Equipment Rental Policy & Procedures

Phat X Equipment Rental Policy & Procedures

Phat X provides professional audiovisual (AV) equipment rentals for events, productions, and projects of all sizes. To ensure a smooth rental experience, please review the following requirements, policies, and procedures.

1. Customer Requirements

Identification & Deposit

• A valid government-issued photo ID (driver’s license, passport, etc.) is required at the time of rental.
• A credit card on file is required to cover rental fees, incidentals, and any damages or late charges.
• Some type of utility bill, other types of information for Phat X to verify the address that is on the government-issued photo ID (driver’s license, passport, etc.).
• Depending on the size and scope of the rental, a deposit (up to 50%) may be required to confirm the reservation.

Insurance

• All equipment that is rented through Phat X is required to obtain equipment rental insurance we use and recommend Insure My Equipment https://insuremyequipment.com/ Insure My Equipment’s online platform will protect the gear that you are renting in minutes.  Once you find the equipment through Phatx.com, the next step is to contact us to give the value of the equipment being rented to give you and value of the equipment that you will be renting to be able to obtain your insurance.
• For high-value or corporate rentals, clients may be required to provide a Certificate of Insurance (COI) listing Phat X as an additional insured.
• Individuals must confirm that their personal or event insurance policy covers rented equipment.  https://insuremyequipment.com/

Payment Terms

• Payment terms, including deposits and final balances, will be specified at the time of booking if in person. In most. Cases, rentals will be through our online platform PhatX.com and payments are done, and date of rentals are done there.
• Deposits are due at confirmation. Final balances are due prior to equipment release or upon delivery.

2. Equipment Policies

Inspections

• Prior to release, Phat X staff and the renter may complete an equipment checklist documenting condition, make, model, and serial numbers.
• All items are inspected and tested for functionality before and after each rental.

Rental Equipment Tutorial

• Phat X rental staff will gladly show you how to basically operate the rental equipment and we have various blog how to’s on our website. You may also go to YouTube.com for more detailed instruction how to use the equipment you will be renting to save you time and money.

Condition & Responsibility

• Equipment must be returned in the same condition as rented, allowing for normal wear and tear.
• All accessories, cables, and cases must be returned with the equipment.

Damage, Loss, or Theft

• The renter is fully responsible for lost, stolen, or damaged equipment during the rental period.
• The renter will be charged the repair or replacement cost plus any additional rental fees incurred until the matter is settled.

Usage Restrictions

• Equipment must only be used at the designated event site or location discussed at booking.
• Equipment must be operated in compliance with manufacturer guidelines to prevent damage.

3. Procedures & Service Policies

Reservations & Lead Time

• Early reservations are strongly encouraged, particularly for large-scale events or peak seasons.
• Last-minute rentals are subject to availability and may incur additional fees.

Rental Duration

• Rentals are considered one-day rentals, with equipment due back the next business day.
• Saturday rentals must be returned on Monday, with only one day’s rental fee applied.  Saturday rentals that Monday is a Holliday, renter must rental equipment on the following Tuesday.
• Phat X is closed on Holidays; renters must return all rentals that fall on a holiday is returned on the next business day.
• Late returns are subject to additional daily rental fees.

Cancellations

• Cancellations made more than 72 hours before the event may be eligible for a refund, less applicable fees.
• Cancellations made within 24–72 hours may result in a 50% cancellation fee.
• Cancellations made within 24 hours of the rental start may be charged 100% of the rental contract value.

Delivery & Setup

• Phat X offers delivery, setup, and teardown services for an additional fee.
• Clients are responsible for scheduling these services in advance.

Technical Support

• On-site technical support and operator services are available upon request for an additional fee.
• Technical assistance ensures smooth operation and immediate troubleshooting if issues arise.

Returns

• All equipment must be returned by the agreed-upon date and time.
• Failure to return equipment on time will result in late fees and possible denial of future rentals.

4. Customized Packages

Phat X specializes in custom rental packages tailored to:

• Event size and venue type
• Technical requirements (sound, video, lighting, podcasting)
• Budget and duration

5. Agreement

By renting from Phat X, the client agrees to all terms outlined in this Equipment Rental Policy & Procedures document.

📞 For reservations or inquiries, please call 909-706-6810.