CineGrid Rental Agreement

Renter's Submission Process:

• • Rental Request: Renter submits a rental request specifying equipment, quantity, rental dates, and delivery/pickup preferences
• • Payment Authorization: Payment is authorized but not charged until Vendor approves the request
• • Pending Status: Request remains in "pending" status until Vendor reviews and approves or rejects
• • No Stock Impact: Equipment availability is NOT reduced until Vendor approves the rental
• • Request Expiry: Pending requests may expire if not approved within 48 hours

Vendor's Approval Process:

• • Review Period: Vendor has 48 hours to review and respond to rental requests
• • Approval Decision: Vendor may approve, reject, or request modifications to the rental request
• • Stock Deduction: Upon approval, the requested quantity is automatically deducted from available inventory
• • Payment Processing: Payment is processed immediately upon approval
• • Auto-Hide: If approved rentals exhaust all stock, the listing is automatically hidden from search results
• • Rejection: If rejected, Renter receives full refund and may submit a new request

Rental Start and End Dates:

• • Start Date: Rental period begins at 12:01 AM on the agreed start date
• • End Date: Rental period ends at 11:59 PM on the agreed end date
• • Minimum Rental: Minimum rental period is typically 1 day, unless otherwise specified by Vendor
• • Date Changes: Changes to rental dates require mutual agreement and may incur fees

Late Returns - Renter Obligations:

• • Late Fee: Late returns incur a daily late fee equal to 150% of the daily rental rate
• • Grace Period: 2-hour grace period after end date before late fees apply
• • Extended Rental: If Renter needs to extend, they must request extension at least 24 hours before end date
• • Automatic Extension: If equipment is not returned and no extension requested, rental automatically extends at late fee rate
• • Maximum Late Period: Equipment not returned within 7 days of end date may be considered lost/stolen

Early Returns - Renter Rights:

• • No Refund Policy: Early returns do not entitle Renter to partial refunds unless Vendor agrees
• • Vendor Discretion: Vendor may offer partial refunds for early returns on a case-by-case basis
• • Notification Required: Renter must notify Vendor at least 24 hours before early return

Rental Fee Calculation:

• • Daily Rate: Base rental fee = Daily rate × Number of rental days
• • Multi-Day Discounts: Vendors may offer weekly or monthly discounts (automatically applied)
• • Quantity Pricing: Bulk rentals may qualify for quantity discounts at Vendor's discretion
• • Additional Fees: Delivery, setup, insurance, and other fees are clearly displayed before checkout

Payment Processing - Renter:

• • Payment Authorization: Payment method is authorized when rental request is submitted
• • Charge Timing: Payment is charged only after Vendor approves the rental
• • Payment Methods: Credit cards, debit cards, and other methods accepted by CineGrid
• • Security Deposit: Some rentals may require a security deposit (refundable upon return)
• • Refund Processing: Refunds are processed within 5-10 business days to original payment method

Payment to Vendor:

• • Platform Commission: CineGrid charges a commission fee (typically 10-15%) on each rental transaction
• • Payout Schedule: Vendor receives payment within 3-5 business days after rental period ends
• • Payout Method: Funds are transferred to Vendor's registered bank account or payment method
• • Tax Documentation: Vendors receive tax documentation for all rental income
• • Dispute Holds: Payments may be held if disputes arise until resolution

Delivery Methods:

Delivery/Pickup Responsibilities - Vendor:

• • On-Time Delivery: Vendor must deliver or make equipment available at agreed time
• • Equipment Readiness: Equipment must be clean, tested, and ready for use
• • Documentation: Provide equipment checklist, manuals, and necessary documentation
• • Inspection: Conduct joint inspection with Renter and document condition
• • Late Delivery: Vendor may be subject to penalties for late delivery

Return Procedures - Renter:

• • Return Location: Return equipment to agreed location (Vendor location or arrange pickup)
• • Return Time: Return by end date/time or arrange extension in advance
• • Cleaning: Equipment must be returned clean and in working condition
• • Packaging: Return in original packaging if provided, or secure packaging
• • Accessories: Return all accessories, cables, cases, and documentation
• • Inspection: Be present for return inspection or arrange alternative

Return Inspection - Vendor:

• • Inspection Window: Vendor must inspect equipment within 48 hours of return
• • Damage Reporting: Report any damage or issues within 48 hours of inspection
• • Documentation: Document condition with photos and detailed notes
• • Dispute Window: Damage claims must be filed within 7 days of return
• • Release of Deposit: Security deposits released within 5 days if no issues found

Pre-Rental Inspection Requirements:

Reporting Requirements:

• • Renter: Must report any pre-existing damage or issues within 24 hours of receipt
• • Vendor: Must acknowledge receipt of damage reports within 48 hours
• • Documentation: All condition reports must be documented with photos and timestamps
• • Dispute Prevention: Proper documentation protects both parties in case of disputes

Equipment Use and Care:

• • Intended Use Only: Use equipment only for its intended purpose as described by manufacturer
• • Manufacturer Guidelines: Follow all manufacturer instructions, warnings, and safety guidelines
• • Proper Handling: Handle equipment with care and protect from damage, theft, or loss
• • Environmental Conditions: Use equipment only in appropriate environmental conditions (weather, temperature, etc.)
• • Storage: Store equipment securely when not in use, protected from theft and environmental damage
• • Maintenance: Perform basic maintenance as specified (cleaning, battery care, etc.)

Prohibited Activities:

• • No Modifications: Do not modify, disassemble, repair, or alter equipment without Vendor's written consent
• • No Sub-Rental: Do not sub-rent, loan, or transfer equipment to third parties
• • No Commercial Use: Unless explicitly agreed, equipment is for specified project use only
• • No Unauthorized Use: Do not use equipment for illegal activities or in violation of laws
• • No Negligent Use: Do not use equipment in a manner that could cause damage or injury

Communication and Reporting:

• • Immediate Reporting: Report any damage, malfunction, or issues immediately to Vendor
• • Emergency Contact: Maintain Vendor's contact information for emergencies
• • Extension Requests: Request rental extensions at least 24 hours before end date
• • Return Coordination: Coordinate return time and location with Vendor in advance

Listing Accuracy and Equipment Condition:

• • Accurate Descriptions: Listings must accurately describe equipment condition, features, and specifications
• • Working Condition: Equipment must be in working condition as described, unless clearly stated otherwise
• • Current Photos: Photos must be current and accurately represent equipment condition
• • Availability Updates: Maintain accurate availability and update listings when equipment is rented
• • Pricing Transparency: Clearly display all fees, rates, and charges

Equipment Preparation and Delivery:

• • Pre-Rental Testing: Test all equipment before rental to ensure functionality
• • Cleaning: Provide clean, sanitized equipment ready for use
• • Accessories: Provide all listed accessories, cables, cases, and documentation
• • On-Time Delivery: Deliver or make available equipment at agreed time
• • Documentation: Provide manuals, setup guides, and necessary documentation

Support and Communication:

• • Response Time: Respond to rental requests within 48 hours
• • Technical Support: Provide reasonable technical support during rental period
• • Emergency Availability: Be available for emergency contact during rental period
• • Issue Resolution: Work with Renter to resolve any equipment issues promptly

Approval and Cancellation Policies:

• • Approval Discretion: Vendor has right to approve or reject rental requests
• • Rejection Notice: Provide reason for rejection when declining requests
• • Cancellation Penalties: Last-minute cancellations by Vendor may result in platform penalties
• • Substitute Equipment: If original equipment unavailable, offer comparable substitute if possible

Renter's Liability for Damage:

• • Full Responsibility: Renter is fully responsible for any damage, loss, or theft during rental period
• • Replacement Value: Damage costs based on Vendor's set Replacement Value (repair or replacement)
• • Normal Wear and Tear: Normal wear and tear is expected and not charged to Renter
• • Damage Assessment: Vendor must provide repair estimates or replacement costs within 7 days
• • Payment Terms: Renter must pay damage costs within 14 days of assessment

Loss Damage Waiver (LDW) Coverage Options:

Theft and Loss Procedures:

• • Immediate Reporting: Renter must report theft/loss to Vendor and police within 24 hours
• • Police Report: File police report and provide copy to Vendor within 48 hours
• • Replacement Cost: Renter responsible for full replacement value unless LDW coverage applies
• • Investigation: Vendor and CineGrid may investigate theft/loss claims

Renter Cancellation Policy:

Vendor Cancellation Policy:

• • Full Refund: If Vendor cancels, Renter receives 100% refund regardless of timing
• • Platform Penalties: Vendor may face platform penalties for cancellations, especially last-minute
• • Rating Impact: Cancellations may negatively impact Vendor's platform rating
• • Substitute Offer: Vendor should offer comparable substitute equipment if available
• • Emergency Exceptions: Legitimate emergencies may exempt Vendor from penalties

Modification Requests:

• • Date Changes: Changes to rental dates require mutual agreement and may incur fees
• • Quantity Changes: Changes to quantity require new request or approval from Vendor
• • Extension Requests: Extensions must be requested at least 24 hours before end date
• • Modification Fees: Some modifications may incur processing fees

Dispute Resolution Process:

1. Direct Communication: Parties must attempt to resolve disputes directly through CineGrid messaging
2. CineGrid Mediation: If direct resolution fails, CineGrid support team will mediate
3. Documentation Review: CineGrid reviews all documentation, photos, and communication
4. Resolution Decision: CineGrid makes binding decision based on evidence and platform policies
5. Appeal Process: Either party may appeal decision within 7 days with additional evidence
6. Legal Action: If mediation fails, parties may pursue legal action per Terms of Service

Common Dispute Scenarios:

• • Damage Claims: Disputes over damage extent, cause, or cost
• • Equipment Condition: Disagreements about pre-existing vs. new damage
• • Late Returns: Disputes over late fees or return timing
• • Functionality Issues: Equipment not working as described
• • Missing Items: Disputes over missing accessories or components

CineGrid Platform Fees:

• • Transaction Commission: CineGrid charges a commission (typically 10-15%) on each rental
• • Payment Processing: Payment processing fees may apply (typically 2.9% + $0.30 per transaction)
• • Vendor Payout: Vendor receives rental fee minus commission and processing fees
• • Fee Transparency: All fees are clearly displayed before transaction completion

Vendor Payout Schedule:

• • Standard Payout: Funds transferred 3-5 business days after rental period ends
• • Dispute Holds: Payouts may be held if disputes are pending
• • Tax Reporting: Vendors receive tax documentation for all rental income
• • Payout Methods: Bank transfer, PayPal, or other approved methods

Vendor Inventory Management:

• • Stock Tracking: Vendors must maintain accurate inventory counts
• • Auto-Deduction: Approved rentals automatically reduce available quantity
• • Auto-Hide Feature: Listings automatically hide when available quantity reaches zero
• • Return Processing: When equipment is returned, availability is automatically restored
• • Pending Requests: Pending requests do NOT reduce availability until approved

Renter Availability Guarantees:

• • No Guarantee: Availability is not guaranteed until Vendor approves request
• • Multiple Requests: Multiple renters may request same equipment; Vendor chooses
• • Approval Required: Equipment is reserved only after Vendor approval
• • Alternative Options: If unavailable, Renter may request similar equipment

CineGrid Platform Liability:

• • Platform Facilitator: CineGrid is a platform facilitator, not a party to rental agreements
• • No Equipment Warranty: CineGrid does not warrant equipment condition or functionality
• • No Delivery Guarantee: CineGrid is not responsible for delivery or pickup issues
• • Dispute Mediation Only: CineGrid provides dispute mediation but is not liable for outcomes
• • Maximum Liability: CineGrid's liability limited to platform fees paid in disputed transaction

Renter Indemnification:

Renter agrees to indemnify and hold harmless CineGrid and Vendor from any claims, damages, or liabilities arising from Renter's use of equipment, including but not limited to personal injury, property damage, or violation of laws.

Vendor Indemnification:

Vendor agrees to indemnify and hold harmless CineGrid and Renter from any claims arising from Vendor's equipment, listing accuracy, or failure to fulfill rental obligations.