Rental Policy

Cancelation / No call. No show	Cancelation Fee
Cancel within 24 hours of booking	Free Cancelation But we charge you 5% of $200 which is $10 as credit card processing fee to refund the money back to your account.
After the free cancellation period to the last 48 hours before the scheduled pick-up	The $200 deposit will be treated as a cancellation fee.
Last Minute cancelation/No call, No Show (with in the last 48 hours of pick up)	Full Rental Amount as Cancelation Fee. Sorry we cannot afford last minute cancelation

Free Car Parking in our Location

Currently we are not offering any free parking in any of our locations.

Local locations Pick up and drop off:

For a swift and efficient checkout process, please ensure you have the driver's licenses and proof of insurance for all drivers ready before arriving at our location. You can expedite this by emailing the documents to info@chicagovanrentals.com. Additional driver's licenses and insurance can be sent via email or provided as paper copies. It's essential that all drivers carry insurance through a major carrier.We do not accept liability insurance from certain carriers, including but not limited to United Auto Insurance, Axcess Insurance, Magnum Insurance, Insurance on the Spot, Unique Insurance, Lighthouse Insurance, SafeAuto, Lincoln Insurance, Loya Insurance, SR-22, or any insurance carrier whose liability coverage does not extend to rental vehicles. It is essential for renters to provide valid liability insurance from carriers that offer coverage applicable to rental vehicles to ensure compliance with our insurance policies.

Our local offices are open for van pickups from 8:00 AM to 5:30 PM, Monday to Friday, and on Saturdays and Sundays by appointment. Our employees, who multitask by moving vehicles for services and cleaning, appreciate your understanding. If you anticipate being late for pick-up or drop-off, kindly inform us through call, text, or email so our employees can adjust their plans accordingly. While we understand delays can occur, please be aware that there is a small fee for our employees waiting, considering the impact on their family time and the additional costs incurred. If there are no reservations for van pickups on weekends, we allow our employees to take time off to be with their families. Customers have the flexibility to return the van 24 hours a day, with key drop boxes available at all locations. Please note that customers are responsible for the vehicle until we open the next working

day and complete the check-in process. This is determined based on your actual return time, monitored through our security cameras and in-vehicle GPS.

Late returns beyond the one-hour grace period will incur an additional day's charge, though 250 free miles will be provided for the extra day as outlined in your rental package.

If you require a van after hours or late at night, please call us. We will make every effort to assist you based on our employee's availability and the circumstances at hand. Thank you for your cooperation and understanding as we work together to ensure a smooth rental experience for all.

Airport Pickup and Drop Off

We offer convenient airport pick-up and drop-off services, situated just 15 minutes away from both O'Hare International Airport Chicago and Midway International Airport Chicago. When arriving at the airport, we bring the van directly to the terminal, eliminating the need for you to visit the rental location and endure long lines. This streamlined process is especially beneficial for travelers with sports teams or children. All paperwork is handled remotely one day prior to your arrival; you simply need to email pictures of the front and back of all drivers' licenses and insurance cards to info@chicagovanrentals.com. The rental agreement will be sent to you for review and signature, or you can sign it upon your airport arrival.

Similarly, for returns, you can conveniently bring the van to the terminal, and we'll pick it up from there. This ensures you won't be delayed in catching your flight. Please inform us of your estimated time of arrival (ETA) to the airport at least 60 minutes before reaching, allowing us to coordinate the pick-up seamlessly. Our goal is to provide a hassle-free and efficient airport experience for your van rental needs.

After hours Airport pick up and drop off process.

For after-hours airport pick-up and drop-off, the fee you pay covers the cost of bringing the van during our regular local office hours, from 8:15 AM to 5:30 PM. If your flights align with these hours, coordination is straightforward. However, if your flights arrive before 8:00 AM or depart after 5:30 PM, we can still assist you in securing a van in Chicago. Please contact our office to explore potential options for after-hours van pick-up from the airport.

Returning the van after hours is a simple process. You can conveniently drop off the van at our local locations, which are 12 to 15 minutes away from the airports, and our key drop-off service is available 24/7. This flexibility ensures a smooth and hassle-free experience for your after-hours needs. Feel free to reach out to our office for any further assistance or clarification.

Vehicle Maintenance

We are truly committed to the meticulous upkeep of our vehicles, and your collaboration is essential in achieving this goal. For longer rentals, lasting one week or more, we request that all renters undergo a safety inspection every 10,000 miles, or sooner if prompted by the vehicle's computer. This proactive measure is crucial for maintaining the performance and safety standards of our fleet.

It's worth noting that all our vans, including Sprinter vans requiring an oil change at 20,000 miles and Ford vans at 7,000 miles, undergo thorough maintenance before being rented to you. We strive to complete all periodic maintenance tasks before your rental period begins. However, there are instances when your assistance becomes valuable. If you're renting the van for more than a week or plan to cover an extended mileage, you have the option to take the van to any authorized dealership with prior authorization.

Should you choose this route, all maintenance expenses will be reimbursed upon submission of the receipt. Alternatively, we can facilitate direct payment to the dealership. Your active participation in this maintenance process ensures the continued reliability and performance of our vehicles, contributing to a safe and enjoyable driving experience. If you have any questions or need further clarification, please don't hesitate to reach out. We appreciate your partnership in keeping our rental fleet in top-notch condition.

DEF filling

For certain models of Mercedes-Benz Sprinters, a Diesel Exhaust Fluid (DEF) refill may be required to help reduce emissions. We ensure that DEF is topped up at the rental pick-up, and instructions on how to refill DEF will be provided. If a warning light appears during your trip, it indicates the need for a refill. DEF is readily available and can be purchased at most auto parts stores, Walmart, and gas stations. Refilling DEF is a straightforward process, and our team will guide you through it. This proactive approach aims to ensure a smooth and eco-friendly driving experience throughout your rental period.

Entertainment

Our commitment to enhancing your travel experience includes providing all our vans with OEM Radios. Additionally, our Sprinter vans are equipped with an array of entertainment features, such as a smart TV, Xbox One, power outlets, and a DVD player. We're thrilled to offer these entertainment packages to our customers at no extra charge, ensuring an enjoyable journey. Before each rental, we precisely test these systems to guarantee their functionality.

It's important to note that the TVs and Xbox used in our vans are designed for home use and incorporating them into a moving vehicle poses unique challenges. While we strive to maintain these systems, there are rare occasions when audio issues may arise due to parts being on back order or technicians being unavailable. In such cases, we make every effort to switch you to a different van within the same category to optimize your travel experience. However, in extremely rare situations where a replacement vehicle isn't available, you may end up with a van without an entertainment system. Regrettably, we don't provide credit or refunds for non-working entertainment systems before or after your rental.

To ensure the longevity of the electronic equipment, we kindly ask for gentle use. Please refrain from attempting to remove the Xbox or TV from the cabinets. Additionally, it's important to note that we do not provide troubleshooting steps or technical support for the entertainment system if you make changes to the settings during your rental. We appreciate your understanding and cooperation in making your journey as enjoyable as possible.

Customers are responsible for any damages that occur to the entertainment system during their rental period. This includes any harm or malfunctions that may arise from misuse, attempted modifications, or removal of components. We encourage careful and respectful use of the entertainment features to ensure a pleasant experience for all renters. If any issues or damages occur, please promptly report them to our team so that we can address and resolve them accordingly. Your cooperation is crucial in maintaining the quality and functionality of our entertainment systems for the enjoyment of all our customers.

Power inverters

The power inverters in our vans are intended for the use of small personal electronic equipment such as cell phones, cameras, iPads, etc. However, it's important to note that these outlets are not designed to supply unlimited power. If too many devices are plugged in simultaneously or if devices consuming excessive power are connected, it may lead to blowing a fuse or damaging the power inverter.

Similar to our AV systems, we do not offer discounts in the event of a power inverter failure, and we are not responsible for any damage incurred to devices connected to the inverter. Renters are accountable for the cost of replacing any blown fuse or addressing damage resulting from exceeding the vehicle's power capacity.

It's advised to connect only a few devices at a time to ensure the fuse remains intact throughout your rental period. Please refrain from using high-powered appliances such as microwave ovens, hair blowers, hair straighteners, etc., as the power inverters are not designed for such purposes. Your understanding and cooperation in using the power outlets responsibly contribute to a safe and trouble-free rental experience. If you have any questions or concerns, feel free to reach out to our team.

Controller Batteries:

Our game controllers in the vehicles operate on AA batteries, while TV remotes use AAA. To minimize environmental impact and financial waste, we do not provide new batteries with every rental. Instead, we encourage clients to bring their own AA and AAA batteries. This ensures that, in the event of battery depletion in game controllers or TV remotes, you have the convenience of replacing them with your supplied batteries. Your consideration and cooperation in this matter contribute to our commitment to sustainable practices. If you have any questions or need further assistance, feel free to contact our office. Thank you for your understanding and enjoy your entertainment on the go!

For Towing services,

please refer to the information in the addendum. If you are driving a Mercedes vehicle, contact Mercedes Roadside Assistance, call 1800-367-6372 and for Ford vehicles, reach out to Ford Roadside Assistance 18002413673. Alternatively, you can contact your insurance provider's roadside assistance service. Our office is also available to assist you with any roadside needs; feel free to call us at 773-800-9898. We're here to ensure you receive prompt and reliable support in any roadside situation.

Spare Tire:

Every van in our fleet is equipped with a spare tire for your safety and convenience. However, we do not permit customers to change the tire themselves. If you experience a flat, kindly contact our tow service, and a tow truck driver will be dispatched to change the tire for you. It's crucial to inform our office promptly when you encounter a flat so that we can arrange to have the spare replaced.

For Ford vans, the spare tire is located underneath the van towards the rear. A compartment in the rear wall contains a jack and a screw lever to lower the wheel. The insertion hole for the screw lever is positioned just above the rear bumper near the intersection of the two rear doors. A plastic flap typically covers this hole, and you'll need to open it to access the wheel lowering mechanism.

For Mercedes vans, the spare tire is also located underneath the van towards the rear. The tools for the spare tire are underneath the floorboard in front of the passenger seat. It's important to note that Sprinter vans may use a different size of wheel bolt for the spare tire. These bolts, if required, can be found in the spare tire tool compartment. Please ensure that the tow truck driver is aware of this possibility, as using the wrong bolts may cause damage to the wheel hub, resulting in a significant delay. Your safety is our priority, and our procedures are designed to ensure swift and effective assistance in case of tire issues. If you have any questions or concerns, don't hesitate to reach out to our office.

Breakdown Policy:

Our customers embark on journeys covering millions of miles each year, and despite the dedicated efforts we invest in vehicle maintenance, there may be instances where repairs become necessary. In the event of a mechanical repair during your rental, rest assured that we will cover or reimburse all mechanical repairs, if the issue is not a result of misuse or collision with a foreign object. Promptly notifying us of any issues is crucial to ensure swift assistance.

For repairs exceeding $99, our approval is required before initiation. This policy is in place for both your protection and ours, as it safeguards against potential issues with less reputable mechanics. It’s imperative to adhere to our instructions regarding maintenance and repairs, regardless of any impact on your schedule. Safety is our top priority, and failure to follow our instructions voids our agreement and any Collision Damage Waiver (CDW) provided, with the possibility of us reclaiming our vehicle at your expense. While we genuinely care about your schedule, safety considerations take precedence. If we deem a situation unsafe, our decision is final. We prioritize your life and health above all else in our vehicles. Your safety is paramount, and we appreciate your understanding and cooperation in upholding these standards. If you have any questions or concerns, please don't hesitate to reach out.

After Hours breakdown

In the event of a mechanical issue occurring after hours, please contact us at 1773-800-9898, and we will arrange for the vehicle to be towed to the nearest mechanic. Take the opportunity to rest at a hotel, and we will issue vouchers for up to two (2) hotel rooms at a conveniently located hotel nearby. Refresh in the morning, and we will assist you in getting back on the road as swiftly as possible.

In the case of a serious mechanical malfunction requiring overnight repairs, we will strive to expedite the process. If the repairs necessitate the vehicle to stay at the repair shop overnight, we will provide vouchers for up to two (2) hotel rooms at a nearby hotel. Please ensure to obtain clearance from us before booking the hotel room.

If repairs cannot be completed within two business days, you will no longer be charged by Chicago Van Rentals starting from the day of the mechanical failure. We will close our rental agreement, allowing you to leave the van at the repair shop and continue with your tour using a new vehicle rental company. While you will be responsible for covering the costs of the new rental vehicle and any additional expenses incurred after our rental agreement closure, we will handle all expenses associated with recovering our vehicle and transporting it back to one of our locations.

It's essential to note that we cannot guarantee that other vehicle rental companies will match our rates, vehicle configuration, amenities, or services, and no additional compensation will be provided for the interruption to your trip. Your safety and comfort are our top priorities, and we appreciate your understanding in these circumstances. If you have any questions or concerns, please feel free to reach out to us.

Prohibited Use of the Vehicle.

The prohibited use of our vehicle is a serious violation of our rental agreement, resulting in the nullification of all liability and other insurance coverage. In such cases, the vehicle becomes subject to immediate recovery by Chicago Van Rentals. Certain uses of the vehicle are explicitly forbidden under this rental agreement, and any violation of this section will automatically terminate your rental. To the extent permitted by law, this violation acts as an exclusion to and voids all liability protection and any optional services you may have accepted. Furthermore, it may render you liable for all penalties, fines, forfeitures, liens, recovery and storage costs, along with related legal expenses, fees, and costs that we may incur. This stringent approach is in place to ensure the proper and lawful use of our rental vehicles.

Accident Reporting Policy

In the event of any accident, regardless of its magnitude, it is imperative to report it promptly to Chicago Van Rentals by calling 1-773-800-9898. Additionally, all accidents must be reported to the police, and a police report is required. This protocol ensures that necessary steps are taken to address the incident comprehensively and in adherence to legal and safety procedures. Reporting accidents promptly to both Chicago Van Rentals and the police facilitates a swift and efficient resolution process.

Where To Return The Vehicle:

The car must be returned to the agreed-upon return location specified in the Rental Contract. If you choose to return the car to a location other than where your rental began, a one-way service fee may apply. It's essential to obtain permission before returning the car to a different location than the one agreed upon. If you return the car to an unauthorized location without our consent, you agree to pay a fee specified by us for the unauthorized return location. This policy ensures smooth logistics and helps manage any additional costs associated with variations in return locations.

Trailer Policy

You Tow a trailer at your own risk

We offer vans equipped with Class III tow hitches and 2" receivers, providing a versatile towing capability. Please note that there is an additional fee for using the tow hitch. It's important to clarify that we do not rent trailers; renters must provide their own trailer, along with the necessary ball and pin required for connection to the tow hitch.

For the Mercedes Sprinter 2500, it is equipped with a 7-pin connector, offering a maximum towing capacity of 4,000 lbs. Additionally, the Ford Transit Medium Roof is equipped with either a 4-pin blade or 7-pin connector, providing flexibility for different trailer connections. The maximum towing capacity for the Ford Transit Medium Roof is 3,600 lbs. This setup allows renters to bring their trailers and utilize our vans for towing, meeting various transportation needs.

Towing a trailer is undertaken entirely at your own risk.

Our collision damage waiver specifically excludes coverage for your trailer or any accidents caused by it. Please note that we do not rent trailers, and we do not assist in connecting or installing them for you. Our hitches do not provide rear brake assist, and it's not possible to add this feature to the vehicle.

Before every rental involving a tow hitch, we meticulously test the hitch wiring using a trailer light tester, ensuring it meets standard trailer wiring requirements. While we aim to assist if your trailer is not properly wired, we are not responsible for any changes, modifications, or repairs required for your trailer. Operating a vehicle with a trailer can be more challenging, and it's crucial to be familiar with towing procedures. Always distribute the weight of cargo in the trailer towards the front of the vehicle for optimal stability. As one of the very few rental companies allowing van towing, in the rare event that something happens to your van or trailer during your rental, and we are unable to provide a replacement, finding another vehicle available for towing may be challenging. Any additional costs incurred in such a scenario are not our responsibility.

Please be aware that most commercial tow operators, including our nationwide tow provider, do not tow a vehicle with a trailer attached. In the event of a tow requirement, you may need to leave the trailer behind unattended. Consider bringing a tongue lock with you in case leaving the trailer becomes necessary. While we provide a properly wired hitch, we do not offer discounts or reimbursements for any other trailer-related issues.

Toll Violations, Parking Tickets, Red Light Camera Tickets etc

Our car rental company has a comprehensive policy regarding missed tolls, parking violations, red light camera violations, speeding tickets, and other infractions. In the event of any violation, including but not limited to those mentioned, a standard $50 administration fee will be charged in addition to the actual violation amount. This policy is designed to cover the administrative costs associated with processing and managing these infractions. Renters are expected to comply with traffic laws and regulations during the rental period, and any incurred violations will be addressed promptly. The administration fee, combined with the violation amount, reflects the financial responsibility in addressing and resolving such incidents. We encourage renters to drive responsibly and adhere to all traffic regulations to ensure a safe and trouble-free rental experience.

Safety

Our Sprinter vans, measuring 10.7 feet in height and 23 feet in length, and Ford Transit medium/high roof vans, with dimensions of 10 feet in height and 20 feet in length, have specific size considerations. To ensure safe and damage-free driving experiences, please avoid routes with low clearance places such as drive-throughs, parking garages, and low clearance bridges. It is crucial to exercise caution and take wide turns at curves to accommodate the length and height of the vans. By following these guidelines, you contribute to the safety of both the vehicle and surrounding infrastructure, ensuring a smooth and incident-free journey.

Milage Restrictions

Our rental service comes with a mileage limit of 250 free miles per day. For any mileage exceeding this limit, a charge of $0.35 per mile will apply. As an illustration, a 10-day rental includes 2,500 free miles. Should you surpass this allocated mileage, the excess miles will incur a charge of $0.35 for each mile over the limit. This policy is in place to accurately reflect and account for additional mileage beyond the specified limit during the rental period.

Smoking/Vaping and pets inside the vehicles.

Smoking and vaping are strictly prohibited in all our vehicles. To maintain a clean and pleasant environment, any cigarette smells detected upon return may result in cleanup and detailing fees starting at $500 and potentially higher. While we do permit pets in our vans, customers are required to return the vehicle in the exact condition it was rented, free from any pet hair or residues. In the event that evidence of a pet is found, a pet cleaning fee of $450 will be charged. These policies are in place to ensure the cleanliness and integrity of our vehicles for all renters and to cover the costs associated with any necessary cleaning or detailing.

Early Car Return Policy

If you return your rental vehicle earlier than the agreed-upon date and time specified in the rental agreement, you will not receive a refund for the unused portion of the rental period. You are responsible for paying the full rental rate for the entire rental period, as agreed upon in the rental agreement.

Please note that this policy is in place to ensure that all customers have a fair and equitable opportunity to rent a van.

Van Rental Extension

To request an extension, please call our office at (773) 800-9898.We will review your request and let you know if an extension is possible. If an extension is approved, you will be required to pay the entire estimated balance for the updated reservation before the extension is confirmed. We encourage you to contact us as soon as possible if you know you will need to extend your rental. This will give us more time to find a solution that works for everyone.

Drive any Where in USA and Canada

With our van rental service, you have the flexibility to travel anywhere within the USA and Canada. However, it's important to adhere to the specific rules and regulations of each state and province you visit. Different regions may have varying requirements and guidelines for vehicle use, so we recommend familiarizing yourself with the local regulations of your intended destinations. This ensures a smooth and compliant journey as you explore the diverse landscapes and destinations across the United States and Canada.

One way Drop off

Our one-way drop-off option provides the convenience for customers to return the van at any location within the USA and Canada, offering flexibility in travel plans. However, it's essential to schedule this arrangement during the reservation process. The one-way drop-off charge is inclusive of all associated costs, covering driver compensation, per diem, fuel, return airfare, tolls, taxis, hotels, vehicle depreciation, additional mileage, and other incidental expenses. This comprehensive fee structure ensures transparency and convenience for our customers, allowing for a seamless and hassle-free travel experience. If you have any questions or would like to arrange a one-way drop-off, please coordinate with our customer service during the reservation process.

Delivery Services

Our delivery service allows for the convenience of having the van delivered to your specified location anywhere in the USA and Canada. Delivery charges are determined based on the distance to the drop-off location. These charges are comprehensive, covering various costs such as driver compensation, per diem, fuel, return airfare, tolls, taxis, hotels, vehicle depreciation, and other incidental expenses. It's important to note that due to factors like traffic and other elements beyond our control, we cannot guarantee a specific delivery time. We strive to provide a flexible and reliable delivery service, and our team is committed to ensuring a smooth experience for our customers. If you have any inquiries or would like to schedule a delivery, please contact us, and we'll be happy to assist you.

Additional Driver

When considering additional drivers for renting our vans, we offer the flexibility of including up to three drivers free of charge in every rental agreement. However, for any extra drivers beyond this limit, there is a nominal fee of $15 per day per driver. It's important to note that all additional drivers must meet the same insurance requirements as the primary driver, ensuring the safety and security of both the vehicle and its occupants. This policy ensures that our customers can enjoy the convenience of having multiple drivers while maintaining the necessary precautions and standards for responsible driving.