Equipment Rental House

1. Booking & Confirmation

Equipment availability is subject to prior reservations and equipment readiness.

To request a booking, renters must submit required personal or company information along with rental dates. Availability will be confirmed via email. Crystal Balloon Studio generally responds to rental requests within 36 hours.

A rental is not confirmed until:

• Rental dates and equipment list are finalized

• Pickup and return dates, times, and location are confirmed

• Payment terms are agreed upon

• Required insurance documentation is received

• 50% upfront rental payment has been received

A booking is not confirmed, and Crystal Balloon Studio is not obligated to hold or release equipment, until the upfront payment has been received in cleared funds.

Rental details must be finalized at least three (3) days prior to the rental start date to ensure proper preparation and availability, unless otherwise approved in writing.

Crystal Balloon Studio reserves the right to decline any rental request at its sole discretion.

​

2. Payment Terms

• Fifty percent (50%) of the total rental fee is required upfront to confirm the booking.

• The remaining balance is due no later than the agreed equipment return date and time, unless otherwise agreed in writing.

• A booking is not confirmed until the upfront payment has been received in cleared funds.

• Failure to make the required upfront payment may result in cancellation of the reservation and release of the equipment to other renters.

• Any unpaid balance remaining after its due date will be considered past due.

• Crystal Balloon Studio may suspend or decline future rentals while any balance remains unpaid.

• The renter remains responsible for the outstanding balance and any reasonable court costs, service fees, or collection costs recoverable under applicable law.

• Adjustments for additional rental days, missing items, damage, loss, or other authorized charges will be invoiced separately.

Failure to complete the upfront payment does not constitute a confirmed booking.

​

3. Security Deposit

A refundable security deposit is required for all rentals.

The deposit amount shall equal:

• The insurance deductible amount (minimum $2,500 unless otherwise approved),
  plus

• One (1) additional full rental day rate.

The deposit may be applied toward:

• Insurance deductible obligations

• Missing components

• Damage not covered by insurance

• Cleaning or excessive wear

• Late fees

Any remaining security deposit will be returned within five (5) business days after equipment return, inspection, reconciliation of outstanding charges, and confirmation that no additional claim is pending.

Application of the security deposit does not limit the Renter's liability for amounts exceeding the deposit.

Crystal Balloon Studio may waive or reduce the security deposit in writing at its discretion. Any such waiver does not waive the Renter's financial responsibility under this agreement.

​

4. Renter / Authorized Signer

The individual or legal entity identified as the “Renter” on the rental agreement is responsible for all payment and performance obligations under the agreement.

If an individual signs on behalf of a company or production entity, the signer represents that they are authorized to bind that entity.

Payment arrangements involving a producer, production company, director, payroll company, or other third party do not relieve the Renter of its obligations unless Crystal Balloon Studio expressly agrees otherwise in writing.

The Renter must provide its full legal name, billing address, telephone number, and email address prior to equipment release.

​​

5. Insurance Requirements

A valid Certificate of Insurance (COI) is required prior to the release of equipment.

The renter must provide evidence of insurance covering rented or leased equipment for the full replacement value of all rented equipment.

Equipment coverage must:

• Cover the full replacement value of all rented equipment

• Be written on a replacement-cost basis

• Name Crystal Balloon Studio as Loss Payee where applicable

• Have a deductible not exceeding the declared amount unless otherwise approved in writing

Crystal Balloon Studio may also require that it be named as Additional Insured under the renter’s applicable liability policy.

The Certificate of Insurance and any required endorsements must be approved by Crystal Balloon Studio prior to equipment release.

Providing insurance does not limit the renter’s financial responsibility under this agreement. The renter remains responsible for any deductible, exclusions, uncovered losses, depreciation, or other amounts not paid by the insurer.

Failure to provide acceptable insurance documentation may result in cancellation of the rental or refusal to release the equipment.

​

6. Equipment Condition & Inspection

Equipment is inspected and, to Crystal Balloon Studio’s knowledge, is released in proper working condition unless otherwise noted on the checkout documentation.

At pickup, the renter is responsible for inspecting and testing the equipment before leaving the pickup location.

Any condition or issue that is reasonably discoverable during the pickup inspection must be reported before the renter leaves the pickup location. Failure to report such an issue constitutes acceptance of the equipment’s condition at pickup.

Any issue that could not reasonably have been discovered during the pickup inspection must be reported to Crystal Balloon Studio promptly after discovery.

Upon return, the equipment will be inspected against its condition at checkout. The renter remains responsible for any loss, damage, or missing components occurring while the equipment is under the renter’s responsibility, except for ordinary wear and tear.

​

7. Pickup & Return

Pickup is permitted within ten (10) hours prior to the agreed rental start time.

Equipment must be returned within fourteen (14) hours after the agreed rental end time.

Late Returns

If equipment is returned after the agreed return time without prior written approval, the renter will be charged:

• One (1) additional full rental day; and

• An additional 25% of the applicable daily rental rate for each additional 24-hour period, or portion thereof, that the equipment remains overdue.

Late-return charges do not extend the rental period or authorize the renter to retain the equipment beyond the agreed return time.

Pickup/Return Location:
5102 Sycamore Canyon Blvd
Riverside, CA 92507

​

8. Transportation & Use

The renter assumes full responsibility for the equipment from the time it is released by Crystal Balloon Studio until it is returned, inspected, and accepted by Crystal Balloon Studio.

The renter is responsible for the safe transportation, handling, storage, security, and use of the equipment throughout this period.

Equipment may not be sub-rented, loaned, transferred, or otherwise placed in the possession of any unauthorized third party without prior written approval from Crystal Balloon Studio.

Equipment must not be exposed to rain, water, sand, excessive dust, extreme temperatures, hazardous environments, or other conditions reasonably likely to damage the equipment without prior written approval.

The renter must use the equipment only for its intended purpose and in accordance with reasonable professional operating practices.

​

9. Damage, Loss & Replacement

The renter is financially responsible for any loss, theft, disappearance, damage, destruction, or missing equipment or components occurring while the equipment is under the renter’s responsibility, whether accidental or otherwise, except for ordinary wear and tear.

The renter’s financial responsibility may include, as applicable:

• Inspection and diagnostic costs

• Parts and labor

• Shipping and transportation costs

• Repair costs

• Replacement of missing components or accessories

• Full replacement cost of equipment that is lost, stolen, destroyed, or reasonably determined to be uneconomical or impractical to repair

• Reasonable and documented loss-of-use charges while damaged or missing equipment is unavailable for rental, to the extent permitted by applicable law

Missing components, including but not limited to caps, cases, cages, batteries, chargers, cables, media, filters, mounts, and accessories, will be charged based on their declared or current replacement value.

Any replacement equipment must be new or substantially equivalent in type, condition, specifications, and value to the original equipment, as reasonably determined by Crystal Balloon Studio.

Amounts due for loss, damage, repair, missing components, or replacement must be paid within five (5) business days after the renter receives written notice of the amount due and reasonable supporting documentation, unless otherwise agreed in writing.

​

10. Cancellation Policy

All cancellations must be submitted in writing.

Refunds are determined based on the time remaining before the agreed rental start time:

• Seven (7) or more calendar days before the rental start time: Full refund

• At least forty-eight (48) hours but less than seven (7) calendar days before the rental start time: 50% of the upfront rental payment will be retained

• Less than forty-eight (48) hours before the rental start time: Non-refundable

No-shows and same-day cancellations are non-refundable.

Weather conditions do not constitute grounds for cancellation or refund unless otherwise agreed in writing.

Rescheduling due to weather or other production circumstances may be permitted at Crystal Balloon Studio’s discretion and is subject to equipment availability.

​

11. Limitation of Liability

To the fullest extent permitted by applicable law, Crystal Balloon Studio shall not be liable for production losses, lost footage or data, production delays, loss of revenue, loss of profits, or any indirect, incidental, special, or consequential damages arising from the rental, use, malfunction, or unavailability of equipment.

In the event of a verified equipment malfunction not caused by the renter, Crystal Balloon Studio’s liability, if any, shall not exceed the rental charges actually paid for the affected equipment, to the extent permitted by applicable law.

The renter is responsible for maintaining appropriate backup equipment, media, data, and production contingency plans where reasonably necessary.

Nothing in these terms excludes or limits any liability that cannot lawfully be excluded or limited under applicable law.

​

12. Rental Refusal Policy

Crystal Balloon Studio reserves the right to decline or cancel any rental request at its discretion, subject to applicable law.

Reasons may include, but are not limited to:

• Incomplete, inaccurate, or inconsistent renter information or rental history

• Repeated late returns, unpaid balances, missing items, or equipment damage

• Failure to comply with rental terms or equipment care standards

• Failure to provide required payment, identification, insurance, or verification

• Unprofessional, abusive, or disrespectful communication or conduct

• Limited equipment availability

• Equipment maintenance or safety concerns

• Internal production requirements or priority

Previous rental approval does not guarantee approval of future rental requests.