Prior to Picking Up Your Van
We prepare everything ahead of your rental start so you can get on the road without delays. Reviewing the steps below will help ensure everything is ready when you arrive.
Provide Your Rental Details
A few key details allow us to prepare your van and paperwork before your rental begins.
We will need:
A valid driver’s license for each approved driver
Your selected insurance coverage option and any required documentation
The name of the pickup driver and relevant travel details, such as flight information
Every rental must have approved Liability and Collision protection in place before pickup. Coverage can be arranged in several ways, and our Insurance Guide walks through each option so you can choose what fits your trip and understand what documentation is needed.
To keep pickup simple and on schedule, please submit all required documentation before your rental start date and ensure all drivers are approved in advance. The person who booked the rental does not need to be the pickup driver, but we do need complete driver information on file before releasing the vehicle. Sharing these details ahead of time helps ensure a smooth start to your trip.
Your van will be provided with a full tank of gas, and regular gasoline should be used when refueling.
Confirm Your Vehicle Setup
Seating Configuration
Let us know how you would like your van configured before your rental begins. Choosing your seating layout in advance ensures the van is set up for your group and ready for your trip.
We offer three standard configurations. If your trip calls for a different arrangement, just let us know. We’ll work with you to configure the van accordingly.
WITH NO ROWS REMOVED
Seating for 15 passengers, including the driver, with limited cargo space.
This configuration is ideal when you are primarily transporting people and have minimal luggage or gear.
WITH ONE ROW REMOVED
Seating for 11 passengers, including the driver, with storage behind the third row of seats.
Cargo area dimensions: 2.7 feet by 5.6 feet by 5.5 feet.
This option provides a balance of passenger seating and cargo space for moderate luggage or gear.
WITH TWO ROWS REMOVED
Seating for 8 passengers, including the driver, with expanded cargo space behind the second row.
Cargo area dimensions: 5.8 feet by 5.6 feet by 5.5 feet.
This setup is ideal for larger amounts of luggage or gear and longer trips. It is also the most common configuration selected by touring bands.
Towing
If you plan to tow a cargo trailer during your rental, please let us know before your rental begins.
All of our 15-passenger vans are equipped with a factory Class IV hitch receiver, including 7-pin and 4-pin wiring connections. The towing capacity for our vans is 4,500 lbs.
A $15 per day towing fee applies to cover the additional wear and tear while towing.
Please note:
We do not rent trailers
We do not provide drawbars or ball mounts
Not sure whether your trailer setup is compatible? Our team is happy to help confirm the details before your trip.
Understand Your Mileage
Each rental includes 250 miles per day, cumulative over your trip. Additional miles are $0.39 per mile.
Example
A three-day rental includes 750 miles. If you drive 1,000 miles, the additional 250 miles would total $97.50.
If you expect to travel farther, an unlimited mileage package for $250 is available on rentals shorter than 10 days. Reviewing your estimated route in advance can help you choose the best option.
Choose Your Toll Option
You have two simple options for handling tolls.
Option 1: Use Your Own Transponder
Bring your own EZ Pass
Tolls process directly through your account
You do not need to add the van
This is often the simplest and most cost-effective option.
Option 2: Use Our Pay-by-Plate Service
$6.95 per day when a toll is incurred
Service fee capped at 10 days per rental plus the cost of tolls
Tolls are processed through Global Tolling Services (GTS) and billed to the card on file.
Example
If tolls are incurred on 12 days, the service fee is capped at $49.50, plus the toll amounts.
Each toll is billed as a separate charge, and an email receipt is sent by GTS for every transaction.
Because toll authorities operate on their own timelines, charges may appear several days or even months after your rental ends. The timing of these charges is determined by the tolling agency.
Bring With You on Pickup Day
When you arrive for pickup, we’ll use the card on file to process any remaining balance and place the $500 security deposit, which is refunded after your rental ends, minus any additional charges. If you would prefer to use a different card, please bring it with you.
All driver and insurance details should already be submitted and approved before pickup. The person who booked the rental does not need to be present. The pickup driver simply needs to bring a valid driver’s license.
While You’re on the Road
We take preventive maintenance and safety seriously. While breakdowns are rare, our team is prepared to support you should anything arise during your trip.
Minor Issues
For flat tires, dead batteries, or lockouts, use the roadside assistance number located on the key fob. Service is available 24/7.
Major Mechanical Issues
Move to a safe location and call our emergency line as soon as possible.
Our team will assess the situation and create a plan. When necessary, we coordinate towing to the nearest Ford dealer or service department. Repair timelines vary based on the issue and location. Some repairs are completed the same day, while others require additional time.
Repairs extending beyond two days trigger a replacement plan. We will either dispatch another Greenvans vehicle as quickly as possible or secure a replacement through another provider for the remainder of your rental.
All breakdown-related expenses are covered, including towing and repair costs. Overnight stays required due to a mechanical issue are covered for up to two hotel rooms.
We take vehicle concerns seriously and work quickly to keep your schedule intact. While we are not liable for lost revenue or downtime, our team is experienced in managing these situations and supporting you throughout the process.
Routine Service on Longer Rentals
Extended rentals may require routine service such as an oil change, tire rotation, or general maintenance.
Our vans require oil changes every 10,000 miles, and the vehicle will alert you when service is approaching.
We reimburse all approved routine service and mechanical repairs.
We recommend Ford Quick Lane, though nationwide service centers such as Valvoline, Firestone, or Pep Boys are also acceptable. Please inform the service provider that the van requires full synthetic oil.
Before scheduling service, contact your Greenvans location line so our team can guide you through the process and confirm next steps.
Returning Your Van
Before returning your vehicle, review the information below so you have a clear understanding of how your final charges are calculated and what may affect your total.
Mileage
Mileage is calculated at the end of your rental based on the final odometer reading.
Your included miles are outlined in your reservation. If additional miles were driven beyond what was included, those charges will be reflected in your final total.
Tolls
If you used our Pay-by-Plate service through Global Tolling Services (GTS), toll charges are processed separately after your rental ends.
Toll authorities release charges on their own timelines, so they may appear days or even months later. We understand this can be frustrating, but the timing is determined by the tolling agency, not Greenvans.
Fuel Fee
Vans are provided with a full tank of fuel and should be returned full so you’re not charged a refueling fee. If it’s not full at drop-off, we’ll apply a charge based on the fuel needed.
Cleaning Fee
Please remove all food, drinks, organic material, and loose trash before returning the van.
Light dirt from normal use is expected. However, food residue, spills, or sticky materials should be cleaned prior to return.
Cleaning fees of up to $500 may apply depending on the condition of the vehicle.
Our goal is simply to return the van to rent-ready condition for the next group.
Smoking Fee
Smoking is not permitted in any Greenvans vehicle.
Any evidence of smoking, including ash, cigarette butts, or lingering odor, will result in a $500 smoking fee.
We maintain a strict no-smoking policy to ensure a clean and comfortable experience for every renter.
Once your vehicle is returned and checked in, we will send your finalized rental agreement outlining all charges processed at that time, including any additional mileage and applicable fees.
Your $500 security deposit is refunded within 3 to 5 business days after the vehicle is checked in, minus any additional charges. If you do not see the refund after that timeframe, we recommend contacting your bank directly, as processing times can vary by financial institution.
Have any questions about your rental?
Our team is happy to walk through the details before your trip begins.