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Renting your rig

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#1 Mark Calver

Mark Calver

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  • Houston

Posted 10 May 2007 - 05:46 PM

Hello everyone,

My name is Mark Calver I have posted only one time before. I am an upcoming owner/operator and I had a few questions on contracts or rental agreements. I was wondering if anyone out there could show me some examples of there contracts and paperwork before they do a job. Maybe some examples of different contracts for different situations liability wise and so on. So if anyone is is interested in helping then I am eager to learn more on this subject.


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#2 MarkKaravite


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  • Detroit, Chicago, New York

Posted 18 May 2007 - 10:16 AM

Dear Mark,

Here are a few items that my agent always includes in a standard deal memo. Even if you don't have an agent, it's prudent to have a deal memo signed by production. This way there is no question later as to what the "deal" was. Too many people make deals on a verbal agreement in this business, and it's easy for a less than reputable producer to take advantage of that situation.

-State hourly rate
-State overtime rates, ie X1.5 after 10, X2 after 12, etc... Be sure to include dollar amount for overtime hours worked. If you ever work out a 12 hr. rate, base your overtime on a 1/10th your day rate, not 1/12th. Also, start into double time after the flat 12, not X1.5 after 12, then X2 after 14.
-State all travel or prep time rates.
-State any charges for dark days
-Production provides Workers Compenstion Insurance for the duration of the project.

Equipment rental:
-State daily (or weekly rate).
-If working on a weekly rate, specify rates for any short weeks. Producers are trying to get a daily pro rated rate on gear, based on the weekly rate. For example, if your gear is $1000/day & $3000/week, the producers will try to get your gear for $600/day ($3000 divided by 5) for a short week. Clarify this going in.
-Production provides full replacement value insurance on your equipment for the duration of the job, including travel time. You need to be provided an insurance certificate naming you as additional insured for the value of your gear before the gear goes out.

-Specify if your labor is billed via timecard or invoice.
-Specify if your equipment is billed via box rental on timecared, or invoice.
-Include the terms for payment, 10 to 12 days is normal. COD for small, out of town companies you haven't worked for before & political ads.
-Specify that all union contributions will be paid on your behalf.
-Specify what expenses production will cover, including mileage rates, per dium, hotel, shipping, etc...
-Specify cancellation fees. My agent books job on a "pay or play" agreement. If they sign the deal memo, they pay whether the job goes, cancels or delays.

It seems like a lot of information, but you can easily create a 1 page deal memo that covers everything.

Remember, it's show "business".

Best of luck,
Mark Karavite
A Camera / Steadicam Operator
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