Rent-AV.com Terms and Conditions (Online AV Equipment Rental and Services)
Effective Date: January 1, 2026
These Terms and Conditions (“Terms”) apply to all rentals, deliveries, installations, onsite operation, strike, pickup, and related services provided by Rent-AV.com (“Company”, “we”, “us”).
The customer (“Client”, “you”) agrees to these Terms by creating an account, placing an order through our online booking/checkout platform, selecting “I accept the Terms and Conditions” (or similar), submitting payment, or accepting delivery/services.
If an order confirmation, invoice/receipt, or other written agreement issued by Company expressly conflicts with these Terms, the Company-issued document controls only for the conflicting item. All other Terms remain in effect.
IMPORTANT: Please read these Terms carefully. They include limits on liability and require you to be responsible for loss/damage to rented Equipment during the Rental Period.
1) Definitions
1.1 “Equipment” means all audio/visual equipment, accessories, cabling, cases, power distribution, stands, and any other items provided by Company.
1.2 “Services” means delivery, load-in, setup, configuration, testing, onsite technical staffing, operation, troubleshooting, teardown, strike, and pickup, if purchased/selected.
1.3 “Venue” means the event location(s) and any associated loading areas, docks, parking, storage, and pathways.
1.4 “Rental Period” means the time from the moment Equipment is delivered and released to Client at the Venue (or when it is first set down/left at the Venue at Client’s direction) until the moment Company regains possession of all Equipment at the Venue during strike/pickup and confirms completion (or the scheduled pickup/end time shown on your order confirmation, whichever is later), unless otherwise stated in writing.
1.5 “Platform” means our online bookable ordering/checkout system (including any third-party booking, payment, or identity verification providers used to process your order).
1.6 “Company-Operated” means an order where Company staff operate the system for the event.
1.7 “Client-Operated” means an order where Company delivers/sets up and the Client operates the system during the event (as selected/approved in the Platform or in writing).
2) Online Orders, Availability, and Order Confirmation
2.1 Online listing information. Equipment listings, specs, photos, and descriptions are provided for convenience and may be updated. Minor differences in appearance (e.g., model revision, accessory brand) do not constitute non-conformity.
2.2 Availability and substitutions. Your order is not final until you receive an order confirmation from Company. If an item becomes unavailable, Company may substitute comparable equipment of equal or greater capability/value, or refund the unavailable item at Company’s discretion.
2.3 Pricing. Prices shown in the Platform are subject to change. The price charged is the price shown at checkout at the time you place the order, plus taxes/fees (if applicable).
2.4 Order changes. If you need to change dates/times, items, delivery address, or services after checkout, contact Company as soon as possible. Changes are subject to availability and may result in additional charges, refunds, or rescheduling/cancellation fees.
2.5 Service area. Delivery and onsite services may be limited to certain geographic areas. If your location is outside our service area, we may cancel and refund or offer alternative options.
3) Account, Eligibility, and Identity Verification
3.1 You represent that you are at least 18 years old (or the age of majority in your jurisdiction) and authorized to enter into this agreement.
3.2 Company may require identity verification, a valid government ID, and/or a matching payment method before releasing Equipment.
3.3 Fraud prevention. We may cancel or refuse any order we reasonably suspect is fraudulent or unauthorized.
4) Payment, Authorizations, Security Deposits, and Collections
4.1 Payment at checkout. Orders are paid online through the Platform unless otherwise stated.
4.2 Authorization holds / security deposit. Company may place an authorization hold on your card and/or charge a refundable security deposit. The amount (if any) will be shown during checkout or communicated prior to release. Release timing depends on Equipment inspection and bank processing.
4.3 Additional charges after rental. You authorize Company to charge your payment method on file for amounts due under these Terms, including but not limited to: waiting time, overtime, extra rental time, cleaning, missing items, damage, repair, replacement, shipping/transport costs, parking/tolls paid on your behalf, and collection costs where permitted by law.
4.4 Taxes and fees. You are responsible for all applicable taxes and any venue fees, permits, parking, tolls, or third-party charges unless expressly included in your checkout total.
5) Delivery, Access, Parking, Waiting Time, and Pickup (Company Pickup Only)
5.1 Delivery and pickup by Company. Company delivers all Equipment to the Venue and picks up all Equipment from the Venue. Clients do not pick up or return Equipment unless Company expressly agrees in writing.
5.2 Delivery/pickup windows. Delivery and pickup occur within the time window shown on product description. Exact arrival times are estimates and may vary due to traffic, venue access, prior events, or operational requirements.
5.3 Client must provide access and an on-site contact. Client must provide:
(a) a reachable on-site contact (phone/text) during the delivery/setup and pickup/strike windows; and
(b) timely access to the Venue, including loading areas, elevators, doors, and the event space.
If Company is unable to access the Venue or complete delivery/pickup due to Client/Venue restrictions or no contact, waiting time is billable and Company may reschedule or cancel at Client’s expense.
5.4 Parking. Client must arrange suitable nearby parking/loading access. Parking fees, permits, or fines caused by lack of arranged parking are Client’s responsibility.
5.5 Delays and overtime. Delays caused by the Venue, Client, attendees, other vendors, or restricted access/windows may result in additional labor, overtime, rescheduling, or waiting-time charges.
5.6 End time changes. If the event runs long or pickup must occur later than scheduled for reasons outside Company’s control, Client may be charged for overtime labor and any additional rental time.
6) Venue Requirements (Space, Power, Internet, Rigging)
6.1 Client is responsible for confirming the Venue can support the Equipment and Services, including:
(a) adequate room dimensions, ceiling height, and clear sightlines for screens/projectors/lighting (if applicable);
(b) safe placement surfaces and load-bearing capacity for stands, speakers, staging, or mounting points;
(c) adequate electrical service (correct voltage, amperage, sufficient circuits, grounded outlets, and safe distribution);
(d) reliable internet/network access if required for streaming, conferencing, or playback.
6.2 If Venue power or network conditions are inadequate, unstable, or unsafe, Company may modify the system, delay service, require Client to provide an electrician/IT support, or stop work for safety. Resulting delays or additional work are billable.
7) Operation of Equipment; Company-Operated vs Client-Operated
7.1 Default is Company-Operated. Unless your order is explicitly Client-Operated, only Company personnel may operate, move, re-aim, re-rig, reconfigure, or change settings on Equipment.
7.2 Client-Operated orders (limited permission). If an order is Client-Operated, Company may (at its discretion) allow Client to operate only the specific user-facing controls explained at handoff (for example: starting content, basic volume within safe limits, game console controls). Client may not:
(a) move Equipment, stands, speakers, screens, or projectors;
(b) disconnect, reconnect, or reroute any cables;
(c) access service menus, change system configuration, or modify signal routing;
(d) mount/rig/hang any Equipment; or
(e) use any Equipment in a way inconsistent with Company instructions.
7.3 No unauthorized handling. For both Company-Operated and Client-Operated orders, guests, venue staff, and other vendors must not handle Equipment except as expressly permitted above.
7.4 Interference and safety. If unauthorized handling creates a safety risk or threatens damage, Company may pause Services until conditions are corrected. Time lost remains billable.
8) Safety, Security, and Client Responsibilities
8.1 Client must provide a safe working environment and comply with all venue rules and applicable laws. Company may refuse or stop work if conditions are unsafe, unlawful, or hostile.
8.2 Client is responsible for security and supervision of Equipment from release/delivery through Company pickup, including any times Company staff are not continuously present (for example: Client-Operated rentals, breaks, or overnight holds).
8.3 Client must keep attendees away from Equipment, cabling, and technical areas. Cable management (tape/ramps) may be required and may incur additional charges.
8.4 Client must inform Company in advance of any venue restrictions including sound level limits/noise ordinances, curfews, fire marshal/egress requirements, rigging restrictions, or limited load-in/load-out windows.
8.5 Client is solely responsible for ensuring that any content displayed complies with applicable copyright and licensing laws. Company provides equipment only and does not supply or authorize content.
9) Outdoor Events and Weather
9.1 Company will not install or operate Equipment in conditions that may be unsafe or may damage Equipment, including rain, standing water, lightning, high winds, blowing sand/dust, or unsafe temperatures.
9.2 If adverse conditions occur, Company may stop operations to protect people and Equipment. As a guideline only, Company may wait at least 30 minutes after rain/adverse conditions before attempting to resume, subject to safety and site readiness.
9.3 Client is responsible for providing adequate weather protection (dry area, stable surfaces) and a contingency plan for outdoor events.
9.4 Company is not liable for delays, reduced performance, or cancellations caused by weather, venue conditions, or other circumstances beyond Company’s control.
10) Inspection, Handoff, Acceptance, and Pickup Condition
10.1 Delivery handoff and acceptance. At delivery/setup, Client (or Client’s representative) may be asked to verify items and apparent condition. If no representative is available, delivery/setup is deemed accepted once Equipment is delivered/set up as ordered.
10.2 Pickup/strike access and condition. Client must provide timely access at the scheduled end time for strike and pickup and ensure Equipment remains in the same condition as delivered, normal wear excepted.
10.3 Missing components. Missing components (including cables, adapters, remotes, batteries, and cases) will be billed at replacement cost.
10.4 Cleaning. Excess cleaning (e.g., spills, tape residue, sand/dirt ingress) may be billed at a reasonable cleaning fee.
10.5 Inspection timing. Company may inspect Equipment at pickup and/or after returning to Company’s facility. If damage is discovered after pickup that could not reasonably be identified onsite, Client remains responsible.
11) Damage, Loss, and Theft
11.1 Client is responsible for all loss, theft, disappearance, or damage to Equipment occurring during the Rental Period, regardless of cause (including acts of guests, venue staff, or other vendors).
11.2 Client will be charged for repair costs (including labor) or replacement cost (new-for-old) if repair is not feasible or economical, plus any required shipping/expedited procurement costs.
11.3 Client must report any damage, theft, malfunction, or suspected tampering immediately. For theft, Client must file a police report upon request and provide a copy.
12) Cancellations, Postponements, No-Shows, and Rescheduling
12.1 Cancellation requests must be made through the Platform or in writing (email is acceptable) and are effective when confirmed by Company.
12.2 Cancellation fees (unless otherwise stated in checkout/order confirmation):
(a) More than 14 days before start: 50% of total
(b) Less than 14 days before start or day-of: 100% of total
12.3 No-shows / failed delivery or pickup access. If Company is unable to complete delivery or pickup at the scheduled time due to no contact, denied access, incorrect address, unsafe conditions, or other issues attributable to Client or Venue, the order may be treated as a late cancellation/no-show and may be non-refundable, and additional trip/waiting fees may apply.
12.4 Non-recoverable third-party costs (specialty rentals, freight, permits, labor bookings) are non-refundable.
12.5 Rescheduling is subject to availability and may require revised pricing.
13) Refusal of Service; Stop-Work
13.1 Company may refuse or stop Services if:
(a) access, parking, power, network, or site conditions are unsafe or materially different from what was disclosed;
(b) required payments are not made or verification requirements are not met;
(c) unauthorized persons handle Equipment beyond what is permitted for Client-Operated orders;
(d) harassment, threats, or unsafe conduct occurs toward Company personnel.
13.2 If Services are refused/stopped for reasons attributable to Client or Venue, Client remains responsible for charges incurred, including labor, delivery, reserved Equipment, and any third-party costs.
14) Client Content, Licensing, and Recording/Streaming (if applicable)
14.1 Client represents and warrants that it has the rights/licenses to use all content provided or requested (music, video, images, slides, logos) and will obtain all necessary permissions.
14.2 If Company provides recording/streaming/video conferencing support, Client acknowledges performance depends on Venue connectivity and third-party platforms. Company is not liable for platform outages or Venue network failures.
15) Disclaimer of Warranties
Except as expressly stated in writing, Equipment and Services are provided “as is” and “as available”. To the extent permitted by law, Company disclaims all implied warranties, including merchantability and fitness for a particular purpose.
16) Limitation of Liability
16.1 Company is not liable for indirect, incidental, special, consequential, or punitive damages, including lost profits, lost revenue, business interruption, reputational harm, or event cancellation costs.
16.2 To the maximum extent permitted by law, Company’s total liability arising out of or related to an order (whether in contract, tort, or otherwise) is limited to the amounts actually paid by Client to Company for the specific order giving rise to the claim.
17) Indemnification
Client will indemnify and hold harmless Company and its owners, employees, and contractors from any claims, damages, liabilities, and expenses (including reasonable attorneys’ fees) arising out of or related to:
(a) the event, attendees, or other vendors;
(b) misuse or unauthorized handling of Equipment;
(c) Client-provided content (copyright, privacy, defamation);
(d) Client’s breach of these Terms.
18) Insurance (if required)
If requested, Client agrees to provide proof of event insurance and/or a certificate of insurance naming Company as an additional insured, with limits and dates as specified by Company.
19) Governing Law and Venue
These Terms are governed by the laws of Texas, USA, without regard to conflict-of-law rules. Any dispute will be brought in the courts located in Travis County, Austin, Texas, unless otherwise required by law.
20) Acceptance and Electronic Agreement
By placing an online order, clicking “I accept the Terms and conditions” (or similar), signing electronically (if presented), making payment, or accepting delivery/services, Client acknowledges it has read, understood, and agrees to these Terms. Client agrees that electronic acceptance is the legal equivalent of a handwritten signature.
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