Quick Summary:
- Ask staff to locate, swap seat type, or source from another counter.
- Request a written refund for the seat line item immediately.
- Consider buying a seat locally, keep receipts, and confirm policy.
- Before leaving, verify child-seat charge, terms, and damage notes match.
Arriving at Orlando International Airport (MCO) with tired children and a packed itinerary, the last thing you want is to hear that your pre-booked child seat is not available. Unfortunately, child seats are often managed as separate inventory from vehicles, and supply can fluctuate with late returns, cleaning delays, or mismatched reservations. The good news is you usually have workable options, as long as you ask the right questions at the counter and check your car hire agreement carefully before you drive away.
This guide focuses on what to request immediately, including swaps, refunds, and practical alternatives. It also covers exactly what to verify on your paperwork, so you do not pay for something you did not receive, or leave the lot without the protection you expected.
If you are collecting from MCO, these landing pages can help you orient yourself to the airport pick-up context for car hire: Orlando MCO car rental and Orlando airport to Disney area rentals.
First, confirm what “not available” really means
Counter staff might say the seat is not available, but that can mean several different things. Before you accept any alternative, ask them to clarify the situation in plain terms:
Is the correct seat out of stock, or the entire child-seat category? Sometimes a specific type, for example an infant carrier, is missing, but a convertible seat is available.
Is it unavailable right now, or for the whole rental? A seat may be due back shortly, especially if another customer is late returning their car.
Is the issue specific to your supplier desk, but available elsewhere at MCO? At large airports, seats may be accessible through another brand family counter or an adjacent location.
Is the seat physically available but awaiting cleaning or inspection? If so, ask how long it will take and whether they can prioritise it while you complete paperwork.
These questions set up your next move. If they can locate a seat within a reasonable time, waiting might be preferable to improvising with a last-minute purchase. If they cannot, you need a clear decision and a clear paper trail.
What to ask for immediately at the counter
When your pre-booked child seat is missing, your goal is to solve safety first, then protect your costs. Handle it in this order.
1) Ask for a swap that still fits your child
Request a like-for-like replacement first. If that is not possible, ask what other seat types are available and confirm whether they will work for your child’s age, height, and weight. Do not assume a “toddler seat” label is enough, different models have different limits.
Useful swap questions:
Can you provide a convertible seat instead of an infant seat, at the same price? Many convertibles support rear-facing and can be suitable for younger children, but only if your child meets the stated limits.
Can you provide a booster instead of a forward-facing harness seat? This is often not appropriate for smaller children, and in Florida, booster use depends on age and fit. If you are unsure, err on the side of a harnessed seat.
Can you swap me to a different vehicle class with compatible seat anchoring? Most modern vehicles support LATCH, but the ease of fitting can vary. If you are travelling with multiple children, a minivan can make installation and belt routing simpler. See minivan rental at Orlando MCO for typical airport options.
Whatever they offer, ask to inspect the seat before you accept it. Check that it is not expired, that the straps and buckle work smoothly, and that it includes any required components for installation. If anything looks damaged or incomplete, say so immediately.
2) Request a refund, and get it confirmed in writing
If the seat is not provided, you should not pay for it. Ask the agent to remove the child seat line item from your rental agreement before you sign, or to mark it as “not provided” with a zero charge.
Be specific about the documentation you want:
A revised agreement showing no charge for the seat. Do not rely on a verbal promise.
Itemised receipt at pick-up. This matters if you need to dispute a charge later.
Confirmation of any taxes or concession fees tied to extras. In some cases, extras affect the total in ways that are easy to miss.
If the agent says they cannot remove the charge at the counter, ask for a supervisor. If you must take the car to avoid disruption, ask for a written note on the contract and a reference number for the promised refund.
3) Ask what alternatives they allow, and whether they reimburse
At MCO, you have practical alternatives if the counter cannot supply a safe seat. Before you choose one, ask what the company policy is. In particular:
Can I purchase a seat locally and bring it back with me? If so, ask where you can dispose of or donate it at the end of the trip.
Will you reimburse a local purchase if you could not provide the reserved seat? Many companies will not automatically reimburse, but asking puts the issue on record and may influence a goodwill decision later.
Can you provide a seat from another brand desk, even if my car hire is with you? Sometimes there is a workaround via partner inventory, but it depends on who operates the counter and how extras are managed.
Can you add a seat later at a local branch if one becomes available? If yes, confirm whether the daily price changes and whether you must return to an airport location or can use a city branch.
4) If you must source a seat yourself, prioritise speed and correctness
Many families choose to buy a seat from a nearby retailer when supply fails at pick-up. If you do, treat it like a safety-critical purchase, not just a quick errand. Choose a seat that matches your child’s current size, and plan time for installation.
Practical tips:
Keep the receipt and packaging. You may need proof for a dispute or partial refund request.
Allow time to fit it correctly. Rushing leads to common errors like loose belt routing or twisted straps.
Check your vehicle’s back seat setup. Some SUVs have different anchor accessibility than minivans. If you are weighing vehicle types for family practicality at MCO, SUV hire in Orlando MCO can be a useful comparison point.
Do not drive away intending to “fit it later”. If you do not have a safe restraint solution immediately, you need to solve that before leaving the airport area.
What to check on the rental agreement before leaving
When an extra like a child seat goes missing, paperwork errors are common. Some are accidental, some are assumptions built into templates. Before you sign and before you exit the garage, review these areas.
1) The extras line items, quantity, and daily rate
Look for any entry such as child seat, infant seat, booster seat, or “CSS”. Confirm:
Quantity. If you booked one seat, it should not show two.
Days charged. Ensure it matches your rental period.
Price. If the seat was not provided, price should be zero and ideally removed entirely.
Taxes and fees. Extras can have separate taxes, so verify the totals reflect any removal.
2) Notes or remarks documenting the problem
If they cannot remove the charge immediately, insist on a note in the remarks section stating the seat was not supplied at pick-up, including date and time. Ask for a printed copy or an emailed copy on the spot. If there is a reference number or a manager name, make sure it appears in writing.
3) Your selected vehicle class and any forced changes
Sometimes the agent will adjust your vehicle class to compensate, for example offering a larger vehicle because they cannot provide the right seat, or because it is easier to fit your own. Verify the agreement reflects what you are receiving, including the vehicle category and the daily rate.
If your reservation is through a specific supplier at MCO, you may want to understand how that brand typically structures agreements and extras. For reference pages, see Hertz at Orlando MCO and Payless at Orlando MCO.
4) Insurance, liability, and authorised drivers
Families often add options at the counter when plans change. Make sure any last-minute discussion about refunds or swaps has not accidentally altered other parts of the contract. Check:
Who is listed as the primary driver and any additional drivers.
What protection products are included or declined.
The deposit amount and payment method. Extras sometimes affect authorisation holds.
5) Walkaround condition notes, especially interior
Child seats and family travel can lead to disputes about interior marks. Before leaving, inspect the cabin and confirm existing stains, tears, or broken trim are noted. Take your own time-stamped photos of the back seat area, where you will install the seat.
Safety checks if they do provide a seat
If a replacement seat is available, treat the handover like you would treat the vehicle inspection. A few quick checks can prevent avoidable risk:
Expiry date. Many seats have a label with a “Do not use after” date.
Harness function. Buckle clicks securely, straps adjust, no visible fraying.
Correct parts. Ensure the base or inserts are included if required by that model.
Cleanliness and damage. If it looks compromised, request another unit.
If staff offer to install it, you can still ask them to show how it is secured and verify that it does not move more than a small amount at the belt path. If you install it yourself, do it before you exit the garage so you can ask for help while you are still on-site.
How to handle disputes after you leave the airport
Sometimes you only notice the seat charge after you depart, especially if the agreement was emailed and you were rushing. If that happens:
Contact the rental company immediately and reference the pick-up time. The closer to pick-up you report it, the easier it is for them to verify inventory and notes.
Send supporting evidence. Photos of the vehicle interior without the seat, your receipt showing you purchased one, and the agreement highlighting the charge.
Keep your communication in writing where possible. Email confirmation helps if you need to escalate later.
Check your final invoice at drop-off. Verify the seat was not re-added at the end by mistake.
Planning ahead to reduce the risk next time
You cannot eliminate the risk entirely, but you can reduce surprises:
Arrive with realistic expectations. Child seats are not guaranteed in the same way as a confirmed vehicle class, and stock varies by day.
Pick up earlier in the day if possible. Inventory disruptions tend to compound as the day goes on.
Bring a back-up plan. For some families, that means travelling with a lightweight seat, for others it means knowing where they can buy one quickly near Orlando.
Allow extra time at MCO. The combination of queues, vehicle assignment, and seat issues can easily add 30 to 60 minutes.
FAQ
What should I ask for first if my pre-booked child seat is unavailable at Orlando Airport?
Ask them to locate the reserved seat, then request a suitable swap that fits your child’s size. If neither is possible, ask for the seat charge to be removed from the agreement before you sign.
Can I get a refund for a child seat that was not provided?
Yes, you should not be charged for an extra you did not receive. Request a revised, itemised agreement showing a zero charge or removal of the child seat line item, and keep a copy.
Is it safe to accept a different type of seat than I reserved?
Only if it matches your child’s age, height, and weight and is in good condition. Inspect the seat, check the expiry information, and confirm you can install it correctly before leaving.
What should I check on the car hire agreement before leaving the MCO garage?
Check extras and totals, notes about the missing seat, the vehicle class and rate, and that driver and protection selections are correct. Also document vehicle condition, especially rear seats.
If I buy a seat locally, will the rental company reimburse me?
It depends on the company and the circumstances. Ask at the counter for the policy, keep your receipt, and get written confirmation of any promise, as reimbursement is not guaranteed.
