Terms & Conditions
Drivers License & Minimum Age
Drivers must be 21 years of age or over. A valid vehicle driver’s license is required. Only valid Canadian, United States or international driver’s licenses are accepted unless previously approved by Hastings Overland in writing. The driver’s license cannot be a learner’s, novice or similarly restricted license and must have been held for at least one year and be valid for the whole length of the rental. The original driver’s license must be shown at time of pick-up when the driver is present. All drivers must be approved and listed on the rental agreement (the “Driver”) and other individuals may not drive or operate a Hastings Overland vehicle.
Drivers can take Hastings Overland Vehicles into the United States of America. Driving our vehicles on reasonably appropriate dirt, gravel, and other back roads is allowed provided they are not private property and there are prohibitive access notices including, but not limited to, “No Trespassing” signs. If there is an accident or breakdown on the back roads Hastings Overland reserves the right, at its sole discretion, to deem whether the roads were reasonably appropriate or not. If Hastings Overland deems the roads not reasonably appropriate then the insurance is void. Towing charges and any additional expenses resulting from breakdown or accident will be be the Driver’s responsibility. When Drivers are assessing roads they should remember that vehicle damage can occur from branches, logs and other protrusions into the roadway and all repair costs are the burden of the Driver. The consumption of alcohol or intoxicants while operating any vehicle is prohibited. As is climbing on the roof or hood of the vehicles.
Taking our Vehicles to music festivals is prohibited.
Reservation Deposit & Payment
A reservation deposit equal to 25% of the invoice total is required to confirm your booking. This deposit will be credited toward your balance when you pick up your vehicle. Full payment of the remaining rental balance is required 72 hours prior to vehicle pick up. Please note that we only accept credit cards.
Insurance and Damage
The vehicles come with $5,000,000 Third Party Liability. There is also Comprehensive insurance for fire, theft, vandalism, windshield at a deductible of $1,000 and Collision Insurance at a deductible of $1,000. The Driver must either carry their own policy (ICBC Roadstar, Roadside Plus, or ICBC’s daily rental policy) or purchase ours. The Driver can obtain the collision and liability insurance through either through their own ICBC Roadstar coverage or through Hastings Overland’s Collision Damage Waiver (“CDW”) package.
Please note that insurance provided by a credit card is not valid with this offering because this only applies to companies of a certain size who have been approved as a ‘rental company’ by credit card providers.
The standard damage deposit is $2500.00 from the Driver. The pre-authorization is only valid for 5 days at which time it is released to the Driver. If the rental period is longer than 5 days then Hastings Overland will re-authorize the credit card at 5 days. The pre-authorization is held for 5 days regardless if the rental period is shorter than this period.
The Driver is responsible and will fully indemnify Hastings Overland for any damage, fire, break-in or vandalism to the vehicle that may occur during the rental period and loss of use and potential revenue of the vehicle while it is repaired. The Driver’s damage deposit will be credited the amount owed initially. If the damage deposit does not cover the extent of the damage the Driver authorizes Hastings Overland to charge the balance to the credit card on file for the Driver. This clause shall not apply to any loss caused by or the responsibility of Hastings Overland. Personal injury and personal effects are not covered by Hastings Overland whether it occurs through negligence, acts or failure to act by the Driver, passengers, other persons, animals, foreign objects or Hastings Overland.
You should ensure you have full personal travel insurance to cover all eventualities.
No cancellation fee applies up to 45 days prior to the pick-up date and a full refund of the deposit will be made. Cancellations within 45 days of pick-up will be charged the full amount of the deposit. Cancellations within 21 days will be charged half of the total invoiced amount. If cancelled within 7 days of pick-up or the Driver is a no show then 100% of the rental cost will apply. No refunds can be given for early returns. All cancellations must be submitted by email to Hastings Overland on firstname.lastname@example.org. Hastings Overland reserves the right to cancel a reservation at our discretion.
Picking up and Returning the Vehicles
Hastings Overland is open from 9:00 am – 5:00 pm, 7 days per week. Unless otherwise agreed, vehicles can be picked up between 10:00 am - 4:00 pm. Vehicles must be returned by 4:00 pm. There is a $50 charge per hour, or part thereof that the vehicle is late to be returned. No refunds are provided for late pick-ups or early drop-offs.
Please give us a call if you’re worried about getting your vehicle back in time, we’ll work to accommodate you the best we can.
Unless otherwise agreed by Hastings Overland in writing vehicle pick-up and drop-off is at 3956 Mcgill Street, Burnaby, BC. Hastings Overland may offer custom pick-up and drop-off locations based on the Driver’s preference. Pricing is determined on a case-by-case basis.
Minimum/Maximum Rental Period
The minimum rental period is four nights. The maximum rental period is 30 days unless otherwise negotiated.
Maximum Kilometres Per Day
Each rental comes with a 200 kilometre per day allowance. This is calculated over the duration of the rental. An additional 100 kilometre/day package may be purchased for $35/day. There is no refund offered for kilometres not used. For example, if the Driver books for five nights then they would receive a 1,000 kilometre allowance. If the allowance is exceeded the additional kilometres will be charged out at $0.40/km unless additional kilometers are purchased prior to vehicle pick up.
The Jeeps take regular unleaded gas and come with a full tank of gas. Please return it full, otherwise we will charge you a 10% surcharge on top of the fill up charge.
Hire Period and Extensions
You may only use the vehicle for the duration of the rental period. If Hastings Overland grants its consent to an extension of the rental period, the return date shall be extended and the extension fee must be paid for immediately via credit or debit card if the hire has already started. If the vehicle is not available for the extended period, it must be returned at the original time and date specified on the rental agreement.
Daily Rates/Currency Exchange Rate
All credit card transactions are conducted in Canadian dollars. In the case of a cancellation where a refund is appropriate and due to exchange rate fluctuations, there could be some variance in the amount refunded compared to the amount initially charged. Hastings Overland does not accept any liability for variances up or down. Refunds by credit card can take up to 15 working days depending on the renter’s financial institution. Rates are calculated on a per night basis. If a rental crosses into another season, the rate will adjust to accommodate for the new season rate.
Add-ons are subject to availability. Failure of Hastings Overland to provide requested add-ons does not make the cancellation terms to be void. Add-ons ordered cannot be cancelled on the day of pick up and must be paid for in full.
Other than a mattress sheet, bedding (blanket &/or sleeping bags) is not supplied by Hastings Overland. The Driver can rent bedding through Hastings Overland to be provided at pick-up.
Theft & Loss
You must look after the vehicle and the keys to the vehicle. Two keys will be supplied upon pick-up. If both keys are not returned at drop-off there will be a $400 charge for each key not returned.
If you lose the keys while travelling Hastings Overland will not be liable for reimbursing any loss of hire days due to this. You must always lock the vehicle when you are not using it.
If you intend to leave the vehicle unattended for any extended period of time you must make sure it is in a secure parking area. In the event of the vehicle being stolen during the hire period the Driver is liable for the full amount of their deposit plus all loss of income Hastings Overland incurs while replacing the vehicle. Due to the customization of these vehicles this could take one month. If the Driver is negligent for the theft/loss the Driver will indemnify Hastings Overland for the full cost of a replacement vehicle and the Rental Agreement will be terminated immediately. Negligence includes parking the vehicle in any unsecure area for any length of time.
All Hastings Overland vehicles come with Roadside Assistance throughout Canada and the continental United States. Note, this assistance is only available on official, paved roads. In the event of mechanical issues, please contact Hastings Overland immediately so we can become aware of the situation. Our goal is to get you back on the road as soon as possible. If possible, we will provide you with a replacement vehicle if one is available.
Each Vehicle is equipped with a tracking device which helps Hastings Overland monitor the location, condition, and special events occuring during the rentals.
Back Road Assistance
Each Vehicle is supplied with a Spot Satellite GPS Messenger device to locate Drivers and the vehicle in case of emergency. Note that there is considerable personal risk associated with travelling by back roads and this risk is assumed by the Driver alone and not Hastings Overland. In case of emergency rescue, all costs, including loss of revenue by Hastings Overland, will be borne by the Driver.
Accidents, Breakdowns, Delays, Repairs
If an accident occurs, contact Hastings Overland as soon as possible. We require you to gather information from the other party (license, insurance, etc.) along with filing a police report. We will work to get you back on your journey as fast as possible. Hastings Overland must be contacted prior to having any repairs done on the vehicle.
Maintenance & Responsibility
It is the Driver’s responsibility to maintain oil and fluid levels during the rental period. At the time of pick-up gas, oil, and fluid levels will all be full. Failure to maintain the levels or supplying the Vehicle with the incorrect gasoline, oil, or fluids that results in engine damage will be at the Driver’s cost. All gasoline, oil, fluids types are specified in the Hastings Overland manual provided at time of pick-up.
It is the Drivers responsibility to protect the vehicle against inclement weather and other road hazards. Failure to do so will result in damages due to the customer. We advise you to use your best judgement and only travel when you are comfortable in your abilities to handle the driving conditions.
Rentals that come back excessively dirty or damaged will be charged for any additional professional cleaning, detailing or repairs as outlined in the rental agreement to be signed at time of rental.
Vehicle Transfers/One Way Rentals
Hastings Overland will entertain these proposals only prior to renting the Vehicles and for an agreed upon rate that is based on both the transit costs and the loss of revenue while the vehicle is unable to be rented.
Smoking in the vehicle and in roof top tent is strictly prohibited. If it is determined that anyone had smoked in either the vehicle or the tent there will be a cleaning fee of $500.00.
Hastings Overland loves animals BUT they are not allowed in the vehicles or in the roof top tents. Evidence of animals in either of these will be assessed a $200.00 fee and will be responsible for any professional cleaning and repair costs.
The Driver is responsible for paying authorities directly for all parking citations, tolls, fines and other fees assessed against the renter. If Hastings Overland is notified by authorities that we may be responsible for payment of a citation, a $50 processing fee will be charged for each such notification. If Hastings Overland chooses to pay any one or all of the citations, you authorize us to charge all such payments and all processing fees to the credit card you used to pay for the rental.
British Columbia and both Washington and Oregon states are regions which experience above average rainfall per year. It is the expectation of the Driver to take precautions in order to prevent damage to the vehicle and tent in times of heavy rainfall or other types of storms. The tents must be dried out after heavy rainfall and cannot be closed wet for long periods of time. Instructions will be provided for doing so.
Cross Border Documentation
Hastings Overland is not responsible for assisting those Drivers looking to enter in the United States with the vehicles. Drivers must prepare the proper documents.
Hastings Overland is happy to offer complimentary trip planning advice and recommendations, and are even happier to create custom itineraries for an agreed upon fee prior to vehicle pick up. It is the nature of the back roads in this region to change on a consistent basis and therefore we cannot guarantee that our itineraries are fully accurate. There are environmental factors that prohibit this from being possible (floods, landslides, etc). Canada is a rugged country and Hastings Overland will update our itineraries as possible to account for these environmental factors but Drivers should not expect back roads or even highways will be reasonably accessible or even passable at all times. Drivers should have backup plans in case the supplied itinerary needs to change.
The roof racks have a maximum static load of 800 pounds (362 kilograms). If the roof rack is returned stressed and/or damaged Hastings Overland will concluded there was more weight than allowed and the cost to replace the roof rack and loss of rental revenue will be the responsibility of the Driver.
Hastings Overland will brief the Driver on how all of the gear works. If the Driver proceeds with the rental it is agreed that they understand how to operate everything and are responsible for any damages. Failure to return all pieces of gear and equipment in working condition will result in charges at the agreed upon rates.
Parking our vehicles underground is strictly prohibited unless the maximum clearance of the entire garage is 8’0” or above.
The cooler drain is not to be used. If the drain is left open inside the Jeep then you are financially responsible for any damages that result from liquids draining into the vehicle and loss of rental revenue. Please also return the cooler empty.
It is STRICTLY prohibited to drive the vehicle into the sea and fresh water deeper than the radius of the wheels. The Driver is totally responsible for damage to tires, the underbody of the vehicle and all damages due to water and all related costs from this damage shall be charged to the Driver.