How To Rent Video Equipment?

  • If this is your first time renting and you have questions, need help, or would like more information about how to insure equipment, please contact us here.

  • We will only be able to set aside equipment for you once we have received a signed rental agreement form and proof of insurance from you. Once you pay, you can pick it up.

  • For insurance, add “NODEBASED LLC” or “NodeBased” as the loss payee and additional insured. This is required for any items with a replacement cost valued at over $3,000.

  • No Insurance Renter Form “Opt-Out”: This form is only applicable if you rent inexpensive equipment—items with a replacement value totaling less than $3,000. Your debit/credit card on file will be charged in the event of any loss or damage.

Steps

  1. Email us with the equipment you would like to rent.

  2. We will provide a rental quote and the replacement value for the items.

  3. Select the rental dates and shoot days. Rental dates are reserved for pickup and drop-off; you are not charged for these days. Shoot days are the days when the equipment will be used; you are charged for these days.

  4. Obtain short-term insurance covering the replacement value, valid for the rental period, and list us as the loss payee. We recommend Athos, with policies as low as $245.

  5. The insurance policy must be active from the day you pick up the equipment until the day you return it. You can schedule the policy in advance.

  6. On the pickup day (or earlier), provide a Certificate of Insurance (COI) confirming coverage for the rental period.

  7. Pay the rental cost.

  8. Once we verify the insurance and payment, you will receive the gear.

Documents

Download— read and sign all applicable forms below. Return them upon pickup or email them to hello@nodebased.com

Rentals FAQ

    • Rental Cost: This is how much we will charge you to rent our equipment.

    • Replacement Cost: This is how much it will cost you to replace or repair the equipment you rent if you damage or lose it.

    • When you email us with a list of equipment you want to rent, we will provide a rental quote and the replacement value for the items. For example, if you want to rent two cinema cameras and some lenses, we will quote you the rental cost for that equipment (e.g., $1,250) and the total replacement cost if all of it were to break (e.g., $25,000). All of this will be itemized, and each item will have its replacement cost assigned to it.

  • To help you and us, we require that you obtain short-term insurance covering the replacement value, valid for the rental period, and list us as the payee.

    For example, let’s say you receive an itemized list from us stating the rental costs as well as the replacement costs of each item you are renting. The total replacement cost for all the items you are renting is $25,000.

    You can go to Athos, or any other insurer willing to insure rented video equipment, and inform them that you need to insure $25,000 worth of equipment. Specify that you need this insurance policy for the number of days you will need the equipment.

    Typically, this would be a short-term policy lasting 3 to 7 days. The insurer will quote you the cost to insure $25,000 worth of video equipment for a couple of days (e.g., $279). You should instruct your insurer to name our rental house as an additional insured and “payee.” This ensures that, in the event a claim is filed for damaged or lost equipment, we will be covered for our loss.

  • The No Insurance Renter Form, also known as the insurance “Opt-Out” form, is a document the renter signs if they choose not to use any insurance for the rental. This form is only applicable if the replacement value of the equipment being rented is less than $3,000.

    In the event that the renter decides not to use insurance and loses or damages any equipment, their debit/credit card on file will be charged. The renter must also sign a Credit Card Authorization Form that authorizes us to charge their card if the equipment is damaged or lost.

  • While most insurance claims cover the cost of replacing or repairing the rented equipment, many people forget to consider the daily monetary loss that the rental house suffers while the gear is out of commission.

    If you damage or lose equipment, the rental house can charge you fees for the revenue lost because the equipment is out of commission.

    If available, when obtaining insurance, having Continuing Rental Charges will cover the rental fees you incur from the rental house while the gear you lost or damaged is out of commission.

  • Personal information is kept private and confidential. We use third-party apps like Square to ensure that your debit/credit card information is secure and safe.

  • Payments are due at the time of equipment pickup. If you are a repeat customer with an established history with us, you can pay within 15 days of picking up the equipment for an additional 3% of the total invoice. For an additional 5% of the total invoice, you can pay within 30 days of picking up the equipment.

  • Yes, all card transactions will add 4% processing fee.

  • Washington State exempts motion picture and video production businesses from collecting state and local sales tax. This allows renters to save money by not paying tax on the gear they rent.

    Renters should fill out this form and submit it to the rental house upon equipment pickup. The rental house will keep this record and present it to the IRS if asked why they have not collected sales tax on their transactions.

  • The Credit Card Authorization Form is a document we require all customers to sign. This allows us to keep your debit/credit card on file and charge this card if equipment is lost or damaged. Whether or not you have insurance, you will need to sign this form.

  • As a rental house, we do not insure our equipment when we lease it to our customers, as our insurance costs would skyrocket if we had to file a claim for every loss or damage for which our customers are responsible. Therefore, it is only fair that those who are responsible for the damage or loss pay for it.

  • Rental dates are dates reserved for equipment pickup and testing and returns.

    Shooting dates are dates equipment is used for filming. You are charged for shooting dates only.

  • You can pay with cash, check, or card. Card payments will incur a 4% processing fee.

    Even if you pay with cash or check, you will still need to provide a credit/debit card to keep on file in case we need to charge late fees, damages, etc.