Rental policies are in place to protect both our interests and your interests. We constantly seek to provide quality service and equipment so that your production will move ahead.
Insurance requirements are a very necessary part of the rental business. None of us wants any damage or loss, but in the event that there is some major problem, it certainly lessens the hardship to have the security of production insurance. This is only in case of "worst case scenario"--and may it never happen between us, but...
Smaller rentals have a way around a policy with a surcharge that is termed "security fee." This is not insurance, but it can allow smaller rentals to continue. Larger rentals involving vehicles, hydraulic dollies, cameras, for example, must have current certificates of insurance showing the following:
Certificate holder: Harris-Chewning, Inc.
Billing address: 203 Fallen Log
Chapel Hill, NC 27516
Description: Certificate holder or Harris-Chewning listed as "loss payee" and "additional insured."
1) General liability (min. $1 million)
2) Auto liability (min. $1 million)--in the event of auto rental
3) Property/inland marine (valuation or set amount determined by your particular policy. It must cover valuation of rental through Harris-Chewning in addition to other rental vendors that you are using.) The renter is responsible for replacement cost value. Should your insurance coverage only cover "actual cost value" or ACV, you will be responsible for the remaining amount should replacement cost value (or RCV) outpace ACV. Be sure to check with your insurance agent.
We do not want to see our business with you damaged by a damage or loss problem, but if there is an issue, it certainly lessens the load when insurance is in place. Please feel free to call and discuss any particulars that you may have questions about.
Reasonable and appropriate cleanup and/or repair charges will be incurred by customers who return equipment in non-rentable condition. Lost or damaged equpment is reported to customers as soon as possible and appropriate charges will follow. Any equipment continues to incur rental charges until replacement parts are obtained and repairs completed.
Payment is the next sticky subject. If we have an account with you, we simply bill on a Net 30 schedule. Setting up accounts works the same way for everyone and follows:
Currently, our policy for new or out-of-state accounts is to ask for payment in the form of 2 checks: 1 check covers your rental amount before your rental begins and the other check covers your insurance deductible or a set deposit amount. This 2nd check acts as your deposit. Upon full settlement of your rental, we'll void your deposit check (unless you want it to apply to other charges), and return it back to you marked "void" and your rental invoice marked paid.
If you prefer to pay by credit card, or if your rental is immediate, we will make a Paypal request (our only method for accepting credit card payment) to your specified email. Paypal will carry an additional 3.2% handling charge to final quote. Two requests are made: 1 for rental that will be accessed upon receipt and the 2nd for deposit (again, based on your deductible). Upon final check-in, additional charges will be determined & can either be deducted from deposit or 3rd request made. If no additional charges, deposit will be refunded in full.
STATE TAXES: Please note that North Carolina state taxes will be billed and collected at the 6.75% rate unless we have either a current NEW E-595E "streamlined sales & use tax agreeement certificate of exemption" or "resale certificate." With either form delivered and on file, you will be agreeing to be directly responsible to the state of North Carolina for proper payment of appropriate sales tax. That would either be 1% paid directly to the state or collection of taxes from your customer and payable to the state of North Carolina if you are filing resale. The state web site is www.dornc.com.
TERMS & CONDITIONS: Harris-Chewning, Inc. is in no way responsible for any liability, claims, costs or expenses arising out of use or possession of any equipment it provides. H-C's equipment is offered for inspection and test at time of rental. Accordingly, customers will be charged whether or not customers' crew can operate the equipment. Any problems with equipment while out on rental should be reported immediately to a representative of H-C. All rentals and sales are also subject to the terms and conditions of business as they appear on the present H-C rental contract, which is signed by customer or designated agent of customer upon pickup.
CANCELLATION: In the event of cancellation when on a daily or weekly schedule, cancellation charges may apply in consideration of the rental company's preparing, holding in reserve or sub-renting equipment, facilities or vehicles on your behalf. Like most rental companies, we require that a firm hold on equipment be released in advance of 24 hours of pick-up time (3pm prior to rental date). If you're unsure, just let us know that you're just checking what's available and the gear won't be promised to you--the gear will be available to other renters as well as out of the loop of preparation. Please be prepared for working within the parameters of other first-come, first-served renters. Should you cancel within that 24 hour rental time on firm hold, (recognized as an order), you can be charged anywhere from 50% to 100% of the rental. This is due to advanced work done and/or gear withheld from others. Consideration is much appreciated!
Again, please contact us with any questions. We look forward to working with you!