What is the Rental Vehicle Request? 🚗🔥
The Rental Vehicle Request system provides staff departments with access to rental vehicles for official event operations. Whether you need a truck for hauling, a van for crew transport, or a specialized vehicle for on-site logistics, this system ensures departments can request the right vehicle for the job. All rental vehicle requests are subject to availability, approval, and usage guidelines. Departments receiving vehicles are responsible for proper use, fueling, and returning them in good condition (this includes removing ALL stickers and gargabge) at the end of the event.
🚨 Important: This form is NOT used for Fleet Vehicles provided by the Auto Shop. If you need a fleet vehicle, please visit the Fleet Vehicles page.
MAKING A NEW REQUEST(S):
To submit a new Rental Vehicle request, visit the Business Services Dashboard. Once logged in, navigate to the “Request Resources” section and start a new request. On the request form select “Rental Vehicle” from the asset type dropdown. Fill out your project details and click submit. You will receive an automated confirmation email once your request is successfully logged. Please submit a separate request for each rental vehicle needed.
MAKING CHANGES TO YOUR REQUEST(S):
To make changes or cancellations, navigate back to the Business Services Dashboard, click on "My Dashboard" and then "Requested Resources". Locate the reservation you'd like to modify and click Manage. From there, you can edit each section of the request. You can edit your request as often as you like, we understand things happen and change. ALL changes are subject to availability after the initial request window closes.
WHATS THE STATUS?
You will receive a series of automated email updates to keep you informed:
Submission Confirmation: Sent immediately upon successfully submitting your request.
Approval / Denial: When the Budget Manager and DPW have both reviewed your request, you will be notified of the fullfilment decision.
Pickup Instructions: A detailed email regarding pickup instructions will be sent as we approach go time.
Real-Time Tracking: You can monitor the progress of your request at any time. Simply visit the Business Services Dashboard and navigate to My Dashboard > Requested Resources to view current status and updates.
Business Services Dashboard Step by Step Instructions
2026 Business Services Dashboard Guide (Start Here)
Anyone and everyone driving a rental vehicle must fill out the 2026 MVR form, even if you filled one out in 2025 you must do it again this year.
WHAT DID I REQUEST LAST YEAR?! HMMM
COMING SOONIf at anytime you need assistance please reach out to Business Services
Slack #business-services
Email business.services@burningman.org
Call 775-557-7483
Frequently Asked Questions
Can I pick up my vehicle at the airport?
No, we do not allow airport pick ups. This is because the airport locations have special tax rates that often exceed 25% in additional costs.
Can I drop my vehicle off at a different location that I picked it up at?
No.... but maybe.... Talk to us! Enterprise charges us a $500 drop fee plus $0.50 per mile for the miles between original pick up and the drop location. For example if you pick up your vehicle in San Francisco and decide to drop it off in Reno that would cost Burning Man $500 fee + $109 (218 miles at $0.50 per mile) for a total extra fee of $609. Please don't ask to do this unless it's an emergency.
Does the person picking up the vehicle have to be on Burning Man's insurance policy?
Yes, they do! Non-negotiable. How does someone get on the insurance policy? Click here for the 2026 MVR form from People Ops
Can another person/department pickup or return my vehicle for me?
Yes, as long as their driver is listed on the org’s insurance. Please notify the Business Services team of any special arrangements you've made or if the pick up person changes (we have to provide this information to Enterprise).