Unless otherwise agreed to in advance and in writing, the following Terms & Conditions apply. You agree to these terms and conditions by authorizing Rocky Mountain Black Car to charge your credit card.
Total charges incurred are billed to the client’s credit card unless invoice arrangements have been made in advance or there is an existing corporate billing account.
Your reservation is not confirmed until you have paid in full.
Rocky Mountain Black Car (“RMBC”) accepts VISA, MasterCard and American Express credit card, and does not accept cash payments. Payment must be made prior to pickup unless otherwise arranged and agreed to.
Standard 20% gratuity is included in all fares unless otherwise specified.
RMBC provides a flat rate for most domestic airport pickups and drop-offs to or from DIA and Eagle-Vail Airport. Denver International Airport (DEN) and Eagle-Vail Airport (EGE) arrivals have thirty (30) minutes of free wait time for all domestic or international flights from the arrival time. Any additional, excessive wait time will be charged at a minimum of $99/hour.
Residential & Point to Point Transfers
RMBC may provide point-to-point transfer rates for local pickups and drop offs within the Vail/Beaver Creek area. Hotel and Private Residence pickups have fifteen (15) minutes of free wait time from the originally prearranged pickup time. Any additional wait time will be charged at a minimum of $99/hour.
All trips have a one-hour minimum requirement. Hourly or “As Directed” services allow for multiple stops and wait time as directed by the client. Vehicle will stay with the client or at their stop locations (as parking availability allows) for the entire rental time. Travel time may be charged on a “garage-to-garage” basis and is made a part of the respective one or more hour minimums.
Vehicles hired by the hour will be charged an additional hourly rate if any extra wait time or driving time is used.
RMBC offers three different rates: SUV, Sedan, and Van. Sedans carry a maximum of 3 passengers, 4 pieces of luggage, and no skis; SUVs carry a maximum of 7 passengers, 8 pieces of luggage, and ski/snowboard bags; Vans carry a maximum of 11 passengers.
We will always attempt to track and monitor your flight before the vehicle is sent to the airport.
For missed flights or delays, please call immediately to reschedule accordingly. We cannot guarantee availability if the the originally scheduled reservation was modified within 48 hours, but we will try to send another vehicle to accommodate your modified trip. If we cannot accommodate requested changes, we will consider this reservation cancelled within 48 hours with no refund.
**To be clear – no refunds are issued due to flight cancellations**
Cancellations & Changes
RMBC understands that cancellations and/or are sometimes necessary and unavoidable.
We can accept cancellations for a refund up to two days (forty-eight (48) hours) before the scheduled trip. Inside 48 hours, we cannot guarantee a refund. Time changes made within less than the required notice above will still result in additional and possibly full charges. If you book within the 48 hour window, please be advised that you may not be entitled to a refund.
Any requested changes in the details of your confirmed itinerary, including (but not limited to) the number of passengers, trip origin and/or destination, flight times, or pieces of luggages, are not guaranteed and may result in cancellation of your trip without a refund.
If on a roundtrip, please be advised that your trip has been considered as commenced once the outbound leg of the trip has commenced.
In some cases, cancellation notices may vary due to conditions, event, vehicle type, and market area.
Please note that cancellations may still incur processing fees.
If you do not see your driver, please call our office immediately at 970-470-9256 to avoid the full-charge “no-show” fee. We generally include STC and the recommended 20% driver gratuity in the minimum no-show fee for your convenience, however gratuity amount is always at your discretion. You may increase, decrease or have the tip removed entirely. Please advise on the gratuity you wish to pay, if any.
For Point-to-Point & Airport Service, a fee equal to the base fare, wait time, STC and recommended driver gratuity (gratuity amount at your discretion), will be charged when the client does not show at the pre-arranged pick-up location.
For Hourly Service, a fee equal to 2 hours of service, STC and recommended gratuity (gratuity amount at your discretion) will be charged when the client does not show at the pre-arranged pick-up location.
Any delays or cancellations due to weather, traffic, road closures, or other natural disasters not within our control, are not guaranteed a refund.
Special Events & Peak Demand Rental Times
Special events and peak demand periods both locally and in other markets may dictate premium pricing, higher hourly minimums and in some cases multi-day minimums, and additional notice for changes or cancellations. Vehicles are generally in limited supply for the higher demand periods, and often times supplemental vehicles are required to accommodate this demand.
Last Minute Reservations
We reserve the right to add a surcharge to any reservations made within 48 hours of the scheduled departure time.
Generally we accept new reservations, changes and cancellations by e-mail (firstname.lastname@example.org) with adequate notice. Although we do operate 24/7/365, it is recommended that you verbally confirm any request sent after normal business hours and on major holidays. If your needs require attention in less than eight hours, please call our office.
Many clients may be dealing direct with one of our staff members and e-mailing them individually. Staff members only have access to their e-mail during their regular office schedule. Although during normal weekday business hours, we can reasonably monitor “out of office” staff e-mail, we are not able to monitor everyone’s individual e-mail around the clock. So for shorter notice requests, always send those requests to email@example.com, not to individual e-mail addresses. If that individual staff member is not in the office, your request may not be handled promptly. If you get an “Out of Office” message sent from an individual staff e-mail address, please contact our office by phone 970-470-9256 or e-mail firstname.lastname@example.org right away for your request to be processed.
We cannot guarantee cancellations, changes or new reservations unless sent to email@example.com with adequate notice.
You should always get an e-mail confirmation of a new reservation, a changed reservation, or a cancelled reservation. If you do not receive such e-mail confirmation, please contact us right away.
Driver Tip Policy
It is customary to include a 20% driver tip in the fare for services rendered, unless your corporate agreement states differently. You are welcome to add an additional tip for excellent service.
Driver tip is always completely at your discretion and subject to your satisfaction with the driver’s service. You may increase, decrease or eliminate the tip entirely. Please let us know if you choose to pay tip in a different manner. If you are approving an additional tip being added to the bill, please confirm via signature and/or promptly via e-mail to firstname.lastname@example.org and reference your reservation number, or just give us a call to adjust billing. Drivers understand that all tips must be earned by providing outstanding service to our clients and their guests, and that the actual amount received is always up to the client.
RMBC and its drivers always prepare in advance to avoid unnecessary delays in arrival time. However – road, traffic, and weather conditions are often times beyond the reasonable control of the company and the driver. No refunds can be given as a result of late arrivals due to such conditions or other occurrences out of the reasonable control of the company or driver.
Baggage and Other Property Transported
RMBC cannot not assume responsibility for the handling or maintenance of any baggage or other property, nor for any property left in the company’s vehicles. We will do everything possible to secure and retrieve any belongings left in the vehicle. Please always check thoroughly prior to leaving the vehicle for all your personal belongings.
Please also make sure to let your driver know the amount of luggage, including skis or snowboards, that you plan on bringing with you. We cannot assume responsibility for transporting luggage not indicated on the reservation.
RMBC reserves the right to refuse to transport persons under the influence of or in possession of illegal drugs, those excessively intoxicated, those in possession of firearms or dangerous substances of any kind, those who are, or are likely to become objectionable to other persons, or if the driver feels threatened in any way. Under no circumstances are minors allowed to consume or possess alcohol or illegal substances while in a company vehicle. Client shall not interfere with the driver in the discharge of his/her duty or tamper with any apparatus or appliance on the vehicle. In such instances, services will be terminated immediately and no refunds will be offered.
Excess Cleaning & Damage
If, during or after the transportation service, the company is required to expend an extended amount of time and material to clean the vehicle due to acts of the client or any passenger (i.e., spilling food & drinks, vomiting, prohibited smoking, excessive trash), the company, at its discretion, will charge client additional fees to cover such expense. Damage to the vehicle in any way caused by actions of the client or any passenger will be charged in full to the client. The minimum clean up fee is $200.
Smoking Strictly Prohibited
Smoking in all vehicles is strictly prohibited. Smoking in the vehicle by the client or any passenger will result in an automatic minimum $250 charge. Damage caused by smoking activity will also be charged to the client.
Trips that begin or end after 10 pm or before 6 am will incur a 15% surcharge.
Booster and car seats are required by law for children under the age of 8 years old. RMBC does provide booster seats and child seats, but cannot guarantee availability. Please make sure to make prior arrangements if you need a booster or car seat.
Other charges include reimbursement for tolls, bridges, parking and airport, licensing and event fees, and client requested incidentals and amenities.
We also reserve the right to charge an additional fee for more than 4 passengers.
Charges for stops during the trip are $50 per half hour for all SUV trips, and $40 per half hour for Sedan trips.
Holiday & Off-Hour Surcharge
A surcharge will be added to the base fare on reservations made with less than 24 hours notice, as well as on the following holidays and during the hours of 12:00pm – 6:000am: New Year’s Day, Thanksgiving Day, Christmas Day, Christmas & New Year’s Eve after 5:00 P.M, and President’s Weekend. Premium hourly rates may also apply on these and/or other holidays and during these off-hours times, as well as during other premium events and dates.
On occasions that require overnight travel for drivers, onsite coordinators or other client-dedicated staff, lodging and meals should be arranged and provided for by the client.
Rates, charges, and terms are subject to change without notice. By reserving a vehicle, you explicitly agree to these Terms & Conditions.