Terms & Conditions

**COVID-19 INSTRUCTIONS: By booking this reservation you assume any and all liability and risks inherent when traveling during the COVID-19 pandemic. CRMW LLC takes all reasonable health and safety precautions to avoid transmission or exposure by sanitizing the vehicles before and after all trips. For the guests safety and the safety of our drivers, the drivers and all guests are required to wear masks at all times while traveling inside the vehicle. We recommend that you handle your own luggage but are available to assist if needed and so requested. We also require guests do not sit in the front seat next to the driver. All guests will have their temperatures taken prior to entering the vehicle; any passenger displaying a temperature of 100* or higher may be refused access to the vehicle with no refunds. CRMW LLC reserves the right to, in its sole discretion, refuse service to any guest who displays symptoms of COVID-19 or other serious illness.**

Unless otherwise agreed to in advance and in writing, the following Terms & Conditions apply. You agree to these terms and conditions by authorizing Vail Executive Cars 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.

Vail Executive Cars (“VEC” or “CRMW LLC”) 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.

Wait Time

Airport Transfers

VEC 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

VEC 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.

Hourly Service

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.


VEC offers four different rates: Sedan, SUV, Sprinter Van (Max 11 passengers) and Sprinter Van (Max 14 Passengers). Sedans carry a maximum of 3 passengers, 4 pieces of luggage, and no skis; SUVs carry a maximum of 6 passengers, 8 pieces of luggage, and ski/snowboard bags.

Missed/Delayed Flights

We generally 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 24 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 24 hours with no refund.

**To be clear – no refunds are issued due to flight cancellations**

Cancellations & Changes

VEC understands that cancellations are sometimes necessary and unavoidable. We generally accept cancellations without a charge twenty-four (24) hours before the scheduled pick-up time. In some cases, cancellation notices may vary due to conditions, event, vehicle type, and market area. Time changes made with less than the required notice above will still result in additional and possibly full charges. 

No Shows

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 24 hours of the scheduled departure time.

E-Mail Communication

Generally we accept new reservations, changes and cancellations by e-mail (info@vailexec-cars.com) 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 info@vailexec-cars.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 970-344-8444 or e-mail info@vailexec-cars.com right away for your request to be processed.

We cannot guarantee cancellations, changes or new reservations unless sent to info@vailexec-cars.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

Standard 20% team gratuity is included in the fare for services rendered. You are encouraged 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 info@vailexec-cars.com 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.

Arrival Time

VEC 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

VEC does 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 VEC 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.

Passenger Conduct

VEC 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 cleaning 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.

Additional Charges

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. VEC does provide booster seats and child seats upon request, 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 & Late Night Surcharges

A surcharge will be added for trips occurring between the hours of 10:00 pm – 6:00 am. Premium 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.