Rental Policies for A1 Vans
Rental Requirements:
The following requirements must be met in order to rent one of our vans:
A valid driver’s license must be presented. Acceptable licenses include those issued by the U.S., Canada, or Mexico. An International Driver’s Permit and your home country’s license is required for anyone visiting from countries other than the three listed above. Customers may not rent a vehicle solely with the International Driver's Permit. The International Driver's Permit is a translation of the individual's home country driver's license and is not considered a license nor is it considered valid identification.
The primary renter for any 12 or 15 passenger van must be 25 years of age or older. The minimum age for our 7 passenger minivans, cargo vans, and wheelchair accessible vans is 21 years or older. There is no charge for up to three additional drivers per van.
An acceptable form of payment for all rental fees and security deposits. Our deposit requirements can be found here. Our deposit requirements can be found here.
Collision coverage — Either through your personal insurance policy, or by purchasing one of our Collision Damage Waivers
Proof of automobile liability insurance — Either through your own policy, or by purchasing our Supplemental Liability Insurance
Additional Drivers:
We allow up to three additional drivers per rented van, provided they meet the minimum age and insurance requirements listed above. More than three drivers may be listed with management approval.
**You may email copies of licenses and proof of insurance to [email protected]. Be sure to include your name and confirmation number in the subject line of the email, so we know which rental to attach the documents too.
Deposits and Payments:
At the time the vehicle is rented, all renters must present a major credit card in their name. The credit card must have available funds to secure the total cost of the rental plus an additional security deposit of $200 per vehicle. When using a debit/checking card, the security deposit is increased to $400 per vehicle.
The security deposit amounts mentioned above are minimum deposits and may be increased at our discretion. The most common reason for this is if your travel plans include a lot of excess mileage beyond what is included on the rental agreement. Please note that the security deposit amounts listed here may be changed without notice.
Cash or check deposits are not accepted.
The security deposit may be applied towards additional charges at the end of the rental including but not limited to: additional rental days, mileage charges, hourly late fees, fuel charges, lost keys, collision deductibles and/or damages to the rented vehicle.
When the vehicle is returned the renter may pay using credit card, debit card, cash, travelers check, money order, or cashiers check. Payment is to be made in U.S. dollars.
Payment is due immediately upon completion of the rental.
The renter whose credit card was used when the van was picked up expressly authorizes A1 Van Rental to process that card for any and all charges due under the agreement.
Insurance, Explained:
Insurance is the topic that we get asked questions about the most. Hopefully these points will help you to make an informed decision when you rent one of our vans or any vehicle!
We require two different types of coverage when you rent our vans:
Liability Insurance:
Liability insurance covers damage to someone else’s property, as well as injuries to another when you are at fault in an accident. Minimum liability limits vary by state, so you should check with your insurance company to verify your limits of coverage. Liability insurance does not cover damage to your own vehicle (including the vehicle you are renting).
Collision Insurance:
Collision insurance covers damage to your vehicle (or a vehicle you rent) regardless of who is at fault. Whether you scrape a wall while making a turn or someone backs into you in a parking lot, collision insurance is what will cover the cost of the repair. Collision coverage typically has a deductible, which is the amount you pay out-of-pocket before insurance covers the rest of the repair cost.
Coverage from insurance policies can vary greatly depending on a number of factors, and we recommend calling your insurance company and verifying that your personal policy will afford you the coverage needed. It is important to be sure to specify the size of the van you will be renting, as some policies have restrictions based on factors such as passenger capacity, vehicle weight, etc. If you plan on using coverage through your credit card, please read this.
Coverage Options from A1:
A1 Vans offers a few coverage options that you can purchase.
Collision Damage Waiver (CDW)
Our Collision Damage Waiver covers damage to the vehicle you have rented, regardless of who is at fault. Our CDW will also include coverage for loss-of-use (basically, the time we cannot rent the van while it is being repaired). Purchasing A1’s CDW may duplicate existing coverage you have through personal insurance, however there is the benefit of avoiding your own insurance premiums going up in the event of an accident since you will not have a claim against your own insurance.
We offer our CDW with two deductible options: either a $1,000 deductible for $21 per day or a $500 deductible for $29 per day. We do not offer a zero deductible CDW option.
The CDW does not include any coverage for personal belongings inside the van. Please note the CDW is voided if the vehicle is used in any way which invalidates the rental agreement.
Supplemental Liability Insurance (SLI)
Supplemental Liability Insurance protects you and any authorized drivers against third party automobile claims for bodily injury and property damage caused while driving our vehicle. SLI covers the difference up to $300,000 in excess of the limits of liability provided by all other valid and collectible insurance. This means that the driver’s liability insurance is primary and SLI will offer coverage once all other liability insurance is exhausted. Supplemental Liability Insurance does not provide primary liability coverage to the renter or authorized drivers. We charge $19 per day for SLI.
Trailer Damage Waiver (TDW)
Trailer Damage Waiver covers damage to our trailers. Our TDW has a $250 deductible and costs $6 per day.
The TDW is voided if the trailer is used in any way which invalidates the rental agreement, including but not limited to loading beyond the trailer’s weight limit or altering the trailer in any way. Our TDW does not include any coverage for personal belongings inside the trailer.
Credit Card Coverage:
Some credit cards offer collision coverage for rented vehicles. However, we strongly recommend doing a bit of research before relying on your credit card to make sure it offers the coverage you need.
Some things to keep in mind:
Credit cards offering collision coverage typically have restrictions on the type of vehicle they will cover, and the overwhelming majority specifically restrict full-size passenger vans.
Credit cards do not provide liability insurance. If they offer coverage at all, it will be for collision only.
Some cards require you to sign up for their protection program or to pay extra for their coverage.
Cancellation Policy:
There is no cost required to book a reservation with us which makes cancelling a rental easy if your plans change. You can cancel reservations by phone during our normal business hours or any time via email. During peak rental seasons, we require at least a three-days notice for cancellations without penalty. Our busiest seasons are usually the spring and summer, although other peak dates may be subject to cancellation deadlines depending on demand. During peak seasons, we will require a credit card number to book your reservation over the phone at (800) 899-4320 or via email at [email protected]. The rental cost and deposit(s) are not due until the day you pick up the van, but in the event that you need to cancel your reservation after the deadline we do charge a fee. Typically, the fee would be one day's rental cost with taxes. Our staff will notify you of your cancellation deadline at the time of booking.
If you are cancelling a rental to Mexico after your cancellation deadline, you may also be subject to the cost of the Mexico insurance policy which we prepare ahead of your pick up date.
Breakdown and Repair Policies:
Despite all of the effort that our ASE-certified mechanics put forth into keeping our fleet well-maintained, there are occasionally moments where maintenance or repairs will be necessary while the van is on rent. Should you encounter a mechanical issue requiring repair during the course of your rental, rest assured that we will pay for directly or reimburse you for all mechanical repairs, provided that the repair is not due to misuse of the vehicle or a collision-- either with another vehicle or a road hazard. You must call us and let us know about the issue so we can help get you back on the road as quickly and efficiently as possible. Repairs over $100 require A1’s approval before they can be initiated.
We are known for our flexibility, and dealing with a breakdown is no different. If you’re having an issue with one of our vehicles, our goal is to get you back on the road quickly and safely. That being said, it is imperative that you follow our instructions regarding maintenance and repairs, regardless of the effect it may have on your schedule. We cannot knowingly allow our renters to compromise their safety or the safety of other folks in the van. Your life and your health are by far the most important things in our vehicles. If the breakdown leaves you without transportation for an extended period of time, we will either bring you a trade-out vehicle or find one from another company in your locale.
After-Hours You may reach us 24/7 by calling our office directly. Outside of our normal business hours, our after-hours emergency phone number can be found at the end of our office’s voicemail message. One of our employees is always available for you, no matter the time of day, and will respond within 15 minutes of receiving your call.
Spare Tires All of our full-size vans are equipped with a full-size spare tire and all the necessary equipment to change a tire. If you get a flat tire while on the road, we recommend getting to a safe place out of traffic and getting the spare tire on (provided you can do so safely), so you can continue your trip as quickly as possible. Please let us know of any tire issues you may have, as our partnership with Firestone means scheduling to get the tire changed is simple and will not leave you without a spare tire for the remainder of your trip. We do not offer roadside assistance for flat tires caused by road hazards.
Chevy Express: The spare tire is located underneath the van at the rear of the vehicle. The tools and jack are located at the interior of the vehicle, either underneath the rear seat in a 15 passenger van or in a pull-out wall panel at the interior right rear side of a 12 passenger van. There is a plastic flap covering a hole above the rear bumper of the van that you need to access to lower the spare tire from underneath the van.
Ford Transit: The spare tire is located underneath the van at the rear of the vehicle. The jack tools are located under the floorboards under the passenger seat, while the jack is at the right rear interior of the van. There is a plastic cap at the rear interior of the van, which covers the access to lower the spare tire from underneath the van.
Kia Sedona: The spare tire is located underneath the van toward the center of the vehicle. The jack tools are located in an interior panel marked “Jack Stowage” at the left rear of the van. To lower the spare tire, there is a plastic cap access panel underneath the floor mat in front of the middle row of seats.
Dodge Caravan: Due to limited interior space and changes to the vehicle when it is converted to be accessible, our wheelchair accessible vans are not equipped with a full-size spare tire. Our Dodge Caravans have a Flat Repair Kit and air pump located underneath the floorboard at the rear luggage compartment.
Travel to Remote and Rural Locations We send our vans all across the country, and sometimes folks will travel to remote locations for camping, visiting national parks, etc. Traveling to remote locations does severely limit our ability to get you back on the road effectively, since finding mechanics, towing, etc is much more difficult than it is in a major metropolitan area. This is a risk you assume when traveling to isolated areas. We will always work with a sense of urgency to help you out, but A1 will not be liable for additional expenses incurred as a result of traveling to remote locations.
Roadside Assistance While Traveling to Mexico Roadside assistance is provided through MexVisit when traveling into Mexico-- this is a part of every Mexico insurance policy we provide when you take one of our vehicles across the border. The phone number for MexVisit can be found in your Mexico Insurance packet. We ask that you notify our office of any mechanical issues you have while in Mexico. More information can be found under the “Roadside Assistance” heading here. A1 assumes no liability for any delays, roadside repairs, etc. that occur due to MexVisit’s roadside assistance program.
Liability Like basically every other vehicle rental company in the world, A1 is never liable for consequential losses or damages (including lost revenue, wages, etc) due to vehicle downtime under any circumstances, even if the downtime is due to our own fault or neglect.
Trailer Towing Policies:
Towing Your Own Trailer with an A1 Van
A1 allows towing of single axle trailers only with a maximum size of 6’ x 10’. Towing anything larger behind our vehicles (this includes a car dolly) voids our rental agreement and we may hold you liable for any damage done to the body of our van, as well as any damage to the vehicle’s engine or transmission. If you plan to tow a personal trailer, you must notify us in advance so we can set up the van properly for your trip. We charge a daily fee of $10 for towing your own trailer behind our van, which is designed to cover additional wear-and-tear on our vehicle’s engine, transmission, and brakes.
Personal trailers may be taken into Mexico behind our vans with advance approval. Your trailer must be included on the same policy as the vehicle towing it, so we need at least one week advance notice for you to provide the required documentation.
Towing an A1 Trailer with Your Vehicle
Your vehicle will need to be equipped with a Class III Receiver with a 2” ball mount in order to tow one of our trailers. All of our trailers use the “flat-four” connector for light wiring. A1 does not install hitches or wiring for lights. Your vehicle will need to be properly equipped with all components working properly in order for you to leave our lot with one of our trailers. We cannot repair or diagnose any issues with your vehicle's towing components.
We recommend the following resources when towing:
Traveling to Mexico:
We limit our vehicles traveling within Mexico to the states of Sonora and Baja only. You may travel with our van to Mexico, provided you have:
Made A1 aware of your plans to cross the border, including for what range of dates.
Purchased Mexico insurance through A1 (this is included on your reservation confirmation if you have told us your plans to travel to Mexico).
We purchase the most well-rounded insurance policy that we have been able to find, which is provided through a Mexico insurance company called GNP. The insurance provided to you has the highest coverage limits available while still being affordable to our customers, and consequently we do not allow the use of any other form of insurance when taking our vehicles into Mexico.
Accident Policy:
In the event of an accident, no matter how minor, we require you to notify us immediately. We will provide you with an Accident Reporting Form which can either be emailed to [email protected] or given to us upon return of the vehicle (no later than five days after the accident occurred). If you purchased our CDW, the damage will be assessed and the CDW deductible may be collected upon return of the van. If you declined coverage from A1, we will need your own insurance’s claim number and contact information within five days of the date the accident occurred.
We recommend obtaining a police accident exchange form or police report whenever possible for any accident involving another vehicle on public roadways.
Although A1 cannot guarantee a replacement vehicle will be available in the event of an accident causing the van to not be driveable, we will still do our best to get you moving again.
Accidents in Mexico
Accidents in Mexico are handled through the GNP, the provider we use for Mexico insurance. Their claim reporting phone number can be found in the Mexico insurance packet issued to you when picking up your van. GNP will typically send an adjuster out the same day to write an estimate for the van, but it is important you follow their directions to be sure they can process the paperwork properly and in a timely manner. The renter will be responsible for the cost of damages due to any failure to report damage which occurred while in Mexico.
Delivery and Pick Up Services:
April 2023: Due to limited staff availability and extreme rental volume, A-1 Vans has suspended all delivery and pick up services until further notice.
Toll Violations & Tickets:
The renter is responsible for all toll violations, tickets, fees, permits, or fines, required by or resulting from the renter's use or operation of the vehicle. We highly recommend that our renters visit the website of the toll company or agency issuing the ticket to pay all tolls and violations as they are generated. These companies and agencies will typically start adding late fees and other additional charges very quickly after the violation occurs. Additionally, A1 may charge additional administration fees to process and pay a violation on your behalf.
Cleaning:
While we do not expect our vans to come back pristine, we do ask that you please be courteous when returning your vehicle. Any van returned with an excessive amount of mud, sand, trash, pet hair, etc. may be assessed a cleaning fee, the cost of which depends on how much extra time is required to properly clean the vehicle, with a minimum fee of $50.
Non-Smoking Policy:
We maintain a strict non-smoking policy in every one of our vehicles. Smoking of any type in our vans will result in a $250 fee for cleaning and deodorizing.
Parking:
We do allow parking on-site at our office. Please let us know if you need to leave your vehicle, as we have a specific area designated for customer vehicles. Parking at our location is limited, so if you need to leave more than one vehicle, please make arrangements with us in advance. Note that we may require you to leave the key for your vehicle if you park at our location.
