Rental Day & Rental Rate = 24 hours
To guarantee availability of your rental equipment, you must reserve one or more weeks in advance, and a valid credit card is required for ALL reservations. Please specify if your order is urgent. We will do our best to accommodate your special needs. We do specialize in last minute/same day rentals – but you must call for availability.
To make a rental reservation, we require the following:
FULL NAME / Organization NAME (if applicable) Phone Number and Alternate Phone Number, Valid & Current State Issued ID, Pick Up Date & Time, Return Date & Time
Payment, Insurance, and Deposit Information:
Reservations are held up to 24hours prior to the scheduled pick up date. If you do not contact us by that time, your reservation will be canceled. Payment arrangements must be made prior to the reservation expiration.
You are billed for RENTAL TIME / TIME OUT, not RENTAL USAGE. If you pick up your equipment past your scheduled pick up time, your rate remains the same. All equipment must be returned on the agreed upon date and time (listed on your contract) – we allow a 2 hour grace period – additional charges will apply if you are late on your return up to a maximum of the daily rate.
PAYMENT TERMS (pick up)
We accept credit cards (VISA/MC/DISC/AMEX) as forms of payments for all rentals. All rentals MUST be paid for PRIOR to pick up. Sorry, CASH is not accepted at pick up, unless specific arrangements have been made with management. You must fill out a credit application for payments made via CHECK (Business/Personal) or on account.
All C.O.D. customers must fill out a Credit Card pre-payment form.
After you have completed the credit card pre-payment form, you may choose to pay for the rental with either cash, or credit card. However, if you do not state your payment preference in advance, we will automatically run your credit card for the rental. This must be agreed prior to delivery. If you would like to pay by cash, you will have to pay the driver upon their arrival. Our drivers are instructed not to release or set up any equipment, unless payment or payment arrangements have been satisfied.
All rentals require from 25-100% of the total value of the equipment to be deposited for security purposes. Please contact us for deposit requirements. All deposits must be secured on a Credit Card (sorry, no check/debit cards). A pre-authorized amount for the deposit will be charged to your credit card. Upon the return of your rented equipment, this deposit will be released and the funds will be placed back on your card. For rentals over a 5 day period, special arrangements must be made. Higher deposits might be required for older, non-replaceable equipment, such as vintage, discontinued, or rare gear. Deposits are not required for production rentals, or long term customers in good standing.
We guarantee our equipment 100%. All equipment is thoroughly examined and quality tested prior to and directly after each rental to ensure that your event is successful and free of unexpected problems.
All problems with equipment must be reported immediately to PRO AV RENTALS to be considered for adjustment.
PRO AV RENTALS takes every precaution to prevent field failure, however, things do happen – especially with electronic equipment. We rotate our inventory to take advantage of the newest AV gear, and test each rental just before pickup or delivery. If the equipment does malfunction, our first priority is always given to day-of-event equipment failures (although these are extremely rare). Our TECHNICAL SUPPORT department is on-call 24/7 by calling – 1.800.884.0653 to assist you with any complications you might have with your rental. Where required, a replacement unit or service technician will be dispatched as soon as possible.
Insurance is required for rentals valued at over US$1000.00, in addition to a 100% deposit of your deductible or the FULL value of the equipment, whichever is less. Insurance is the responsibility of the Renter. Any damage or loss is at the expense of the Renter, barring mechanical failure caused by normal wear and tear. PRO AV RENTALS is not responsible for any incidental or consequential damages, inconvenience, or loss caused by product failure.
Proof of adequate insurance coverage may be requested at time of pickup.
PRO AV SOURCE INC. must be the name and address typed in as the certificate holder. We will not accept hand written insurance certificates. PRO AV SOURCE INC must be listed as the LOSS PAYEE. The insurance MUST state that it covers rental and leased equipment. The minimum coverage for this equipment must be at least $100,000.00. The insurance certificate must be both faxed and brought in at the time of rental checkout. We will still require a security deposit equal to the DEDUCTIBLE on our insurance policy or the FULL value of the equipment, whichever is less. FAX # 1.888.552.8558
If you do not wish to issue an insurance certificate, you may choose to take the HOUSE insurance in addition to any security deposits. The cost for choosing the house insurance is $1000 deductible, or the full value of the equipment (whichever is less) – which are held as a reservation hold on your credit card, and removed upon safe return of the rental equipment. In addition, there is a $15 insurance processing fee, plus 10% of the rental – which are NOT refundable. You must complete the insurance form, which includes your state issued identification information and your personal guaranty. We must receive the completed HOUSE insurance certificate, before the rental can be checked out.
If your company is on a purchase order basis, we must receive a hard copy of the purchase order, before the rental can be checked out.
PICK UP: All rentals are available for pick up after 2pm on the scheduled pick up date. If you require an early checkout, please inform us when making your reservation.
RENTAL DAY = 24 Hours. All rentals must be paid for at the time of pick up, all contracts signed, and insurance information provided.
DELIVERY: If you require delivery of your rental items, please notify us at the time of your reservation. We require at least 7 business days notice for delivery scheduling, Rates start at $60 per delivery (Delivery = drop off & return) – based on rented equipment. Delivery DOES NOT include set up or break down of the rented equipment. Set up charges are in addition to any delivery charges. You are responsible for breaking down the equipment, & properly staging the equipment so that our driver can pick up and load easily. ADDITIONAL charges will apply if our driver has to break down any equipment.
SET UP / BREAK DOWN: If you would like to have our company set up & break down your rented equipment, please inform our rental associate at the time of your reservation. Rates range from $75 – $125/hr – based on equipment rented. Arrangements must be made PRIOR to your the scheduled rental date.
Some rental packages include delivery, set up, monitor, and break down. Ask your rental associate for details.
All rentals must be returned on the agreed upon date and time. The daily rental rate is based on a 24 hour period. Two hour grace periods are accepted. Rentals returned past the grace period will be subject to late fees (25% of contracted rental rate per hour), or additional daily rate if the equipment is received the following business day. Rentals are NOT to be kept beyond the scheduled return time and date, without prior notice and consent of PRO AV RENTALS. No allowance will be made for unused equipment.