Outdoors RV Rentals LLC

RV Rental Terms

A: Reservation, Payments & Security Deposit Terms

  1. Reservation, Rental Payment and Deposits
  • Reservations: Need to be made at least 24 hours prior to the departure date. There is a 3-night minimum during Winter, Fall & Spring seasons. 4 nights minimum during holiday periods and a 5-7 night minimum during peak summer season. Each rental night constitutes one rental day. Seasonal dates vary annually.
  • Payments: You will be charged a 50% reservation down payment on your total estimated trip cost to reserve your vehicle or trailer. Balance of estimated total rental cost is due in full before 45 days before departure. Rental costs and down payment can be paid by MasterCard, Visa, American Express and Discover. Renter’s name must match the name on the credit card being used to pay for the rental. Renter must be present and provide credit card, picture driving identification and car insurance card at time of pick up.
  • Deposits: A refundable Security/Damage deposit will be taken 3 days prior to departure. Security/Damage deposits are a minimum of $100-$1500 and can vary based on vehicle, insurance deductibles or Outdoors RV Rentals LLC discretion. The security deposit can be paid by credit card (credit card must be in renters name). The deposit covers any damage to the rented motorhome or trailer during the rental period, regardless of fault. It also covers additional charges but not limited to fuel, additional mileage, late returns, traffic violations, etc that were not charged prior to departure. The deposit also covers costs we may incur in collecting payment from you or otherwise enforcing our rights under this contract including attorney, legal collection fees and our time ($120/hr). Security/Damage Deposit is reconciled within 7 days after return of rental unit if the unit is returned clean, fuel tanks at or above departure level, gray & black water tanks drained and NO DAMAGE. Renter is responsible for all damage done to the vehicle from the time of their departure until return and checked-in by authorized Outdoors RV Rentals employee. Refund will be on credit card used. The deposit may be held until completion of any legal or collection action.
  1. Cancellation Policy
  • 24-Hour Risk-Free Cancellation for booking cancellations made more than 30 days in advance. As part of our Customer Commitment for customers who book directly online through a reservation system. Risk-Free Cancellation means that after you’ve purchased a qualifying reservation, you have up to 24 hours after booking to cancel it for any reason and receive a full refund with no fees. I understand that I am holding a spot so reservations total amount for this rental is nonrefundable. Trip insurance is available at checkout for those qualifying events where you need to cancel your trip unexpectedly and could reimbursed you 100% of the prepaid RV rental booking cost.
  1. Contract Changes
  • If by renter’s sole choice – Renter may change their reservation without penalty from time of reservation to 90 days prior to departure without penalty as long as total cost to change does not alter the reservation total costs. Prevailing rental rates will apply to all rescheduled dates. Rescheduled rental dates must be within one year. If the renter cancels rescheduled dates, the renter will forfeit all rental payments and/or deposits.
  1. Rental Floor Plans
  • Outdoors RV Rentals LLC reserves the right to substitute a unit of equal or greater value should a reserved unit become unavailable though damage, breakdown, theft, scheduling or any circumstances beyond our control. Should a suitable substitute of equal or greater value not be available, our liability is strictly limited to the refunding of applicant’s reservation deposit. Substitutions of equal or greater value are at no additional cost to renter. Should a lesser value floor plan be the only choice (by renter’s choice or Outdoors RV Rentals LLC availability), our liability will be limited to a refund of the price difference between the unit paid for and unit offered.
  1. Reservation and signing
  • The person named on the Reservation and the Final Contract must have a valid major credit card in their name, present it and their identification plus their car insurance card and is the only person authorized to sign the rental agreement. If additional drivers have been approved and are listed on the rental contract they may drive the RV, motorhome or trailer off our lot but may not sign the contract.
  • We reserve the right to refuse any rental application or reservation.

B: Operational Terms

  1. Rental Pick Up
  • Motorhome/Campervans/ Cars/Trailers pick up and departure (check out) times are between 3pm – 4pm Monday – Saturday, based on vehicle readiness. No departures on Sunday without prior approval from authorized Outdoors RV Rentals and subject to additional Sunday fees. The following will be observed and no rentals departures will be accepted on the holidays – New Years Day, Easter Sunday, Memorial Day, July 4th, Labor Day, Thanksgiving Day, Christmas Eve and Christmas Day.
  • Please request your desired time during the reservation process. Plan for up to 15-60 minutes for your departure walkthrough. If you would like an earlier time (10am – 2pm), it may be available, but not guaranteed as your RV maybe out on rent the night before your departure day. Fee for early departure time, if approved available, is $50-$100. We will confirm all departure appointments 1 week prior to your date and add the $50-$100 Fee to your reservation if applicable and early time is available.
  • We reserve the right not to assign early departure times, even if available one week out, to make the RV available for rent for the prior days to your departure and rental period. We operated more like a hotel, not a car rental agency.
  1. Rental Return
  • Motorhome/Campervans/ Cars/Trailers return times (Check-in) are between 10am – 11am (Monday – Saturday). No returns on Sunday without prior approval from authorized Outdoors RV Rentals administrator and subject to additional Sunday fees. The following days will be observed and no rental returns will be accepted on the holidays – New Years Day, President’s Day, Easter Sunday, Memorial Day, July 4th, Labor Day, Thanksgiving Day, Christmas Eve and Christmas Day.
  • Please request your desired time during the reservation process. Plan for up to 15-30 mins for your check-in. If you would like a late time (12noon – 3pm), it may be available, but not guaranteed as your RV maybe out on rented back out that same day. Fee for a late return time, if approved and available, is $50-$100. We will confirm all return appointments 1 week prior to your date and add the $50-$100 Fee to your reservation if applicable and late time is approved and available.
  • We reserve the right not to assign late return times, even if available one week out, to make the RV available for rent for the next days after your return and rental period. Please remember that other guests maybe waiting for the vehicle. We operated more like a hotel, not a car rental agency.
  • There are absolutely no refunds for early returns. The vehicle remains the responsibility of the renter until an authorized Outdoors RV Rentals representative has checked the vehicle in.
  • The vehicle must be returned clean inside as received and the fuel level must be at or above departure level. If the RV is not returned clean and/or at fuel level below departure level, a $75 per hour cleaning fee will be charged and the fuel will be refilled at a price of $8.00 per gallon of fuel. We bill fuel at ¼ tank increments. The Renter must drop off the rental vehicle him or herself.
  • You must return the RV on the date and time specified in the rental contract. Failure to return on time will incur a $50/hr. fee starting at 12noon on return day. If not returned by 3pm, a full night will be charged. If the late return effects another guest’s departure, a fee of up to 3 times the nightly rate may be charged.
  1. Rental Delivery or Pick Up Option
  • If you selected to have Outdoors RV Rentals LLC deliver and pick-up your rental vehicle or trailer, delivery and pick up times and terms are the same at normal terms described in section B, paragraphs 1 and 2.
  • Delivery site must be free of shrubs, debris, and the delivery site must be wide enough to allow maneuverability for the driver and slide outs of the vehicle. If you are unsure if the location is suitable for the vehicle being delivered, we can provide a pre-inspection at an additional cost.
  • Delivery and pick up fees include set up and tear down of available on-site hook ups if applicable.
  1. Fuel Use
  • No warranties are made regarding fuel tank capacity or fuel mileage.
  • All gasoline or propane refueling during the trip is at Renters expense.
  • Upon return fuel (gas) must be at or above departure level.
  • Propane tank level upon return can be at any level with no additional costs. Your propane tank will be at least 1/3 upon departure.
  1. Maintenance and Breakdown Terms
  • Renter is responsible for checking the engine oil, fluids, and coolant levels at each refueling. Renter is responsible for mechanical damage due to negligence in vehicle operation or failure to provide normal on road maintenance.
  • In the event the motor home is in breakdown repair for 12 hours or more, through no fault of the customer, our responsibility to the customer is limited to refund of nightly rate or portion thereof.
  • Automotive air conditioning, forced air furnace, microwave oven, Generator, Refrigerator, House water pump, Inverters, Aux batteries (defects only), 110v A/C, water heater, toilet, and shower malfunctions are not considered breakdowns and no refund of nightly rates are available for repair to these items. However, should any of the items listed fail to operate; an allowance of $10 per day/per item up to maximum of $70 per item will be reimbursed to the renter. The allowance is limited to $300 per vehicle.
  • All other items are not covered. These include but not limited to automotive cruise control, interior lights, TVs, DVDs, any audio systems, electric bed or sofas and exterior showers.
  • Customer agrees to obtain prior authorization from Outdoors RV Rentals LLC for all repairs to the motor home, or the renter will be fully liable for all these expenses, and all damages that may result from improper repair or replacements.
  • Renter is responsible to change the engine oil and filters if specified by rental agreement in writing or traveling beyond the estimated mileage of the rental contract if the odometer of the vehicle surpasses the maintenance needed mileage sticker on the window of the RV and pointed out during the departure walk through. Renter must provide Outdoors RV Rentals LLC with the oil change receipts upon their return. Renter must call Outdoors RV Rentals LLC and notify of pending maintenance required before performing service.
  • Outdoors RV Rentals LLC is not liable for Renter’s expenses due to unforeseen breakdowns beyond Outdoors RV Rentals LLC control

C: Use and Restrictions

  1. Smoking Policy
  • There is a strict No Smoking policy in all of the vehicles. If your rental is returned with any kind of smoke odor, including campfire smoke, an automatic $500 cleaning fee (at minimum) will be taken from Security/damage deposit.
  1. Towing or using the hitch
  • Towing behind the rented Motorhome is available on certain units only. Towing is not permitted behind any trailer. All RVs will have a hitch lock attached to the hitch receptacle. Tampering of hitch lock will void this contract and Renter will be responsible for all ensuing charges including possible confiscation of RV and all applicable fees and contract charges. If towing is allowed, you must call Outdoors RV Rentals LLC to discuss your towing plans.
  • When towing, total gross tow weight must be approved by Outdoors RV Rentals LLC and subject to $49 fee to rental contract and additional $0.10/mile on total trip. Outdoors RV Rentals LLC reserves the right to refuse the ability to tow or may requests that Renter bring in their tow rig for approval and weight verification.
  • Approval to tow is solely at the discretion of authorized employee of Outdoors RV Rentals LLC.
  • If renter plans on using any hitch mounted rack with the motorhome, the renter must contact Outdoors RV Rentals LLC prior to picking up the RV to make arrangements and have the hitch lock removed. Renter must bring their hitch-mounted rack with them or hitch lock will not be removed.
  1. Restricted Use and No Travel Zones
  • The Vehicle may be equipped with global positioning satellite (“GPS”) technology or another telematics system and/or an event data recorder, and privacy is not guaranteed.
  • Travel to Canada and Mexico is strictly prohibited.
  • Traveling to Burning Man is strictly prohibited. Any person’s not disclosing Burning Man travel destination will be held liable for3 times nightly rates, $75/ft of length of motorhome for cleaning fees, and subject to additional non-disclosure fee of $2000.
  • Travel is not allowed in the summer months in the desert areas (i.e. Death Valley) or in temperatures above 105° due to overheating, which may cause tire damage, tire failure, engine failure, generator failure and other problems. If a problem occurs, you will be responsible to pay for any damage caused.
  • Any gatherings or events, which could pose a danger or damage to the motorhome or Renter.
  • Travel on Non-Public roads, unpaved or dirt roads and off-road areas are prohibited and may result if insurance coverage being voided.
  • If you are traveling to an elevation of 5,000 feet or more you may encounter troubles with the operation of the generator or propane refrigerator systems. If this occurs, we suggest you hook up to 110 volts to operate the 110-volt appliances. If the generator malfunctions due to elevation, please do not use or try to adjust the generator. No compensation will be made for generator/refrigerator malfunctions if traveling above 5,000 ft.
  • During the winter months we do not recommend that you travel to or through snow areas, use snow chains, or travel where the weather is below freezing. Tire chains can damage tires if not properly installed and the holding tanks may freeze and burst. The renter will be responsible to pay for any damages incurred.
  1. Use Violations
  • The following uses of this vehicle are prohibited and constitute a breach of the Rental Contract’s terms
  • Operation of the vehicle to transport more persons than the Vehicle has seat belts.
  • Operation of the vehicle to transport children without a federally approved child safety restraint or booster seat as required by state law.
  • Do not attempt to access the roof or use the ladder. Any evidence of use of roof or access to roof will result in full forfeiture of Security Deposit in addition to any damage incurred. This is for your safety.
  • Operation of the motorhome for use associated with any illegal or unsafe purpose or for use in transporting of any illegal substance.
  • Any drugs or firearms found in the vehicle will be removed by an appropriate Law enforcement officer.
  • Operation of the vehicle by anyone who is not an Authorized Driver, by anyone not licensed to drive, by anyone whose driving license is suspended, or by anyone whose driving license is restricted because of past traffic law violations.
  • Operation of the vehicle by Renter or anyone else under the influence of alcohol, prescription or non-prescription drugs.
  • Operation of the vehicle by anyone who obtained the vehicle, or extended the rental period by giving us false, fraudulent or misleading information.
  • Operation of the vehicle in furtherance of any illegal purpose, or under any circumstances that could be properly charged as a crime other than minor traffic violations.
  • Operation of the vehicle in any race or speed contest.
  • Operation of the vehicle to teach anyone to drive.
  • Operation of the vehicle outside the United States.
  • Operation of the vehicle when the odometer has been tampered with or disconnected.
  • Operation of the vehicle when the vehicle’s fluid levels are low, or it is otherwise reasonable to expect the Renter to know that further operation of the Vehicle would damage it.
  • Operation of the vehicle to commit a willful, wanton, reckless or negligent act with the vehicle.
  • Renter acknowledges that they forfeit their Security Deposit if any violation of Use and Restrictions (section C) is found.

D: Fees

  1. Prep, Sanitize & Starter Package Fee
  • All vehicles have a mandatory Prep, Sanitize & Starter fee. This fee includes vehicle prep and your walk through, basic sanitize upon return, and a starter pack of RV Toilet Paper & Septic Chemicals. Also included is propane use. Tanks will be at 1/3 or greater upon departure for your use. Fee varies per motorhome between $99-$169 for trailers to $75-$99 for campervans, camper cars to $140-$225 for motorhomes.
  1. Septic Fee
  • All vehicles must be having gray and black tanks completely dumped, flushed and drained before returning to Outdoors RV Rentals LLC unless previously arranged for us to do this for you. The dump fee is $150.00 if the RV is returned full and not disclosed. Prepayment of dump fee is $99.00
  1. Extra Mileage Charges
  • 100 Miles are included for every night booked and paid for at full price. For example, a 7-night rental would include 700 miles at no additional costs.
  • Additional miles are charged based on an average mileage driven per day of your trip. Extra mileage fees are calculated using tiered mileage program as outlined in the following example: If you book a 5-night trip you will get 500 miles included in your reservation or an average of 100/miles per day for 5 days. If your total estimate or actual mileage is 1200 miles for the 5-night trip you will average 240 miles per day of booking. The first 100 averaged miles per day are included, after that – averaged mileage 101-140 are billed at $0.39/mile/day, averaged mileage 141-200 are billed at $0.59/mile/day and averaged mileage 201 and greater are billed at $0.99-$1.49/mile/day depending on the vehicle rented.
  • If towing, an additional $0.10/mile for total miles driven will be added. Please consult with Outdoors RV Rentals LLC about requesting to tow and additional mileage fees.
  • Renter is required to estimate total mileage and prepay as part of rental contract any extra mileage. Upon return actual mileage will be calculated and any prepaid extra mileage will be adjusted up or down.
  • If Renter traveled less than their estimate a refund of unused mileage will be given. If renter traveled more than estimated mileage then Renter is responsible for additional extra mileage charges based on Rental Contract rates.
  1. Generator Fees
  • 3 hrs. included for every night booked and paid for at full price. $3.50 per hour thereafter.
  1. Pet Policy & Fees
  • One dog under 35lbs is allowed in most our RVs. There is a $10 pet fee/day. Only one pet is allowed per RV.
  • If your rental is returned with damage, stains, odors or excessive hair due to pets, additional cleaning charges will apply. Additional cleaning fee is $95/hr. with a one-hour minimum per occurrence if needed.
  • A $200 fee will be automatically be added if the Pet was not disclosed.
  • Any additional Pet fees may be deducted from security/damage deposit.
  1. Additional Cleaning Fees
  • You are required to return the motorhome in a clean, broom swept condition. All counters, sinks and refrigerator should be wiped down clean without residue. Renter should remove all food, trash and personal belongings. Your Prep, Clean & Starter fee provides for basic re-sanitation and then professionally disinfected by a Certified Germpro specialist upon return.
  • If the motorhome is returned and requires additional time necessary beyond normal expectations to clean, and at Outdoors RV Rentals LLC sole discretion, we may charge an additional basic cleaning fee of $75/hr. needed to return the motorhome back to same condition as renter received upon departure.
  1. Other Fees
  • Other fees may occur and be describe in other sections of the Rental Terms or Rental Contract.

E: Renter’s Responsibilities, Requirements, & Insurance

  1. Responsibility for Damage or Loss
  • Renter is responsible for all damage or loss to the vehicle whether at fault or not.
  • At Outdoors RV Rentals LLC sole discretion, Renter is also responsible for loss of use if applicable while vehicle is being repaired for damages and for Diminution of the vehicle’s value caused by damage. The diminution value charge is 2% of the stated value of the motorhome. Stated value can be sent upon request from Renter and is also available on Insurance Binder form if Renter has provided their own insurance.
  • Renter is responsible for any Vandalism of the motorhome in any form if a proper Police Report was not taken and sent to Outdoors RV Rentals LLC.
  • Renter must report all accidents and/or damage involving the vehicle to us within 6 hours of the occurrence.
  • Renter agrees to pay any damages from accidents from credit sources, payment types or deposits used in this contract, and assume all responsibility to submit accident reports and claims to the proper authorities.
  • Renter is responsible for all damage below the bumper and above the windshield, as this may not be covered by insurance.
  • Renter is responsible for all missing equipment.
  • Renter is also responsible for Loss of Use for return of motorhome by Renter past contract return date/time that results in loss of use with another guest and any other action by the Renter that causes the motorhome unavailable for use. Loss of use is charged at appropriate seasonal nightly rate.
  • Renter is responsible for all damage to Motorhomes interior or exterior not caused by incident or accident whether Renter is aware of damage or not. Damage not caused cause by vandalism, incident or accident is the sole responsibility of the Renter.
  1. Tires and Windshield
  • Renter is responsible for all damage or loss caused by tire blowouts, punctures or other road damage. Excluded are damages caused by loss, which occurs in a collision, or comprehensive loss.
  • On road tire failure is the renter’s responsibility. Renter is responsible to replace damaged tire with the same type/grade of tire.
  • For your own safety DO NOT attempt to change a tire yourself. No tire changing equipment is to be carried in the vehicle.
  • If windshield is damaged in any form, the renter needs to have it properly evaluated, if ok to drive they can proceed at their sole discretion and safety.
  • Renter is responsible for all windshield damage while the RV is in their possession. Any damage to the windshield will result in full replacement of the windshield for safety concerns of our next guests.
  • Outdoors RV Rentals LLC does not reimburse for tire replacement or windshield replacement.
  1. Administrative fees due to damages
  • Outdoors RV Rentals LLC administrative fee for any damage claims are as follows:
  • All damage claims under $100 ($0 fee),
  • All damage claims $100-$500 ($50 fee),
  • All damage claims $501-$1,500 ($150 fee),
  • All damage claims over $1500-$200 ($200 fee),
  • All damage claims over $2000-$2500 ($250 fee).
  1. Insurance for Motorhomes and trailers
  • Renter understands that Outdoors RV Rentals LLC is not an insurance company.
  • Renter is responsible to either provide an acceptable Insurance Binder to fully insure, during the rental period, the motorhome including comprehensive, collision damage and Washington State minimums for liability insurance with a deductible for no more than $1,000, or purchase insurance through Wheelbase as part of Renter’s reservation process.
  • Renter acknowledges that Wheelbase is a 3rd party and acts as a processor of the reservation and secondary insurance provided.
  • Outdoors RV Rentals LLC reserves the right to not to accept any Renter’s insurance binder it deems as unacceptable at Outdoors RV Rentals LLC sole discretion.
  • If purchasing the insurance option through the reservation system, Renter acknowledges the damage deductible of up to $1500.
  • Deductible is based on vehicle’s stated value. Outdoors RV Rentals LLC will provide the vehicles stated value and deductible and/or complete Insurance details upon request.
  • If Renter is renting a towable trailer, Renter is responsible to provide proof of insurance for their tow vehicle (truck) and proof that their coverage and liability extends to the towed trailer. Renter will also need to purchase the insurance through the reservation system in order to be covered for the trailer when or if they unhitch from their tow vehicle or truck.
  • No refunds will be given if the renter’s insurance company does not provide binder for coverage and renter wishes to cancel. If you have any questions on insurance, give us a ring as soon as possible and we will be happy to help you sort through this important and necessary part of renting.
  • Insurance purchased through the reservation process does not cover vandalism unless accompanied by a Police report.
  1. Parking/Traffic/Toll Violations
  • Renter is responsible for reporting and payment of all parking/traffic/toll violations at rental return. Please notify us of all violations.
  • Renter is authorizing Outdoors RV Rentals LLC to use credit sources, payment types or deposits used in this contract for such violation payments plus a $50/violation processing fee.
  1. Renter’s Age and Driving Requirements
  • Renter and all approved additional drivers must be of at least 25 yrs. of age and pass a basic DMV check.
  • If Renter and drivers are of international origin, they must also possess a valid Passport, country of origin driver’s license and possess during the reservation period a valid International Driver’s Permit of their country of origin driver’s license is not stated in English.

F: Acknowledgment, Indemnity and Warranty

  1. Indemnity
  • Renter agrees to indemnify us, defend us, and hold us harmless from all claims, liability, costs and attorneys’ fees incurred by us resulting from and arising out of, this rental and your use of the vehicle.
  1. Warranty
  • Outdoors RV Rentals LLC makes no warranties, express, implied, or apparent, regarding the vehicle, and no warranty that the vehicle is fit for a particular purpose.
  1. Renter’s Personal Property
  • Renter releases Outdoors RV Rentals LLC, it’s agents and employees from all claims for loss of, or damage to, your personal property or that of any other person, that we received, handed or stored, or that was left or carried in or on the vehicle or in our offices, whether or not the loss or damage was caused by our negligence or was otherwise our responsibility. Includes vehicles parked on our premises.
  1. Failure to Return
  • Renter agrees to pay all expenses we incur in locating and recovering the vehicle if Renter fails to return it or if we elect to repossess it under the terms of this contract. Including all costs, pre- and post-judgment attorney’s fees, we incur in collecting payment from you or otherwise enforcing our rights under this contract,
  • $500, plus $5 per mile for every mile between the renting location and the place where the motor home is returned or abandoned, plus any additional recovery expenses we incur.
  1. Payment Auto Draft
  • Renter understands and authorizes any payments owed to be auto-drafted from the payment method Renter has provided. This includes extra charges, damages, and insurance deductibles.
  1. Modifications
  • No part of these Rental Terms or Rental Contract can be waived or modified except in writing with authorized signatures from Outdoors RV Rentals LLC.
  • If any provision of this Rental Contract is deemed not to apply, is illegal, or is against public policy, the remainder of the Rental Contract’s provisions shall retain their full force and effect.

     7. Governing Law

  • This Lease shall be governed by the laws of the State of Washington and Pierce County govern this Contract.
  1. Entire Agreement
  • This Agreement constitutes the entire agreement between the parties regarding the rental of the RV Rental and supersedes all prior oral or written agreements or understandings regarding this subject matter. This Agreement can only be amended by a writing signed by all parties.

     9. Signature

  • Prior to e-signing this Agreement, Both Parties have thoroughly read and understand the terms and conditions set forth herein.

In Witness Whereof, Lessor has executed and delivered this Agreement on _____________________