Anybody who plans on driving the van must bring the following to the rental.
- A copy of your driver's license (or Passport and International Driver's License). You must be over 25 years of age to drive the vehicle.
- Proof of auto liability insurance. (This must be current and have your name on it.)
- If you are from a foreign country we will need insurance coverage that provides DOC (Drive Other Car) in the US. Otherwise you will need to secure a non-owner's policy from an insurance company here in the US.
Please note: We can scan copies of these documents, but if you want to save time at the rental please bring a copy with you. You may also fax* the information to our office (at least 24 hours in advance). Our fax number is 415-401-7347.
* Please make sure you include the name of the group and the dates of the rental in the fax. We receive a lot of these, and won't know which rental it is for unless you tell us.
We get asked a lot of questions about insurance, so we have compiled this information for you. Please let us know if you have any additional questions.
Most rental companies sell three types of insurance and a waiver: Supplemental Liability Insurance (SLI), Personal Injury Protection (PIP), Contents insurance, and what is called a Collision Damage Waiver, or Loss Damage Waiver (CDW or LDW).
Supplemental Liability Insurance (SLI)
Bandago does not sell liabilty insurance. You must have your own auto liability insurance to rent a van from Bandago. SLI is auto liability insurance that you can purchase at the rental counter. It provides coverage if you cause damage to another person's vehicle or property. The limits of the coverage are usually the state minimum wherever the accident occurs.*Note for professional bands, groups, teams, etc.: For professional groups it is very important to note that the SLI coverage you purchase from a rental company has exclusions for groups that are transporting people in the course of doing business, and in the fine print they actually state that they expect you to carry your own commercial group liability insurance (you can see a "fine print" example with AVIS rent a car here). In many cases the employee won't ask you what you are doing, and they will gladly take your money, but should you ever need to rely on their insurance you will be getting some very bad news: you, and/or your group, will find yourselves personally liable for any damages, with your personal assets, even your homes, at risk. This renders SLI worthless for professional bands, and is one of the reasons that Bandago does not offer SLI.
Personal Injury Protection (PIP)
This is essentially health insurance. It typically has a fairly high deductible and a fairly low limit ($100k in total for all passengers in the vehicle). It is much cheaper, and more effective to have your own health insurance. Buying it from a car rental company is a bad deal. For this reason Bandago does not offer PIP.Contents Insurance
This is insurance that covers the contents of the vehicle. Again it typically has a fairly high deductible, and fairly low limits.*Note for professional bands: The contents insurance you buy at the rental counter of your typical rental car agency has exclusions for electronic equipment and musical equipment. This renders the insurance useless for most musicians. For this reason Bandago does not offer contents insurance. However, there are some inexpensive solutions out there that can insure your music equipment very effectively. See our solutions below...
Collision Damage Waiver (CDW)
A CDW is technically a waiver, not insurance. It covers any damage to just the rental vehicle, regardless of who is at fault. It may duplicate coverage you already have with your own insurance or credit card, but many people purchase it anyways to protect their personal premiums from going up in the event of a claim.
If you decline our CDW on any of our vehicles we will either need to see proof of collision coverage, or obtain a cash security deposit before we can rent you the vehicle. Acceptable proof of collision coverage is an Accord Certificate of Insurance (your insurance company will know what this is) which you can fax to our fax number: 415-401-7347.An important note about your personal auto liability insurance: most personal auto liability insurance policies will have exclusions for driving rental vehicles in the course of doing business or other commercial use (i.e. a touring band). For that reason we STRONGLY urge all of our professional clients who are using the vehicle for commercial purposes to secure commercial liability insurance.
If you currently don't have auto liability insurance:
You have a couple of options available to you:
For Private Individuals and Families: You can purchase a "non owners" policy for a single individual (if one person is going to be doing all the driving, and if the purpose of the rental is not commercial in nature.). Non owner's insurance is auto liability insurance for people who don't own their own vehicle. This is typically sold on a six month basis, and will cover the driver regardless of what vehicle they are driving. One advantage to carrying a policy like this is that if you purchase this policy you can decline SLI from any rental company you choose to do business with, as you are already covered. We recommend Progressive Insurance (http://www.progressive.com) as a great place to start.
For Companies and their employees: We highly recommend getting in touch with your insurance broker and extending your business policy to include "hired autos". Depending on the nature of your use Bandago may also need to be listed as additional insured. Please speak with us to make sure you are in compliance.
For Professional Musicians: When it comes to commercial entertainment insurance, you generally have two options: 1) You can purchase a General Liability policy (or "GL" as it's called in the industry) with an auto provision, or 2) You can purchase an Equipment Insurance Policy with an auto provision. (in case you are wondering, the insurance carriers don't sell commercial entertainment policies just for autos, so you need to get general liaiblity or equipment policy and then get an auto provision attached. It's a pain, we know, but it's how things are at the moment.)
General Liability Insurance with Auto provision
If you are a professional touring group it is a good idea to consider purchasing a General Liability policy with an auto provision. This not only covers the group and it's employees who might be driving, but it also protects you from other liability issues (like an amp falling off the stage and hurting an audience member - don't laugh, it's happened).Equipment Policy Insurance with Auto provision
An equipment policy will cover all of the groups musical equipment from damage, theft, loss, etc. and when combined with an auto provision will cover the group and any of it's employees who might be driving. This policy is often cheaper then a GL policy, so it can be great for groups that are price sensitive (and really, who isn't?) but it can be difficult to get approved by the insurance company.We refer most professional musicians to an excellent broker who specializes in insurance for the entertainment industry, and her name is Keli Tomack. She works for Robertson Taylor which is the largest insurance brokerage in the US specializing in the entertainment industry. We have worked with Keli a lot, and she does a great job. If you have any more questions, or would like to get a quote for a policy, we reccommend getting in touch with her.:
Keli Tomack
Robertson Taylor (California) Inc.
310-228-1404 Direct Line
310-843-0980 General Office Phone
310-843-0990 Fax
818-625-9312 Cell
Email: Keli.Tomack@rtib.net
AIM - kelitomack
CA License No. 0B72759
Collision Damage Waiver Policy
- The collision damage waiver does not cover the interior of the van, or it's contents (including: game console, video screens, games, etc.). Please double check and make sure that all doors are locked every time you leave the van, that no equipment is visible, all video screens are folded up, and that the van is securely parked. We reccomend parking with the rear doors against a wall wherever possible.
- The collision damage waiver does not cover damage due to insufficient heighth or width clearances. The rule for parking garages, fast food joints and other areas likely to have low lying roofs is simple: When in doubt, stay out.
Help us take good care of our vehicles:
- We require that all of our clients change the oil every 3000 miles (Note: On the Sprinter vans this is every 10,000 miles). Anybody who travels more then 500 miles past the oil change period without an oil change will be charged an additional .35 a mile.
- We pay for all oil changes! Just bring the receipt back at the end of the trip for reimbursement.
- You are welcome to use any commercial oil change service. We have had particularly good experiences with Wal-Mart, but whatever is convenient for you is fine with us. You are welcome to change the air filter if they reccomend it and it is obviously dirty. Not all services are reputable, so do not let them sell anything else to you without talking to us first.
- An oil change for a van should cost between $15 to $35. It should take about 15 minutes. We will not pay more then $50 per oil change, so if they want more then that you can either use them for your convenience, and pay the difference, or you can find a cheaper place to change the oil. Please note that if you need an air filter, that is fine, and is not considered part of this total.
- We require every vehicle get a safety inspection every 10,000 miles. This is for your safety! Call us and we will help you schedule an inspection at a time and place that is convenient for you.
- We pay for all safety inspections, just bring the receipt back at the end of your trip.
- Absolutely no stickers, graffiti, or any other kind of tag anywhere in or on the van are allowed. You will be charged a cleaning fee of $30 for every sticker/tag/marking.
- Do not drive our vehicles on unpaved surfaces. Do not take our vehicles into the desert (yes, this means Burning Man!). Sand and dirt can get into the engine parts and is very bad for vehicle lifespan.
- Our vehicles are allowed in the US and Canada. they are not allowed in Mexico.
- Unfortunately for safety and liability reasons we cannot allow our vehicles to go anywhere that requires snow chains. In the event of serious weather we advise you to either stop and wait it out someplace safe, or avoid it completely.
Van policy: In the rare event you need a repair...
- Tow Service:
Should you ever need it, we have a 24 hour nationwide road service available to help you. The membership card and 1-800 phone number is located in the visor pocket above the driver. However please also call Bandago to let us know that you are having problems. We are *very* aggressive when it comes to making repairs, and we often have knowledge and experience that will get you on the road again very quickly. So should you have any issues please contact us immediately (1-866-TOURVAN) so we can help!
- Power Inverters / Video System/ GPS:
Video Sytem / Game Consoles: We provide a video/game system in all of our vehicles as an amenity to our clients. We do everything in our power to make sure the AV system is in working order before you leave, and if you find that something is broken during your rental, we will do everything in our power to get it repaired as soon as your schedule permits. However it is important to keep a couple things in mind: AV systems are easy to break. Road vibrations, normal wear and tear, misuse, even car washes can all lead to the AV system malfunctioning. If your AV system does not work for some reason, please contact us, and we will schedule an appointment to get it repaired at the nearest Stereo/Alarm store your schedule will permit. Due to the fact that the typical breakdown is beyond our control we do not offer discounts due to an AV system breakdown
Power Inverters: We provide power outlets for the game systems and your personal use. However please keep in mind that these do not supply unlimited power. If you plug too many things into our outlets you will either blow a fuse or melt the inverter. Keep an eye on how many cell phone chargers are plugged into the system, and make sure you disconnect them from the power supply if your phone is fully charged. Often we run into problems when 5 or 6 people have each of their cell phone chargers plugged in, both x-boxes running, and then they plug in a couple laptops and melt the inverter. Most of our vans have at least 1000 watts of power. This should be more then enough for normal day to day use.
GPS Units: We use TomTom GPS units because after trying countless different models we have found these to be the best, the most reliable, and the easiest to use. These are much better then the systems that come with Hertz rental cars, and are far far superior to the pieces of junk many rental companies offer. On top of that we rent these for half of what most rental companies charge for a GPS unit: we only charge $5/day. If you have never used one of these we highly recommend it. The soothing female voice of the TomTom GPS is excellent at letting you know when you should start getting into the left lane, or when an upcoming turnoff is approaching. Our customers who have rented these have raved about them, so if you want to have one during your rental make sure you let us know when you make your reservation.
- Spare Tires:
Every van has a spare tire. We do not allow you to self change the tire. You must call our tow service and have a tow truck driver come and change the tire. Please let our office know anytime you get a flat.
In the Ford vans: It is located underneath the van towards the rear of the vehicle. There is a compartment in the rear wall of the van on the right hand side that contains a jack and a screw lever to lower the wheel. The hole to insert the screw lever is located just above the rear bumper near the intersection of the two rear doors. There is usually a plastic flap covering the hole that will need to be opened to access the wheel lowering mechanism.
In the Sprinter vans: It is also located underneath the van towards the rear of the vehicle The tools for the spare tire are underneath the floorboard in front of the passenger seat. Please note the spare tire uses a different size of wheel bolt then the normal tires. These bolts are also found in the spare tire tool compartment. Make sure the tow truck driver is aware that the spare will require these specially sized wheel bolts, or they could wind up stripping the wheel hub, and that will cause you a long delay because the wheel hub will ned to be re-threaded!
- Mechanical Repair Policy:
Should a mechanical repair be neccesary during the course of your tour, please be advised that we will pay or reimburse you for any and all mechanical repairs at no extra cost to you. But you must call us and let us know what is going on so we can help you take care of it promptly.- If your malfunction is after hours and we are closed, we have a 24 hour nationwide tow service that will tow the vehicle to the nearest mechanic. In most places mechanics are all closed after 5-7pm anyways, so there's nothing anybody can do until the morning. Leave a message on our machine and we will help you first thing in the morning. Go to a hotel and get some sleep. Watch TV. Relax. Being stressed out isn't going to help. Wake up fresh in the morning and we will be available to help any way we can.
- You must follow our instructions regarding maintenance and repairs, regardless of the effect it may have on your tour/production/budget/itinerary/schedule. Failure to follow our instructions voids our agreement, and any CDW we have provided you with, and may result in us reclaiming our vehicle at your cost. If we feel something is unsafe, we have the final word. Yes we care a tremendous amount about your schedule, probably more then any other rental company in the world, but we cannot knowingly allow anyone to compromise their safety. Your life and your health are the most important things in our vehicles.
- If it is after hours, or we are otherwise unavailable, you are authorized to make decisions regarding the repair of a vehicle in an emergency situation. In most cases we will back you up and pay for any costs involved. However, be careful and discriminate: There are unscruplous mechanics out there who will take advantage of people in need. We have all the maintenance records for every vehicle, and at this point we have a pretty good idea of what kinds of repairs are legitimate, and what a reasonable rate is for them. Please make every effort to reach us before authorizing a repair totaling more then $150.
In the event of a serious mechanical malfunction*: We will make every effort to get you back on the road as soon as possible. Should repairs require an overnight stay we will pay for up to two (2) hotel rooms in a nearby hotel. We will make the arrangements, and book the hotel room for you if requested. The hotel will be a decent corporate chain hotel, such as Marriott Courtyard or Holiday Inn. We will not put you in a skanky / Motel 8 type hotel unless that is what you desire, or only if there is simply nothing else available in the area.
In the event that the mechanic says repairs cannot be completed within 48 hours we will offer you a choice:
- We will rush a replacement vehicle out to you (if we have one that is available) or
- Help you find another vehicle from another rental company. We will pay for your transport to the new vehicle, and we will pay for the fuel to get that vehicle to the location of your equipment. You will no longer be charged by Bandago starting on the day of the breakdown and you will be able to leave the Bandago van at the repair shop and continue on your merry way. You will however be responsible for paying for the new rental vehicle once you take possesion of it. We will cover the cost of transporting our vehicle home.
- Please be advised that if you are towing a trailer You tow a trailer at your own risk!!! It is almost impossible to find a 15 passenger van with a tow hitch from another rental company. Most rental companies do not allow their vehicles to tow anything at all. We cannot guarantee that a vehicle with a tow hitch will be available, and we are not responsible for any costs you may incur dealing with your trailer should our vehicle no longer be able to transport yours. We provide a tow hitch strictly as a convenience to our clients.
This is why we always encourage bands to travel without a trailer if possible.- If you have a very important tour and would like additional protection above and beyond what is included in our standard coverage, please contact us. We can arrange a "mission critical" package for you.
- Like any other van rental company in the world Bandago is never liable for the loss of revenue due to vehicle downtime under any circumstances, even if due to our own fault or neglect.
* Prohibited use of the vehicle violates this agreement, voids all liability and other insurance coverage, and makes vehicle subject to immediate recovery by Bandago.BEFORE RENTING A VAN AND ATTACHING A TRAILER, PLEASE READ THE GUIDE LOCATED HERE: http://www.fordvehicles.com/assets/pdf/towing/07RVe-series9-18.pdf
- Please be advised that if you are towing a trailer You tow a trailer at your own risk!!! We provide tow hitches as a convenience to our clients. We do not rent trailers, connect or install them, and we do not provide support for trailer issues.
- Our nationwide tow provider (and most commercial tow operators) will not tow a vehicle with a trailer attached. If you have a serious mechanical problem and you are towing a trailer you may have to leave the trailer behind unattended. So make sure you bring a tongue lock with you in case you need to leave your trailer behind.
- There is a $10/day surcharge for towing a trailer. This is designed to cover the additional wear and tear on the brakes, transmission, and engine.
- Bandago's CDW policy does not extend to your trailer, or any accident caused in part or in whole by your trailer. If you are towing a trailer, you tow at your own risk.
- In most parts of the United States It is very difficult to find a replacement rental vehicle with a tow hitch from another rental company. Most rental companies do not allow their vehicles to tow anything at all. Should you require a replacement vehicle we cannot guarantee that a vehicle with a tow hitch will be available at or near your location, and we are not responsible for any costs you may incur dealing with your trailer should our vehicle no longer be able to transport you (and please note, this has never happened in the history of our company - but there is a first time for everything!). We will of course do everything in our power to help you, but it must be said up front that we provide a tow hitch strictly as a convenience to our clients.
This is why we always encourage bands to travel without a trailer if possible.
- All payments are due immediately upon the completion of the rental. Commercial accounts must be set up in advance.
- The client guaranteeing the reservation expressly authorizes Bandago to process the credit card for any and all charges due under the agreement unless other arrangements have been made in advance.
- If any errors are found each party shall promptly pay or credit the other, as appropiate, to correct the error.
- Payments more then 15 days late will be charged a 15% late fee. Payments that are more then 90 days late will be forwarded to a collection agency. Delinquent balances may be subject to additional legal and/or collection fees.
- Tours of three days or less require a non-refundable deposit equal to one days rental.
- All other rentals require a 30% non-refundable deposit.
- Tours cancelled on the first day of the rental or afterwards will be charged for the entire reservation.
Drive Smart, Drive Safe, Drive Green
- Fuel consumption is one of the biggest controllable expenses when you are on tour. Factors such as speed, tire pressure, and a clean air filter, can all have a very large impact on fuel consumption. For example there is a 20% difference in fuel consumption between 65mph and 80 mph. Over an entire tour this can translate into hundreds of dollars saved simply by driving the speed limit, and this also can greatly diminish the amount of carbon that is emitted into the atmosphere.
- The average fully loaded Ford van will get around 15mpg. The Sprinters get 25 Mpg. If you are getting substantially less then this, then something is wrong.
- Tire pressure not only affects gas mileage, it affects safety. Check your tire pressure regularly. If you have questions regarding the proper pressure to inflate the tires, please call Bandago.
- When carrying a large number of people, or a lot of weight, 15 passenger vans actually become less stable and are prone to rollovers according to the National Highway Traffic & Safety Administration. Wearing your seatbelt can reduce the odds of a fatality in a rollover from 72% to 20%. Please wear your seatbelts at all times when the vehicle is moving!
- According to the NHTSA, most rollovers were due to driver error. Please take a moment to familiarize yourself with these safety tips:
- Never drive when you are tired. Pull over and get some rest before driving.
- Always drive the speed limit.
- If you do find yourself drifting off the road avoid turning the wheel suddenly to get back on the road. Instead hold the wheel steady and gently slow down. When you have slowed down to a safe speed then you can then go back on the road. (most rollovers occur when people jerk the wheel to get back on the road, so this is important!!!)
- Please make sure there are no cans, cups, or other debris near the feet of the driver. These items can lodge themselves under the brake pedal and prevent a stop in the event of an emergency.
- Poor weather, ice, and bad weather conditions are inherently dangerous in any vehicle. When in doubt, pull over and wait for conditions to improve.
For more inforamtion on preventing rollovers and safe driving please visit the NHTSA website.
- In the event of an accident, no matter how large or small, we require that you notify us immediately at 1-866-TOURVAN.
- We will provide you with an accident report form, which needs to be completely filled out and faxed back to us at 1-415-401-7347.
- Bandago will deliver or pickup anywhere in the continental USA.
- Delivery rates are $1.50/mile. This rate covers all costs, including driver pay, per diem, fuel, return airfare, tolls, taxi's, hotel, vehicle depreciation, and all other incidental expenses.
- Currently we have four locations: Los Angeles, San Francisco, Seattle, and Lancaster, Pennsylvania (our east coast hub). Any pickup or dropoff that is not at one of our four rental facilities will be considered an offsite delivery, and will be charged accordingly.
- Deliveries must be scheduled at least a week in advance so we can make sure we have staff available to handle your needs. Rush deliveries may be charged an additional expediting fee.
DISCLAIMER: This information form is for informational purposes only. It is not designed to replace our rental agreement, and our rental agreement suspersedes any information found on this page. Policies may be changed without notice. Last updated 10/08/2007.
All contents © 2007 Bandago
RENTAL PROCEDURES, TERMS AND CONDITIONS