Rental Policy

These terms govern all rentals and services provided by Pro AV Source LLC (hereinafter referred to as the "Company") to you, the "Client." By engaging with the Company, you acknowledge and agree to be bound by these terms, as well as any associated rental agreements, service agreements, estimates, order forms, and any related addenda or exhibits (collectively referred to as the "Agreement"). Any reference to "writing" in this Agreement shall include communication via email, text, or other electronic means such as WhatsApp.

 

This Agreement includes terms that are specific to rental services, as well as those that apply to additional services provided by the Company, such as labor, transportation, and production services. In cases where the Company agrees to provide such additional services, the relevant terms specific to those services shall apply. Any request by the Client for such services shall be subject to the applicable Transportation Addendum, Labor Addendum, and Production Services Addendum, unless otherwise agreed in writing by both parties.

 

The prices provided on the Company’s website, estimates, or elsewhere are subject to change without prior notice. All prices exclude applicable sales tax, freight, shipping, and handling fees.

 

Should a deposit be required for rentals or services, the Client is obligated to remit the deposit amount specified by the Company. Until the deposit is received, the Company reserves the right to void the Agreement by providing written notice to the Client. Unless otherwise specified in writing, a deposit equal to 50% of the total is required upon checkout or signing of the Agreement, with the remaining balance due prior to either the Client's collection of the equipment or the Company’s delivery of the equipment. This deposit structure also applies to production services unless otherwise agreed in writing. By submitting a deposit, the Client agrees to all terms of the Agreement and any corresponding estimates or order forms. Deposits are non-refundable, even if the Client decides not to proceed with the rental.

 

All outstanding amounts not settled during checkout or at the time of contract/estimate signing (e.g., for damage or loss of equipment) will be invoiced separately. The Client must settle these invoices within 14 days of receipt. If any invoice remains unpaid for more than 30 days, a late fee of 10% of the total amount due will be applied, in addition to the original balance owed. The Client must pay this late fee along with the outstanding balance.

 

If the Client provides a credit card to the Company for payment purposes, the Client authorizes the Company to charge the card for any amounts due under this Agreement, should those amounts remain unpaid after the 14-day period specified above.

 

Labor rates, including hourly, overtime, and daily rates, as well as per diems, are subject to prevailing industry standards and are outlined on the Company's Fees & Rates page. If actual labor fees exceed those initially estimated or billed, the excess fees will be invoiced at the conclusion of the rental or event. Equipment rental rates are calculated on a per-room, per-day basis, with a minimum rental period of one calendar day. The rental period begins at 12:00 am and ends at 11:59 pm. The Client is responsible for rental fees for the entire period the equipment is in use or possession. If the equipment is retained beyond the agreed rental period, additional rental fees will apply.

 

The Client may request production services, such as design, audiovisual coordination, equipment supply, labor, and recordings (collectively referred to as “Production Services”). These services will only be provided if expressly agreed upon in writing. The Company does not guarantee any particular outcome related to the Production Services, and its responsibility is limited to providing labor, equipment, and services as contracted. If unforeseen circumstances arise that prevent the Company from providing the services, such as an unsafe staging area or equipment obstruction, the Company is not liable for any resulting damages or inability to use the equipment.

 

Upon receipt of the rented equipment, whether by pickup or delivery, the Client is required to inspect the equipment thoroughly for any defects, damage, or discrepancies, including the condition of the cases. Any issues or concerns must be reported to the Company within four (4) hours of receiving the equipment. Failure to report within this timeframe will be considered an acknowledgment that the equipment was received in good working condition and free of defects.

 

The Client represents and warrants that only trained and qualified personnel will handle and operate the equipment, in accordance with the manufacturer’s instructions. Any improper use or handling of the equipment that results in damage or loss will be the responsibility of the Client. Should the Client engage the Company to provide technicians or labor for the event, only Company personnel are permitted to handle the equipment. Equipment must remain accessible to the Company before, during, and after the event for installation, operation, and removal.

 

The Client is responsible for returning the equipment in the same condition as it was received. Upon return, the Company will inspect the equipment and notify the Client of any damage or missing items. The Client will be liable for any damage or loss discovered during this inspection, and the Company will provide an itemized report of any discrepancies.

 

The Client is responsible for all equipment that is damaged, lost, or stolen during the rental period, except in cases of negligence by the Company. The Client will be charged for repair or replacement costs, as applicable, and will be responsible for rental fees during the repair or replacement period. For minor damage (e.g., scratches or dirtiness), a standard fee of $35 per item will be charged. For significant damage requiring extensive repair, a fee of $80 per item will apply, along with an hourly labor rate of $65.

 

The Company makes no warranty that the equipment will be free from defects or malfunctions. In the event of equipment failure, the Client must immediately notify the Company, which will make reasonable efforts to replace the malfunctioning equipment within 24 hours. The Company’s liability is limited to providing replacement equipment or issuing rental credit for inoperable equipment. Under no circumstances shall the Company be liable for any indirect, incidental, or consequential damages arising from equipment failure, event disruptions, or the unavailability of backup equipment.

 

If the Client cancels the rental or services more than 30 days before the event, the deposit will be forfeited. If canceled less than 30 days before the event, the Client is responsible for 100% of the estimated charges. Cancellation fees are due within 7 days of invoicing, and the Company reserves the right to determine whether rescheduling is permissible.