SETTING UP YOUR RENTAL

If you are a first time renter, we’ve got you covered. If you don’t have insurance, we’ve got you covered. If you already have a COI - even better, we’ve got you covered.

Greenwood wants to make sure you have everything you need to complete your order and we are happy to walk you through the processes. If you’re a student, you are uniquely qualified to rent from Greenwood and you can see a detailed process on our Student Accounts page.

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HOW TO RENT

What we need to set up your account:

  1. Completed Customer Form

  2. Three Valid Industry Trade References (in form)

  3. Valid Identification

  4. Credit Card Authorization

  5. COI “Certificate Of Insurance”

If all of this is submitted at least 24-48 hours before your check out - it will ensure an easy checkout process. All docs are available through links in footer & need to be e-mailed rentals@greenwoodcine.com

RENTING PROCESS GUIDE

STEP 1: SUBMITTING YOUR ORDER

  1. Using our website. Drop items into your cart and submit your cart.

    • After you submit, one of our agents will e-mail you a receipt confirmation.

  2. If you have a complete gear list, you can send it to us with pick up / return dates rentals@greenwoodcine.com

  3. Call us with your order (347) 335-0686

STEP 2: RECEIVE DOCUMENTS

After order is submitted, you will receive the following docs. Fill these out to set up your account.

  1. New Customer Form

  2. Credit Card Authorization

  3. Sample Certificate of Insurance (COI) for your insurance company’s use

  4. Rental Agreement for your reference

  5. Rental Contract / Quote

STEP 3: FORWARD TO INSURANCE

Forward the Rental Contract / Quote and the Sample COI to your insurance provider.

  1. Request your agency to issue Greenwood Cine a COI listing them as “Additional Insured and Loss Payee”

  2. Require “Third Party Equipment Coverage” listed on the COI

    • Rental Contract / Quote will show total replacement value under “direct deposit” line.

STEP 4: SIGN DOCUMENTS

  1. If you’re a new customer, please make sure to provide ID # as well as all references in New Customer Form. This is the only way that we can confirm you as a new client.

  2. E-mail us your completed Paperwork. Paperwork must be submitted 24-48 hours in advance of your order.

  3. Once your final quote is finalized, we will require the most up-to-date Rental Contract to be signed.

STEP 5: PICK UP EQUIPMENT

  1. EQ check-outs happen at 12pm until closing at 5:30pm. EQ pickups (w/o full check-out) are set for 3pm. Please e-mail for earlier pickup requests.

  2. Earlier or longer checkouts can be scheduled with advance notice and pending availability of the equipment.

  3. Returns or Check-ins must start before 10am to avoid any late fees. If you know you are going to be late, let us know and we will try to work with you to avoid any fees.

THAT’S ALL FOLKS!

Please make sure to keep up-to-date with the rental process and ask as many questions as needed. We are happy to help with any inquiries!

RENTALS FAQ

  • Do I need equipment insurance?

    For any rentals above $10,000 replacement value, we expect customers to purchase their own rented equipment insurance policy.

    Depending on the replacement value and dates, the cost will vary, but it is affordable compared to the cost of a loss.

    We are proud partners of Athos Insurance, and we highly recommend applying through this link: https://www.athosinsurance.com/partner/GreenwoodCine/Partnership

    When filling out the form, make sure to include the following steps:

    Fill in the replacement value of the equipment.

    Select the deductible amount for the amount you feel comfortable paying in case of a loss and damage.

    Be sure to check the boxes for unattended vehicle waiver and loss of use.

    Be sure to select the $1,000,000 liability coverage if needed. Rental Houses do require liability coverage on certain equipment such as jibs, gimbals, dollies, etc.

    Other insurance agencies:

    https://insuremyequipment.com https://filmemporium.com

  • Will my credit card be charged for a security deposit?

    We do not hold credit cards for deductible amounts or security deposits.

    If the order replacement value is under $10,000 we can place a hold on your credit card in place of an insurance policy. The hold may take up to seven days to clear once the hold is placed on the card and we cannot accept this method if the rental is more than three billed days.

  • What if I can’t buy equipment insurance?

    Unfortunately any order with a higher replacement value than $10,000 has to provide a proper Certificate of Insurance covering Third Party Rented Equipment (Third Party = Rental House). If you need a quick and easy way to pay for insurance while checking out equipment - you can check out your order through our Share Grid Shop. We do create custom orders on Share Grid if needed. If you have any questions regarding Share Grid don’t hesitate to contact us.

  • How do rental rates work?

    Our website lists prices on a Daily basis.

    For 1-Day Weekend Rental, the pick up must be after 3pm on Friday and return before 10am on Monday.

    Rentals pick ups and returns on the weekends are possible by written request only and weekend opening fees will apply.

    Any rental that's shorter than 7 calendar days (excluding pick up / return) will be charged at a 3-Day rate.

    Any rental longer than 7 calendar days will be automatically eligible for discounts! Please contact us to see what discounts you’re eligible for!

  • When will I be charged for a rental?

    We charge all credit / debit cards for the full rental amount (100% of the rental contract) the day of the rental pick up. If a customer prefers to pay via Cash, Check, ACH or Wire Transfer, we will not release the equipment unless the final amount is transferred. This is not negotiable for new customers.

    At this time, we are not offering NET30 accounts.

  • Are there cancellation fees?

    If a rental order is prepped and/or picked up, yet returned within 6 hours due to a cancellation, we will charge a 1/2 day rental fee (current discount applied).

    If a rental order is prepped and cancelled before pickup, we will charge a 1/2 day rental fee (current discount applied).

    If a rental order has not been prepped and is cancelled after payment has been processed, we will refund the entire order (minus CC fees).

    If a rental order with sub-rented items (items from another vendor) is cancelled after sub-rented items have been retrieved, the customer is responsible for covering the cost of the sub-rented items. 1/2 day rental fee does not apply to sub-rented items.

  • What happens if my equipment malfunctions?

    We will not refund equipment that is claimed to be malfunctioning without due process. If equipment is malfunctioning on set, we must be notified at the time of failure and be given an opportunity to troubleshoot the equipment with your crew. If it is determined by our technicians that the equipment was damaged due to user error - we cannot guarantee a replacement. If it is determined that we hold responsibility for the malfunction, we will send an equivalent replacement ASAP (applies to weekdays only).

    If equipment damage or failure is brought up when the equipment is returned, there are no refunds.

    If any equipment is damaged or missing upon return, the customer will receive an e-mail notification of the items in question. The customer will have at least 5 business days to recover the lost items. For damaged items, we reserve the right to charge the customer’s card for any amount under the deductible stated on the Certificate of Insurance.

  • How can I place an order with Tax Exempt status?

    We require a ST-121 Resale Tax Exemption form in order to be qualify for tax exempt status. This tax exempt status does not apply to vehicle rentals.