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VIVID SOURCE EVENTS – AV EQUIPMENT RENTAL AGREEMENT

This Equipment Rental Agreement ("Agreement") is made between Vivid Source Events ("Lessor") and the Customer ("Lessee"), effective as of the date listed on the accompanying invoice.

By signing or submitting payment for the invoice, the Lessee agrees to all terms and conditions outlined below.

1. Scope of Agreement

This Agreement applies exclusively to the equipment and/or services listed on the associated invoice. The invoice defines the full scope of the rental, including equipment items, rental period, rates, and delivery or pickup details. Any items or services not listed on the invoice are not included in this Agreement.

2. Equipment Condition and Acknowledgment

All equipment provided by Vivid Source Events is tested and guaranteed to be in proper working order prior to delivery or pickup.

Upon receiving the equipment, the Lessee acknowledges that all gear is in acceptable working order, fully functional, and suitable for their intended use. The Lessee accepts the equipment “as is” and agrees that it meets their performance requirements at the time of rental.

3. Technical Services, Delivery, and Operation Responsibility

Unless the Lessee has specifically hired Vivid Source Events for technical or on-site operator services, the Lessee:

  • Declines all technical operation or support services and understands that the rental is for equipment only.

  • Accepts full responsibility for knowing how to properly set up, operate, and maintain the equipment.

  • Assumes complete liability for the success, outcome, and performance of their event or production.

  • Acknowledges that Vivid Source Events is not responsible for performance issues, malfunctions, or failures resulting from improper setup, misuse, or operator error.

For clarification, delivery and setup services (if provided) are not the same as technical services. Delivery and setup may include placement, cabling, and powering on the equipment but do not include operation, live monitoring, troubleshooting, or performance management during the event. If the Lessee requires such services, they must be booked and invoiced separately as technical or operator services.

4. Delivery, Power, and Placement Responsibilities

If delivery and setup are included, the Lessee agrees to:

  • Provide adequate power sources and ensure that safe, grounded electrical outlets are available within 25 feet of the designated setup area.

  • If outlets are further than 25 feet, the Lessee must provide appropriate, heavy-duty extension cords rated for the equipment being used.

  • Provide clear placement instructions for all equipment before setup begins.

  • Acknowledge that Vivid Source Events will set up the equipment in the exact location(s) requested by the Lessee or their representative.

If, after setup is complete, the Lessee requests that the equipment be moved, repositioned, or relocated, an additional relocation or labor fee will apply and must be paid in full before any equipment is moved.

Vivid Source Events is not responsible for delays, malfunctions, or issues resulting from unavailable power, inadequate extension cords, or unclear setup instructions.

5. Equipment Care and Responsibility

The Lessee agrees to:

  • Handle all equipment with care and use it only for its intended purpose.

  • Ensure the equipment remains protected from weather, damage, theft, or misuse.

  • Return all items in the same condition as received, normal wear and tear excepted.

  • Be financially responsible for any repair, replacement, or cleaning costs resulting from negligence or misuse.

6. Credit Card Authorization and Damage Policy

By entering into this Agreement, the Lessee authorizes Vivid Source Events to charge the credit card on file for any of the following:

  • Damaged, broken, or missing equipment not returned in the same condition as received;

  • Repair or replacement costs associated with negligence, misuse, or failure to return equipment;

  • Extended rental fees if the equipment is not returned on the agreed-upon date.

Charges will be applied at current repair or replacement value as determined by Vivid Source Events. Lessee agrees that these charges are valid and waives the right to dispute them if the above conditions occur.

7. Deposit and Payment Terms

All deposits are non-refundable and are applied toward the total rental balance. Deposits cover booking, administrative, and scheduling costs, and secure the equipment and date for the Lessee’s event. Full payment must be made prior to equipment release or service execution unless otherwise stated in writing.

8. Performance Liability

Vivid Source Events provides equipment and (if applicable) setup assistance only. The Lessee’s event performance, sound or visual quality, and technical results are solely the responsibility of the Lessee or their designated operator. Vivid Source Events assumes no liability for interruptions, technical issues, or event performance failures once the equipment has been delivered or picked up.

9. Limitation of Liability

Vivid Source Events shall not be liable for:

  • Any indirect, incidental, or consequential damages, including lost revenue, missed opportunities, or client dissatisfaction.

  • Any personal injury, property damage, or accidents arising from the use, misuse, or setup of rented equipment.

  • Any damages, injuries, or losses that occur during transport, installation, or operation of the rented gear, whether caused by the Lessee, guests, staff, or venue.

In all cases, the total liability of Vivid Source Events shall not exceed the total rental fee paid by the Lessee.

10. Acceptance of Terms

By signing, submitting payment, or taking possession of the rented equipment, the Lessee acknowledges that they:

  • Have read and fully understand this Agreement;

  • Accept the equipment in satisfactory working condition; and

  • Agree to abide by all terms and conditions stated herein, including payment, liability, and damage policies.

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