BCI RENTALS
EQUIPMENT RENTAL AGREEMENT
Beacon Creative Industries, LLC DBA-BCI Rentals (“BCI”)
20 West Main Street, Suite 4, Beacon, NY(845) 262-0183
Rental@beaconcreativeindustries.com
beaconcreativeindustries.com
This Equipment Rental Agreement (“Agreement”) is between Beacon Creative Industries, LLC (“BCI”) and the renter identified on the applicable invoice/estimate/checkout list (“Lessee/Renter”).
1) Equipment Rented
BCI rents to Lessee the equipment listed on the attached Invoice/Estimate/Checkout List (the “Equipment”). The attached document is incorporated into and made part of this Agreement.
2) Rental Term
The rental term begins on dates listed on associated invoice and ends only when the Equipment is returned to BCI and checked-in in good condition, ordinary wear and tear excepted (“Rental Term”).Lessee is responsible for coordinating pickup/return and for ensuring the Equipment is returned by the agreed deadline.
3) Rates, Charges, and Payment
Rental charges are as stated on the attached invoice/estimate.Unless otherwise agreed in writing, all rental charges, fees, and assessed damages are due immediately upon return/check-in. BCI may require full payment in advance for certain rentals.
4) Security Deposit / Card Authorization
BCI may require a refundable security deposit and/or a credit/debit card authorization to secure the rental.
Deposits may be applied to unpaid charges, late fees, cleaning fees, missing items, damage, or replacement costs.
Any remaining balance will be refunded within a reasonable timeframe after check-in, once inspection is completed.
5) Renter Inspection and Acceptance
Lessee acknowledges the opportunity to inspect the Equipment at pickup (or delivery). Taking possession constitutes acceptance that the Equipment is in good working condition unless Lessee notes issues in writing at pickup.
Post-Return Inspection; No Waiver. Check-in acceptance at return does not waive BCI’s rights. BCI may inspect and test returned Equipment after check-in and notify Lessee of any damage, missing items, excessive cleaning, or other issues discovered within a reasonable inspection period (including after the rental concludes). Lessee remains responsible for charges related to any such issues, including repair, replacement, cleaning, and lost rental days as applicable.
Equipment Failure / Remedy. If Lessee believes any Equipment is not functioning properly, Lessee must stop using it and notify BCI immediately. At BCI’s option, BCI may attempt to troubleshoot, replace the affected item with comparable equipment (subject to availability), or require return of the affected item. Any adjustment to charges for non-functioning Equipment, if any, is at BCI’s sole discretion and will be limited to the rental charge for the specific affected item for the period it was unusable. BCI is not responsible for production delays, reshoots, or consequential losses.
6) Use, Care, and Responsibility
Lessee agrees to use the Equipment safely and properly and to follow manufacturer and BCI handling guidelines. Lessee is fully responsible for the Equipment from the moment it leaves BCI’s custody until check-in is completed by BCI.
Qualified Operation; No Illegal Use. Lessee represents that the Equipment will be operated only by competent and appropriately trained personnel, and where applicable, by properly licensed operators. Lessee will not use the Equipment for any unlawful purpose or in any manner that violates manufacturer guidance, safety rules, venue rules, or applicable laws/regulations. BCI may refuse release or require immediate return of Equipment if BCI reasonably believes the use is unsafe, unlawful, or inconsistent with this Agreement.
7) Loss, Theft, Damage, and “Beyond Repair”
Lessee assumes all risk of loss, theft, or damage from any cause during the Rental Term.If the Equipment is damaged, missing, stolen, destroyed, or deemed beyond repair, Lessee will pay, at BCI’s option:a) the cost to repair and restore the Equipment to serviceable condition, and any lost rental days while out of service; orb) the full replacement cost (new or equivalent), as reasonably determined by BCI (including accessories, media, cases, chargers, cables, and required components), and any lost rental days until replaced.
8) Late Returns and Extension Requests
If Equipment is not returned on time, Lessee will be charged additional rental days at BCI’s current rates. Extensions must be requested before the due time and are subject to availability and BCI approval in writing (text/email acceptable).
Late Return Schedule; Partial Returns. The due date/time is the due date/time shown on the invoice/estimate/checkout list. If any portion of a package (including any accessory, media, case, charger, cable, mount, or component) is not returned, the package is considered not returned. BCI may assess late charges at its current rates, including (at BCI’s discretion) half-day and/or full-day penalties based on how late the return is and the impact to BCI’s operations and onward bookings.
9) No Repairs or Modifications
Lessee will not open, repair, modify, re-label, re-firmware, or alter the Equipment for any reason. If Equipment fails, Lessee must stop using it and notify BCI immediately.
10) Data, Media, and Storage Devices
Lessee is responsible for backing up and removing all data from any rented media or recording devices.BCI is not responsible for data loss, corruption, or exposure. Any media left with BCI may be wiped or reformatted as part of standard turnover.
11) Insurance (Case-by-Case)
Insurance is not automatically required for every rental. However, depending on the Equipment value, rental scope, location, crew size, or risk profile, BCI may require proof of insurance before release of certain items.
If required, Lessee must provide a Certificate of Insurance (“COI”) showing, at minimum:
Equipment/Property coverage for the full replacement value (or scheduled equipment coverage), and
General Liability coverage (commonly $1,000,000 per occurrence),
Naming Beacon Creative Industries, LLC as Additional Insured (GL) and Loss Payee (property), as applicable, and
Waiver of subrogation where customary/available.
Questions or special cases: If insurance is requested or you need an addendum, contact Rental@beaconcreativeindustries.com or (845) 262-0183.com** or (845) 262-0183.
12) No Warranties
THE EQUIPMENT IS RENTED “AS IS.” BCI DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. BCI DOES NOT GUARANTEE COMPATIBILITY WITH LESSEE’S WORKFLOW, SOFTWARE, MEDIA, OR OTHER GEAR.
13) Limitation of Liability
To the maximum extent permitted by law, BCI will not be liable for indirect, incidental, special, consequential, or punitive damages (including loss of revenue, production delays, or lost data), even if advised of the possibility.
14) Indemnification
Lessee agrees to defend, indemnify, and hold harmless BCI (and its owners, employees, contractors, and agents) from any claims, damages, liabilities, costs, and expenses (including reasonable attorney’s fees) arising out of or related to Lessee’s possession, transport, use, or misuse of the Equipment.
15) No Sub-Renting / No Assignment
Lessee may not sub-rent, lend, transfer, assign, pledge, or allow use of the Equipment by any third party without BCI’s prior written approval.
No Foreign Travel Without Consent. Lessee may not take the Equipment outside of the United States without BCI’s prior written consent. If BCI approves international travel, Lessee must provide proof of appropriate worldwide coverage (as specified by BCI) before release and remain responsible for all customs issues, duties, seizures, delays, and risks of loss/damage during travel.
16) Cancellation / No-Show (Optional Clause)
If included on the invoice/estimate, cancellation and rescheduling fees apply. (You can define your policy here, or reference your website policy.)
17) Governing Law and Venue
This Agreement is governed by the laws of the State of New York. Any dispute will be brought in a court of competent jurisdiction located in Dutchess County, New York, unless BCI elects another lawful venue.
18) Entire Agreement; Changes in Writing
This Agreement and the attached invoice/estimate/checkout list constitute the entire agreement. Any changes must be in writing and signed (electronic signatures accepted) by both parties.
Collections; Enforcement Costs. If BCI must take action to collect unpaid amounts or enforce this Agreement, Lessee agrees to pay BCI’s reasonable costs of collection and enforcement, including reasonable attorney’s fees, court costs, and related expenses, to the maximum extent permitted by law.
19) Severability
If any portion of this Agreement is found unenforceable, the remaining provisions will remain in full force and effect.
- Lessee's full responsibility for equipment from pickup to return
- Payment of all rental charges, fees, and assessed damages
- Liability for loss, theft, damage, or equipment deemed beyond repair
- Compliance with all use, care, and safety guidelines
- No sub-renting or assignment without written approval
- Indemnification of BCI from claims arising from equipment use
