Quick Summary:
- Ask staff to check other branches, brands, and returns arriving soon.
- Request an immediate refund, and ensure the contract shows “seat not supplied”.
- Use a safe alternative only if it matches your child’s size.
- Photograph the counter screen, contract, and receipt before leaving the lot.
Arriving at Orlando International Airport (MCO) after a flight, then finding the child seat you added to your car hire is “not available”, is stressful. The good news is you can usually solve it at the counter, or at least protect yourself from paying for an extra you never received.
This guide gives a step-by-step plan: what to ask for at pick-up, what alternatives are safe and legal in Florida, and how to document the issue so charges are corrected. It is written for families collecting a hire car at MCO, but the same approach works across Orlando.
If you arranged your rental via Hola Car Rentals for Orlando MCO, your booking confirmation is also useful evidence, because it shows what was requested and what was priced.
Step 1: Confirm exactly what is missing, and why
Start by asking the counter agent to confirm what type of seat is unavailable: rear-facing infant seat, forward-facing child seat, or booster. Shortages often happen because seats are returned damaged, staff cannot find the correct size, or inventory was over-promised during peak arrival times.
Use specific questions:
1) “Is it the correct size that is missing, or all child seats?” If only one type is missing, they may have a safe substitute (for example a high-back booster instead of a backless booster) that still suits your child’s age, height, and weight.
2) “Can you check inventory in the lot, not just the desk?” Sometimes seats are physically available but not yet logged back into the system.
3) “Is there a seat due in from a return soon?” If your child can wait safely inside the terminal with another adult, a short delay may solve the problem. Do not take the car and plan to “come back later”, that often complicates refunds.
4) “Can you check another on-airport location for the same brand?” At MCO there are multiple desks, and some groups can share stock across counters or sister brands.
Step 2: Ask for solutions in a priority order
Once the issue is confirmed, move to solutions. The most important thing is that the alternative is safe for your child, and that your paperwork reflects what was actually supplied.
Priority A: Find the correct seat, same day
Ask staff to source the seat from another branch or from returns. If they can deliver one to the garage within a short time, wait. If you are travelling to Disney or a resort area, ask whether a seat can be transferred to a nearby location you will pass, but only agree if they also put the arrangement in writing on the rental agreement.
Priority B: A safe substitute that fits your child
If the exact type is not available, ask what they can provide immediately, then verify fit. A substitute only works if it suits your child’s measurements and can be installed correctly in the vehicle you are receiving.
Priority C: Refund the extra, you provide your own seat
If no safe option is available, request removal of the child seat charge, then arrange your own seat. That might mean using a seat you travelled with, buying one locally, or using a rideshare with an appropriate seat while another adult collects supplies. Do not accept “you can buy one and we will reimburse later” unless it is written, authorised, and itemised. Verbal promises are hard to enforce.
Priority D: Change vehicle class only if it solves installation
Sometimes the seat is available, but the vehicle you were allocated lacks the right features for an easy install, for example no top tether anchor visible, awkward belt geometry, or limited rear space. In that case, swapping to a more suitable car can be a practical fix. Families often find an SUV easier for fitting child seats, especially with multiple children. If you need more space, compare your options on SUV hire at Orlando MCO.
Step 3: Know the safe and legal basics for Florida
This is not legal advice, but these broad rules help you avoid unsafe compromises at the counter.
Florida child restraint basics:
Children aged 5 and under must be in a federally approved child restraint device. In practice, that means a child safety seat or booster appropriate for the child. Children aged 6 and up must use a seat belt, and many families choose to keep children in boosters longer because it improves belt fit.
Use the seat according to its label. If a seat has a height or weight range, do not use it outside that range just because it is “close enough”. The safest and most defensible position at the counter is: correct size and correct installation, or no deal.
Never hold a child on your lap. It is unsafe and can create legal problems if stopped.
Do not accept a damaged or incomplete seat. If the seat is missing parts, has frayed straps, cracked plastic, or a sticky buckle that does not latch cleanly, refuse it. Ask for another seat, or insist the extra is removed and refunded.
Step 4: Inspect the seat before you leave the garage
If they produce a seat, inspect it like you would any safety item. Do not feel awkward, you are responsible for your child’s safety.
Check these points:
Label and type: confirm it is an infant seat, convertible seat, or booster as needed.
Expiry date: many seats have a “do not use after” date moulded into plastic or printed on a label.
Harness and buckle: straps should not be twisted, buckle should click and release properly.
Condition: no cracks, no missing padding that affects harness routing, no exposed foam pieces.
Installation method: if using LATCH, check the connectors work and strap tightens. If using seat belt install, confirm the belt locks as required by the seat instructions.
If you are unsure about installing, ask the staff to show the basic routing, but remember counter staff are not always trained technicians. If you have your own seat, you are typically best placed to install it correctly. Allow extra time at MCO for this, especially after a long flight.
Step 5: Make the contract match reality, before you sign
This is the step that saves the most money later. If the child seat is not supplied, the agreement must show it was not supplied, and the line item must be removed or credited.
Ask the agent to do all of the following:
Remove the child seat extra from the agreement. If they cannot remove it, ask them to issue an immediate refund receipt or a zero-charge adjustment.
Add a written note. Ask for wording like “Child seat requested, not available, charge removed” on the rental record. If they claim notes are internal only, ask for a printed copy or a receipt that reflects the change.
Confirm the final total. Get the final total in writing, not just verbally, and compare it to your original confirmation.
If you arranged the rental through an Orlando landing page such as car hire at Orlando MCO, have your confirmation email ready, it helps keep the conversation factual and fast.
Step 6: Document the issue in a way that is hard to dispute
Automated billing disputes often come down to evidence. Take two minutes to gather proof while you are still at the counter and garage.
Recommended documentation:
A photo of the desk screen or printed quote showing the child seat line item (only if permitted, and without capturing staff personal details).
A photo of the signed rental agreement showing the extras, totals, and any notes.
A photo of the receipt or checkout page if you are emailed a receipt at pick-up.
A quick written note with the date, time, and agent name, plus what was said.
If they supplied a substitute seat, photograph the seat label and condition at pick-up, so you can demonstrate what was provided if there is any later allegation about damage or missing parts.
Step 7: If they insist you must pay anyway, escalate calmly
If an agent says the seat charge “cannot be removed”, treat that as a process problem, not a personal conflict. Ask for the supervisor, and keep repeating the core point: you will not pay for an unavailable extra.
Useful phrases:
“Please show me on the agreement where it states the seat was provided.”
“If it is not supplied, I need the line item removed before I sign.”
“Can you re-rate the contract without the child seat, and print the new total?”
If the counter continues to block a correction, you have a decision: accept the hire and dispute later with strong evidence, or walk away and arrange another provider. If you choose to proceed, make sure your documents clearly show the seat was unavailable and you objected to the charge.
Some travellers prefer larger on-airport operators because escalation paths can be clearer. If you are comparing suppliers, Hola Car Rentals has dedicated pages for brands at MCO like Avis at Orlando MCO and Hertz at Orlando MCO, which can help you understand what to expect at pick-up.
Step 8: Do a final check before you drive out
Before you leave the car park, do a quick “family safety” pause:
Seat fitted correctly: the seat should be tight at the belt path, harness snug, chest clip positioned properly if applicable.
Child comfortable and secure: bulky coats can prevent a tight harness fit. Adjust straps after settling in.
Paperwork and emails saved offline: screenshot the final agreement and receipt in case you lose signal later.
Return plan: if a seat was promised later, make sure you have the location, time, and a written note on the agreement.
These small checks take minutes and prevent hours of hassle later, especially after a long flight into Orlando.
FAQ
What should I ask for first if my child seat is not available at MCO?
Ask the agent to confirm which seat type is missing, then request they check returns and other on-airport inventory. If it cannot be supplied promptly, ask for the charge to be removed and noted on the agreement.
Is it legal in Florida for my child to ride without a car seat?
Children aged 5 and under must use a federally approved child restraint device. If a suitable seat is not available, delay travel until you can secure an appropriate seat rather than taking a risk.
Can I accept a different type of seat as a substitute?
Only if it matches your child’s height and weight limits on the seat label and can be installed correctly. If it does not fit your child, refuse it and request the extra be removed.
How do I make sure I do not get charged for a seat I never received?
Get the child seat line item removed from the rental agreement before signing, and keep photos of the agreement and any receipts. Ask for a written note stating the seat was not supplied.
What if the agent says they cannot remove the child seat charge?
Ask for a supervisor and request the contract be re-rated without the extra. If you proceed anyway, document everything clearly at the counter so you can dispute the charge later with evidence.
