Terms and Conditions
Vanaway Terms and Conditions for Lease
1. AGREEMENT: The individual who made the recreational vehicle (RV) booking along with the signing responsible party at check in will here forth be referred to as the Renter. Renter contracts will be sent via email unless requested otherwise. Guest must provide copy of Driver License, Release of Information and signed copy of rental agreement within 7 days of booking and prior to receiving vehicle. Phone reservations may cancel without fee within 48 hrs of the booking date if unwilling to agree to the recorded dates and Terms & Conditions of contract. Failure to notify the Vanaway booking agent: Seaside Vacation Homes (SVH) of cancellation within this time period implies agreement to all policies.
2. ORIENTATION: You will receive an orientation of vehicle features and driving practice upon receiving the vehicle. It is the sole responsibility of the Renter to acknowledge orientation was thorough and that they can operate the vehicle safely.
3. Booking Agent Responsibility: Seaside Vacation Homes (SVH) assumes no responsibility on behalf of Vanaway for the rental outside of scheduling rentals, verification of Vanaway policies and collection of fee's.
4. Online Confirmation: Reservations are not fully confirmed until reviewed by a reservation agent who will contact the Renter via phone to verify online bookings meet pricing, availability check and min stay guidelines.
5. Rental Period: 2 day minimum from Seaside Oregon. Drop-off/Pickup from Portland and surrounding cites require a 4 night minimum on most dates and are subject to availability plus additional charge. Pickup time is 2pm and return time is 11am SHARP! The renter will be charged $50. per hour for a RV returned late and 2-1/2 the daily rental rate for each day the RV is late. REMEMBER Other people may be waiting for the RV. Please contact our office if you are going to be delayed.
6. Reservation Deposit: To make a reservation more than 90 days prior to arrival we require a non-refundable fee of $200, which is applied to the rent. All balances are due 90 days in advance of occupancy or immediately if the reservation is made within that time period
7. Cancelation Policy: All cancellations will result in loss of your $200 reservation fee. If a cancellation is received less than 90 days from your arrival date, it may result in forfeiture of all fees if we are unable to re-rent the RV for the same dates. However, if we can rebook the days cancelled, your fees will be returned minus the $200 reservation fee. Insurance is available at the time of booking for all Renters. Reservation Fee's are transferable to a new booking within 60 days of cancelation.
8. SECURITY DEPOSIT: $500 is required at time of departure and refundable within 5 business days of return providing the RV is clean (inside and outside), holding tanks are empty, gas and propane are full and the RV is not damaged or abused.
9. MILAGE: You will receive 125 miles per day with your reservation. Additional miles are billed at .55 per mile to 2500 miles. Above 2500 miles, we bill at .75 per mile. One way return trip mileage is added upon return.
10. GENERATOR: You will receive 3 hours per day with your reservation. $3 per additional hour
11. TANKS: Diesel and propane tanks are released full and must be returned full. If not, the renter will be charged a $25 service charge to fill the gasoline/propane tanks plus the cost of diesel/propane at $7.25 per gallon. A dumping fee of $25 will be charged if the holding tanks are not empty upon return.
12. Responsibility: The Renter acknowledges responsibility for and on behalf of all parties who are given access to the RV to the terms and conditions of rental. Failure to comply with the rules of the RV and the terms and conditions of this contract by any individual associated with the Renter will be the sole responsibility of the Renter and be considered a material breach of this contract. The Renter further agrees to be responsible and liable for the actions and safety of every person in their group or for whom visit the vehicle.
13. Indemnify and Hold Harmless: The Renter agrees to indemnify and save and hold harmless the booking agent Seaside Vacation Homes (its officers, employees, agents and equity holders) and the Owner of the RV Vanaway Inc, (its officers, employees, agents and equity holders) from any loss, liability, damage, or cost they may occur due to their presence in or upon the areas with naturally risky conditions or otherwise.
14. Payment: Balances are due in full 90 days prior to occupancy. If the Renter books within 90 days of arrival the card submitted at the time of reservation will be charged in full at the price quoted above (no processing fee is assessed). For bookings made more than 90 days prior to arrival checks are acceptable up to the due date at no additional charge. The Renter agrees to have all balances owing after the due date to be placed on the credit card used for the deposit and agrees to the additional $50 convenience fee to be assessed at that time. If balances are not paid in full at the time of booking with a credit card there will be a $50 convenience fee to make additional payments by credit card.
15. Breakdown: If breakdowns occur and repairs are needed please call the emergency number 503-739-0976 for authorization and assistance scheduling the repair. Vanaway will not be responsible for any additional costs incurred by renter if a break down occurs. Travel insurance is available to cover such occurrences may be available through Travel Guard.com.
16. Accident Notification: If involved in an accident you must notify Vanaway via the emergency number 503-739-0976 within 24 hours. A full written police accident report must be submitted to our management upon your return. Failure to comply will notification and documentation requirements will result in the forfeiture of your security deposit along with accrual of additional fees for cost of accident and administrative time to mitigate loss of asset and future rentals.
17. Verification: A release of information, proper identification, employment, credit references, and a valid drivers license must be presented when reserving a RV. ALL INFORMATION WILL BE VERIFIED.
18. Additional Fees: Renter agrees to pay any additional fees associated with repair or violation of these policies using the credit card submitted upon booking. If that method of payment is unavailable the Renter agrees to be personally responsible for payment of assessed fees by cash or check within 15 days from the departure date. If the Renter is unwilling or unable to pay assessed fees within 15 days from the departure date, they agree to be financially responsible for all additional costs of collection: legal, attorney and administrative. Administrative fees will be billed at $100/hr starting at first notice of balance past due along with a late penalty of 15% of balance accruing monthly.
19. Pets: Dog or Dogs who have a gross combined weight of less than 35lbs are allowed on the RV subject to prior approval, payment of a pet fee and the terms of the pet policy.
20. Smoking: Renters may only smoke outside the RV and are responsible for disposal of waste in proper receptacles outside of vehicle. Violators of this policy are subject to an additional minimum $500 fee.
21. Occupancy: The Maximum Occupancy of 4 persons can be present in the RV at any time. Occupancy of persons cannot exceed the number of seatbelts which is 4. Occupancy violation will be cause for immediate eviction, forfeiture of all rental fees and assessment of an additional $500 fee along with any retrieval costs for vehicle.
22. Minimum Age: The RV is to be occupied by the Renter named on the rental agreement. Only adults (28 years old and older) may reserve and must occupy the RV at all times when children are present.
23. Cleaning: Cleaning fees paid by Renters do not cover wear, damage or neglect of RV during Renter use. Renters agree to maintain a clean RV but are not expected to perform a deep clean prior to departure. Renter agrees to pay cleaning costs in excess of amount collected.
24. Operating Instructions: Complete operating instructions will be given at time of departure. It will take approximately 45 minutes to one hour. A more convenient time may be scheduled with prior approval.
25. Refusal: We reserve the right to refuse any applicant.
26. Cancellation Policy: If you need to cancel you will forfeit $200.00. If you cancel "within" the 90 days prior to your arrival date, this will result in forfeiture of all additional rental fees unless the RV is re-booked for those days.
27. Transfer: Rental Agreements are not transferable to another party without Seaside Vacation Homes administrative documentation and approval.
28. Behavior/Damage/Loss: A good neighbor policy is posted at each RV and is to be followed at all times. Do not permit any acts on the RV that violate any state law or rules of the management. Do not destroy, damage, deface, or remove any contents or permit any person to do so. Renters are liable for all theft, damages to furnishings and damages to RV during their occupancy. Renters must report any damage found at RV so that SVH can track to the correct party. Renter agrees to be responsible for any cost incurred due to behavior, damage, theft and/or loss.
29. Good Neighbor Policy: be aware of where it is ok and not ok to park/camp. Any additional fee's or fines assessed by third parties associated with the rental use will be the sole responsibility of the renter.
30. Termination: Violation of Terms & Conditions of lease is grounds for will be cause immediate eviction, forfeiture of all rental fees and assessment of additional fees.
31. Doors Locked: Doors should be kept locked when the RV is not occupied.
32. Keys: Keys must be returned in person to representative upon departure. If lost, Renter agrees to pay for locks to be re-keyed by a authorized sprinter dealer.
33. Legal: In the event Vanaway or their booking agent Seaside Vacation Homes must bring action to enforce any provision of this agreement, the Renter agrees SVH and Vanaway shall be entitled to reimbursement of all costs, fines and attorney`s fees by Renter.
34. Privacy: All credit card information is kept confidential and encrypted to prevent unauthorized charges.
35. Children: Vanaway RV's are not child proof nor are they represented as such and thus children are to be supervised by an adult at all times. Amenities such as moving furniture, knives, cleaning products and other examples known and unknown pose safety issues for children. Renter claims understanding, acceptance and responsibility for these risks upon booking.
36. Unavailability Provision: This RV may become unavailable due to circumstances outside of Vanaway's control. Examples include but are not limited to: destruction or severe damage due to weather or accident. In such event Vanaway will make alternative arrangement for Renter when possible. If SVH cannot, or if the alternative arrangements are not acceptable to Renter, a full refund of all monies paid will be issued. This will be the full extent of Seaside Vacation Homes and Vanaway's liability to the Renter in such circumstances, and SVH / Vanaway will not be responsible for any other costs connected with any such cancellation, howsoever arising. Additional Travel Insurance to cover airfare and other areas of expense may be available through www.travelguard.com.
37. Disclaimer: Seaside Vacation Homes and Vanaway assume no liability for damages, expenses or inconveniences due to loss of services out of its control.
38. Choice of Law: The laws of the state of Oregon shall govern the validity of this Agreement, the construction of its terms and the interpretation of the rights and duties hereto.
39. Arbitration: Any controversies arising out of the terms of this Agreement or its interpretation shall be settled in Portland Oregon, in accordance with the rules of the Arbitration Service of Portland, Inc., and the judgment upon award may be entered in any court having jurisdiction thereof.
40. Danger Disclosure: There are many risks and dangers inherent to driving a RV and recreation in mountainous/river/ocean/desert/urban terrain that could jeopardize both health and life, specifically including but not limited to moving vehicle accidents, perilous rock cliffs, waterfalls, and fast moving currents of water, wild caves and caverns. As with exploring nature paths or swimming in the river/ocean, driving is at your own risk. Each person who arrives on the RV does so at their own risk and accepts full liability and responsibility for that risk and whatever occurs to them while they are on the RV. Each child who arrives on the RV must have a guardian and that guardian accepts full liability and responsibility for the care and welfare of that child. The RV owners cannot be held liable or responsible for harm to you or other individuals from your carelessness, the carelessness of the individual harmed, or the carelessness of others. The RV owner or booking agent cannot be held liable or responsible for any harm or damage caused by acts of nature or God. Each person accepts full liability and responsibility for their own actions and their own possessions. By accepting this reservation, it is agreed that the Renter and all associated parties are expressly assuming the risk of any harm arising from their use of the RV or others whom they invite to occupy the RV.
41. Enforceability: The Renter expressly agrees that the foregoing agreed upon terms, release, waiver and indemnity agreement is intended to be as broad and inclusive as is permitted by law and that if any provision is held invalid, it is agreed that the balance shall, notwithstanding, continue in full legal force and effect.
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PET POLICIES - We know for many Renters dogs are like children. For this reason, dogs are allowed with prior approval, and provided pet owner agrees to the following conditions:
P1. Supervision: All dogs must be under the complete control of a responsible Renter, and must be on a hand-held leash at all times. The Renter agrees NOT to leave the dog(s) alone TO ROAM FREELY THROUGHOUT THE VEHICAL. Kennels or crates should be used to house dogs when owners are not visually supervising.
P2. General: The pet shall be a dog who is housebroken, flea free, not prone to shedding, and not prone to damaging the RV.
P3. Registration /Nightly Fee`s: The pet owner pays a one time per pet Registration Fee and a nightly rent fee for each pet of $22 night/pet.
P4. Shedding: Renter agrees to pay an extra pet cleaning fee billed at $15/hr if excessive hair is found.
P5. Damage: Renter agrees to pay the repair cost assessed by SVH/Vanaway for any damage done by a Renters pet, including but not limited to chewing furniture, staining carpet (pet urine), scratching glass, scratching doors.
P7. Behavior: We do not limit pet size or breed, however aggressive or unruly dogs are not welcome for the safety of others. If we receive one or more complaints regarding barking or aggressive pet behavior, the Renter, with their pet will be asked to return the RV with forfeiture of all rents and security deposit.
P8. Vaccinations: Renters will be responsible for and required to ensure the pet is up-to-date on rabies/all vaccinations
P10. Indemnify / Hold Harmless: The pet owner agrees to indemnify, hold harmless, and defend rental owner against all liability, judgments, expenses (including attorneys fees), or claims by third parties for any injury to any person or damage to RV of any kind whatsoever caused by their pet(s).
P11. Payment / Damage Security Deposit: The Damage Security Deposit will be reimbursed by the 5th day of the following month provided there are no additional fees assessed. Renter agrees to SVH receiving payment using credit card on file and/or deducted from the damage deposit if repairs or other fees are assessed. Renter further agreed that their liability shall not be limited to the loss of the Damage Security Deposit.