Minimum/Maximum Number of Rental Nights
Minimum 7 nights required (10 nights when All-Inclusive is requested).
Maximum number of rental nights possible is 30. If a customer would like to rent for longer than 30 nights, then two rental contracts would be required. This is due to insurance purposes.
If a customer needs to change the travel dates of an already confirmed booking a fee would apply, along with rates and conditions that apply on the amendment date.
A Rental Day is determined on a per night basis.
Amendments
Once a booking has been confirmed, amendments will be considered at the discretion of our reservations department.
Bookings are not transferrable. Name changes are not permitted on confirmed reservations.
Customer name changes are only possible if the customer who initially placed the booking is one of the additional drivers and present at the station on pick-up day.
All changes need to be made in writing with the Reservations Department and require its written confirmation.
Driver Age Requirements
Individuals aged 21 and older with a valid full driver’s license can rent. Learner (L) or New (N) licenses are not accepted. Any individual listed as a ‘driver’ on the rental contract must be physically present at the time of pick-up, or they will not be permitted to drive the vehicle
License Requirements
For all drivers a national driver’s license from their home country is required (original license, no copies). For translation purposes, customers with a driver’s license in a non-Roman alphabet will be required to obtain an International Driver’s License to present at pick-up along with their national driver’s license. A valid driver’s license for at least one year prior to renting is required for all drivers. Please note that this does not include time spent driving with an N (New) or L (Learner) license.
Principal Driver / Renter / Credit Card Holder
The ‘principal driver’ is the renter, and he/she must be physically present at both pick up and drop off to sign all paperwork. The renter must be the one that provides a credit card for the Security Deposit at pick up (MasterCard, Visa, or Amex).
Required First Night in Hotel
For safety reasons, all renters arriving on overseas flights must spend their first night in a hotel.
U.S Border Crossing
There is no additional charge for travel to the United States.
Northern Rentals
No travel is permitted further north than Highway 16 between Prince Rupert and Prince George, and Highway 97 between Prince George and Fort St. John.
Pet Policy
No pets permitted.
Smoking/Vaping Policy
Smoking/Vaping is strictly prohibited in all Meridian RV motorhomes.
Number of Passengers
No traveling with more people than stated on the confirmation invoice.
Seat Belts
Seat belts are mandatory for all passengers when vehicle is in motion. Not all seat belts are facing the direction of travel.
Children Travelling Along - Child Seats
Meridian RV must be advised if children are traveling along in one of our motorhomes and what their ages are. Our units come equipped with 1 tether, 2-5 lap belts (main cabin) and 2 three-point harness seat belts (driving cab). Motorhomes can only accommodate one child seat at the dinette - either a Rear-facing car seat (for infants under 12 months) installed with a lap belt or a Forward-facing car seat installed with a lap belt & tether. Booster seat can only be installed with three-point harness seat belt in driving cab area (passenger’s seat). It is not recommended for children under the age of 12 years to travel in the front seat of the motorhome. Meridian RV staff are not legally permitted to assist with the installation of car seats.
Hours of Operation (both stations)
8:30 - 17:00
Open Monday - Saturday (April 1 - Oct 31)
Open Monday - Friday (Nov 1 - March 31)
(Rental department closed on Sundays and holidays & Between December 23 and January 2).
Rental Pick-Up: 11:00 - 15:00 (by appointment only)
Rental Drop-Off: 08:30 - 10:00 (first-come-first-serve basis)
Late drop-offs are subject to a $100 per hour fee.
Absolutely no pick-ups or drop-offs possible after 15:00.
RENTAL PROCEDURES
Customer Check-In Form
All customers should fill out a Customer Check-In Form and return it to Meridian RV at least 14 days prior to their first rental day. These forms are sent to each customer with their confirmation. They can also be downloaded from the Terms & Conditions page of our website.
Pick-Up Appointment
RV pick up for rentals is between 11:00 and 15:00. To avoid long waits at our station, customer pick-up times are pre-determined by our rental staff and cannot be altered. All customers should be prepared to pick up their units at their assigned time. We ask renters to call our station either the day before their rental (between 15:00 and 16:30), or the morning of their rental (between 08:30 and 09:00), to receive their pick-up appointment time (as well as transfer time if applicable). Meridian RV is closed on Sundays and Holidays, so on (long) weekends, customers may need to call us a day or two earlier.
Transfers To/From Meridian RV
Return transport from Vancouver/YVR to our Port Coquitlam station is available for a fee. There is a maximum of 4 persons per transfer vehicle. If your group is more than 4 persons, then an additional Return Transfer would need to be booked. All customers travelling with wheelchairs or scooters should advise Meridian RV accordingly upon booking. When travelling with children, child seats are not provided by Meridian RV for transport to/from our station. Due to limited storage, a maximum of 1 suitcase (or equivalent, max. 23 kg) and 1 carry-on bag (max. 8 kg), per person, in accordance with the airline regulations for economy passengers, is reccomended. No transfers will be provided for bikes (or bikes in carrying cases), snow boards, large equipment, etc.
Transfers before pick-up:
Transfers to our station take place between 09:00 and 14:00. Customers must be prepared to be picked up at their advised time and only one location per booking. Customers are asked to be ready for pick-up in a visible and easy to access location. Transport service is not guaranteed if the customer did not contact Meridian RV by 9am on pick-up day.
Transfers after drop-off:
After drop-off transport is to only one location per booking. We request that customers inform Meridian RV of their prefered drop-off location on the pick-up day latest.
Parking at Meridian RV
Customers who want to park their cars overnight at Meridian RV must indicate this at the time of booking. In accordance with our policy, we will retain both the vehicle keys and a copy of the vehicle insurance papers. Overnight parking is not permitted on the front lot. The vehicle will be moved to our back parking lot. Valet parking is provided at the owner`s risk.
RV Picking Up
Anyone listed on a contract as a ‘driver’ must be present at pick up, or they will not be permitted to drive - no exceptions. The ‘principal driver’ is the renter, and must produce a valid MasterCard, Visa or American Express for the security deposit (no pre-paid credit cards, debit cards, wire transfers or cash). Pick-up appointments take 90-120 minutes, and they include time for handling paperwork, a walk-through of the unit and for customers to unpack their belongings. Each rental comes with a Rental Guidebook with helpful information.
At pick-up, Meridian RV reserves the right to refuse a rental to a driver not deemed fit to handle an RV.
Required Security Deposits
All renters are required to pay a security deposit at pick up according to their insurance coverage with Meridian RV. Premiums for Basic Insurance are included in all nightly rental rates. The nightly rental rate also includes the premium for the Limited Risk ‘CDR’ Plan, which lowers the security deposit to $1500. Only MasterCard, Visa or American Express credit cards for the security deposit - no cash, wire transfers, debit cards or pre-paid credit cards. For any other rental charges at the rental station, debit cards are accepted as well - but for security reasons, no cash payments. Please note that credit cards should be valid for at least six months after drop-off date. Security Deposits are refunded at drop off provided the unit has been returned on time, there is no damage, it is clean on the inside and outside, all equipment is present and undamaged, the holding tanks are all empty, the gas tank is full (prior to checking in unit), and no damage claims have been made. In all cases, the exchange rate difference between the deposit collected at pick up, and the refund given at drop off, is the renter’s responsibility.
Customers Taking Ferries
We recommend that customers traveling to vancouver Island and Sunshine Coast book no earlier than a 19:00 sailing. This is because pickup appointments can take up to 2 hours, it’s usually a 60 to 90-minute drive to the ferry, and BC Ferries requires all passengers with reservations to arrive at the terminal at least 30 minutes prior to departure ,or they can lose their reservation. For logistical reasons, we are not able to alter our pick-up schedule to accommodate customers that have reservations on earlier ferries. Please note that we recommend that customers reserve a spot on the ferry for a unit one size larger than originally booked, just in case an upgrade to a larger unit is necessary when they pick up.
RV Availability & Upgrades
On rare occasions, it may be necessary to offer a unit other than the one originally booked. Meridian RV reserves the right to substitute the unit with one of equal or greater value. Any resulting expenses (gasoline, ferry costs, etc.) would be the responsibility of the renter. Should a downgrade be necessary, Meridian RV’s only obligation would be to refund the customer the cost difference between the two vehicles. In the event the renter refuses to accept the replacement vehicle, no refund will be offered.
Travel Restrictions
Travel is only permitted within a radius of 2,000 kilometres of the Port Coquitlam rental station.
No travel permitted north of Hwy. 16 and Hwy. 97 (north of Prince Rupert, Prince George and Fort St. John); to Mexico; to any outdoor festivals, events or concerts (including Burning Man); to Death Valley, California, from June 1st to August 31st; on roads designated on official provincial or state maps as ‘other roads – gravel or dirt’. Insurance coverage and the Limited Risk ‘CDR’ Plan are void if travelling in restricted areas without authorization, and the renter will be subject to a $2,000 penalty. All repairs, damages and delays caused by mechanical breakdowns in restricted areas are the responsibility of the renter.
Meridian RV reserves the right to restrict access to specific geographic areas at any time.
Responsibility of Renter
When on the road we require renters to exercise prudence in handling and operating Meridian RV rental vehicles. Misuse and failure to exercise due care and attention in their operation may result in damage charges. Please note that the renter is also responsible for routine on-the-road maintenance, which includes checking tire pressure, engine oil levels, and coolant levels, at each refueling. Renters will be held responsible for any damage that occurs when regular maintenance is neglected. Additionally, they might be required to pay for missing or broken items from their Convenience Kits and/or any extra items they have rented.
Damages, also those not covered by insurance, must be reported by the renter to Meridian RV immediately/within 24 hours.
Repairs and Breakdowns While on the Road
The possibility of mechanical failure or breakdown is an inherent risk associated with the rental of a vehicle. Any repairs (or replacement parts) costing less than $100 do not require prior authorization from Meridian RV before servicing. Reimbursement will be provided at drop off when both a receipt and the part replaced are presented to one of our rental staff. When the cost of repairs is more than $100, customers are required to contact our station first for authorization. In all cases, the renter will not be reimbursed for loss of time, transportation costs, inconvenience, food loss, or any other expenses resulting from repairs to their unit. Please note that Meridian RV will not offer refunds or repairs while on the road for malfunctioning or damaged backup cameras, generators, TV/DVD sets or awnings. These are additional items that we offer to customers at no extra charge. Although we make every effort to repair them when they malfunction, at times there is not enough time to do so in between rentals. In such cases, Meridian RV is under no obligation to contact the next renter picking up the unit about the issue.
RV Drop-off / Rental Returns
Returns take place between 08:30 and 10:00, on a first-come-first-serve basis. All renters must be physically present at drop off and cannot send someone in their place to close their contract. Customers are not permitted to leave their units in the Meridian RV parking lot and leave the premises without first closing their rental contracts with one of our rental staff. We also ask that motorhomes are not parked on the road in front of Meridian RV overnight, as it puts the unit at risk of damage and is prohibited by the city.
Late Returns
Since late returns are both disruptive to daily procedures in our rental department and an inconvenience for customers waiting to pick up their motorhomes, late fees are in effect for any units that have not been dropped off by 10:00 in the morning. Customers will incur a charge of $100 per hour (or portion of an hour) until the unit is returned. For logistical reasons, our rental staff are not able to check in units after 15:00. Customers that have not drop off by 15:00, must be at the station at 08:30 the following morning to return their unit.
Early Returns
We allow early drop offs, but customers will not be given refund for lost days. If customers plan to drop off early, we ask they they contact Meridian RV in advance to advise our rental staff. Units dropped off during our regular drop-off period (between 08:30 and 10:00) will be checked in on a first-come-first-serve basis. After that pickup appointments are scheduled, so customers dropping off early would have to wait until a rental clerk is available to check their unit in. No units will be checked in after 15:00.
Potential Charges at Drop-Off
• Failure to bring unit back with a full tank of gas: $50 refueling fee plus cost of gas;
• Failure to empty holding tanks: $25 charge per tank;
• Failure to refrain from smoking/vaping in unit: $500 charge;
• Failure to abide by no pet policy: $500 charge;
• Failure to bring unit back clean inside/outside: $100-300 charge, depending on condition of unit;
• Failure to return unit in the presence of a rental clerk: $500 charge if customer parks their unit on our lot or surrounding area and leaves without closing their contract with a rental clerk.
Kilometre Charges
No refund is offered for unused pre-paid kilometre packages.
Lost Items
Please note that we cannot hold lost items indefinitely, so unclaimed items will be kept no longer than 2 weeks after drop-off. Customers wishing to have items shipped to their home (overseas) are to make arrangements themselves and then advise Meridian RV what day the item will be picked up.
Accidents
In the event of an accident, damage to vehicle, fire, or theft, renters are required to do all the following or their insurance and Limited Risk ‘CDR’ Plan will be null and void:
• Contact Meridian RV and the Police within 24 hours of occurrence
• Provide Meridian RV with a copy of a police report or file number at drop off (in the event the police do not file a report, the renter has to show proof they reported the incident to authorities and for this purpose a written note or business card is sufficient)
• Fill out the Meridian RV Accident Report Form (provided to customer with Rental Guidebook)
• Take pictures of the damage to the unit and accident scene
Should a unit be damaged beyond repair due to an accident, Meridian RV is under no obligation to replace the unit, nor will they be required to refund the customer for unused rental days. In all cases, personal items and personal injuries are not covered by insurance.
Off-Season Rentals: October-April
Temperatures between October 1 and April 30 can be unpredictable. MERIDIAN RV MOTORHOMES AND TRAILERS ARE NOT DESIGNED FOR COLD WEATHER DRIVING. We generally don’t offer rentals between November 1 and March 31, but we do in April and October, and customers that choose to travel during this time need to be aware of the following:
TIRES & CHAINS:
Off-season driving conditions can often include snow and ice. Mountain/snowflake tires are recommended for cold weather driving, and for extreme conditions drivers should carry chains.
• Meridian RV motorhomes and trailers come with All Season Tires (M & S), and even though they satisfy the mini- mum legal requirement for cold weather travel in BC, we do not recommend that customers travel through areas where they might encounter snow, ice, or winter conditions in general.
• Meridian RV will not provide chains for winter or off-season rentals.
• Renters must educate themselves regarding driving conditions and legal requirements for the states and provinces they plan to drive through. Meridian RV cannot be held accountable for decisions made by renters while they are on the road.
ISSUES WITH PIPES:
Between November 1 and March 31, we keep our units winterized, regardless of outside temperatures, because when temperatures drop below zero, the pipes can freeze. This can cause a lot of damage to the unit, and if it happens while a customer is on the road, the customer is responsible for the cost of repairs - the insurance does not cover it. Customers picking up between October 1 and April 30 must decide if they would like to receive the unit winterized or de-winterized for their trip:
WINTERIZED:
If a motorhome is winterized, it means that there is antifreeze in the pipes, so no water can be put into the fresh water tank, the toilet cannot be used or flushed, and the motorhome cannot be hooked up to the city water supply. No water is available in the motorhome!
DE-WINTERIZED:
If a motorhome/trailer is de-winterized, the antifreeze has been removed from the pipes and the water tank will be full. The customer can use fresh water and flush the toilet. However, should temperatures again drop below zero, the customer would be responsible for the re-winterization of the unit (including the cost) to prevent damage to the pipes. If a renter chooses not to re-winterize in cold temperatures, he is liable for any damage to the plumbing and water system.
For motorhome rentals between October 1 and March 31, Meridian R.V. Mfg. Ltd. will keep the security deposit on day of drop off for up to five business days, until the motorhome has been inspected by a technician.
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