BCI RENTALS — TERMS & CONDITIONS
Last Updated: August 9, 2026
These Terms & Conditions (“Terms”) govern access to and use of BCI Rentals services, equipment rentals, reservations, quotes, website features, and related services provided by Beacon Creative Industries, LLC d/b/a BCI Rentals (“BCI,” “BCI Rentals,” “we,” “us,” or “our”).
By requesting a quote, making a reservation, submitting payment, accepting equipment, or otherwise using BCI Rentals services, the customer or renter (“Renter,” “Customer,” “Lessee,” or “you”) agrees to these Terms and all applicable BCI policies.
1. Related BCI Policies
These Terms should be read together with the applicable:
Equipment Rental Agreement
Equipment Rental Policy
Refund & Cancellation Policy
Privacy Policy
Quote, invoice, reservation, or checkout documentation
Any applicable insurance or equipment schedule requirements
These documents collectively form the terms governing your transaction with BCI.
If terms specific to a quote, invoice, or written rental agreement conflict with these general Terms, the transaction-specific written terms will control for that transaction.
2. Reservations & Rental Approval
All rentals are subject to availability and BCI approval.
BCI may require:
Valid customer contact information
Government-issued identification
Credit or debit card information
Security deposit or payment authorization
Proof of insurance
Certificate of Insurance (COI)
Additional verification for high-value or higher-risk rentals
Submission of a reservation request does not guarantee equipment availability until confirmed by BCI.
BCI reserves the right to decline or cancel a rental when reasonably necessary to protect its equipment, employees, customers, facility, or business interests.
3. Quotes & Pricing
Rental prices are based on the equipment, rental period, quantities, services, labor, delivery, preparation, and other items shown on the applicable quote or invoice.
Quotes are subject to equipment availability and may expire if not confirmed within the period stated on the quote.
Additional charges may apply for:
Rental extensions
Late returns
Missing equipment or accessories
Damage
Cleaning
Replacement equipment
Delivery or pickup
Special preparation
Labor
Insurance-related requirements
Lost rental days
Lost business resulting from unavailable equipment
Other costs incurred as a result of the Renter's actions or failure to comply with BCI policies
Applicable taxes and processing charges may be added where required.
4. Payment
Payment requirements will be identified on the applicable quote, invoice, or reservation.
BCI may require full or partial payment before releasing equipment.
Security deposits and payment authorizations may be used toward amounts owed under the rental, including:
Unpaid rental charges
Late fees
Missing items
Cleaning
Damage
Repair costs
Replacement costs
Insurance deductibles
Non-covered insurance losses
Lost rental days
Other amounts owed under the Rental Agreement
Amounts not covered by a deposit remain the responsibility of the Renter.
5. Cancellations & Refunds
Cancellations, refunds, reservation changes, and no-shows are governed by the current BCI Rentals Refund & Cancellation Policy and any terms appearing on the applicable quote or invoice.
BCI incurs administrative, preparation, equipment-hold, staffing, testing, scheduling, and other overhead costs when preparing for a rental.
Certain fees and incurred costs may therefore be non-refundable.
Returning equipment early does not automatically entitle the Renter to a refund for unused rental time.
6. Equipment Inspection & Acceptance
Renters are responsible for inspecting equipment upon pickup or delivery.
Acceptance or possession of equipment constitutes acknowledgment that the equipment has been received in acceptable condition unless a problem is reported to BCI.
Renters should test equipment before use and periodically during the rental.
Any suspected malfunction must be reported to BCI promptly.
Equipment problems should be reported by email, text, or another written communication method whenever practical.
Failure to promptly report an issue may affect BCI's ability to determine whether a refund, replacement, credit, or adjustment is appropriate.
7. Proper Use of Equipment
Equipment must be:
Used only for its intended purpose
Operated safely
Used by competent and appropriately trained personnel
Operated in accordance with manufacturer instructions
Protected from unreasonable exposure to weather, water, sand, smoke, extreme temperatures, impact, or hazardous conditions
The Renter may not:
Modify equipment
Disassemble equipment
Attempt unauthorized repairs
Alter firmware
Remove identification markings
Permanently attach labels or adhesives
Sub-rent or loan equipment without authorization
Use equipment for unlawful or unsafe purposes
BCI may require the immediate return of equipment if BCI reasonably believes the equipment is being misused or placed at unreasonable risk.
8. Responsibility for Equipment
The Renter assumes responsibility for rented equipment from the time it is released by BCI until BCI completes return check-in.
The Renter bears the risk of:
Loss
Theft
Damage
Destruction
Missing accessories
Improper storage
Improper transportation
Negligence
Misuse
This responsibility continues regardless of whether the equipment is being used directly by the Renter, the Renter's employees, crew, contractors, agents, or other authorized personnel.
9. Loss, Theft & Damage
The Renter is responsible for repair or replacement of equipment damaged, lost, stolen, destroyed, or otherwise rendered unusable during the rental period.
BCI may determine whether equipment should be repaired or replaced.
Charges may include:
Diagnosis
Repair
Parts
Manufacturer service
Shipping
Replacement equipment
Accessories
Cases
Media
Chargers
Cables
Labor
Lost rental days
Lost confirmed bookings
Reasonable lost business resulting from equipment being unavailable
Replacement value may be based on the current cost of obtaining new or reasonably equivalent equipment.
10. Insurance Deductibles & Non-Covered Losses
Insurance does not eliminate the Renter's responsibility under the rental agreement.
If BCI or another applicable insurer makes a claim arising from the rental, the Renter remains responsible for:
Applicable insurance deductibles
Losses excluded from coverage
Amounts exceeding applicable coverage
Other amounts that remain legally payable by the Renter
11. Insurance Requirements
Insurance is not automatically required for every BCI rental.
BCI may require insurance based on factors including:
Equipment value
Equipment type
Rental duration
Production size
Travel
Location
Crew size
Environmental conditions
Other risk considerations
When insurance is required, BCI may provide a scheduled equipment list based on the applicable quote or invoice.
The scheduled equipment must be appropriately covered by the policy.
BCI may require Beacon Creative Industries, LLC to be identified as:
Additional Insured
Loss Payee
Payee
as applicable to the specific coverage.
BCI may also require waiver of subrogation, replacement-cost coverage, transit/theft protection, or other coverage appropriate to the rental.
Equipment requiring insurance will not be released until BCI determines that the required documentation has been received and is acceptable.
12. Late Returns
Equipment must be returned according to the date and time specified on the applicable rental order, invoice, reservation, or checkout documentation.
Rental packages are not considered completely returned until all included equipment and accessories have been returned.
Missing components may cause the entire package to remain subject to rental or late charges.
BCI may assess:
Late fees
Half-day charges
Full-day charges
Additional rental days
Costs resulting from disrupted subsequent rentals
Unauthorized extensions are not guaranteed and may interfere with another customer's reservation.
Extension requests should be made before the scheduled return time and require BCI approval.
13. Post-Return Inspection
Initial acceptance of equipment at return does not constitute final acceptance or waive BCI's right to identify damage or missing items.
BCI may inspect and test returned equipment following check-in.
BCI may notify the Renter of discovered damage, missing equipment, excessive cleaning, or other issues after the equipment has been returned.
BCI generally reserves an inspection period of up to seven days following return to identify conditions that may not be evident during initial check-in.
14. Equipment Failure
Equipment is provided in working condition to the best of BCI's reasonable ability.
If equipment fails during a rental, the Renter must stop using the affected equipment and notify BCI promptly.
BCI may, at its discretion:
Troubleshoot the equipment
Provide comparable substitute equipment
Request return of the affected equipment
Issue an appropriate rental adjustment
Any adjustment is limited to the affected equipment and does not include reimbursement for production delays, crew costs, reshoots, lost revenue, travel, talent, location costs, or other consequential expenses.
15. Data & Recording Media
Customers are solely responsible for:
Recording
Monitoring
Backing up
Copying
Verifying
Removing
all data stored on rented equipment or media.
BCI does not guarantee the integrity, recoverability, or continued availability of customer data.
Media returned with data remaining on it may be erased, formatted, reset, or prepared for the next customer without notice.
BCI is not responsible for lost, deleted, corrupted, inaccessible, or inadvertently retained data.
16. International Travel
BCI equipment may not be transported outside the United States without prior written approval from BCI.
Approved international rentals may require additional insurance, worldwide property coverage, documentation, deposits, or other conditions.
The Renter remains responsible for customs, duties, permits, seizures, delays, import/export requirements, transportation, and all associated risks.
17. Refunds Due to Misuse or Customer Error
Refunds generally will not be issued for problems resulting from:
Customer misuse
Operator error
Insufficient technical knowledge
Failure to test equipment
Incompatibility with customer-owned equipment
Incorrect equipment selection
Failure to obtain required accessories
Improper configuration
Unauthorized modifications
Failure to follow instructions or manufacturer guidance
Late pickup
Late return
Production or scheduling changes outside BCI's control
BCI retains discretion to issue credits or adjustments when circumstances reasonably warrant them.
18. Refusal or Termination of Rental
BCI may refuse to release equipment, terminate a rental, or require equipment to be returned when BCI reasonably believes there is:
Fraud or misrepresentation
Unauthorized use
Unsafe use
Illegal activity
Nonpayment
Failure to provide required insurance
Excessive risk to equipment
Material violation of BCI policies
Repeated late returns
Prior unresolved damage or balances
Attempted unauthorized sub-rental
Termination does not relieve the Renter of financial responsibility already incurred.
19. Website Use
The BCI Rentals website is provided for informational, quotation, reservation, and rental-service purposes.
Users may not:
Interfere with website operation
Attempt unauthorized access
Scrape or extract website data for unauthorized commercial purposes
Submit fraudulent information
Impersonate another individual or business
Use the website for illegal purposes
BCI may restrict website or rental access for misuse.
20. Website Information & Availability
BCI attempts to maintain accurate equipment descriptions, availability, pricing, photographs, specifications, and related information.
Website information may occasionally contain errors, outdated information, or technical inaccuracies.
Online availability does not guarantee equipment availability until the rental is confirmed by BCI.
BCI may correct errors, update listings, substitute substantially equivalent information, or cancel an order affected by a material pricing or listing error.
21. Intellectual Property
BCI website text, branding, logos, original photography, graphics, documentation, and other proprietary materials may not be reproduced, distributed, republished, or commercially exploited without permission.
Third-party product names, trademarks, photographs, and manufacturer information remain the property of their respective owners where applicable.
22. Third-Party Services
BCI may use third-party services for functions such as:
Payment processing
Reservations
Website hosting
Email
SMS
Inventory management
Insurance verification
Delivery
Analytics
BCI is not responsible for the independent operation, policies, outages, security practices, or availability of third-party platforms.
23. Privacy
Information collected through BCI Rentals is handled according to the current BCI Rentals Privacy Policy.
Customers should review that policy for information regarding collection, use, storage, and sharing of personal information.
24. No Warranties
To the maximum extent permitted by law, BCI equipment and services are provided “AS IS” and “AS AVAILABLE.”
BCI disclaims warranties, express or implied, including warranties of merchantability, compatibility, uninterrupted operation, and fitness for a particular production or purpose.
The Renter is responsible for determining whether the rented equipment is appropriate for the intended application.
25. Limitation of Liability
To the maximum extent permitted by law, BCI will not be liable for indirect, incidental, special, consequential, or punitive damages arising from equipment rental, equipment failure, website use, or related services.
This includes, without limitation:
Lost revenue
Lost profits
Production delays
Lost footage
Reshoots
Missed opportunities
Crew expenses
Talent expenses
Location expenses
Travel expenses
Lost or corrupted data
Nothing in these Terms limits liability where such limitation is prohibited by applicable law.
26. Indemnification
The Renter agrees to defend, indemnify, and hold harmless Beacon Creative Industries, LLC, together with its owners, employees, agents, contractors, and representatives, from claims, losses, liabilities, damages, expenses, and reasonable attorney's fees arising from or related to:
Possession or use of rented equipment
Misuse or negligent use
Transportation of equipment
Violation of law
Injury or property damage arising from the Renter's activities
Violation of these Terms or the Equipment Rental Agreement
27. Chargebacks & Payment Disputes
Customers should contact BCI before initiating a payment dispute or chargeback so that BCI has an opportunity to investigate and resolve the matter.
Initiating a chargeback does not eliminate amounts legitimately owed under the Rental Agreement.
If a chargeback or payment dispute is resolved in BCI's favor, the Customer remains responsible for the original amount due and any reasonable chargeback, collection, administrative, or enforcement costs permitted by law.
28. Collections & Enforcement
If BCI must take reasonable action to collect unpaid balances or enforce its rental agreement, the Renter may be responsible for reasonable collection costs, court costs, attorney's fees, and other enforcement expenses to the extent permitted by law.
29. Governing Law & Venue
These Terms and any rental transaction with BCI are governed by the laws of the State of New York, without regard to conflict-of-law principles.
Unless otherwise required by law, disputes relating to BCI Rentals or these Terms will be brought in a court of competent jurisdiction located in Dutchess County, New York.
30. Severability
If any provision of these Terms is determined to be invalid or unenforceable, the remaining provisions will continue in effect to the fullest extent permitted by law.
31. No Waiver
Failure by BCI to enforce any provision of these Terms on one occasion does not waive BCI's right to enforce that provision or any other provision later.
32. Changes to These Terms
BCI may update these Terms periodically.
Updates become effective when the revised Terms are posted on the BCI Rentals website unless otherwise stated.
The version applicable to an existing confirmed rental will generally be the version incorporated into or applicable to that transaction when it was confirmed, unless both parties agree otherwise.
33. Contact BCI Rentals
Questions regarding these Terms, equipment rentals, insurance requirements, reservations, or related policies may be directed to:
BCI Rentals
Beacon Creative Industries, LLC
20 West Main Street, Suite 4
Beacon, NY
[email protected]
(845) 262-0183