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Rental Terms & Conditions

General Restrictions

The minimum age for rental is 25 years of age.  All drivers must present a valid drivers license prior to leaving with the RV.

Pet

Dogs are allowed for a $75 fee and a $500 pet deposit.  Renter is responsible for the cost of any damage caused by pets.  All pets must stay crated while in the RV.  Cleaning fees will apply, starting at $75 an hour.

Smoking

Smoking is NOT allowed in any RV.  If evidence of smoking is found including the smell of cigarette or wood smoke there will be a minimum charge of $750 for cleaning and deodorizing the RV.

Travel Restrictions

Mexico: Traveling into Mexico is not permitted. There is no insurance coverage in Mexico.

Death Valley: Traveling into Death Valley is not permitted between June 15th and September 15th.

Alaska: Traveling into Alaska is permitted but BWI RV Rentals must be advised at the time of the reservation.

Other: Traveling on private, gravel, or logging roads and other nonpublic roads, beaches etc. is prohibited.  BWI RV Rentals holds the customer fully responsible for any accidents or mechanical breakdowns occurring in a travel restricted area.  Insurance coverage will be void in the case of a violation.

Questions? Contact Us!

Payment Terms

Payment for the rental and all approximate charges must be paid prior to departure.  Without payment in full the RV will not be released to the customer.  If the unit is being delivered the unit must be paid in full 1 day prior to the rental date.  If payment is not received when due, BWI RV Rentals reserves the right to cancel the rental without notice.  Payment can be made in U.S. currency, credit card, personal check, or bank check.  Checks are to be made out to BWI RV Rentals.  Bank service charges are the responsibility of the paying party along with a $30 fee assessed from BWI RV Rentals for any returned checks.  Local taxes are due and payable in addition to the rental price.

Reservation Deposit

There is a $500 booking deposit for Motor Homes or $250 for Travel Trailers, to complete the reservation.  If the sum of the rental is less than $500 the deposit will equal the entire cost of the rental. This deposit is required before any reservation confirmation and will be applied toward your final bill.

Booking Changes, Cancellations and Refunds

Reservations can be changed once free of charge within 60 days before the rental, after that there will be a $50 charge for any changes.

Cancellations MUST be made in writing via email or letter.  The day of the receipt of the cancellation is the date the cancellation fee is processed.

If the rental is canceled 31 days prior to rental date there will be a full refund of the deposit.

If the rental is canceled 30 to 4 days prior to the rental date there will be no refund of the reservation deposit but you can use the deposit for a future rental.

If the rental is canceled 3 days or less of the rental departure there will be no refund on the deposits and the customer is responsible for the full amount of the total rental.  This includes no shows.  The total amount will be charged to the credit card on file.

No refund will be given in the following cases:

  • Vehicle is returned prior to contracted drop off date/time.

  • Client arrives late for pickup.  The rental starts at the contracted start time, if you are late on arriving to pick up the RV you will not receive a credit for the time.

Vehicle Pickup Time

Pickup time begins at 9 a.m. and ends at 3 p.m.

Car Storage

We do allow our customers to park their cars on our premises for the period of the rental.  Renters will be letting the car at their own risk.  BWI RV Rentals or property owners are not responsible for anything that could or may happen to your car while on the property.

Security Deposit

We do not require any security deposit. However we will need a credit card to put on file in case of any extra costs incurred on your rental.  Including mileage overages, excessive cleaning charges, or any damages up to the $1500 deductible.

Drivers License 

A valid U.S. drivers license is required for each driver at the time of pickup.  If the unit is being delivered a copy of your driver’s license must be emailed to our office 10 days prior to rental.

Mileage Fees

A maximum of 125 miles per day are included in the rental fees for all motor homes, with an extra mileage charge of 32¢ per mile, unless otherwise agreed upon.

Vehicle Substitution

If for any reason the booked RV should not be available, BWI RV Rentals reserves the right to substitute a higher value RV at no additional cost. Should a lower rated RV be substituted the liability is limited to the refund of the gross rate difference of the two vehicles.

Responsibility of Renter

The cost of propane, gasoline and oil are not included and BWI RV Rentals does not assume responsibility for estimates of consumption. All vehicles are 3/4 or fuller of gasoline and 2/3 or fuller on propane when you pick the RV up.  The customer is expected to return the RV with the tank at the same level or more.  If the RV is returned without being refilled you will be charged $5 a gallon for gas and $5 a gallon for propane for BWI RV Rentals to fill it up.

Maintenance

The customer is responsible for checking engine oil and coolant levels at each refueling as well as reporting mechanical failures immediately.  Coolant refill and authorized repairs will be reimbursed upon return of the RV and presentation of all receipts.  We will not reimburse for oil changes on motorhomes.  It is the drivers responsibility to operate the RV and exercise all caution possible.

Mechanical Breakdown/Repairs

For repairs exceeding $50 the customer must call BWI RV Rentals to obtain proper authorization.  Unauthorized repairs above $50 will not be reimbursed. Receipts must be presented to BWI RV Rentals for reimbursement.  Customers will be held responsible for mechanical damage due to negligence in operation and or maintenance.  Customers are required to cooperate fully to remedy any problem.

If repairs are made and authorized all replaced parts must be returned to BWI RV Rentals on you return.

If renters RV vacation is interrupted by an automotive mechanical breakdown for more that 12 hours after reporting the breakdown to BWI RV Rentals, the renter will be reimbursed for the greater of (1) the gross daily rate or (2) expenses for hotel rooms up to $25 per person per night and car rental up to $50 per day per motor home to a maximum of $1,000 per tour.  Receipts for all incurred expenses must be present for a refund.

Your location at the time of breakdown is not our responsibility.  Breakdowns in state parks, races, sporting events and concerts etc. are not covered by the above reimbursements and you are responsible for all repairs, towing, related expense and late charges.  We assume no liability if you are in a remote area or experience a failure on a holiday, weekend or after 5 p.m. and before 9 a.m. on weekdays.

Defects on generator, air conditioning, microwave, water heater, slide out malfunction, water pump, furnace, auxiliary batteries and dash air conditioning are partially covered and an allowance of $10 per day per item up to $70 a day with maximum $300 per tour.

Defects on CD/TV/DVD/GPS/radio, cruise control, interior lights and awnings are not covered and will receive no refund or allowance if one or more of these items is not working.

Although we will do all we can to get you back on the road as quickly as possibly we will not be liable for incidental or consequential damages due to mechanical breakdowns.  If you miss an appointment or due date because the vehicle failed BWI RV Rentals will not be responsible for things such as loss of income, time, space, travel, reservations or transportation back to rental center.

The customer is responsible for their vehicle from the time he/she takes possession of the RV until you return the vehicle to BWI RV Rentals or until we authorize you to release it to a third party.  If the customer abandons the vehicle they will be responsible for all losses as a result including but not limited to return fees, damage, and vandalism.

In Event of an Accident

The customer MUST obtain a local police report as provided by the attending police officer investigating the accident.  An accident report form will be supplied to the customer and must be fully filled out at the return of the rental or within 3 days of the accident.  A full written report including the other party name, address, phone number, insurance information and driver’s license numbers is all required damage and accident scene pictures must be taken. Insurance coverage may void if the above instructions are not followed.  If insurance is voided the customer is responsible for any and all damage.

Damage

Renter is responsible to fully walk around the unit upon departure and note any damaged spots on the vehicle both inside and out on the checkout form provided.  All damages not noted on check out form will be the responsibility of the renter.  Renter will be billed for the damage upon return of the RV. Damage amount will be deducted from security deposit.

Parking/Traffic Violations

It is the renters responsibility to report and pay all parking/traffic violations and toll road fees when vehicle is returned.  Failing to report these violations at drop off will cause an administration fee up to $100 plus fine (including late charge) to the renters credit card.

Returning the RV

Drop off times are Monday through Friday 9 a.m. to 3 p.m. and Saturdays & Sundays by appointment.  

  • Rentals must be returned at the agreed upon date and time stated on the contract.  A 2-hour grace period will be given before an additional day will be charged.  There are no refunds for early returns.

  • Rentals must be returned in the same condition as when picked up.  All holding tanks must be emptied or an additional dumping fee of $200 will be charged.

  • Motor Homes gasoline tank must be returned at the same level it was received or a $50 service fee plus $5.00 per gallon will be charged.

When returning the RV park it in a safe location, close all windows, doors and compartments and bring keys into office.  During business hours someone will go over the RV with you.  

We do allow for after hours or Sunday drop offs.  RV is to be locked up and keys placed in drop box.  RV is in customers care till we open the next business day and check the RV in.  All additional charges or credits will be put on your credit card when final bill is prepared.

Charges for late RV return or unauthorized extension of rental period are a minimum of $30 per hour or $300 per day (plus applicable rentals charges). The regular rental rate applies with proper authorization from BWI RV Rentals.  The unit must have 3/4 or fuller tank of gasoline and 2/3 or fuller of propane. We will clean the unit inside in and out.  Excessive dirt (trashed unit and lots of bugs on exterior etc.) will result in extra cleaning fees.  Customer agrees that all additional charges may be billed to the credit card on file.

Damage not covered by insurance

Negligent Damage: Customer assumes unlimited responsibility for negligent damage.  Negligent damage refers to accident caused as a result of driver negligence and includes but not limited to:

  • Accident occurring off public roads

  • Accidents that occur while parking or backing up without a spotter

  • Deliberate or willful damage caused by renter or guest

  • Interior damage caused by renter or guest

  • Failure to maintain fluid levels or follow proper operating procedures

  • Driving under the influence of alcohol, drugs or other controlled substance

  • Damage caused by freezing the vehicle water system, it is not permitted to fill water and or waste tank when temperatures are below freezing (see winterizing section)

  • Failure to use specified fuel

  • Operation by anyone under the age of 25 years of age

  • Damage and accidents caused during breach of rental contract or use of rented vehicle for illegal activity

Note: No coverage is provided for travelers and their belongings in the rented RV under insurance policy.

Liability Insurance

Liability insurance is included in the daily rate.  Public liability insurance is to cover accidents in the event that the renter is at fault. The policy protects the renter/driver to statutory limits (state mandated minimum liability coverage).  Liability coverage is applicable in the state where the accident occurred and current limits.

Winterizing

From November 15th through March 15th RVs must be used with extreme caution.  The RV can be used but if the RV water system is used it must be winterized again and there is a fee of $50.  The customer is fully responsible for the unit and any damage that may be caused by allowing the unit or systems to freeze.

Delivery & Pick up Fees

Delivery must be arranged in advance and all charges paid one day prior to delivery date.  The delivery charge includes setup on the site.  The pickup charge includes teardown.  Inside and outside cleaning, dumping the tanks, and filling up with gas and liquid propane are not included.  For motor home delivery fuel charge and mileage start when leaving BWI RV Rentals office and end upon return.  There is a $115 charge each way with in a 30 mile radius and each additional mile is charged at $2 per mile up to 100 mile radius.  Quotes are available on deliveries over 100 miles.

GPS

BWI RV rentals reserves the right to track all units using GPS tracking device.  We may at anytime shutdown the vehicle if it is being operated in a unsafe manner.  Any damage caused to the GPS tracking device will be the responsibility of the renter.

Unpaid Bills

BWI RV Rentals will hold client fully responsible for unpaid bills resulting from the rental or damages.  Renter will also be responsible for all collection or attorney fees resulting from unpaid bills.

We take pride in offering our customers the best in high-quality, affordable RV rentals.  You can contact us at (443) 649-8533 with further questions regarding any of our policies or to learn more about our fleet of campers. To experience the vacation of a lifetime make a reservation today.  We look forward to serving you!