Rental Instructions & Terms
Instructions
Rentals are charged based on the length of time items are out of our shop. One “rental day” is from 1 pm to noon. PNTA is open Monday through Friday, 9 am to 6 pm. Closed Saturdays, Sundays and Holidays: New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving, Christmas Eve, Christmas Day.
Prices and specifications are subject to change without notice.
How to Order a Rental from PNTA
Call us at (206) 622-7850, Ext 0 for a Rental Specialist. Outside Seattle, call (800) 622-7850. When you place your reservation, PNTA will discuss with you:
- Requirements, Availability and Price—We’ll ask questions about the event you’re planning so we can recommend the best gear and services.
- Payment Terms—We accept credit cards, checks, cash or on account payments.
- Deposit—Credit cards only, please. No check/debit cards.
- Delivery—Will the equipment fit in your car, truck or van? Or, do you need your rental delivered?
Please note: The longer you have a rental out, the less expensive the per-day rate becomes, e.g., some rentals out for several weeks incur only the first-day rate for each additional week. If you need to revise your reservation, just call as soon as possible so we can try to make the changes you need!
How to Pick Up Your PNTA Rental
Pick up your rental equipment in good working order after 1 pm on the pick-up date. Read and sign the rental contract. Make payment and credit card deposit (see below). Examine the equipment with us. Remember to bring your own packing gear such as blankets, rope, tarps, etc., or have a truck canopy to protect the rental equipment and your vehicle. Make sure to bring a vehicle that can realistically carry the volume and weight of your gear. your vehicle should keep all electrical gear and drapes dry and safe from weather. If the equipment is returned on time and in good working order, your authorization deposit will not be charged. Invoices and rental contracts must be signed and a valid picture ID shown.
Contract
As with most rental transactions, we have a rental contract. We print your rental contract on the back of your invoice receipt. When you receive your rental gear, please read the contract, review the gear for accuracy and sign both copies. The complete text of our rental contract appears at the end of these rental instructions (and we don’t even shrink it down to “fine print”).
Deposits
For deposits, we accept MasterCard, VISA, American Express or Discover; no check/debit cards, please. If you have a PNTA account in good standing, no deposit is required. In special situations, like drape rentals or orders of very rare gear, extra deposits are needed. Most times, the amount of deposit is based on the total cost of your rental:
| Total Rental Cost | Minimum Deposit Required |
| $0 - $100 | $50 |
| $101 - $300 | $100 |
| $301 - $500 | $200 |
| $501 - $700 | $300 |
| $701 - $900 | $450 |
| $901 - $1500 | $600 |
| $1501 - $2000 | $800 |
| $2001 - $3000 | $1000 |
| $3001 and up | $1200 and up |
Backdrop and Drapery Care and Deposits
Stage drapes are great for blocking stage light, baffling sound or creating divided space. Stage drapes are also very fragile; the flame retardant used adds to their high sensitivity to sunlight and moisture and they are very difficult to clean. A damage deposit minimum of $250 per unit is required for all drapery rentals, payable by credit card only. The credit card authorization deposit will be held for approximately 30 business days after the conclusion of your rental. If you have a PNTA account in good standing, no deposit is required, but you are liable for repair or replacement expenses.
If rental draperies are returned damaged, some or all of the deposit will be withheld to cover repair expenses. If the damage is severe and repair costs exceed the deposit amount, you will be billed for the balance.
Freebies (Subject to availability.)
PNTA offers more freebies than ever! However, you must request they be included with your order.
- Spares
- One spare lamp for each type of lighting instrument you rent (just in case the installed lamp is on its last hour) at no charge.
- One spare battery or battery set for each wireless microphone rented at no charge.
- A reasonable quantity of spare fuses compatible with equipment rented at no charge.
- Consumables
- One complimentary pint of compatible fog fluid with each water-based fogger rental.
- Over one hour of haze fluid included with every hazer rented at no charge.
- Cables and Associated Gear
- Up to 30' of cable (lighting power cable, mic cable, speaker cable) per compatible unit rented (instruments, microphones, speakers) at no charge.
- Fifty feet of cable per lighting control and dimming system rented at no charge.
- Four to six platform legs (6" to 32") with each platform rented at no charge.
- Color frame for each lighting instrument rented at no charge.
- One adapter for each lighting instrument rented at no charge when needed to fit PNTA’s dimming gear.
- Bare wire drop out per dimmer pack order at no charge.
- Happy smiles from shop dogs—free!
Non-Freebies
AKA Consumables. Certain rental items require that you purchase consumables to make them work. We recommend that you order needed consumables when you reserve your equipment.
- Fog machines need fog fluid or dry ice. (All water-based chemical foggers include a complimentary pint of fog fluid.)
- Hazers need haze oil or fluid to last longer than one hour.
- Bubble machines need compatible bubble fluid.
- Snow blowers need fine snow.
- Lighting instruments may need color filters or patterns, etc.
Reservations
To make a rental reservation, PNTA requires the following:
- Your Name
- Organization Name
- Phone Number and Second Contact Number
- Valid Driver’s License
- Pick Up Date & Time
- Return Date & Time
- Payment Information, Including Deposit
Reminder—Reserve early when you know what you need! There are several “rush” times during the year when you may want to reserve several weeks in advance (e.g., Halloween, winter holidays, spring break, summer festivals)!
Get It Delivered!
If you are busy with your show or don’t have a large enough vehicle, we can deliver!
We’ve delivered gear everywhere from Missoula, Montana to Ashland, Oregon; Vancouver, BC to Salt Lake City. Call us for a delivery quote: (800) 622-7850, Ext 0.
Get It Shipped!
If you need to have rental equipment shipped, your rental reservation should include the following:
- Enough reserved rental time to cover the transit of the gear to your venue and back to PNTA. Add two business days of “transit padding.”
- The ship-to address; a valid street address.
- Specify if it is a residential or commercial address.
We can also ship most Rentals via UPS RED service to Alaska and Hawaii. We've even shipped our rentals internationally to as far away as Russia! Ask your Rental Specialist for a shipping estimate. Please remember that PNTA charges rentals based on the time items are out of our shop. Also, additional days are extremely discounted from the first day rate.
Get the Best Price!
If you are reserving a large quantity of equipment or want a long-term rental (over three weeks), please ask for a bid price. PNTA also can file your 501c non-profit letter or resale certificate in our system to save you and your organization from overpaying Washington State sales tax.
PNTA Event Services
Need a consultation about matching our gear to an existing venue's system? Want a designer to help you decide which audio or lighting gear to rent? How about an engineer onsite to help set up that sound system and program your moving lights? Easy. PNTA has staff with the talent and the skills. Our Event Services Department offers even more gear, design, labor and production management services. Call (800) 622-7850, Ext 122 to talk to an Event Services Specialist.
PNTA Tech Services & Repair
If you’re renting gear to replace a broken or malfunctioning component of your own, our Tech Services Department can help you. Tech Services can often arrange repair estimates while your rental is out. Call (800) 622-7850, Ext 126 to discuss repairs.
Gear & Pricing
Our gear has solved many problems and we're here to help you solve yours. Some items are self-explanatory, some are ideal for experienced professionals and some are unique items invented here by PNTA. If you have any questions about the gear, please ask us; we're glad to explain the features. If you want help designing your show or deciding how to make it work best for your venue, please email our Event Services team or call them at (800) 622-7850, Ext 122 —they’re pros!
Pricing at PNTA is honest and fair. We offer low prices on all our rental products and we offer outstanding deals when purchasing used rental equipment. You get knowledgeable staff to help you, pros testing your gear and friendly tail wags from our canine mascots. When you need more expensive equipment, ask us for a quote. Rental pricing has been designed to give you the best rate for long-term orders and orders that use our “packages” and kits.
Rental Contract Terms & Conditions
- Rental charges are for time out, not time used.
- Lessee will pay rental price in advance.
- Lessee agrees that the equipment was personally inspected and acknowledged to be in good working order when taken out.
- The “rental day” ends at NOON. All returns made after noon will be subject to late charges or additional day's charge. Lessee will not keep the equipment beyond the scheduled return time and date without prior notice and consent of PNTA. Overdue equipment will be charged at the first day rate and the legal maximum interest will be charged, if applicable. No allowance will be made for unused equipment.
- Failure to return rental equipment or property as per contract will result in a criminal prosecution in accordance with state law RCW.9.45.060 and accordance with criminal possession of a lease 9-A56395. Lessee agrees to pay all collection fees, attorney's fees, court costs and any expense involved in retaking of property or in the collection of rental charges or other damages to the Lessor under the terms of this rental agreement.
- Lessee will return equipment or property to PNTA in the same condition as received, ordinary wear and tear excepted. In the case of lamp failure during the rental period, the failed lamp must be returned to PNTA or the lessee will be charged the current retail value for the failed lamp.
- Lessee agrees to check in rental equipment or property with Lessor's rental staff to verify quantities. Lessee agrees to have deposit retained until equipment has been inspected. PNTA staff may inspect select rental equipment or property up to 15 days after the actual return date.
- Lessee must report all shortages, damage and malfunctions immediately upon the return of the rental equipment or property.
- Lessee agrees to pay for damage to or loss of rental equipment or property during possession. The Lessee agrees to pay cleaning charges if items are returned unclean and cable-coiling fees if cable is not returned neatly coiled. All missing rental equipment or property, including spare or failed lamps, will be charged at retail replacement value.
- Insurance for the full replacement value is the responsibility of the Lessee.
- Lessee will not permit the rental equipment or property to be used by any other party without the expressed written consent of PNTA.
- PNTA will not be liable for accidental breakage, misuse, misconnection, or for any loss, delay or damage of any kind. Lessee agrees to hold PNTA harmless from any liability.
- Lessee assumes all risk in the use and operation of the rental equipment or property.
Cancellation Policy: In the event of cancellation of the Rental Contract, PNTA will charge 50% of Contract price with 4-7 rental days' notice, 75% with 3 rental days' notice, and 100% on 0-2 days' notice.
The Following Apply to PNTA Rental Deliveries
- Timing: PNTA will adhere to times as specified in the quotation provided.
- Access: PNTA requires reasonable access to loading areas and venue during delivery and pick-up of rental equipment or property.
- Payment: Payment to be made as shown on the quotation or invoice. All approved change orders will be invoiced after the event is completed, with payment due as noted in the invoice terms.
- Acceptance of Quotation: To accept this contract, please sign your copy of the Contract, retain a copy for your records and return a signed copy with the deposit. FAX return a signed copy for immediate reservation. If revisions are required, contact your sales representative at PNTA. Please note the expiration date on the Quotation form. After the expiration date, without acceptance of the Quotation, pricing is subject to change.
- Changes to Equipment and/or Services: PNTA is committed to the success of your event. Labor and equipment packages and related dollar amounts listed on the Quotation are PNTA's calculation of crew, time, equipment and materials to complete the job as specified in this contract. Failure of client or site or other vendors to provide agreed upon access, timetable or other specification or changes without reasonable notice may result in additional charges. PNTA will advise the client of the possible extent of charges or revisions during these unlikely situations. PNTA will either prepare a Change Order or proceed in the best possible manner while avoiding additional expense.
If you have any questions or wish to alter this proposal, please contact your PNTA Event Services sales representative at (800) 622-7850, Ext 122. Thank you for reading the terms and conditions contract. Browse our Rental Equipment List.
Call us for RENTALS at (206) 622-7850 or
(800) 622-7850 Ext 0.
