Audio Visual Equipment Rental Agreement

Effective Date: July 9, 2026

This Audio Visual Equipment Rental Agreement (“Agreement”) governs the rental of equipment from Connect Media Solutions, LLC (“Connect Media Solutions,” “CMS,” “we,” “our,” or “us”) to the individual, business, organization, or entity renting the equipment (“Customer,” “Renter,” or “you”).

By requesting, reserving, paying for, accepting delivery of, picking up, or using any rental equipment provided by Connect Media Solutions, you acknowledge that you have read, understood, and agree to be legally bound by this Agreement, our Terms & Conditions, and any applicable Service Orders, Quotes, or Proposals.

1. Rental Equipment

Rental equipment may include, but is not limited to:

  • Sound Systems

  • Speakers and Subwoofers

  • Audio Mixers

  • Wireless and Wired Microphones

  • Stage Boxes

  • Digital Signal Processors

  • Video Switchers

  • Cameras

  • Projectors

  • Projection Screens

  • LED Video Walls

  • Televisions and Displays

  • Lighting Fixtures

  • Lighting Consoles

  • Trussing

  • Pipe and Drape

  • Computers

  • Streaming Equipment

  • Cables and Accessories

  • Power Distribution Equipment

  • Any other equipment listed on the rental invoice or quote.

All equipment remains the sole property of Connect Media Solutions unless otherwise agreed in writing.

2. Rental Period

The rental period begins when the equipment is picked up by the Customer or delivered by Connect Media Solutions and ends when all equipment has been returned, inspected, and accepted by Connect Media Solutions.

Additional rental charges may apply for equipment returned after the scheduled return date and time.

3. Payment

Rental fees are due before or at the time of pickup or delivery unless otherwise agreed in writing.

A security deposit may be required at Connect Media Solutions’ discretion.

Additional charges for damaged, lost, stolen, or late-returned equipment will be invoiced upon inspection and are due upon receipt.

Invoices not paid within fifteen (15) days of the due date may be subject to the late fees described in the Connect Media Solutions Terms & Conditions.

4. Customer Responsibilities

The Customer agrees to:

  • Inspect equipment upon receipt.

  • Notify Connect Media Solutions immediately of missing or damaged equipment.

  • Use equipment only for its intended purpose.

  • Operate equipment safely and in accordance with manufacturer recommendations.

  • Protect equipment from theft, abuse, weather, moisture, excessive heat, smoke, dust, and physical damage.

  • Keep equipment in a secure location at all times.

  • Return all equipment in the same condition in which it was received, excluding normal wear and tear.

  • Return all accessories, cables, power supplies, cases, adapters, and documentation provided with the equipment.

The Customer is responsible for all equipment from the time it leaves Connect Media Solutions until it has been inspected and accepted upon return.

5. Damage, Loss, and Theft

The Customer assumes full financial responsibility for equipment that is:

  • Lost

  • Stolen

  • Damaged

  • Destroyed

  • Misused

  • Modified without authorization

The Customer agrees to reimburse Connect Media Solutions for:

  • Repair costs

  • Replacement costs based on current market value

  • Shipping charges

  • Labor required to inspect, repair, clean, or reconfigure equipment

  • Lost rental income if equipment cannot be rented while being repaired or replaced

Connect Media Solutions reserves the right to determine whether equipment will be repaired or replaced.

6. Late Returns

Equipment not returned by the agreed return date may incur additional daily rental charges at the current rental rate.

Equipment not returned within thirty (30) days of the scheduled return date may be considered permanently lost and billed at full replacement value, in addition to any accrued rental charges.

7. Equipment Condition

Equipment must be returned clean and in substantially the same condition in which it was received, excluding normal wear.

The Customer may be charged reasonable cleaning fees for equipment returned excessively dirty or requiring unusual cleaning.

8. Delivery and Pickup

Delivery, setup, teardown, and pickup services are available for additional fees unless included in the approved quote.

The Customer shall provide safe and reasonable access to the event location.

If Connect Media Solutions personnel are delayed due to inaccessible locations, venue restrictions, or customer delays, additional labor charges may apply.

9. Use of Equipment

The Customer shall not:

  • Sublease or loan equipment to another party without written permission.

  • Modify, repair, or disassemble equipment.

  • Remove or alter serial numbers or identification labels.

  • Use equipment in violation of any applicable laws or regulations.

Improper use may result in immediate termination of the rental and additional charges.

10. Technical Support

Telephone support during normal business hours is provided when available.

On-site technical support is available only if included in the rental agreement or purchased separately.

Emergency after-hours support may be subject to additional charges.

11. Equipment Failure

The Customer must immediately notify Connect Media Solutions if equipment fails during the rental period.

Connect Media Solutions will make commercially reasonable efforts to repair or replace malfunctioning equipment when practical.

Connect Media Solutions is not responsible for losses resulting from equipment failure caused by misuse, power issues, weather, improper operation, third-party equipment, or circumstances beyond our reasonable control.

12. Event Liability

The Customer is solely responsible for the planning and operation of the event.

Connect Media Solutions is not responsible for losses, delays, event cancellations, lost revenue, lost ticket sales, reputational damage, or other consequential damages resulting from equipment failure, operator error, weather, venue conditions, utility outages, internet failures, or circumstances beyond our control.

Customers are encouraged to test all equipment before guests arrive and to have contingency plans for critical events.

13. Insurance

Connect Media Solutions may require proof of insurance for large rentals or high-value equipment.

The Customer remains responsible for all uninsured losses.

14. Cancellation

Rental cancellations made at least seven (7) days before the scheduled rental date may receive a full refund of rental fees, less any non-refundable deposits or special-order costs.

Cancellations made within seven (7) days of the rental date may be subject to cancellation fees of up to fifty percent (50%) of the total rental amount.

Same-day cancellations or failures to pick up reserved equipment may result in charges up to the full rental amount.

15. Limitation of Liability

To the fullest extent permitted by law, Connect Media Solutions shall not be liable for indirect, incidental, consequential, special, or punitive damages, including lost profits, lost business opportunities, event interruptions, or loss of data.

Connect Media Solutions’ total liability arising from any rental shall not exceed the total rental fees paid for the affected equipment.

16. Indemnification

The Customer agrees to defend, indemnify, and hold harmless Connect Media Solutions, LLC, its owners, employees, contractors, and representatives from any claims, damages, liabilities, losses, costs, or expenses, including reasonable attorney’s fees, arising out of or related to the Customer’s possession, transportation, setup, operation, or use of rented equipment, except to the extent caused by the gross negligence or willful misconduct of Connect Media Solutions.

17. Governing Law

This Agreement shall be governed by the laws of the State of Oklahoma.

Any legal action arising from this Agreement shall be brought in a court of competent jurisdiction located in Garfield County, Oklahoma, unless otherwise required by applicable law.

18. Acceptance

By requesting a reservation, approving a quote, paying an invoice, accepting delivery, picking up rental equipment, or using any rental equipment provided by Connect Media Solutions, you acknowledge that you have read, understood, and agree to be legally bound by this Audio Visual Equipment Rental Agreement, the Connect Media Solutions Terms & Conditions, Privacy Policy, and any applicable Service Orders or Quotes.

If you do not agree to these terms, you must not accept or use the rental equipment.