McHenry IL
(630)337-9532
Sales@Northernlightsrecreation.com

Rental Terms

Northern Lights Recreation > About Us! > Rental Terms

Recreational Vehicle Rental Agreement

This agreement is between Northern Lights Recreation Inc. (NLR) and the renter (hereafter referred to as “Renter”). By signing this agreement, Renter agrees to all terms and conditions outlined below.

1. Reservation, Payments & Deposits

Payment Policy

  • A 30% deposit is required to confirm the reservation.
  • The remaining balance is due 30 days prior to the rental start date.
  • A refundable damage deposit will be charged one day before the rental begins.
  • The payment method must match the reservation holder’s name.

Damage Deposit

  • The deposit covers damage, theft, late returns, and violations of this agreement.
  • Inspections are conducted before and after the rental period.
  • Renter is fully responsible for any damages, injuries, or losses.
  • NLR is authorized to charge the credit card on file for damages exceeding the deposit.
  • Lost & Found items will be held for 30 days before disposal or donation.
  • If damages require an insurance claim, multiple deductibles may apply.

Damage Deposit Refund

  • The deposit will be returned within 5-10 business days if no damages occur.
  • If damages require repair quotes, the deposit may be held for up to 60 days.
  • A processing fee will apply if any portion of the deposit is claimed.

2. Cancellation Policy

  • No refunds for cancellations 29 days or less before the rental start date.
  • If canceled within 3 days of booking, the deposit is refunded. After 3 days, no refund.
  • If the final payment is declined, the reservation is canceled, and the deposit is forfeited.
  • No refunds for cancellations during holidays, event weeks, early check-outs, or no-shows.
  • No refunds due to inclement weather.

3. Vehicle Assignment & Rental Requirements

  • NLR may assign a comparable camper in case of unexpected issues with the original rental.
  • The reservation holder must have a valid credit card and ID.
  • Only approved drivers listed on the contract may operate the vehicle.
  • NLR reserves the right to decline any rental application or reservation.

4. Rental Pickup & Return

Pickup Process

  • Pickup is available between 1:00 PM and 5:00 PM CST.
  • Early pickup may be available but is not guaranteed.
  • A 45-60 minute walkthrough will be conducted at pickup.

Return Process

  • The vehicle must be returned by 11:00 AM on the designated date.
  • The RV must be clean inside and fuel level at or above departure level.
  • Late returns incur a $100/hour fee. If it delays another renter, a fee of up to 3x the nightly rate applies.
  • Cleaning Fee: If not returned clean, a $150 cleaning fee will be charged.
  • Fuel Refill Charge: If fuel is below departure level, a fee of $6.25 per gallon applies.
  • Dumping Fee: A $250 fee applies if black/gray tanks are not emptied.

5. Mileage & Generator Usage

Mileage Charge

  • Each rental includes a set number of miles per night (typically 50-150 miles/day, depending on the unit).
  • Additional miles beyond the included allowance are charged at $1.55 per mile.
  • If unsure about mileage limits, contact NLR before your trip.
  • Rentals with “Unlimited Miles” are capped at 520 miles per day. Exceeding this limit is considered unsafe operation and will result in damage deposit forfeiture.

Generator Usage Charge

  • Each rental includes 4 hours of generator use per day.
  • Additional generator use is charged at $4.50 per hour.
  • Generator use is tracked and fees are deducted from the security deposit at the end of the rental.

6. Use Restrictions & Rental Responsibilities

General Use

  • The renter is responsible for checking oil, fluids, and tire pressure regularly.
  • Mechanical issues due to negligence are the renter’s responsibility.
  • If a breakdown exceeds 12 hours, a partial refund may apply.
  • No refunds for non-essential issues (A/C, TV, awning, etc.).
  • Festival Clause: Burning Man and Electric Forest are prohibited. Violations result in full deposit forfeiture.

Driving Restrictions

  • Speed Limit: 65 MPH maximum. Repeated speeding results in deposit forfeiture.
  • Off-Road Travel: Unpaved roads, dirt paths, and non-public roads are prohibited.
  • High Altitude Warning: Above 5,000 feet, generators and propane systems may malfunction.
  • Winter Travel Warning: Travel in freezing temperatures is discouraged.
  • No Rooftop Access: Use of the roof or ladder is strictly prohibited.

7. Insurance & Liability

  • Renter is responsible for all damages, loss, and theft.
  • Basic insurance is required but does not cover interior damages.
  • Additional interior damage coverage is available for purchase.
  • Renter is liable for all tire damages, unless deemed a manufacturing defect.
  • Towing Insurance: Renter must provide proof of insurance covering towed trailers.

8. Additional Fees & Charges

  • Lost Keys: Up to $500 per key and $750 per key fob.
  • Toll Violations: $100 processing fee plus the fine amount.
  • Miscellaneous Fees: Fees for overages, generator use, or damages may be charged up to 45 days post-rental.
  • Heavy Use Fee: $250 to $1000 if tracking shows excessive braking, acceleration, or high-speed travel.
  • Smoking Violation: Up to $2500 for cleaning and deodorizing.

9. Pets & Cleaning

  • Pet-friendly units available. No upfront fee, but pet hair cleanup is required.
  • Failure to clean pet hair results in a $250 cleaning fee.
  • Non-pet-friendly units prohibit pets. Violations result in a $1750 cleaning fee.

10. Indemnity & Liability Waiver

  • Renter indemnifies NLR from any injury, loss, or property damage claims.
  • Renter assumes all risk for recreational activities and RV use.
  • NLR is not responsible for lost/stolen property.

11. Agreement & Acknowledgment

By signing this agreement, the renter acknowledges and agrees to:
✅ Read and understand all terms.
✅ Accept full responsibility for the rental.
✅ Pay all applicable fees and charges.
✅ Follow all usage restrictions.