Terms and Conditions
1. Reservations
Reservations must be booked and secured with payment at least 48 hours prior to departure.
All Reservations require a 3-night minimum, unless otherwise agreed.
Each night booked reserves a 24-hour period of use. See below for details in Departure and Returns.
Vander reserves the right to refuse any reservation request or cancel any reservation prior to departure at our discretion. Any reservation cancelled by Vander will receive a full refund. In making a reservation, Renter is reserving a “model” or “class” of Vehicle, not a specific Vehicle.
Renter shall have auto liability, collision, under-insured and uninsured policies, and comprehensive insurance covering Renter, other occupants of the Vehicle, and the Vehicle, in the minimum amount required by applicable state law. Renter agrees that Vander’s own insurance policy shall be secondary to any and all insurance policies of Renter unless otherwise prohibited by law. The benefits afforded under Renter’s insurance policy shall be primary.
Roadside assistance coverage is MANDATORY for the duration of the Reservation. The Renter can either purchase roadside assistance coverage through Vander, or provide documentation of equivalent roadside assistance coverage (AAA membership, insurance policy, credit card benefit) within 48 hours of booking.
2. Payments
Reservation Deposit. A Renter’s Reservation Deposit secures the rental dates for bookings completed more than 48 hours before departure. The Remaining Balance is paid 48 hours prior to departure. The Reservation Deposit will either be 25 percent (25%) of the total Reservation fee, or $250, whichever is more.
Payment Methods. Vander accepts credit card payment from MasterCard, Visa, American Express, and Discover.
Payment Verification. The Renter’s name must match the name on the method of payment. The Renter must be prepared to present the payment credit card and photo driver’s license for verification at the time of departure.
Chargebacks. By submitting payment for a Reservation, the Renter agrees that all charges are valid and authorized under the terms of this Agreement. In the event of a chargeback or disputed transaction, the Renter agrees to first attempt to resolve the dispute directly with Vander before initiating a chargeback with their credit card issuer. Unauthorized or fraudulent chargebacks will be contested by Vander, and any fees or costs incurred in disputing such claims will be the responsibility of the Renter. Additionally, if a chargeback is initiated and found to be unwarranted, Vander reserves the right to recover the disputed amount through any legal means, including but not limited to, collection agencies or legal proceedings. Future Rentals may be denied to any Renter who initiates a chargeback without attempting prior resolution with Vander.
3. Security Deposit
A refundable Security Deposit of $1,000 will be authorized (not charged) to the form of payment two days before the departure date. The amount of the Security Deposit authorization may vary based on insurance terms and the discretion of Vander.
The Security Deposit will be used to cover any of the following expenses:
○ Damage to the Vehicle or included equipment during the Reservation, regardless of fault
○ Insurance deductible for customers that booked directly with Vander (note: Outdoorsy clients are responsible for deductible payments)
The Security Deposit may be used to cover any of the following expenses, in the event that the amount cannot be charged to the method of payment on file:
○ Additional mileage (see Additional Mileage below)
○ Tolls, traffic violations and parking tickets (see Tolls and Tickets below)
○ Fuel and convenience surcharge, if the Vehicle is returned with less fuel than at departure (see Fuel Policy below)
○ Supplemental cleaning fee, at the discretion of Vander's representative
○ Losses associated with Renter’s violation of the Use Restrictions (below)
The Security Deposit authorization will be reconciled and released seven days after return to Vander. If any charges are necessary, they will be processed against the pre-authorized amount.
The Renter is responsible for any damage to the Vehicle from the time of departure until the Vehicle has been checked back in by a Vander representative. Interior and exterior pictures taken by Vander representatives at the time of departure and return will be used as the basis for determining damage during the Reservation. Renters are responsible for taking their own photo and video during check-in and checkout; however, Vander pictures take precedence as the documentation of record.
By accepting the rental, Renter affirms that it has fully inspected the Vehicle and acknowledges that the Vehicle was in good condition as of the beginning of the rental.
4. Cancellation/Refund Policy
The renter may cancel the reservation with a full refund within 48 hours of submitting the Reservation Deposit, if the departure date is more than 48 hours away.
If Renter cancels a reservation more than 48 hours after making a reservation and more than 48 hours before the departure date, the Renter will forfeit the Reservation Deposit. The Remaining Balance will not be charged, and unused insurance and roadside assistance coverages will be refunded in full.
If Renter cancels a reservation less than 48 hours before the departure date (regardless of when booked), the Renter will forfeit the entire Reservation amount. Unused insurance and roadside assistance coverages will be refunded.
No refunds will be issued for changes made on or after the date of departure.
No refunds will be issued for late pickups, early returns, no-shows, or weather.
Any reservation cancelled by Vander will receive a full refund to the method of payment.
When circumstances require a change to the Reservation, the cancellation policies above apply. Vander may attempt to accommodate requested changes, however, availability is not guaranteed, and any modifications are subject to approval and may incur additional fees.
5. Driver Eligibility and Verification
The Renter and any additional drivers must be at least 25 years of age and possess a valid (and not suspended or otherwise restricted) driver’s license issued by their state or country of residence. The license must remain valid for the entire Reservation.
If a driver’s license is in a language other than English, an International Driver’s Permit (IDP) is required in addition to the original license.
International drivers must provide an electronic copy of the biographical page of their passport prior to departure.
The name on the driver’s license must match the name on the payment method used for the reservation.
Only drivers provided to, and approved by, Vander in accordance with this Agreement may operate the Vehicle. Unauthorized drivers are strictly prohibited.
Vander reserves the right to verify the driving history of the Renter and any additional drivers. A history of major traffic violations, including but not limited to reckless driving, DUI, or excessive speeding, may result in denial of the rental.
The Renter must present their valid driver’s license and payment card at the time of Departure Handover for verification.
Vander reserves the right to deny a driver or cancel a Reservation if the driver fails to meet the eligibility requirements.
6. Departure
The Departure Handover, including checkout, orientation, and inspection times, will be between 2 p.m. and 6 p.m. on the Reservation start date as specified on the departure sheet, based on appointment availability.
Vander conducts Departure Handovers at 5801 North Kings Highway, Alexandria, Virginia 22303 in the vicinity of the Huntington South Metro Kiss and Ride parking lot.
Renter will select the desired departure time during the Reservation checkout process. The time is subject to availability and will be confirmed or scheduled by a Vander representative after the Reservation is secure.
The Departure Handover generally takes between 30-45 minutes. Please remember to factor this time into travel planning.
Requests for early or late departure are subject to availability and Vander’s discretion, and will incur a half-day charge.
7. Return
Return Handoffs are between 2 p.m. – 6 p.m. daily, subject to schedule availability, at the same location as departure. A Vander representative will check-in the Vehicle with an initial walk-around inspection, insurance pictures, recording of mileage and fuel levels, and a visual check of components and equipment. Plan approximately 10 minutes for Return Handoff.
Select the desired return time during the Reservation checkout process, a Vander representative will confirm, or coordinate an alternate time, after the Reservation is secure.
The Vehicle should be returned in the same condition that it departed: swept clean, fuel tank filled, refrigerator empty, dishes hand washed, all included equipment present, and personal items and trash removed. The assessment of cleaning fees is solely at the discretion of Vander.
Vander will not issue refunds for early returns.
The Renter is responsible for all personal property that was left or carried in the Vehicle. Left items can be returned by post or delivery at the Renter’s request and expense.
8. Responsibility for Damage or Loss
Renter is responsible for all damage, theft, or loss related to the Vehicle (interior and exterior) and any included equipment during the Reservation. Such damages include the cost of repair, replacement value of the equipment on the date of loss if not repairable (or repaired by Vander), and related administrative expenses incurred processing any insurance claims, whether or not Renter is at fault or negligent.
Renter must report all accidents or damage involving the Vehicle to Vander within 6 hours of the occurrence.
In the event of an accident, the Renter must secure a copy of the police report and the insurance information of any other involved parties.
In the event of vandalism to the Vehicle, the Renter must secure a complete police report and notify Vander within 6 hours of discovery.
Renter agrees to pay accident damages with the method of payment on file or the Security Deposit, and assumes responsibility to submit accident reports and claims to the proper authorities in a timely manner.
9. Maintenance and Repairs
Renter is responsible for damage due to failure to provide routine preventive service. For example, the Renter is responsible for checking tire pressure daily, maintaining a clean windshield and windows, and operating the Vehicle in a safe manner for the duration of the rental.
In the event the Vehicle requires repair that extends beyond 12 hours through no fault of the Renter, Vander will refund the applicable portion of the nightly rate.
The Renter will immediately notify Vander in the event of a mechanical breakdown or damage, to include the illumination of the check engine light (CEL).
The Renter will obtain prior authorization from Vander before having any maintenance (emergency or scheduled) or repair performed on the Vehicle. The Renter will be responsible for all expenses and damages that result from unauthorized repairs.
Many compact campervans are not equipped with climate control (air conditioning or furnace) in the living/sleeping area. These are design choices, not a defect in the Vehicle, and therefore are not cause for a refund.
Vander is not liable for Renter expenses due to unforeseen events, including breakdowns, beyond our control.
In the event of an accident or act of vandalism, the Renter is responsible to obtain a police report and collect the other party’s insurance information. Upon return, Vander LLC will estimate the damage, if any, and expedite the cleaning and/or repair.
Any modifications or unauthorized repairs to the Vehicle may result in forfeiture of the Security Deposit, and liability for any resulting damages.
10. Additional Mileage
Reservations include a total driving allowance of 125 miles per day reserved. The total driving mileage is cumulative and calculated by subtracting the departure odometer reading from the return odometer reading. Additional miles past the included mileage allowance cost $.40 per mile and will be charged to the credit card on file after the return check-in.
Example: a 3-night reservation includes 500 travel miles at no additional cost (125 miles x 4 days). If the van returns with 600 total trip miles, the additional 100 miles will cost $40 upon check-in.
11. Pets
Customers must submit a pet request prior to departure if they intend to bring a pet into the Vehicle. Only dogs (no other species of animal) are allowed to travel in Vander vehicles, subject to Vander approval and the collection of a $40 fee per dog at the time of request. Pet requests must include the breed, weight, and age of each dog.
Vander reserves the right to deny pet requests at our discretion. The Renter is responsible for the cost of any damage or cleaning requirements caused by the pet. Undisclosed pets in the Vehicle will result in application of the $40 per pet fee, as well as an automatic $250 cleaning fee charged to the Security Deposit.
12. Tires and Windshield
Renter is responsible for damage or loss from tire or windshield damage.
For your safety, DO NOT attempt to change a tire yourself. Call the roadside assistance service for Vehicle recovery and tire replacement. The Renter will be liable for any damages resulting from attempts at unauthorized repair or replacement.
Renter is responsible for windshield damage while the Vehicle is in their possession. If windshield protection is included in the Vehicle protection package, the Renter will be responsible for the deductible.
13. Fuel Policy
Customers will only use the type and grade of fuel designated for that Vehicle, as directed on the Vehicle departure form. The Renter is fully responsible for any towing, repair, lodging, and transportation expenses incurred as a result of using the incorrect fuel in a Vehicle.
Fuel is recorded by the 1/8th of a tank. Vehicles, as a rule, will depart with a full tank of gas and should return with at least 7/8th tank on the fuel gauge. Vehicles returned with less than the departure level will be refilled at cost (receipt provided), plus a $10 convenience fee.
Vander provides anecdotal information about fuel economy, but does not guarantee the mileage that a customer will experience during a trip. Mileage will vary depending on driving behavior, road conditions, weather, altitude, and other factors.
Fuel canisters for the cooking stoves are included for initial use. Renters are responsible for obtaining replacement canisters, if needed. The duration of the fuel canisters will vary based on the type of cooking, number of meals cooked per day, temperature, and altitude. Additional fuel canisters are available for purchase from Vander.
14. Tolls and Tickets Policy
Vander vehicles are equipped with EZpass transponders. Tolls are calculated at actual cost (with EZpass receipts) after Vehicle return and charged post-trip to the method of payment.
Tickets (speeding, parking, minor traffic violations, toll violations) received after return will be charged to the method of payment at cost, plus a $50 processing fee per ticket.
15. Smoking Policy
There is no smoking or vaping of any kind allowed in Vander vehicles. A campervan returned with any noticeable smoke odor will incur an automatic $300 cleaning fee.
16. Hitch Policy
Select Vander vehicles are equipped with hitch receivers to allow installation of a bike rack.
Vander vehicles are not permitted to tow trailers or other vehicles. All Vander vehicles equipped with a hitch receiver will have a lock to prevent unauthorized use. The Renter will be responsible for all Losses resulting from tampering with the hitch lock.
The Renter may reserve the bike carrier package as a paid add-on during booking. This package allows access to the hitch mount to use a Vander swing-arm bike carrier, or to mount their own bike carrier. The Renter must contact Vander in advance to confirm bike carrier compatibility. The Renter must bring their hitch-mounted rack to departure, or the hitch lock will not be removed.
17. Additional Equipment
The list of equipment/appliances included in the vehicles are items for Renter’s convenience only. No refunds or credits will be issued by Vander for malfunction of any equipment. For assistance with any included equipment, please contact Vander.
18. Geographic Policy
Renters are prohibited from traveling into Mexico with a Vander Vehicle.
Renters are prohibited from traveling to the Burning Man Project festival in Nevada.
Renters must obtain written permission from Vander before taking the Vehicle into Canada. Requests should be submitted at least 48 hours before departure. The Renter is responsible for ensuring compliance with all Canadian Vehicle importation, insurance, and border regulations. Vander is not liable for any delays or issues related to customs clearance.
The Vehicle may not be taken on ferries or outlying islands without prior written consent from Vander.
19. Weather and Environmental Conditions
During winter months, Renters should avoid travel through areas with snow and ice on the roads, or where the temperatures are below freezing.
Vander vehicles are prohibited from travel on non-public, unpaved or dirt roads, or in off-road areas. Violation of this rule voids insurance coverage for the Reservation.
Renter must take precautions when traveling in winter conditions. Snow chains must only be used if permitted by law and in accordance with Vander’s instructions.
If traveling in extreme heat conditions, Renter must monitor engine temperatures and auxiliary battery levels to prevent overheating or electrical issues.
Renter assumes full responsibility for weather-related damages, including but not limited to flooding, hail damage, or tree falls during storms.
20. Child Safety Seats
Renters are strictly prohibited from transporting children without a federally-approved child safety restraint or seat for each child, in accordance with all applicable federal, state, and local law. All children required by law to use a child safety seat or booster seat must be properly secured in an appropriate restraint system at all times while the Vehicle is in motion.
The Renter is solely responsible for providing and properly installing child safety seats.
Vander does not supply, rent, or install child safety seats.
The Renter assumes full responsibility for ensuring that child safety seats are installed correctly and used in accordance with manufacturer guidelines and legal requirements.
Vander is not responsible for any injury, loss, or damage arising from the Renter’s failure to properly install or use a child safety seat.
21. Use Restrictions
The following uses of Vander vehicles are prohibited and constitute a breach of this Agreement:
The Vehicle may not be used for commercial purposes, including but not limited to:
Ride-sharing or transportation services (e.g., Uber, Lyft, or taxi services)
Delivery services
Subleasing to third parties
Renters must NOT take the Vehicle through a touch-less carwash facility. Damage incurred from an unauthorized carwash will result in an insurance claim and retention of the Security Deposit.
Accessing the roof of Vander vehicles is prohibited, unless the Vehicle is equipped with a roof tent. Under no circumstances will renters stand on, or place weight directly on, the roof of the Vehicle. Evidence of unauthorized use of the roof will result in an insurance claim or withholding of the Security Deposit to repair any damage incurred.
Renters shall not transport more people than the number of installed safety belts in the Vehicle.
Operation associated with any illegal or unsafe purpose, or for transporting any illegal substance
Possession or transport of firearms, explosives, hazardous materials, or illegal substances in the vehicle.
Operation of the Vehicle by anyone under the influence of alcohol, non-prescription drugs, or prescribed medication that impairs the ability to operate a motor Vehicle
Operation of the Vehicle in furtherance of any illegal purpose or under any circumstances that could be charged as a crime, other than minor traffic violations
Operation of the Vehicle in a race or any speed contest
Operation of the Vehicle to teach a student driver
Operation of the Vehicle when tire pressure is low or it is otherwise reasonable to expect the Renter to know that further operation of the Vehicle will cause damage. Vander will make reasonable efforts to provide Renter with an air pressure gauge and inflation tool for convenience.
Operation of the Vehicle to commit a willful, wanton, reckless, or negligent act with the Vehicle
Operation of the Vehicle in violation of any federal, state, or local laws
22. Vander Parking
Vander does not offer secure parking facilities for customers to leave their vehicles during the Reservation. The metro stations in Huntington (Yellow Line), Franconia-Springfield (Blue Line), Vienna (Orange Line), and Wiehle-Reston (Silver Line), as well as Dulles International Airport (IAD) and National Airport (DCA), offer multi-day parking facilities for customers needing to park a Vehicle during the Reservation.
Vander is not responsible for any Losses that may occur to Renter’s personal vehicle or any of its contents, before, during, or after the Rental Term, whether Renter uses the parking options listed above or not.
23. Vehicle Tracking and Data Collection
Vander may use a Global Positioning System (GPS) tracking device installed in its vehicles for the purposes of Vehicle theft prevention, fleet management, and ensuring compliance with the terms of this Agreement.
Renter consents to Vander’s collection, use, and disclosure of location data from the GPS tracking device that may be equipped on their Vehicle. The data collected may include, but is not limited to, the Vehicle's real-time location and travel routes.
Renter understands that the GPS tracking device is not intended to monitor personal activities and that Vander will use the data solely for legitimate business purposes as stated in this Agreement. Vander will not use GPS tracking device data for any other purpose without the Renter’s prior consent, except as required by law. Vander will not sell the tracking data, but may share it with third-party service providers who assist Vander in providing these services, subject to confidentiality obligations.
Renter has the right to request access to the Vehicle data collected during their Reservation.
Tampering with or disabling the GPS tracking device is strictly prohibited. Any attempt to interfere with the device may result in termination of the rental and forfeiture of the Security Deposit.
24. Emergencies & Evacuation
In the event of a natural disaster or emergency requiring evacuation, renters must follow all local authorities’ guidance.
Renters should contact Vander immediately if they need to return the Vehicle early or relocate due to an emergency situation.
Vander is not responsible for costs associated with emergency relocation.
25. Acknowledgment Of Risk; Release Of Claims; Indemnification
THE RENTER, ON BEHALF OF THEMSELVES, THEIR GUESTS AND OCCUPANTS, INCLUDING MINOR CHILDREN, THEIR PERSONAL REPRESENTATIVES, SPOUSE, HEIRS, SUCCESSORS AND ASSIGNS (THE “RELEASING PARTIES”), ACKNOWLEDGE THE INHERENT RISKS INVOLVED IN OPERATING AND OCCUPYING A VEHICLE AND FURTHER AGREE THAT THE USE OF THE VEHICLE SHALL BE AT HIS OR HER OWN RISK.
THE RENTER, ON BEHALF OF THEMSELVES AND THE RELEASING PARTIES, HEREBY RELEASES, WAIVES, DISCHARGES AND COVENANTS NOT TO SUE VANDER LLC AND EACH OF ITS MEMBERS, MANAGERS, OFFICERS, EMPLOYEES, INDEPENDENT CONTRACTORS, REPRESENTATIVES AND AGENTS, SUCCESSORS AND ASSIGNS (THE “RELEASED PARTIES”) FOR ANY LIABILITY, CLAIM AND/OR CAUSE OF ACTION ARISING OUT OF OR RELATED TO ANY LOSS, DAMAGE OR INJURY, INCLUDING DEATH, THAT MAY BE SUSTAINED BY THE UNDERSIGNED RENTER, THEIR GUESTS OR OCCUPANTS RELATED TO, ARISING OUT OF OR INCIDENT TO THE USE OF THE VEHICLE.
THE RENTER SHALL INDEMNIFY, DEFEND AND HOLD HARMLESS THE RELEASED PARTIES FROM AND AGAINST ANY LOSSES ARISING OUT OF OR RELATED TO THE USE OF THE VEHICLE, WHETHER BY THE UNDERSIGNED RENTER OR ANY OTHER PARTY, INCLUDING ANY NEGLIGENT ACTS OR OMISSIONS, WILLFUL MISCONDUCT OR VIOLATION OF THIS RENTAL AGREEMENT.
THE UNDERSIGNED UNDERSTANDS, INTENDS AND DESIRES TO FULLY RELEASE THE RELEASED PARTIES FROM ANY AND ALL LIABILITY ARISING FROM OR RELATED TO THE USE OF THE VEHICLE TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAWS.
26. Miscellaneous
Entire Agreement. This Agreement contains the entire understanding of the parties and supersedes any prior written or oral agreements with respect to the within subject matter, unless otherwise provided in this agreement.
Waiver. Our failure to enforce any of the provisions of this Agreement is not a waiver of any rights or remedies with another party.
Governing Law and Venue. This Agreement shall be interpreted and enforced according to the laws of the State of Virginia. Both parties submit to the exclusive jurisdiction of the federal or state courts of Virginia for any action regarding this Agreement, and both parties waive any right to object to the jurisdiction of such courts.
Severability. If any portion of this Agreement is determined to be invalid, void, or unenforceable, the remaining provisions shall remain in effect.
Attorneys’ Fees. In the event a dispute arises regarding this Agreement, the prevailing party shall be entitled to recover attorneys’ fees and costs.
Modifications. No term of this Agreement can be waived or modified except by a written document signed by both parties.
27. Defined Terms
The following terms used in this Agreement have the meanings assigned below.
Agreement – This Rental Agreement between Vander and the Renter.
Booking Date – The date that the customer submitted the Reservation Deposit and secured their travel dates.
Handovers – The process of transferring possession of the Vehicle between Vander and the Renter at the start and end of the Reservation. This process includes an inspection of the Vehicle, documentation of its condition, verification of fuel levels, mileage, and equipment, and the completion of any necessary paperwork. There are two types of handovers:
Departure Handover or Departure – This is the meeting where Vander meets the customers, performs the vehicle orientation, inspection, insurance photos (if not already taken), and signing of the rental documents. We avoid using the word "delivery" for this event, since that is used when we take the rental vehicles to a non-standard (paid) location for departure handover.
Return Handover or Return – Same as departure, but in reverse.
Losses – Any and all losses, damages, liabilities, claims, demands, obligations, costs, fees, penalties, fines, expenses (including, but not limited to, attorneys' fees and costs of investigation, litigation, settlement, and enforcement of indemnity obligations), judgments, awards, and any other costs or amounts of any nature whatsoever, whether direct, indirect, consequential, or incidental.
Remaining Balance – The amount remaining on the total Reservation fee after the Reservation Deposit. The Remaining Balance payment is processed 48 hours prior to departure.
Renter – The individual that has entered into this Rental Agreement with Vander for the temporary use of a Vehicle. The term includes the person who accepts this Agreement, any additional authorized drivers approved by Vander, and any occupants who operate the Vehicle with the express permission of the primary renter.
Reservation – The designated travel dates secured under this Rental Agreement, beginning with the Departure Handover and ending with the Return Handover.
Reservation Deposit – The $250 deposit, or 25 percent of reservation total, whichever is more, that secures travel dates.
Security Deposit – The $1,000 pre-departure authorization (not charge) that is secured 48 hours prior to departure. This amount will only be drawn from to cover damage amounts or to cover the insurance deductible.
Vehicle – any motorized campervan, van, truck, recreational vehicle (RV), or other vehicle rented from Vander, including all parts, accessories, equipment, and any optional add-ons provided as part of the rental. This includes but is not limited to the engine, transmission, tires, batteries, auxiliary power sources, furnishings, and any associated tools or devices provided for use during the Reservation.