YOUR RESERVATION

Please complete our Planning Form to request a corporate retreat. This is to assure quality control, where a travel host can then speak with your company over the phone to determine the best way forward for your private group.

For individual, one-time reservations, please call us directly to reserve an available tour date, with all excursions offered on a first-come, first-served basis. A credit card is then required to hold your reservation with a 25% deposit, with the remainder paid on the day of your experience. The following tours have the listed exceptions:

Private San Francisco Tours require a $200 deposit to hold your reservation, with the remaining balance paid on the day of your excursion. For tours longer than one day (for example on Sports Weekend Getaways), we charge 25% of your final rate as your deposit.

Yosemite One Day Tours require a $300 deposit to hold your reservation, with the remaining balance paid on the day of your experience.

All Larger Retreats (4-50 guests) are charged a deposit based on your specific request.

All tours, retreats and excursions are subject to our cancellation policies. These rules go hand-in-hand with our Terms and Conditions, Terms of Service and Privacy Policy.

GUEST REQUIREMENTS

When reserving your tour with us, guests are required to provide the following:

-Full name
-Contact email, phone number and local address (where we will pick you up)
-Credit card details including exp. date, CVV and billing postal code

In addition, the following tours will carry the noted rules for guest approval:

San Francisco and Weekend Getaways

-Short phone conversation required with guest

Private Half Dome and Digital Detox Treks

-Short phone conversation required with each hiker
-Wilderness Screening Form must be filled out by all hikers (and approved by us)
-No hikers allowed under the age of 18

Vintage VW Bus Road Trip

-Short phone conversation required with drivers
-VW Driver Authorization Form to be filled out by all potential drivers (and approved by us)

Our private guides reserve the right to refuse a corporate retreat to any guest. This is not to be contrary, but rather for the safety of our guides and the Yosemite search and rescue teams. We will not take any hikers into the wilderness who cannot soundly support themselves, both physically and mentally, nor put them behind the wheel of a VW bus.

A mandatory phone conversation with the guest is required so that no information is lost in translation in the reservation process.

Travel insurance is highly recommended for guests, although not required. Quotes can be obtained from companies such as AIG Travel Guard or World Nomads Insurance.

GUEST AND LUGGAGE LIMITS

We use the following vehicle combinations for comfort and safety, with luggage limits for each guest and vehicle as follows:

Intimate Retreats, Mercedes-Benz SUV: 1-3 guests

Our luggage limits are the same as airline carry-ons. You are allowed one bag no larger than 9 inches x 14 inches x 22 inches (22 cm x 35 cm x 56 cm), including handles and wheels. We ask you to bring items that are only needed for your weekend getaway, with your larger bags checked with your hotel concierge in San Francisco.

Small Groups, Mercedes Sprinter: 4-8 guests

Same as above.

Large Groups, Luxury Motorcoach: 9-49 guests

You are allowed one bag no larger than 28-32 inches and 50 lbs (23 kg), the same as airport checked luggage, and one small backpack. No additional carry-on size suitcases are allowed.

VW Bus Road Trip: 1-2 guests per VW bus

Your VW camper will be the perfect amount of space for a normal airport carry-on (9 inches x 14 inches x 22 inches). And trust us when we say you can leave your laptop at home.

In addition, the guests assume full responsibility for the strength or integrity of any luggage, with our guides not liable for any damages to any baggage or the contents therein. Luggage and personal property will be brought and handled at the guest’s own risk. For more questions, please contact us.

ACCOMMODATIONS

Accommodations are chosen at the time of the reservation and will be determined based on your requested retreat and budget. Our private guides will then speak on the phone to confirm the correct environment and feeling you wish for your guests: Camping? Luxury Hotel? Budget motel?

A Rooming List is then required, with any changes within 30 days of your retreat requiring a $20 per head inconvenience fee for the alterations (if it’s even possible – we are visiting extremely busy locations and last-minute rooms, such as in Yosemite, are rarely available). Your driver and/or guide accommodation is included in your quoted tour rate.

We ask that all guests act with respect to where we stay, with all properties subject to local laws. This is especially true about noise and quiet hours of each establishment. We ask your guests to please respect other patrons in these locations (for example, in Yosemite’s campgrounds).

Any destroyed accommodations or damaged rooms will be charged a cleaning/repair fee subject to the particular property’s policies, with charges placed on the guest’s credit card at the time of the incident. Any charge not placed on the guest’s card (or if declined) will be placed on the corporation’s credit card.

TRANSPORTATION

All transportation is chosen for quality control and for smooth operation of your retreat, with all pickup and drop-off times and locations chosen at the time of your reservation.

Passenger capacity varies by vehicle and will be determined by our private guides. Comfort is, and always will be, a top priority for us, and we reserve the right to refuse an excursion that is not up to our standards. We also reserve the right to change your itinerary at any time for safety or logistical reasons.

We consider ourselves highly punctual, but some scenarios are out of our control, so we ask you to please be patient if an unforeseen problem may arise such as delays, traffic or additional expenses caused by acts of God, hazards or dangers, accidents, breakdowns, bad road conditions or storms or other phenomena beyond our control.

Prohibited items in vehicles include glass containers, golf shoes or other shoes with spikes, fuel containers such as propane (besides inside of the VWs, where the propane is part of the VW camper system), generators and no tap beer on motorcoaches.

Smoking is not permitted in any vehicle at any time.

Possession, sale or consumption of any type of narcotics or illegal drugs is strictly prohibited on our retreats. A guest violation will result in early termination of the retreat and forfeiture of all fees. We reserve the right to refuse service to anyone under the influence of heavy alcohol or drugs. That individual’s retreat will end at the time of refusal with the guest responsible for their own transportation home.

Vandalism and damage to any portion of our vehicles is unacceptable and will result in immediate expulsion from your corporate retreat and additional charges.

Food can only be brought on certain vehicles and will need to be approved at least seven (7) days prior to your retreat. If food is allowed, a $200 deposit will be charged to the corporation’s credit card on file for cleaning purposes, with the money released after your retreat is over and our inspection reveals no damages beyond normal wear and tear. Other unusual cleaning fees will be charged to the corporation’s credit card on file on a case-by-case basis.

If vomiting happens in a vehicle, such as on a Napa Wine Tour, you will be charged a $500 cleanup fee.

Passengers shall not obstruct or impair the driver’s field of view or personal space or tamper with any part of our vehicles to hinder smooth, safe vehicle operation. If said obstruction does happen, the violating guest will be released from the corporate retreat effective immediately, and local law enforcement notified, if necessary.

Our guides and drivers reserve the right to expel any guest from our vehicles in the event of poor or disrespectful behavior to our staff or passengers. In the event of an early guest departure, no refund will be issued. Guests agree to behave in a sober, orderly and well-behaved manner while on their corporate retreat.

We ask that guests check in and around their seats and surroundings for their personal items before departing. Lost and found items are not our responsibility, but if found, lost items can be picked up from our downtown San Francisco office. All luggage and personal items must be removed from our vehicles at the end of each trip. We cannot hold or store items for your group.

New Group Guides and their partners are not responsible for lost or stolen items while on a retreat. Please keep an eye on your belongings, especially while enjoying the beautiful California sights and sounds.

Dogs are allowed on our VW Bus Corporate Retreats ONLY. All other forms of transportation do not allow pets of any kind.

One-way charges and empty car time will be assessed on a case-by-case basis. For example, a one-way ride to Pebble Beach from San Francisco will require time for our drivers and guides to return home. Reasonable deadhead fees will apply in these retreat instances.

The corporation’s credit card will be held on file for all transportation charges, with overages placed on the card after a retreat, if needed.

OUR PRIVATE GUIDES

Our private guides will have the final say on the itinerary and operation of our corporate retreats. We reserve the right to change the tour at any moment due to logistics, safety and more – to make sure your group arrives safely, satisfied and on time. We are here to make sure your California corporate retreat runs smoothly for the ease and enjoyment of your guests.

In addition, our guides will choose the best daily timings based on your interests (with free time included based on our initial phone conversation). For example, do you wish to operate your corporate retreat in fewer days? Sure, we can accommodate your request, although we’ll diplomatically let you know if you may be kneecapping your desired outcome or final employee mood.

Our private guides will treat your guests with respect and expect the same from your employees in return. We are experts in our field and many times will speak in regard to safety, especially for Yosemite wilderness hikes, and we expect guests to responsibly listen when asked. Rude and disrespectful behavior toward our staff will not be tolerated. At the same time, our private guides know when to be quiet and will not speak more than is necessary to create a memorable experience.

OUR INDIVIDUAL RETREATS

In addition to the above rules, the following conditions apply to each specific retreat:

SAN FRANCISCO INTROS

All Private San Francisco Tours begin and end in San Francisco, unless otherwise stated in your reservation documents. All transportation is luxury and private.

Tours are billed at an hourly rate, and we begin our billing from your scheduled pickup time. Hourly rates are billed in 5-minute increments. For late guests, our private guide will wait for a total of one hour before departing the pickup location and marking the absentee(s) as a “no show.” No refunds will be given if this is the case, and your retreat will be forfeited for the day.

For daily rates, guided hours are not to exceed USDOT regulations, which state driving must end 15 hours from the time driving commences, including empty car time. Anything unreasonably requested by the guest can be refused and will be up to our guide’s discretion.

Corporate retreats begin and end at your hotel’s front door in downtown San Francisco. Any tour beginning outside of city limits is subject to empty car time charges (such as for a pickup in Napa Valley or San Jose).

There is a four-hour minimum on all tours. Meals, accommodation, entry fees and gratuity for your guide are not included in your retreat rate.

YOSEMITE AND CARMEL WEEKEND GETAWAYS

All Yosemite Weekend Getaways begin and end in San Francisco, unless otherwise stated in your reservation documents.

Hotels are reserved on the basis of what is available at the time of the reservation request. If a hotel is sold out, we, unfortunately, cannot be of service. We can, though, help you reserve a Weekend Getaway in the future or on the next available reservation date.

Your guide and driver’s accommodation may not be on property with your guests (unless specifically requested) and will be of a modest budget and within a reasonable distance. All transportation is luxury and private.

HALF DOME HIKES AND DIGITAL DETOX TREKS

A mandatory meeting in San Francisco (or your pickup location) is required the day before your hike. This is to sign paperwork, issue backcountry gear and answer any last-minute questions you may have. The next day, we depart for Yosemite.

For our hikes, each guest must carry his or her own gear, the way John Muir did in the 1800s (you know, so you can experience Yosemite the authentic way). We will provide your ultralight tent, sleeping bag, mattress, backpack, other equipment and meals (basically, everything needed for a safe backcountry hike besides your clothes and footwear). Guests can expect a typical bag weight of around 35-40 lbs. We recommend training for carrying this weight beforehand to make your wilderness experience easier and more pleasant.

All Yosemite Backcountry Hikes are a 4-day, 3-night minimum, no exceptions. All hikes are $2,000 per guest, with a $5,000 minimum per adventure (for example, such as for two guests on a privately guided Yosemite hike). Three guests maximum are allowed per hike.

Our private wilderness hikes are recommended for ages 21-49 or those in good physical condition only, with all guests required to fill out a Wilderness Screening Form prior to confirmation. Nobody unfit for the wilderness, either physically or mentally, will be allowed to hike into Yosemite with us.

All transportation is luxury and private.

VW BUS ROAD TRIPS

Minimum and Maximum. Our VW Bus Corporate Retreats are 4 VWs minimum per trip and 10 maximum. That translates to enough space for approx. 4-20 guests. If you desire more VWs, you’ll be required to reserve a second corporate retreat on new dates.

Retreat Length. Our VW retreats have a three-day minimum, with 4-5 days recommended. This is to give your guests the feeling of a traditional ‘60s road trip before the Internet was invented. Slowing down with your friends in nature, without distraction, can be invigorating and even life changing.

Starting and Ending Location. We begin and end all road trips in Newport Beach and recommend you fly into John Wayne Airport (SNA), about 15 minutes away from our departure location. This is much easier than flying into Los Angeles International (LAX), about a 1.5-hour drive away.

Linen Packets. Clean linen packets with sheets, duvets, beach towels and pillows are included in your road trip. Any of these items missing at the end of your road trip will be charged to your credit card on file for the cost of replacement.

Pets. We love dogs! Talk to us if you plan on bringing Rover. There is a maximum of two dogs allowed per trip, with each under 45 lbs. In addition, there will be an inspection of your VW bus after your trip to make sure there are no damages such as chewed seats or any “presents” or odors left behind. Pet fees are $100 per dog, in addition to your tour rate.

Meals. Most breakfasts and dinners are included based on your request, whereas lunch is always on your own. We’ll stop at a general store on Day One so we can stock our VWs with goodies. Do we serve the same meals on every tour? Not hardly. We do chef’s choice based on your chosen style (budget, mid-range or luxury) with the guests’ dietary restrictions in mind. Guests are encouraged to help in meal preparation, just like on a traditional camping trip. 

Corporation Deposit. Our minimum corporate deposit varies based on your chosen adventure. This holds your VW fleet as we create your custom experience. The remaining portion of your balance is then required to be paid 60 days prior to your adventure, with a clear rooming list provided to our private guides. If you cannot pay in full or provide a rooming list by this date, we’ll be unable to honor your reservation with a resulting loss of your deposit.

Guests’ Security Deposit. On the starting day of your tour, guests are required to place a credit card on file with a $500 security deposit charged to their card in the event their VW bus is damaged in any way. This may include accidental damages, such as broken or cracked windows, chipped paint, ripped seats, theft or more. It’s only when you return from your adventure and we record no damages in our inspection (with nothing missing such as beach towels, throw pillows, coolers, etc.), that we will credit the $500 security deposit back to your guest’s card. This is standard rental agency protocol and is considered minimal for most RV rental operators. Guests will be held responsible for all damages and held subject to the terms and conditions of the Rental Agreement. We cannot accept your reservation otherwise.

Insurance Fees. In addition to the guests’ credit card on file (for our $500 security deposit per VW bus), guests will be REQUIRED to obtain insurance for their VW bus, mandatory to operate all vehicles in the United States.

Insurance Supplier. Guests are offered insurance coverage through our third-party supplier, Outdoorsy, which covers and insures (with a few clicks of a button) on the day of your departure (with rates around $15-35 per day, subject to change). Non-Americans can also use this insurance policy.

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.

Gasoline. Your fuel tank will be full on arrival and your VW bus is required to be returned with a full tank, and always filled with premium grade, 91-octane. Drop-offs requiring refueling by us will be charged against your security deposit at a rate of $10 per gallon (which, sadly, is not that far from current California gas prices).

Cleanliness. If we determine that there is an excessive amount of clean-up required after your road trip, we will make a deduction from your security deposit to cover the labor and materials needed to bring your VW bus up to par. 

Windscreen/Tire Damage. Windscreen damage is the responsibility of the renter and/or driver. The same goes for tires and the cost of puncture repairs. Keep in mind, if you are a decent driver and treat these vehicles with care, then you should have no problems.

Parking Tickets. If we are notified of a parking ticket on your VW bus after your road trip, we will charge the guest’s credit card on file for the price of the ticket, plus an added $75 inconvenience fee. If the guest’s card does not work, we will charge the corporation’s credit card.

Smoking. All of our VW buses are non-smoking. There will be a $250 smoking fee assessed at the end of your road trip if you smoke in your vehicle. And you’d better believe we’d smell it.

Number of Guests. We recommended two guests per VW bus, usually in the form of a couple or good friends. Larger families also are welcome, although more than two adults can feel crowded. In this case, we recommend reserving a second VW bus. 

Minimum Driving Age. The minimum driving age for our VW buses is 25, and all drivers must possess a valid driver’s license for the duration of our road trip. In addition, only drivers who have signed our Rental Agreement and completed our Driver Authorization are allowed to operate their assigned VW camper. There is a maximum two authorized drivers per VW camper per road trip. All driver’s licenses must be shown to our staff on the day of departure; otherwise, you will be unable to join our retreat, with a full loss of tour funds. NO PHOTOCOPIES OR PHOTOS OF LICENSES ARE ACCEPTED. 

How To Drive. We require each guest to be willing to operate a vintage vehicle, with their credit card placed on file as collateral. Remember, these vehicles were developed in the 1930s and built with the technical sophistication of the 1970s. In other words, they are not your modern-day Tesla. But if you can abide by the following rules and procedures, you should have no problems:

Gasoline: Always fill up with premium grade, 91-octane gasoline. This is to protect the delicate VW bus engine, designed for this specific type of fuel ONLY. In addition, please check the engine oil level after every refueling (we can help you with this).

Speed Limits. Speed limits are restricted to 65 mph on highways. These are not our rules, but general guidelines of the VW bus community. Go to any large VW event such as Buses by the Bridge, or speak to any seasoned VW bus owner, and they will agree with us. These are the vehicles of yesteryear, and we need to operate them accordingly.

Steep Hills: When climbing or driving on steep grades, please reduce your speed and select the proper gear. Do not push the vehicle to its limit. Turn on your emergency flashers to warn other drivers of your slow pace, if needed.

Cornering: VW buses were created with a cab-forward design, with almost the entire length of the vehicle trailing behind you (and the driver’s seat is designed to sit above the tires). Because of this, we ask you to pull out a little further forward when cornering, to clear the back wheels and bodywork from other cars, structures and curbs. Notice how a city bus pulls out further before turning a corner – it’s like that.

Wind: Be aware that crosswinds may affect the VW camper more than they do a conventional automobile due to their “bread-loaf” design. Drivers may feel stronger winds when exiting tunnels. Don’t be afraid to slow down or wait for the wind to subside before continuing.

Road Surfaces: No driving on unpaved surfaces is allowed in the VW buses, with the exception of public, licensed campgrounds. These are vintage vehicles, not dune buggies, so we kindly ask that you treat them like you treat Grandma — softly and with love.

Engine Temperature: If you drive in very hot temperatures (above 95 degrees Fahrenheit or 35 degrees Celsius), please handle your vehicle with care and select the proper gear so as to not overheat the engine. You’ll also need to keep the engine revving, as the engine fan is what cools the VW. These engines are not water-cooled like modern cars and need to be operated accordingly.

Location Restrictions: Certain locations, due to weather, insurance or where the VW buses may be damaged, are restricted. This includes The Grapevine, any “drivable” beach such as Pismo or any off-road location such as sand, tracks, trails, rivers or where the VW bus may get stuck or stranded. Additional locations are limited in summer and during high temperatures. Remember, these machines debuted before Richard Nixon was president, when Instagram and Tik Tok did not exist. Please handle these VWs with care and we promise you’ll get there!

Accidents. In the event of an accident, please pull over and make sure you (and those you are with) are safe. Once secure, give us and the police a call (dial 911), and go through the standard traffic accident protocol. A police officer will then show up and fill out an accident report and document the situation. We will then move on to the next step, where we assess the condition of your VW (is it drivable?) as well as how you feel about your road trip, and we’ll make a decision accordingly. We will then either provide a new VW bus or cancel your road trip altogether. If you can stay calm and cool throughout the ordeal, we promise we’ll get through it.

Driver Authorization Form. Finally, all guests will be required to fill out a VW Driver Authorization Form, due at the time of your reservation. This is to ensure your drivers are licensed, can operate a manual transmission (and if not, we’ll assign you the appropriate auto-transmission vehicle), etc. Under-18s and non-drivers are not required to fill out a form but need to be listed on their roommate’s, parent’s or legal guardian’s Authorization Form. We ask you to please fill these forms out in their entirety for quick approval. 

Each driver also will be required to sign a VW Rental Agreement once arriving at our office.

CANCELLATION POLICIES

Corporate retreats canceled…

-120 days or more before their scheduled departure date will receive a full refund, minus third-party cancellation fees.
-Between 90-120 days will be charged a 10% administration fee.
-Between 30-90 days will lose their deposit.
-Between 15-30 days will be charged 75% of the tour fee.

Group retreats canceled less than 15 days before their scheduled departure date will result in full loss of tour funds. No-shows will be charged in full on the day of the no-show, with no replacement retreat offered.

OTHER REQUIREMENTS

These rules are in conjunction with our Terms and Conditions, Terms of Service and Privacy Policy. We reserve the right to amend these conditions at any time.