AlaskaVans Rental Agreement
Thank you for choosing AlaskaVans for your campervan rental requirements. We are very proud of our product and our reputation. We have built our business on providing the best possible experience for our customers and your safety and security are our greatest concerns. To assist in your vacation being a wonderful experience, it is important for you to carefully read and understand the Rental Agreement.
DRIVING RESTRICTIONS:
AlaskaVans are equipped with GPS tracking. Failure to adhere to the following conditions will result in the forfeiture of the $1000.00 Security Deposit preauthorized on the credit card provided at the time of booking.
AlaskaVans can only be driven on sealed/bitumen made roads or well maintained access roads less than 1 mile long to recognized campgrounds.
AlaskaVans shall not be driven outside the State of Alaska.
AlaskaVans Cannot be driven into Canada.
AlaskaVans Cannot be driven on the Denali Highway between Cantwell and Paxson
AlaskaVans Cannot be driven on the Stampede Trail
AlaskaVans Cannot be driven on the Road to McCarthy, Alaska (Chitina to McCarthy)
AlaskaVans Cannot be driven on the Road to Nebesna, Alaska
AlaskaVans Cannot be driven on the Klutina Road/trail.
AlaskaVans Cannot be driven on the Steese Hwy
AlaskaVans Cannot be driven on the Elliot Hwy
AlaskaVans Cannot be driven on the Dalton Highway/Haul Road to the North Slope
AlaskaVans Cannot be driven in Remote Areas during the months of May to September inclusive. At all other times You may do so as long as written permission is obtained from AlaskaVans prior to travel.
If the Vehicle is driven in a Remote Area (with or without AlaskaVans’ permission), You will be responsible to pay any salvage, towing, impound or recovery costs to transport the Vehicle to the nearest AlaskaVans branch. No replacement vehicle will be provided under any circumstances.
AlaskaVans reserves the right at its sole and absolute discretion to restrict vehicle movements in certain areas in addition to Remote Areas, for any reason whatsoever, including but not limited to adverse road or weather conditions.
Rental Indemnity and Warranties
This is a contract for rental of the Vehicle. This Agreement shall be read and construed in its entirety and shall constitute the entire agreement between AlaskaVans and You and shall supersede all other provisions, terms, warranties or conditions contained in any other agreement, brochure, advertising material or representation. This Agreement shall be governed in accordance with the laws of Alaska in the United States of America. Any actions, claims, demands or suits arising out of or in respect of this Agreement must be brought in the courts in Anchorage, Alaska. You agree to indemnify, defend and hold harmless AlaskaVans. Its officers, directors, members, stockholders, managers, employees and agents from and against any all claims, losses, damages or expenses of any kind or nature (including, without limitation, reasonable attorneys’ fees) arising from or relating to: (i) any breach of this Agreement by You, or (ii) Your negligence or willful misconduct. At all times during the rental of the Vehicle, You must comply with all applicable laws, rules, regulations, ordinances, codes and the like, including, without limitation, any park or campground rules. We make no warranties, express, implied or apparent, regarding the Vehicle, no warranty of merchantability and no warranty that the Vehicle is fit for a particular purpose. IN NO EVENT SHALL AlaskaVans, ITS OFFICERS, DIRECTORS, SHAREHOLDERS, MEMBERS, MANAGERS, EMPLOYEES, OR AGENTS BE LIABLE FOR CONSEQUENTIAL, SPECIAL, INDIRECT OR INCIDENTAL DAMAGES, INCLUDING, WITHOUT LIMITATION, LOST PROFITS, EVEN IF YOU ARE TOLD THAT THOSE DAMAGES MAY OCCUR
Vehicle Condition and Return
You acknowledge the Vehicle was delivered to You by AlaskaVans in good operating condition and with the seal of the odometer unbroken. You agree to return the Vehicle in the same condition (except ordinary wear and tear) to the location and on the date and time specified in Rental Vehicle Agreement (the "Due-In Location") and on the date and time specified in Rental Vehicle Agreement (the "Due-In Time") or earlier as demanded by AlaskaVans. You acknowledge that the Vehicle is sole property for AlaskaVans. You acknowledge that the only existing damage to the Vehicle at the commencement of this Agreement is noted during the initial inspection at time of pick up. You are responsible for all damage that is not noted at initial inspection. We may repossess the Vehicle at your expense without notice to you, if the Vehicle is abandoned or used in violation of law or this Agreement and we, our employees or agents may enter on any property where the Vehicle is situated. You will indemnify AlaskaVans, its employees and agents from claims by any person resulting from such entry and retaking of the Vehicle. If seal of the odometer is broken or otherwise tampered with, You will be responsible for an extra charge based on 300 miles per night at $1 per mile, plus the costs of repairing or replacing the odometer. Additionally, the person/s responsible will be reported to the police. If You fail to return the Vehicle to the location specified in Rental Vehicle Agreement ("Due-In Location"). You will be responsible for all costs associated with transporting or towing the Vehicle to the "Due-In Location" unless otherwise agreed by AlaskaVans in writing. If the Vehicle is returned after closing hours, you remain responsible for the loss of it and all damage to it until we inspect it upon our next opening for business and Charges will continue to accrue. To extend the rental period, You must have received our approval before the dates specified in Rental Vehicle Agreement (the "Due-In Date"). Rental extension is subject to availability. The extra cost of an extended rental must be paid by credit card over the telephone immediately on confirmation of the rental extension. The additional nights will be at the Gross Rental Rate available at the time of the extension. Failure to obtain authorization will result in You being charged double the nightly gross rental rate.
Vehicle Maintenance Every 300 Miles
The oil, fluids and coolant levels must be checked by You every 300 miles. You must add coolant to the cooling system and an appropriate SAE rated oil for gasoline or diesel powered vehicles (as applicable) to the engine if the indicator level is below minimum. You agree to maintain the Vehicle in these conditions and acknowledge that any mechanical damage occasioned as a result of Your failure to maintain the Vehicle described by this clause will be paid by You. Maintaining the appropriate oil fluid and coolant levels is not considered a repair and will be subject to reimbursement.
Mechanical Breakdowns
Any mechanical problems associated with the Vehicle must be reported to AlaskaVans as soon as possible in order to give AlaskaVans the opportunity to rectify the problem during the rental period. Equipment failure must also be reported to AlaskaVans. If AlaskaVans is either not contacted or You do not allow AlaskaVans the opportunity to rectify the problem during the rental period, You agree that the problem is of such a minor nature that You make no claim for loss of time in respect of the rental period. You also agree that AlaskaVans is not responsible for any claims made by You after the return of the Vehicle.
Note: You agree to be charged a fee where it is established that Roadside Assistance could have been avoided in cases such as keys being locked in the vehicle, depleted batteries caused by lights having been left on and other such similar occurrences.
Repairs
Any individual repair up to $100 needs no authorization from AlaskaVans and all that is necessary for full reimbursement to You from AlaskaVans is a proper receipt for the amount of the repairs. If any individual repair is more than $100 then You must notify AlaskaVans and obtain AlaskaVans’ consent before the repairs are carried out. Any repair work for which You take the Vehicle must be performed by an authorized provider in accordance with the manufacturer's warranty. If the Vehicle cannot be driven as a result of a breakdown, AlaskaVans will only reimburse You for the time that the Vehicle was not available for use. Subject to availability, AlaskaVans will provide a replacement vehicle. However, cost you incur in traveling to an AlaskaVans location is Your responsibility. The failure of accessories such as air-conditioners, awnings, stove and grill, camping kit items, coolers, radio/CD players, auxiliary heater, power inverters, are not considered a breakdown and no amount will be paid by AlaskaVans to You. AlaskaVans is not responsible for any accommodation charges, meals, change of itinerary or out of pocket expenses resulting from a breakdown of the Vehicle or as a result of any accident. You will not hold AlaskaVans responsible for any insect infestation such as and not limited to ants, flies, bedbugs, and mosquitoes. You acknowledge that it can be difficult to carry out repairs during weekends and holiday periods and/or remotes areas due to limited opening times and/or spare parts.
Tires/Windshields
You are responsible for replacing damaged windshields.
Authorization must be obtained before tires or windshields can be replaced. You are responsible for replacing damaged tires (for example but not limited to, blowouts, punctures, sidewall damage, tire staking, etc.) unless caused by normal wear. Maintain pressures as per the Vehicle instruction manual. Only purchase new steel radial tires of the same size and ply rating as is on the Vehicle. If you purchase tires of a different size or ply AlaskaVans will give no refund.
Unauthorized and Prohibited Uses
The following uses of the Vehicle are prohibited and constitute breaches of this Agreement.
The Vehicle shall not be used by the following persons;
By anyone who is not an Authorized Driver.
By anyone who does not have a valid license for that class of Vehicle.
By anyone under the influence of drugs or alcohol in violation of law.
By anyone who has provided a false or fraudulent information to us and we would not have rented the Vehicle to You had we received true information.
By anyone whose driver’s license has been suspended 2 years immediately preceding the date of this Agreement.
By anyone who has held driver’s license for less than two years.
By anyone under 25 years of age.
By anyone who uses the Vehicle for any illegal purpose.
AlaskaVans must not be used:
Outside the State of Alaska or for any commercial purpose, including carrying persons for hire, or to carry any inflammable, explosive or corrosive materials, or to transport property for hire.
To push or tow anything without AlaskaVans prior written consent.
To carry a greater load (including, without limitation, all occupants, fluids and gear); more persons; or to use the Vehicle for a purpose for which the Vehicle is designed and manufactured.
In connection with speed test or contest, or driver training activity.
In a dangerous or negligent manner.
Under circumstances that could be properly charged as a crime other than a minor traffic violation.
To transport an animal (except service animals), unless authorized by AlaskaVans.
In or through a structure, a bridge, car park, drive-through, an underpass or other object
where there is insufficient clearance (width or height).
Charges
We accept American Express, Visa, MasterCard, Visa Debit, and MasterCard Debit. We reserve the right to discontinue acceptance of any type of credit card at any time. You permit us to charge or take reserve against your credit card 100% of the entire rental charge as a reservation deposit ("Deposit") at the time of the rental. A Security Deposit will be authorized to the amount of $1000.00. We may use the Security Deposit to pay all additional amounts owed to us under this Agreement. You will pay us at or before the conclusion of this rental or on demand all Charges, including: but not limited to (a) time and mileage for the period you keep the Vehicle, or a mileage charge based on our experience if the odometer is tampered with: (b) optional products and services you purchased; (c) fuel, if you return the Vehicle with less fuel than when rented; (d) applicable taxes; (e) towing, storage charges, forfeitures, court costs, penalties and all other costs we incur resulting from your use of the Vehicle during this rental; (f) all costs, including pre- and post -judgment attorney fees, we incur collecting payment from you or otherwise enforcing or defending our rights under this Agreement; (g) a 2% per month late payment fee, or the maximum amount allowed by law, on all amounts paid after payment is due; (h) $50, plus $5/mile for every mile between the renting location and the place where the Vehicle is returned, repossessed or abandoned, plus any additional recovery expenses we incur; (i) one-way rental fee up to $700 if you do not return the Vehicle to the location where you picked it up; (j) a late return fee equal to 2 times the standard rental charge (minimum charge of $300 per night) if you do not return the Vehicle by the Due-In Date; (k) a reasonable fee not to exceed $500 to clean the Vehicle if returned substantially less clean than when rented; (l) a reasonable fee not to exceed $300 per tank when the grey or black water tanks of the Vehicle are returned not empty; (m) a reasonable fee not to exceed $1500 for damage to the Vehicle awning; and (n) all applicable taxes, surcharges, fees and other charges required under applicable law. All amounts are subject to final audit. If errors in computation of the charges are discovered after the close of this transaction, you authorize us to correct the charges with your payment card issuer. All amounts are in U.S. dollars, and you acknowledge that there may be variations in the amount debited to your payment card due to exchange rate fluctuations.
Cancellations and Rebooking
We understand that plans can change or unexpected emergencies happen. If you need to cancel, a 50% refund will be applied up to 14 days before pick up. No refunds within 14 days before pick up. A rebooking fee of $25.00 will be applied for travel within a one year period of your originally booked dates if we are notified more than 14 days before your trip. Later notice will result in a rescheduling fee of 15% (1-6 days notice) or 20% (same day notice) of your original booking amount. No other adjustments will be allowed and additional fees for more nights or increase in seasonal nightly rates will apply. This is a strict policy and no exceptions will be made. This is current as of February 1, 2021.
Change of Vehicle
Should the vehicle booked be unavailable through unforeseen circumstances, AlaskaVans reserves the right to substitute an alternative vehicle without prior notification and at no extra cost. This change of vehicle shall not constitute a breach of contract and does not entitle You to a refund.
Voluntary Downgrade
Should You decide to take a lower grade model than booked You will not be entitled to a refund.
Child Restraints
You acknowledge and agree that AlaskaVans gives no warranty as to the appropriateness, correctness or adequacy of any child restraints fitted in the vehicle and that you accept entire responsibility as to the fitting and suitability of any such restraints fitted. YOU AGREE TO COMPLY WITH APPLICABLE CHILD RESTRAINTS LAWS.
Accidents
If injured or harmed, call 9-1-1.
In the event of an accident You must:
Record the Time/Date/Location
Record the other parties' full names, addresses, vehicle registrations, vehicle makes and models, as well as any property damage in circumstances where the accident did not involve another motor vehicle.
Record the name of their insurance company
Not admit liability
Notify the nearest police station within 24 hours of the accident.
Write a thorough description of the incident
Notify AlaskaVans within 24 hours of the accident..
Obtain a copy of the police report and provide a copy to AlaskaVans as soon as reasonably practicable, but in any event within five (5) days.
In the event of an accident:
Availability of a replacement vehicle is not guaranteed; provision is subject to availability, Your location, accident liability and remaining hire duration. Additional charges may be incurred.
If replacement vehicle is required as a result of an accident, You are responsible for making Your own way to the nearest AlaskaVans Branch or pick-up location at Your own cost.
AlaskaVans may offer you the option of paying a "Replacement Vehicle Relocation Fee" to send a driver to deliver the replacement vehicle to Your location.
You will pay any costs relating to delivery of a replacement vehicle as a result of any vehicle accident. This charge irrespective of any liability reduction option take.
General Provisions
Within 24 hours of an accident or loss involving the Vehicle You must notify AlaskaVans.
Immediately upon receipt, You must provide AlaskaVans with every summons, complaint or paper in relation to any accident or loss involving the Vehicle. Compliance with this sub-paragraph does not excuse You from reporting any accident or loss of the Vehicle to police. You irrevocably release and hold harmless AlaskaVans, its employees and agents, from all claims for loss or damage to your personal property, or that of any other persons’ property left in the Vehicle, or which is received, handled or stored by AlaskaVans at any time before, during or after the rental period, whether due to AlaskaVans’ negligence or otherwise.
You or passengers in the Vehicle shall not be deemed to be the agent, servant or employee of AlaskaVans in any manner for any purpose whatsoever. No right of AlaskaVans under this Agreement can be waived except by writing of an authorized officer of AlaskaVans.
You agree not to part with possession, dispose of, encumber or assign any right or interest in the Vehicle and not create any lien or security interest on the Vehicle. You acknowledge that AlaskaVans has not in any way represented itself to You as an Entity carrying on the business of insurance. You acknowledge that AlaskaVans requires information that appears on Your driver's license as well as telephone contact numbers and email addresses to complete this Agreement. You, also acknowledge that AlaskaVans will take reasonable care to protect this information, however in the event of its misuse You will not hold AlaskaVans or its servants liable for any resulting loss or losses. All information provided to AlaskaVans by You shall be true, correct and complete in all respects. You must present Your driver’s license to AlaskaVans in person when picking up the Vehicle.
Pick-ups and Returns
The Vehicle must be picked-up and returned at the Nominated Time and at the
Nominated Location. If You wish to change the Nominated Drop Off Location or the Nominated Drop-off Date after the rental has commenced, You first must obtain permission from AlaskaVans. Subject to the change of drop off location being approved, an additional minimum charge of $700 will apply. If the Vehicle is returned at a different location without permission, the cost of transferring the Vehicle to the Nominated Location will be charged to you, plus a minimum fee of $700. You will be responsible for the rental of the Vehicle until the Vehicle is recovered and transferred to the Nominated Location. You will also be responsible for any loss of use (‘demurrage’) in respect of the Vehicle. If You return the Vehicle on the Due-In Date later than the Due-In Time on Rental Agreement without permission, You will be charged a late return fee of $300. Early return of the Vehicle does not entitle You to a refund. AlaskaVans recommends that You take out Your own Personal Travel Insurance.
Natural Disasters and Weather Conditions
AlaskaVans does not accept any responsibility for road closures caused by snow, mud, volcanic eruptions, earthquakes, flash floods and other acts of Mother Nature. While every effort is made to accommodate delays and non-vehicle returns to contractual locations any costs over and above the minimum $700 fee, such as Relocation and Re-scheduling fees will be passed on to You. AlaskaVans again strongly recommends that You take out Your own Travel Insurance.
Mileage Allowance
The “Mileage Allowance Per Day” is 200 miles. “Charge Per Excess Mile Fee” is $1.00 per mile. The applicable Excess Mileage Fee is payable by You to AlaskaVans.
Insurance
Renters are required to purchase the basic insurance package. Renter will be allowed to upgrade, but rental will not be approved without the basic insurance package. link to insurance overview
PETS and SMOKING
Smoking and pets are not permitted at any time within the vehicles. Fish are not permitted in the food cooler. A separate fish cooler is available to rent.
Failure to comply with this requirement will result in loss of Security Deposit plus cost of cleanup.
TOWING
The Vehicle is not allowed to tow any other vehicle or trailer.
ROOFTOP HAULING
You are not allowed to place, store or attach any items to the roof or roof rack.
“Agreement” means all terms and conditions found in this form, any addenda and any additional materials you sign or we provide at the time of rental.
"You" or "your" means the person identified as the renter in this Agreement, any person signing this Agreement, any Authorized Driver and any person or organization to whom charges are billed by us at its or the renter's direction. All persons referred to as "you" or "your" are jointly and severally bound by this Agreement.
"We", "our" or "us" means AlaskaVans LLC."Authorized Driver" means (a) the renter; (b) the renter’s spouse, (c) the renter’s employer, employee or co-worker if engaged in business activity with the renter while using the Vehicle, (d) and any additional driver listed by us on this Agreement. Only Authorized Drivers are permitted to drive the Vehicle. Each Authorized Driver must be at least age 26 and possess a valid driver’s license.
“Vehicle" means the recreational vehicle, campervan, truck camper or other motorized vehicle identified in this Agreement and any vehicle we substitute for it, and all its tires, tools, accessories, equipment, appliances, keys and vehicle documents.
The Vehicle maybe equipped with global positioning satellite system (GPS), which may use cellular telephone or radio signals to transmit data, and therefore your privacy cannot be guaranteed.
"Loss of Use" means the loss of our ability to use the Vehicle for our purposes due to Vehicle damage or loss during this rental, including, without limitation, use for rent, display for rent and sale, opportunity to upgrade or sell, or transportation of employees. Damages for Loss of Use are often difficult to determine with precision. Therefore, you and we agree that Loss of Use will be calculated by multiplying the number of days from the date the Vehicle is damaged until it is replaced or repaired multiplied by the daily rental rate, which you and we agree represents a reasonable estimate of actual damages and not a penalty. Loss of Use shall be payable regardless of whether we had other vehicles in our fleet to rent, or the Vehicle would have been used but for the damage
“Diminished Value” means the difference between the value of the Vehicle just prior to damage or loss and the value of the Vehicle after repair or replacement as calculated by a third-party estimate obtained by us or on our behalf.
“Vehicle License Cost Recovery Fee” means our estimate of the average per day per vehicle portion of our total annual vehicle licensing, titling, and registration costs that we are permitted to recover under applicable law.
“Remote Areas” means geographic areas that are unsafe to travel without taking some important precautions such as determining road and weather conditions. Remote Areas include, without limitation, the road to McCarthy, Nebesna Road, Denali Highway or any area described on a map as unimproved or dirt. Vehicles may not be driven in Remote Areas without the prior written consent from AlaskaVans LLC, which consent may be withheld in AlaskaVans’ sole discretion. "Gross Rental Rate" means the net rate including the applicable commission.Thank you for choosing AlaskaVans for your campervan rental requirements. We are very proud of our product and our reputation. We have built our business on providing the best possible experience for our customers and your safety and security are our greatest concerns. To assist in your vacation being a wonderful experience, it is important for you to carefully read and understand the Rental Agreement.
