Rental Policy
Rental Policy & Terms for Event Equipment and Production Services
The following is a summary of our rental agreement. Upon confirming equipment rental and/or services, the terms below will apply.
You will be required to sign our agreement before any equipment or services are released.
This Agreement includes terms that apply to equipment rentals as well as additional services such as labor, transportation, and production services. When these extra services are requested, the corresponding Transportation Addendum, Labor Addendum, or Production Services Addendum will apply unless otherwise agreed in writing.
Pricing, Deposits & Payments
Pricing and Changes
Prices listed on the Company’s website, estimates, or other materials are subject to change without notice.
All prices exclude sales tax, freight, shipping, and handling fees.
Deposits and Payment Requirements
If a deposit is required, the Client must remit the specified amount.
Until payment is received, the Company may void the Agreement with written notice.
Unless stated otherwise, a 50% deposit is due at checkout or upon signing, and the remaining balance must be paid before pickup or delivery.
Deposits are non-refundable, even if the Client chooses not to proceed.
Invoicing and Late Payments
Additional charges (e.g., damage, loss, overtime) will be invoiced separately.
Invoices must be paid within 14 days.
Invoices unpaid after 30 days incur a 10% late fee.
Credit Card Authorization
If the Client provides a credit card, the Company is authorized to charge any unpaid amounts after the 14-day period.
Labor, Rates & Production Services
Labor and Equipment Rates
Labor rates (hourly, overtime, daily, per diem) follow current industry standards and are detailed on the Fees & Rates page.
Equipment rental rates are per-room, per-day, with a minimum one-day rental (12:00 am to 11:59 pm).
If equipment is held beyond the agreed period, additional fees apply.
Production Services
Production Services may include design, AV coordination, equipment supply, labor, and recordings.
These are only provided when agreed to in writing.
The Company does not guarantee specific outcomes from Production Services.
If unsafe or obstructed conditions prevent setup or operation, the Company is not responsible for resulting damages or inability to use the equipment.
Equipment Handling, Use & Return
Client Inspection of Equipment
Upon pickup or delivery, the Client must inspect equipment for defects, damage, or discrepancies, including case condition.
Issues must be reported within 4 hours; otherwise, equipment is considered received in good condition.
Handling and Use
Only trained and qualified personnel should operate the equipment.
Improper use resulting in damage is the responsibility of the Client.
When the Company provides technicians, only Company personnel may handle the equipment.
Equipment must remain accessible before, during, and after the event.
Return and Inspection
Equipment must be returned in the same condition as received.
The Company will inspect equipment upon return and provide an itemized list of any damage or missing items.
The Client is responsible for related charges.
Damage, Loss & Liability
Liability for Damaged or Lost Equipment
The Client is responsible for all equipment that is damaged, lost, or stolen during the rental period (except in cases of Company negligence).
Fees include:
- $35 per item for minor wear (scratches, dirtiness)
- $80 per item for significant damage requiring repair
- $65/hour for labor associated with repairs
If replacement is required, the Client must cover full replacement cost plus rental fees during downtime.
Limitation of Liability
The Company does not warrant that equipment will be free from defects or malfunctions.
In case of failure, the Company will make reasonable efforts to replace the item within 24 hours.
Liability is limited to providing replacement equipment or issuing rental credit.
The Company is not liable for indirect, incidental, or consequential damages, including event disruption or lack of backup equipment.
Cancellations & Scheduling
Cancellation Policy
If canceled more than 30 days before the event, the deposit is forfeited.
If canceled less than 30 days before the event, the Client is responsible for 100% of estimated charges.
Cancellation fees are due within 7 days of invoicing.
The Company may determine whether rescheduling is possible.
