Rental Insurance
Insurance & Security Policy – ETC.rent
(Operated by Pro AV Source, LLC)
Download our Insurance Checklist Guide to provide to your Insurance Agent
When Is Insurance Required?
Insurance is required whenever you, your employees, contractors, or agents will handle, operate, transport, or otherwise take possession of rented equipment during the rental period.
If ETC.rent is contracted to provide delivery, setup, and on-site operation with our crew maintaining control of the equipment at all times, renter-provided insurance is not required. In those cases, Pro AV Source, LLC’s insurance applies while our personnel are in control of the gear.
If you are unsure whether your rental requires insurance, contact us at 1.646.661.4078 prior to your event. We will review your order and confirm the applicable requirements.
Equipment Insurance & Security Policy
Any customer who takes possession of equipment must maintain active insurance coverage for the full rental period, including pickup, transport, storage, use, and return.
At minimum, required coverage must include:
- Commercial General Liability insurance
- Inland Marine, Rented Equipment, or similar property coverage insuring equipment in your care, custody, and control
- Coverage for theft and loss in transit
- Coverage limits equal to the full replacement value of the rented equipment
Proof of insurance must be submitted at least 48 hours prior to pickup or delivery and must remain in effect through the entire rental period.
ETC.rent must be listed as an Additional Insured on the General Liability policy. Where available, ETC.rent should also be listed as Loss Payee or Lessor with respect to rented equipment coverage.
If you do not currently maintain coverage, you may obtain short-term rented equipment insurance from a third-party provider. Any policy obtained must meet the requirements outlined in this section. It is the renter’s responsibility to confirm that coverage includes theft, transit, and equipment in your care, custody, and control.
Credit Card Security Requirement
A valid credit card must remain on file for all rentals, even where insurance is provided.
The credit card secures amounts not covered by insurance, including but not limited to:
- Deductibles
- Denied or excluded claims
- Late return charges
- Cleaning or reconditioning fees
- Missing accessories
- Uninsured losses
Charges are only processed when applicable, and notification will be provided.
Equipment Security Expectations
ETC.rent maintains all equipment in professional working condition, transports it in protective cases, and inspects all items before release.
Once equipment is in your possession, you are responsible for exercising reasonable care, including:
- Proper supervision and operation
- Secure indoor storage when not in use
- Protection from weather and environmental exposure
- Securing equipment against theft
- Ensuring vehicles are locked and equipment is not left unattended
If any equipment is lost, stolen, damaged, or malfunctions during your rental period, you must notify ETC.rent immediately.
The renter remains responsible for all repair or replacement costs not covered by insurance.
Insurance Requirements by Equipment Value
“Equipment Value” refers to the full current replacement cost of the rented items, not the rental invoice amount.
Equipment Value: $0 – $1,500
- Credit card on file
- Personal guarantee required
Equipment Value: $1,500 – $5,000
One of the following is required:
- Full replacement value deposit (credit card or cash) with personal guarantee
or - Certificate of Insurance meeting the requirements outlined below
Equipment Value: $5,000 – $15,000 or Vintage / Discontinued Items
One of the following is required:
- Full replacement value deposit
or - Certificate of Insurance meeting the requirements outlined below
Orders Over $15,000
- Certificate of Insurance required
- Minimum $1,000,000 Commercial General Liability coverage
- Property coverage equal to full replacement value of rented equipment
Additional documentation may be required depending on the nature of the rental.
Credit Card on File – Personal Guarantee
The renter agrees to provide a valid credit card and personal or corporate guarantee for all obligations arising under the rental agreement, including loss, damage, late return, and unpaid balances.
Full Replacement Value Deposit
Where a replacement value deposit is required, the full replacement cost of the equipment must be secured by credit card authorization or cash deposit prior to release.
Deposits are released once all equipment is returned, inspected, and verified to be in the same condition as released, reasonable wear and tear excepted.
Certificate of Insurance (COI) Requirements
All Certificates of Insurance must meet the following standards:
- Commercial General Liability policy with a minimum limit of $1,000,000 per occurrence
- Inland Marine, Rented Equipment, or similar property coverage covering equipment in renter’s care, custody, and control
- Coverage limits equal to or greater than the full replacement value of the rented equipment
- Coverage effective for the entire rental period
- Insurance carrier rated A- or better by A.M. Best and authorized to operate in the applicable jurisdiction
- Pro AV Source, LLC named as Additional Insured on the General Liability policy
Where applicable, policies should provide that renter’s insurance is primary and noncontributory with respect to claims arising from renter’s possession or use of the equipment.
Proof of coverage must be provided prior to equipment release.
Certificate Holder (Required Wording)
Pro AV Source, LLC, its officers, agents, employees, and assigns
447 Broadway, 2nd Floor
New York, NY 10013
Frequently Asked Questions
1. Why do I need insurance if I’m only renting equipment for one day?
Insurance is required any time equipment leaves our control and is in your possession, even for a single day. Loss, theft, and transit damage most often occur during short-term rentals. Coverage must remain active from pickup through return.
2. Is a $1M General Liability policy enough?
Not by itself.
General Liability protects against third-party injury or property damage claims. It does not automatically cover rented equipment in your care, custody, and control.
You must also carry Inland Marine or Rented Equipment coverage that specifically covers theft, damage, and loss in transit for the full replacement value of the rented gear.
3. What does “Equipment Value” mean?
Equipment Value refers to the full current replacement cost of the rented items, not the rental invoice amount.
Insurance limits or deposits must match the replacement value of the equipment leaving our warehouse.
4. What happens if equipment is stolen or damaged during my rental?
You must notify ETC.rent immediately.
If you carry insurance, a claim will be filed under your policy. Any deductible, denied claim, or uncovered portion remains your responsibility.
If no insurance is provided, you are responsible for the full repair or replacement cost as outlined in the Rental Agreement.
5. Can I use short-term rented equipment insurance?
Yes, as long as the policy meets our requirements.
The policy must include:
- Coverage for equipment in your care, custody, and control
- Theft coverage
- Transit coverage
- Limits equal to the full replacement value
- Active coverage for the entire rental period
We recommend reviewing policy exclusions carefully before purchasing.
STILL HAVE QUESTIONS?
Contact Us or Call (646) 661-4078
