Nashville RV Rentals – Rental Terms Print-friendly version Reservation Requirements In order to reserve a specific RV for your trip, simply reserve the RV by filling out the reservation application and return it to us. The application can be obtained by filling out the reserve now form at the top of the motor homes page or by calling us to obtain via fax/e-mail/or USPS. After approval of the application, an RV will be pulled off the market for the dates indicated on the application. A prepayment of $250, $500, $750 (see Payments and Security Deposit section for additional info) is required to reserve a RV. This amount will be applied to your rental costs. Motor Homes are rented on a first come first served basis. Williams Coach Company reserves the right to substitute an upgraded motor home should the RV reserved be made un-rentable for any reason. With acceptance of the reservation application, a contract with terms and conditions will be returned to you for your initials and signatures. No same day rentals are accepted. A minimum of 24 hours is required to process all paperwork and process the rental. Renter & Driver Requirements All drivers must be minimum 25 years of age at time of rental, and possess valid drivers' license. Valid international drivers’ licenses are accepted. Renter must have major credit card and picture identification. Renter must be present at time of pick up. Renter's identification name must match name on credit card being used to pay for rental. Additional drivers are allowed but must present their own insurance to cover the RV while driving (if renter provides insurance). An additional $20 fee applies. Any Travel Trailer Renters must have an electronic break control system in the towing vehicle. This is Tennessee State Law, and will not be rented to without this. No exception! We have Wireless Brake Controllers for rent, please contact the rental office for details. Rental Day Rental is based on number of nights the motor home is used. Each night constitutes a rental day. Rental charges are based on rates in effect at pick-up and return dates. Departure and Return Departure times are scheduled appointments between 12:00 PM and 4:00 PM Monday through Friday. Saturday pickup times are by appointment only. Scheduled appointments are important to keep. Please be on time or you will be moved to the end of the line (end of day). Return is 9:00 AM to 12:00 PM Monday through Friday, and 9:00 am to 10:00 am on Saturday. Other departure or return times can be arranged. A fee may be charged. There are no refunds for early returns. A $50/hour late fee applies to all late returns or early pickups. All pick-ups and returns will be to 204 Shady Grove Road - Nashville - TN - 37214 unless otherwise arranged, delivery and pickup of the RV is offered with a fee, if available. Payments and Security Deposit As previously stated, $250, $500 or $750 rental prepayment is required to secure the reservation, and must be submitted with the Reservation Application. Checks or Visa/MasterCard/AMEX/Discover are accepted. Full payment is due on the day of departure. Reservations made within 7 days require immediate payment. A security deposit ranging from $500 - $1500 is required before departure and can be paid the day of departure. This payment is to be made by cash or major credit card. Although not limited to these items, common deductions from the security deposit are; damage to the RV, additional mileage, additional generator hours, dumping of the waste tanks, parking violations, etc. Refund of the unused portion of the security deposit is made within 14 days of the return of the RV. Cancellation Policy Reservation cancellations with application and over 20 days before departure are eligible for a deposit credit for 1 year. After the 365th day, the credit will be cancelled. Reservation cancellations 0-19 days before departure: Reservation deposit is forfeited.  There is no fee to reschedule your vacation barring availability of same class RV for those dates. Insurance Williams Coach Company carries no insurance for renters on the RV. Renters may either provide insurance for the RV through their own auto insurance policy or purchase insurance through our insurance carrier: MBA Choice. MBA Choice, viewed at www.mbachoice.com is $20-44/day for basic coverage. Additional liability coverage of $1,000,000.00 is also available from MBA Choice for $9.95/day. Responsibility of Damage and Loss You are responsible for all damage to vehicle (regardless of Fault). Loss of use of the vehicle while it is being repaired. Diminution of the vehicle's value casued by damage to it or repair of it (Not covered by insurance). The Diminution in value charge is 2% the value of the motor home. All damage or loss caused by blowout, punctures or other road damage, unless the damage is caused by a "loss" that is collision on comprehensive. Missing equipment. Our administrative fees connected with any damage claims, regaurdless whether you are at fault or not. Ranges from $0 to $150 (TN Civil Code 1936 (f)(9)). Theft and Vandalism. You must report all accidents and/or damage within 6 hours of the occurance. You agree to pay these charges from credit sources listed in your contract, and ressume all responsibility to submit accident reports and claims to the proper authorities. Restricted Areas Restricted areas include Mexico, Dalton or Dempster Highways in Canada, New York City, Apache Trail, AZ, and the Burning Man event held near Reno. Non-public roads. Roads with low clearance obstructions (including tree limbs) Unpaved, dirt roads and "off-road" areas. Areas not eligible for Large Trucks. Renter is liable for all damages to vehicle, tires, towing charges and other expenses as a result of a breakdown associated with operating in these areas. Maintenance and Breakdown Responsibility The customer is responsible for checking engine oil, fluids, and coolant levels at each refueling, as well as reporting mechanical failures immediately. Williams Coach Company will give instructions and procedures for maintenance at time of rental. Customers may be held responsible for mechanical damage due to negligence in vehicle operation or failure to provide normal maintenance, this includes driving the rented unit too fast or too hard. In the event the vehicle is in breakdown repair for 12 hours or more, through no fault of the customer, our responsibility to customer is limited to the Vacation Saver Policy. Radio,TVs, Satellite, air conditioning, refrigerator, microwave and appliances, cruise control, and generator malfunctions are not considered breakdowns and no refunds are available for repair time to these items. Emergency Roadside Assistance through Coach-Net (a nationwide 24/7 service) is available through Williams Coach Company. Additionally, renters are given cell phone numbers of RV specialists to aid them with any questions throughout their trip. Mileage There are 100/125/150 free miles/day included in the daily rate of the RV. (free miles may vary upon the time of year/distance versus number of nights/special events) Additional miles are available at .19-.32/mile, or you may purchase a mileage package for a discounted fee Please call our office to find out your total additional milage charge. Generator Use 1-3 nights: 15 free hours included in the rental of the RV 4-10 nights: 25 free hours included in the rental of the RV. Over 15 or 25 hours, there is a $15.00 generator service fee. EXCESSIVE GENERATOR FEE: Over 100 hours for Total Dates Rented: $50.00 Cleaning The RV A minimum cleaning/prep fee of $55-$295 is in effect for each RV. Renters are required to bring the RV back in  "near clean condition". **Cleaning includes basic Exterior Cleaning, all toilet chemicals, all toilet tissue, hoses, adaptors, and 1 hour orientation on how to operate the RV/Trailer. Coaches requiring special cleaning, e.g. fumigation, undercarriage pressure washing, filthy interior/exterior etc. may be subject to charges up to $500. This fee is at the sole discretion of Williams Coach Company. The cleaning charge is for interior and exterior cleaning only. It does not cover any repairs needed. Fuel All of the RV's fuel tanks are "Topped Off" before departure and are asked to be returned in the same condition. A nominal refueling charge will be applied if coach is less than full. No warranties are made regarding fuel tank capacity or fuel mileage. We assume no liability for fuel consumption rates. All gasoline, diesel or propane refueling during the trip is at customer's expense. Smokers or Pets There is a $500 fumigation fee for rentals having evidence of pets. This charge is at the sole discretion of Williams Coach Company. RENTER WILL FORFEIT ENTIRE DAMAGE DEPOSIT IF THERE IS ANY  evidence of smoking. This charge is at the sole discretion of Williams Coach Company. We enforce a strict NO SMOKING policy. Some units are eligible for the Invisible Pet policy available with a $20.00/day charge and an additional $100 sercurity deposit. Please see Pet Addendum. Towing Towing is not allowed on most RV's however exceptions will be made on an individual based on item towed and vehicle rented. On rentals where towing is allowed, a nominal tow charge is applied. Towed items must be hooked up, and inspected by Williams Coach at our location before departure. All units have hitches LOCKED to prevent unauthorized towing.  All Vehicels that will be towing our travel trailers will need to have an electronic break control system. This is TN Law. One-Way Rentals One-way rentals are allowed on a limited basis. Call for details and pricing. Optional Equipment Additional accessories such as pots and pans, eating utensils, plates, cups, bedding, camping supplies, toasters, coffee pots, etc. are available through Williams Coach Company. Please call or email for further details. Office Hours Our office is open from 9 AM - 4 PM Monday through Friday and by appointment on Saturday. We are closed Sunday. Please call ahead if planning to come in on Saturday or after hours to view an RV. We are happy to stay late or come in on Saturday to work around your schedule.

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