A successful RV handover hinges on both parties—the host and the guest—being thoroughly prepared and comfortable with the rental process.
Time and Location
Hosts are able to set their standard pick-up and drop-off availability within their listing preferences, which will be visible to all their guests.
Once the times and location are agreed upon, both parties need to abide by them unless they both agree to change these conditions. As the RV host, if you wish to apply an early pick-up or late drop-off fee, be sure to mention this prior to the trip start date to avoid misinformation and to ensure the guest is aware.
RV Condition
The RV host is responsible for ensuring the vehicle is in top condition before the guest's arrival. This includes cleaning both the interior and exterior, filling up the fuel and freshwater tanks, checking the tires, and emptying the black and grey water tanks.
Approved Drivers
Guests need to ensure at least one approved driver is present to ensure the handover is not delayed. Hosts will not release the unit to a guest that is not an approved driver.
Rental Agreement
Both parties must complete and sign the rental agreement prior to the trip starting. This agreement is a legal requirement and also a crucial component of the inspection process, as without it, you cannot access the digital inspection form provided by RVezy. In the absence of a completed rental agreement and corresponding inspections, any disputes or claims that arise may not be addressed, potentially disadvantaging both parties.
Departure and Return Inspections
A departure inspection form is provided on the RVezy app and must be completed by both parties on their respective phones as part of the RV handover at the start of the trip. Access to the form does not require a Wi-Fi connection or cell service.
This inspection ensures that the state of the RV is properly documented before the start of the trip. It includes taking pictures of the exterior and interior of the RV, noting any pre-existing damages, and noting the level of the fuel, freshwater, black and grey, and propane tanks, as well as the generator usage and odometer.
Upon the guest's return, the return inspection must also be completed to make note of the same information (photos, tank levels, damage, etc.). Any extra charges added by the host as well as the submission of any dispute or claim by either party will be based on the information included in the inspections.
Comprehensive RV Walkthrough
One of the most important aspects of the handover is a thorough walkthrough of the RV, which ensures the guest is comfortable and fully versed in operating the vehicle. It is the host's responsibility to demonstrate essential features of the RV, which includes teaching how to empty the black and grey water tanks, refill the freshwater tank, and use the tank and propane readers. Additionally, the guest should be shown how to operate the generator, manage the awning and slide-outs, and open and close any storage compartments. Overlooking these details might lead to operational mishaps, potentially causing damages that could be deducted from the guest’s security deposit.
Early Pick-Up Insurance
Sometimes, the need arises to adjust the rental period slightly, such as picking up or delivering the RV the night before the agreed rental start date. If both the host and guest are amenable to this change, it comes with the requirement for the guest to pay an additional night's insurance fee. To formalize this adjustment, it is necessary to contact RVezy's support team to process the change and to confirm that the rental remains covered by insurance.
Handling No-Shows and Pre-Rental Issues
In situations where a guest fails to show up at the designated time and location for pickup, this is treated under the guidelines of a guest cancellation. On the flip side, if a host identifies an RV-related problem before the rental begins, it is their obligation to attempt all feasible repairs to ensure the RV is ready for the trip. If repairs are not possible in time, the host will need to cancel the booking, providing the guest with a full refund. Additionally, the host should promptly inform RVezy of the issue, so we can assist the guest in securing another RV rental if necessary.
Towing Equipment
Guests and hosts each have certain responsibilities to ensure the trailer is hooked up legally, correctly and safely.
Host Responsibilities
As a host with a trailer, it is your responsibility to provide clear and complete information regarding towing equipment.
When you start engaging with a guest, make sure to get information about their itinerary as well as their experience towing trailers. You will want to double-check the tow hitch size and connector pins to confirm that the guest has the right equipment to tow your trailer, as well as confirm the towing capacity of their vehicle.
A weight distribution system is expected to be provided by the host for heavier trailers. An electric brake controller is also expected to be provided by the host for trailers with electric brakes.
If you have certain conditions or restrictions to highlight in regards to towing your trailer, make sure to mention them at the beginning of the conversation; if the booking moves forward, you will not be able to enforce any conditions later.
To help you manage these conversations, you can create message templates to ensure you are consistently asking the best questions and providing the best information.
Guest Responsibilities
As the guest, it is your responsibility to ensure your vehicle and equipment is appropriate for the trailer you will be towing.
Before you send a booking request to a host, make sure to check the RV listing and verify the trailer's weight, hitch weight, and hitch size. Read the listing description to check if the host has included any information about towing specifications or equipment.
Note: The trailer weight displayed on the RV listing refers to the dry weight or manufacturer weight of the trailer. This is the weight of the trailer with all tanks empty (no fuel, no freshwater, no black/grey water, no propane, etc.) and without any additional equipment on the inside.
You should always aim to have a vehicle with a towing capacity of a few hundred pounds more than the trailer's dry weight. This will ensure that you can fill up all tanks, include some equipment in the trailer, and still tow it safely.
If you are ever unsure about your towing vehicle or equipment, you can contact the host and discuss it with them. They are the experts on their trailers and can answer your questions.
You can also consult these resources from the RVezy blog for general information on towing: How to Tow a Travel Trailer Safely and WTF is GVWR? Visual Guide to RV Weight Terms.