Rental Terms & Conditions

A reservation is not formed on submission. You tell us your dates, crew, and camp, and Black Rock RV confirms availability and fit — usually within 24 hours. A rental agreement is formed once we confirm the reservation and payment is received. Black Rock RV may decline any request at its discretion. Nothing is charged before we confirm.

Inside 45 days of trip start: the full rental amount is due on confirmation, in a single invoice. Dates are held for 3 business days pending funds, then released if payment has not been received.

More than 45 days before trip start: a 50% deposit is due on confirmation to hold the dates, with the balance due 30 days before trip start.

By private offer: where we quote you directly, the offer states its own payment structure and that structure — not the standard rule above — governs your reservation. It will be one of three:

• The standard split — 50% when you accept, the remainder charged automatically 30 days before trip start.
• Monthly payments — 20% when you accept, then equal monthly payments on the same day of each month, with the last one falling at least 30 days before trip start. No interest, no finance charge, and no fee for paying this way: the monthly amounts add up to the same total.
• The full amount when you accept, with nothing further before the trip.

Whichever applies, it is fixed the moment you accept — every date and every amount is set then and printed in Schedule A of your rental agreement, and we do not recalculate it afterwards. Each payment is charged automatically to the card on file and each one gets its own receipt by email.

Payment is by bank transfer (wire or ACH), preferred, or by card. Corporate invoicing is available and a W-9 is provided on request.

A refundable security deposit of $1,500 is placed as a hold at handoff — an authorization, not a charge — separate from the rental price. It is released within 7 days of the return inspection. Any claim against the deposit (damage, excess cleaning, missing fuel, or violations of these terms) is itemized in writing and provided to you before any amount is deducted.

Your money is never lost. Every payment toward a reservation — the payment that holds your dates, each scheduled installment, a half, or the full amount — is nonrefundable. If you cancel, everything you have paid becomes a Reservation Credit with Black Rock RV, good toward any future booking with us.

A Reservation Credit is applied to the total of a future reservation when you book it — any coach, any dates we offer, at the prices and terms in effect then. If the credit is larger than the new reservation, the remainder stays on your account. A credit has no cash value and is not paid out as money. A credit is personal to the guest who made the reservation and cannot be transferred.

Changed your mind? Within 7 days of booking, for a trip more than 180 days away, your first payment is refunded in full on request.

Why the terms read this way. We rent a handful of coaches for one week a year. When a reservation is cancelled, the guest who would have taken your place decided in March, and the coach rarely re-sells by summer. Keeping what you have paid as a credit, rather than returning it, is our agreed, up-front estimate of what a cancellation costs us — set in advance so nobody argues about it later.

The $1,500 security deposit is not a payment toward the reservation. It is a hold on your card at handoff and follows section 3 — it is released, not credited.

If a scheduled payment does not go through, we retry the card and reach out to you. A reservation is never cancelled automatically because a payment failed.

If Black Rock RV cannot deliver the coach — mechanical failure, accident, or another event beyond reasonable control — you are refunded in full for amounts paid, per the force majeure section below.

All drivers must be at least 25 years old, hold a valid non-commercial driver’s license, and be listed on the rental agreement prior to operating the vehicle. Unlisted drivers are not covered under the rental’s insurance terms.

The vehicle may not be used for, or in connection with:

• Any illegal purpose or activity
• Subletting, subleasing, or re-renting to a third party
• Racing, off-roading, or towing beyond manufacturer rating
• Commercial passenger transport
• Smoking of any kind inside the vehicle
• Travel outside the agreed service area without prior written approval

Ordinary playa dust is expected and is our responsibility: after exodus, the coach receives a full interior and mechanical dust remediation, and that work is included in the burn-week price. You will never be billed for ordinary dust.

Damage or soiling beyond ordinary dust exposure — including food waste, standing liquids, or non-dust debris — may be billed separately from the security deposit. Excess cleaning beyond ordinary dust is billed at $150/hour.

The onboard generator is provided for standard household-style electrical loads (climate control, kitchen appliances, charging). Guests are responsible for fuel consumed and for operating the generator within manufacturer guidelines. Generator misuse or damage from improper operation may be deducted from the security deposit.

The Burning Man package includes the round-trip mileage between Reno and Black Rock City. General rentals include 100 miles per night; mileage beyond the allowance is billed at $0.50/mile. Some bookings carry a different allowance, stated on the offer.

If a coach becomes unavailable for reasons outside Black Rock RV’s control (mechanical failure, accident, or another event beyond reasonable control), Black Rock RV may substitute a comparable vehicle for the booking or, if no substitute is available, cancel the booking with a full refund of amounts already paid. Black Rock RV is not liable for consequential costs arising from a substitution or cancellation under this section (e.g. travel arranged around the trip, lost event access, or other third-party costs).

A vehicle returned after the scheduled return time is subject to a late fee of $150/hour, after a grace period of 2 hours from the scheduled return time. Burn-week returns are scheduled around dust turnaround; a late return can affect the next reservation, so please coordinate any change with us in advance.