TnT

T ’n’ T

(Transparency & Testimonials)

In the name of full transparency (pun intended), we figured we’d lay all of our cards on the table & talk a bit about some things..

Phone/email Orders

We know it’s a bit of a hassle, but in the interest of protecting both you and us, we ask that you fill out a Credit Card Authorization form for any purchases made via phone (or email.. or any method other than in-person, for that matter). Then, the next time you call in an order, we’ll have your information on-hand & ready to go. So click below to download the form. You can send it back to us either via fax or email, but if you’re not comfortable with those options, drop it in the ol’ snail mail.

Rental_Agreement.pdf

Credit_Auth.pdf

Sample_COI.pdf

Rentals

You might find that our rental requirements and operations are a bit different than you’re used to, so please read through this section carefully.

Bear Images offers some of the finest rental equipment to be found anywhere, and in turn, we like to protect that equipment. We take pride in the level of gear we provide, the condition in which it is kept, and the support that comes along with it. Much of the equipment we offer for rental is fairly high-value, so don’t be surprised if we go through your paperwork with a fine-toothed comb.

To rent equipment from Bear Images, we require the following:

1.Completed credit card authorization form (see link above). The card you provide should be a CREDIT card. NOT A DEBIT CARD! We’ll be running a “Pre-Authorization” on your card, and it’s important that you understand that the amount of the pre-auth will be UNAVAILABLE to you during your rental period, or longer. Obviously, “freezing” fake money (credit cards) has much less impact than freezing funds in your bank account! The amount of your pre-authorization will depend on the equipment being rented, and if you have also provided us with a certificate of liability insurance. (NOTE: a certificate of liability insurance does not necessarily waive the need for a credit card pre-authorization!)
2. A signed Rental Agreement. (see link below)
3. A Certificate of Liability Insurance (COI). While this isn’t always required, it sure is a good idea! If you already have insurance for your business, your agent should be able to provide this form for you (sometimes for a nominal fee), and in many cases will send it directly to us. The certificate must name Bear Images Photographic as an “Additional Insured and Loss Payee”, and SPECIFICALLY MENTION that insurance coverage is provided for loss or damage to the equipment you are renting, for a limit equal to or greater than the value of the equipment. If you have any questions about what must be on this certificate, please download the sample COI below, or call us! (If you do not provide a certificate of liability insurance, the entire value of the rental equipment will be pre-authorized on your credit card.)

In some cases, we’ll preauthorize your credit card at the beginning of the rental & charge the actual rental fees at the end. In other cases, we may opt to forego the authorization & just go ahead & charge the rental fees at the beginning of the rental. Each rental is unique, & we treat them that way. All forms must be completed and submitted prior to taking possession of any rental equipment. It’s for everyone’s protection & makes us feel just plain warm & fuzzy about the whole thing.

As always, if you have questions or concerns, or would like to talk about special arrangements, please don’t hesitate to give us a call!

Rental Policies

Rental Day

A rental day is considered to be a 24 hour period. Multiple-day rentals are calculated on a case by case basis, depending on the nature of the equipment, reservation conflicts, and the nature of your project. We have to consider other reservations as well, but we’re reasonable people, let us know about your particular situation.

Weekend Rentals

A weekend rental is between Friday at 4:00PM and the following Monday at 11:00AM. Returns after 11:00AM on Monday morning are subject to a late charge, which can be an additional days rental.

Deposits

A deposit for the full replacement cost of the equipment is required at time of pick-up and renter assumes responsibility for the actual replacement cost regardless of deposit amount. Acceptable forms of deposit are cash and major credit card (Visa, MasterCard, Discover, and American Express). Checks will not be accepted for deposit.

Insurance

Insurance is the responsibility of the renter and a certificate of liability may be required before equipment may be picked up. A Certificate of Insurance does not necessary waive the need for a credit card authorization.

Equipment

All equipment is examined and tested prior to and directly after each rental. Any problems with the equipment must be reported to us immediately to be considered for adjustment or replacement. It is the responsibility of the renter to have sufficient knowledge and experience to operate the equipment. While our staff is always available to answer questions, we cannot assume liability for the renter’s inability to correctly operate the equipment.

Liability

The customer is responsible for loss or damage due to negligence, theft, improper installation and/or operation of all rented equipment. Customers are urged for their own protection to properly insure equipment and supplies against theft and damage for the entire rental period starting at time of pick-up. The customer is also responsible for all shipping charges if the rented equipment is to be delivered.

Reservations

Customers are urged to reserve equipment as early as possible to ensure getting the equipment that you will need. All equipment is rented on a first come first served basis.

Cancellations

Please call if you need to cancel a reservation. Cancellations with less than 24 hours notice may be subject to up to one day’s rental.

Pick-up and Return

Let us know what you’re situation requires. Sometimes we’re available to deliver rentals, sometimes we’re not. Otherwise rentals can be picked up at our Palo Alto store, or other arrangements may be possible.

Rental Contract Disclaimer

The person renting this equipment accepts the equipment described and states that it was in good condition at the time received. The renter agrees to pay the rental fee for the period the equipment is used and further agrees to return the equipment in good condition at the end of the rental period. The renter also agrees to pay for any damages to or loss of the rented equipment occurring during the rental period. Repairs will be charged at the current rates.

Rates & policies disclaimer

Rental rates, policies, and equipment availability are subject to change without notice. Please call us directly to confirm the availability of product & rental rates or to familiarize yourself with our policies.

Purchase program

If you’d like to purchase the same equipment you’ve rented, let us know. Often times we can work out an attractive offer to apply some of your rental fees toward the purchase.

A full days rental shall be charged even for a partial days use. The renter agrees to pay the regular rental rate for each day that the equipment is in their possession or until it is returned. If being shipped, the rental begins when we ship it and ends when it is received at our dock. The renter will also pay Bear Images for any charges incurred to recover equipment that is not returned by the specified time due. Bear Images retains title to the equipment and the right to end the lease and take possession of the equipment if it is not returned on request. Bear Images assumes no responsibility for damage to film materials or other liability of any kind resulting from use of the equipment.

Tip: To make the process a little more secure, leave out the first series of credit card numbers & just include the last four. Call us to fill in the others verbally.

Credit Card Authorization can be set-up as a one-time use if you like, or as a standing authorization for future uses as well. It is your choice...