General Questions
Budget, mid-range and luxury – what’s the difference?
The difference is the impression you want to give your guests, such as accommodation selection, transportation style, meals and more. For example, the luxury Four Seasons Hotel with included massage therapy is quite different from staying in a downtown San Francisco hostel.
If you are unsure of which style you prefer, please contact us.
Where do your retreats depart from?
Downtown San Francisco. Retreats also depart from Newport Beach in Southern California, such as on our VW Bus Road Trips.
What private vehicles do you use?
We use the following vehicle combinations for comfort, safety and logistics:
- Intimate Retreats: 1-3 guests Mercedes-Benz GL 450
- Small Groups: 4-12 guests Mercedes Sprinter
- Less than 50 guests Luxury Motorcoach
- VW Campers Minimum 4 VW buses per retreat (approx. 4-8 guests)
Factors such as location, time frame and guests’ luggage will also play a role in your final private vehicle selection. Please submit your request here.
Do you offer retreats for under-18s?
No, although kids are allowed on our VW Bus Road Trips with adult supervision. For special requests, contact us.
Do you offer travel insurance?
No. You can choose to purchase group travel insurance through a third-party supplier or encourage your guests to reserve an individual policy from an insurance provider such as World Nomads.
Is gratuity for your guides included?
Yes. A 20% gratuity is added for parties of six or more.
What do you mean you won’t accept our reservation?
We, unfortunately, cannot be everything to everyone. If we refuse your retreat, we are doing so not to be disrespectful, but because our post-COVID infrastructure may not be built for your special request.
We apologize in advance for any inconvenience. We are a small company and are doing the best we can.
What is your cancellation policy?
Corporate retreats canceled…
- 90-120 days before the departure date will be charged a 10% administration fee
- Between 30-90 days will lose their 25% deposit
- Between 15-30 days will lose 75% of their retreat fee
- <15 days will be charged 100% of their retreat fee
With our VW Bus Road Trips having a slightly different policy…
- >120 days before departure date: $50 admin fee
- 60-120 days before departure date: 50% of your deposit is charged
- 30-60 days before departure date: 50% of your total tour fee is charged
- 0-30 days from the tour departure date: 100% of your total tour fee is charged
These rules are to protect our partners. They are saving space and refusing other potential guests for you – it’s only fair you honor your commitment.
In the case of split payments (for example, you, the corporation, choose to pay 80% of your offsite while your guests pay 20%), we’ll create a custom cancellation policy tailored to your payments.
National Parks
What should I bring on a Yosemite Corporate Retreat?
Our three different Yosemite Retreats and what to bring are as follows:
Traditional Car Camping (currently on pause): Please bring a backpack with a change of clothes for 2-3 days of tent camping, including comfortable shoes and a warm jacket. Also, bring any toiletries you may need such as toothbrush, wet wipes, hand sanitizer and deodorant. All of your camping equipment, including pillow, mattress, tent, sleeping bag and more is provided.
Hotel Weekend Getaway: In addition to a comfortable wardrobe, we recommend you wear walking shoes, a hat to protect yourself from the sun, and sunblock (if needed). In winter, obviously dress warmly. If you plan to dine at the historic Ahwahnee Hotel, please note a dress code is required for dinner. Gentlemen are asked to wear long pants and a shirt with a collar, and ladies are asked to wear a dress, skirt, or long pants with a blouse. Children over the age of four are asked to dress for the occasion as well. Breakfast, brunch and lunch are always casual.
Wilderness Hikes: More information on what to bring will be provided in your confirmation paperwork.
For all Yosemite retreats, please bring the items and luggage which are only needed for your adventure (and please keep in mind, less is more). Your larger bags can be safely stored with your hotel concierge in San Francisco.
May we stay in hotels instead of camp?
Yes. Each adventure is planned to your group. This may include camping, not camping, wilderness hikes, day spas with s’mores and more. Please fill out our request form.
Do I need my own camping equipment?
No. All of your camping gear is provided.
I’ve never camped before. Will I be comfortable?
This, really, depends on your personal preferences. We always recommend stepping outside of your comfort zone, especially in a safe environment such as on a professional retreat. But preference is not universal, and comfort is subjective. If you are unsure about camping or glamping, please contact us.
You can also select hotel accommodations if you are unsure.
Are your hiking activities safe?
Yes. Our private guides are highly trained with advanced certifications. When you reserve a retreat with us, you are teaming up with the best in their field.
With that said, there is risk in anything, even crossing your neighborhood cul de sac. Rest assured, we’ll do all we can to help your guests stay safe.
Leave my phone behind – are you kidding?
No. We are firm believers that technology, although wonderful, is the cause of many of our societal and hidden mental health problems. We strongly recommend disconnecting from your phone while on the road (relax – it’s just a few days) to reconnect with your colleagues.
Nothing is required, of course, only highly recommended.
Urban Retreats
What should I bring on a San Francisco Intro Tour?
Please bring anything you’ll need for a weekend of sightseeing, including your camera, sunscreen, sunglasses, comfortable shoes, and a hat – in addition to your wardrobe, of course.
San Francisco’s summers can be surprisingly chilly, so please dress in layers.
VW Bus Retreats
Where do your VW Bus Road Trips depart from?
VSW World Headquarters, 765 Newton Way, Costa Mesa, CA 92627.
We recommend staying in Newport Beach, a lovely coastal town, the night before.
The best airport to fly into is John Wayne (Orange County), about 10 minutes away from our headquarters, as opposed to LAX which is a 1+ hour drive away.
VW Bus Road Trips also can begin in San Francisco, although a one-way rental fee per VW bus will be added to your rate.
How many guests are recommended per VW camper?
It depends on your personal preference, but we recommend 1-2 guests per VW camper.
With that said, we’ve had a family of four camp in a VW (4 guests), three girls on a road trip together (3 guests), and a guy with his dog on an adventure. It’s all about your personal preference and what you determine is comfortable.
A more detailed setup of our VW campers can be seen here.
Is there a minimum age for VW bus drivers?
Yes. VW camper drivers are required to be a minimum of 25 years old, no exceptions.
What’s included and not included in my VW camper?
See for yourself. Please check out What’s Inside.
Do we drive our VW camper ourselves?
Yes, for those 25 years of age or older with an approved driver’s license.
May I bring my dog on a VW Bus Road Trip?
Yes, although your dog will be required to be well-behaved. This is for the comfort of our guests, other animals, and fellow camping neighbors we meet along the way. Also, keep in mind that not all hotels are dog-friendly. Dogs are allowed on VW Bus Road Trips only.
In addition, all dogs are required to stay on a leash while at certain campgrounds, and all owners must provide an up-to-date collar worn (by the dog) at all times.
Guests with dog allergies or phobias will need to reserve a non-pet VW Tour. You can read more on our Policies page.
Is there a minimum number of days for your VW Bus Road Trips?
Yes. There is a 2-night, 3-day minimum, with 4-5 days recommended.
What’s the difference between Bay Window, Vanagon and Eurovans?
Each VW camper model has its advantages and disadvantages:
Bay Windows: Years in production 1968-1979. These are the classic VWs characterized by a large, curved windshield, commonly called a Bay Window (thus the name). Unfortunately, due to their air-cooled engines, like many vintage cars, they cannot go long distances in hot weather. Therefore, only Southern California road trips are permitted.
Vanagons: Years in production 1980-1991. The VW Vanagon is the same classic style as the Bay Windows but with more modern features, including more floor space, a larger water tank and refrigerator and improved maneuverability. These models, we believe, are the most economical for a first-time VW driver, although they are limited to 65 mph, just like the Bay Window models.
Eurovans: Years in production 1993-2003. These babies are best suited for a more modern experience in a VW bus. They can go above 65 mph (unlike Bay Windows or Vanagons) and are well-suited for families and those looking for a longer road trip, such as from Los Angeles to Seattle. These are our favorites for our personal road trips.
How many VW buses are allowed per VW Bus Road Trip?
4 VWs minimum per road trip. That translates to enough space for approx. 4-8 guests. If you desire more than 8 VW campers, you’ll be required to reserve a second retreat on new dates. You can read more on our Policies page.
Can you explain your VW insurance?
You have two choices for road trip insurance. One is through your personal American policy provider (and you’ll need our approval and theirs), and the other is from our third-party supplier, Outdoorsy.
The easier way—through Outdoorsy—guarantees $1,000,000 in coverage in case of an accident. The price is roughly $15-30 per day, depending on your chosen VW camper. Your driving record will be authorized once your driver’s license and deposit are submitted.
Note: If you are involved in an accident, please call us and the insurance provider immediately. Waiting for more than 24 hours to report your damage can void your claim, meaning you will pay for the damages on your own.
Can non-American citizens use Outdoorsy’s third-party insurance?
Yes.
What if I’m involved in a car accident?
First, pull over to the side of the road and make sure you (and those you are with) are safe.
Once you are safe, give us and the police a call (dial 911). You’ll need to go through the standard traffic accident protocol in America, so a police officer will show up and fill out an accident report, documenting the situation.
We will then move on to the next step, when we assess the condition of your VW (is it drivable?) as well as how you feel and make a decision accordingly. We will then either provide a new VW bus or abort your road trip altogether.
If you can stay calm and cool throughout the ordeal, we promise you’ll get through it.
What if I get a parking ticket?
Then please pay it. If we find the bill on your VW after your road trip, we’ll charge your credit card on file plus an added $75 (in)convenience fee.
Why do you have over-mileage fees?
These rules began when we realized a vintage VW bus cannot handle the average, modern driver. So we turned to over-mileage fees—and more importantly, education—so our guests can better understand the VW community mindset. Almost like visiting a new country, these road trips are a way to experience California’s yesteryear, and our over-mileage fees push you into that feeling. Think of the Route 66 movie Cars.
Over-mileage fees are not applicable (within reason) on our VW Bus Road Trips, and are only applied on individual rentals.
Where can I not drive the VW camper bus?
These vehicles are like Grandma—she may be fun to go along for the ride, but scaling Half Dome may not be her idea of a good time. Our vintage VW wagons are the same. Any offroad or hard-to-reach location can spell trouble for these buses (i.e. you’ll get stuck). They are vintage vehicles, not dune buggies, so we kindly ask that you treat them like you treat Grandma—softly and with love.
In addition, we restrict certain locations due to weather, insurance or places which may damage the campers. Below is a quick summary of what’s allowed/ not allowed:
Allowed Driving Locations:
California, although the deserts are limited in summer
Limited Driving Locations:
Las Vegas, the Nevada side of Lake Tahoe, Oregon, Washington, the California deserts in summer
Never Allowed:
Canada, Mexico, Alaska, Burning Man, The Grapevine, any “drivable” beach such as Pismo Beach, or any off-road location such as sand, tracks, trails, rivers or where you may be stuck or stranded. Basically, if it looks dicey, don’t drive on it.
You can read more on our Policies page.
What is the Grapevine, and why shouldn’t we drive on it?
The Grapevine is a section of Interstate 5, California’s longest freeway, which crosses a 1,500-foot (500-meter) mountain range in Southern California. The stretch is known for its treacherous weather, including pounding rain, snow and blinding fog. Please do not drive on it.
What we instead recommend is to change your normal, fast-paced everyday rush to a slower mindset and road trip your heart out, meandering over the California backroads and maybe even finding a campsite or two with no mobile signal. Why not escape from your relentless email notifications for some time in nature?
Be nice to our old classic VWs and they will be nice to you.
What’s the required VW maintenance as we drive?
Please fill up with 91 octane gas only, and when you do, check the oil simultaneously. You do so by checking the rear engine compartment and removing the dipstick. Does it say you need more oil? Then add some. It’s that simple.
Do you feel overwhelmed? Not to worry—we’ll show you how when you arrive. Alternatively, a detailed explanation video can be seen here.
Why are your VW camper wagons restricted to 65 mph?
These are not our rules, just general guidelines in the VW bus community. Go to any large VW festival or event such as Buses by the Bridge, or speak to any seasoned VW bus owner, and you’ll understand the mindset. These are simple, vintage machines.
In regard to your VW camper, Bay Windows and Vanagons are restricted to 65 mph (you’ll feel this as you drive), whereas Eurovans can ride on the highway like a normal car, instead of only in the slow lane.
Do we feel this is a disadvantage? No way! You’ll be experiencing the real California as they did in the ‘60s—the way a road trip should be!
May we do a one-way VW Bus Road Trip from L.A. to San Francisco?
Yes, although a one-way fee will be imposed on each vehicle. Rates vary from $550 to $950 per VW camper.
A second option is to reserve two VW Bus Road Trips – one up the coast for your first group and returning to Los Angeles for your second group — to avoid our one-way fee.
You can read more on our Policies page.
Can I smoke in my VW, just like a hippie?
No. All of our VW buses are smoke-free. There will be a $250 smoking fee assessed at the end of your trip if you smoke in your VW. And you’d better believe we’d smell it.
Read a full description on our Policies page.
More Questions?
Do you offer step-on guide services?
No. We did in the past, but now handle all transportation logistics ourselves.
Are you hiring?
We accept resumes year-round and are always on the lookout for photographers, private chefs, and starry-eyed interns. Please send your CV to info@newgroupguides.com.