole booking and a re-booking. This depends on when the amendment takes place and how many days of hire are being cancelled. Please ensure you always have travel insurance in place.

Cancellation and Amendment Fees:

Reservation Amendment
At Road Bear RV we understand that sometimes things change. If this is the case, please send a written request to to@roadbearrv.com. We will confirm the changes in writing.

Any changes made to a booking will be calculated by using the higher one of the two rates, either the original Flex Rate or the Flex Rate current at the time of the booking alteration.

The following are classified as booking alterations:

- Change of Vehicle Type
- Change of Pick-Up Location
- Change in Drop-Off Location
- Change in the pick-up date, excluding booking extension
- Change in the drop-off date, excluding booking extension

In the event the Guest wishes to make the changes to the following: Vehicle Booked, Pick-Up or Drop-Off Dates, Pick-Up or Drop-Off locations, the following charges will apply:

- If amended 15+ nights prior to pick up: USD $50 plus any increase in vehicle charges
- If amended 14 nights or fewer prior to pick-up: 100% of previous rental charges will still apply and new booking charges will be calculated additionally.

Please note:
- There is no refund for late pick-up or early return of the RV
- No refunds for an amendment which reduces the number of booked nights.
- If the rate plan or RV category is changed, it is considered a new booking and cancellation fees may apply to the original booking.
- The Flex Rate of a confirmed booking will not change with requested changes to party size and/or adding prepaid items.
- Changes can be made for travel up to 12 months.
- Any credits applied to a booking will have 12 months validity from the original date of pick up. booking.

Reservation Cancellation
Please make all cancellations in writing and we will confirm them in writing as well.

Minimum Cancellation Fee: USD $200
60 calendar days or more prior to rental date: USD $200
59 to 30 calendar days prior to rental date: 30% of the nightly rental charge minus any applied discount plus one way fee if applicable.
29 to 15 calendar days prior to rental date: 60% of the nightly rental charge minus any applied discount plus one way fee if applicable.
14 to 0 calendar days prior to rental date and "No Show": 100% of the nightly rental charge minus any applied discount plus season surcharge plus preparation fee plus one way fee if applicable.

No refund will be given for delayed pick-ups / early returns, unused mileage or for "no show".