Hire Terms & Conditions

RFPI — Camera & Equipment Hire: Terms and Conditions

These Terms and Conditions govern the rental of cameras, lighting, grip, sound, drones, and other cinematic equipment (“Equipment”) by RFPI (“The Company”, “we”, “us”, or “our”) to the client (“The Hirer”, “you”, or “your”). RFPI is a trading name of Soho Movies Limited, registered in England and Wales, company number 16105721. By booking or taking delivery of the Equipment, you agree to be bound by these terms.

1. Definitions and interpretation

• “Equipment” means all items of camera gear, lenses, lighting, grip, sound equipment, accessories, and vehicles supplied by RFPI or its partner entities (such as Lightning Studios) to the Hirer.
• “Hire Period” means the duration commencing from the time the Equipment leaves RFPI’s premises (or is collected) and continuing until it is safely returned to RFPI in accordance with these terms.
• “Hire Day” means a period of 24 hours starting from the time the Equipment leaves RFPI’s premises (or is collected). Hire charges apply for each Hire Day, or part of a Hire Day, in the Hire Period.

2. Orders, quotations, and cancellations

• 2.1 Quotations: All quotes are valid for 30 days from the date of issue unless otherwise specified. A booking is only confirmed once RFPI issues a written booking confirmation or receives a signed contract/deposit.
• 2.2 Cancellation Charges: If the Hirer cancels or shortens a confirmed booking, the following cancellation fees apply:
  • Cancellations made 48 to 24 hours prior to the start of the Hire Period: 50% of the total hire fee.
  • Cancellations made within 24 hours of the start of the Hire Period (or after dispatch): 100% of the total hire fee.
• 2.3 Identification: Equipment hire is subject to RFPI’s verification of the Hirer’s identity, proof of address, company credentials, and valid insurance documents prior to release.

3. Hire charges and payment

• 3.1 Calculation: Hire charges are calculated per 24-hour Hire Day on a daily or weekly rate card basis as agreed. Rates apply whether the equipment is in use or idle during the Hire Period, unless prior written agreement is made. Unless otherwise agreed, equipment dry hire for any 7 consecutive Hire Days is charged as 3 Hire Days.
• 3.2 Late Returns: If the Equipment is not returned by the agreed date and time, additional daily hire charges will continue to accrue at the standard rate card price, for each further 24-hour period or part of one, until the equipment is safely returned or replaced.
• 3.3 Taxes: All hire rates are exclusive of Value Added Tax (VAT) or applicable local taxes. Where RFPI is registered for VAT, VAT will be added to the final invoice at the statutory rate.
• 3.4 Payment Terms: Payment must be made in full prior to the collection/dispatch of the Equipment, unless an official credit account has been pre-approved by RFPI in writing. Late payments will incur statutory interest.
• 3.5 Security Deposit: A refundable security deposit (£500 standard, by card pre-authorisation) or a signed guarantor deed is required before the Equipment is released. The deposit is not part of the hire charges.

4. Delivery, collection, and inspection

• 4.1 Collection/Delivery: The Hirer is responsible for the collection and return of the Equipment from/to RFPI’s designated base, unless delivery by courier or transport has been explicitly agreed and paid for by the Hirer.
• 4.2 Inspection upon Receipt: The Hirer must inspect all Equipment immediately upon receipt. Any damages, defects, or missing items must be reported to RFPI in writing within 4 hours of delivery/collection.
• 4.3 Presumed Condition: If no defects are reported within this window, the Equipment will be deemed to have been delivered in complete, fully working order, and in pristine physical condition.

5. Use, care, and operation of equipment

• 5.1 Competent Operation: The Hirer warrants that the Equipment will be operated only by skilled, qualified, and experienced personnel in accordance with the manufacturer’s instructions.
• 5.2 Restrictions: The Hirer shall not:
  • Sub-hire, lend, or part with possession of the Equipment without RFPI’s prior written consent.
  • Use the Equipment in hazardous environments, extreme weather conditions, outside of territorial limits, or for stunt/action work without prior written declaration and approval.
  • Alter, modify, or repair any part of the Equipment.
• 5.3 Consumables: The Hirer is responsible for all media cards, tapes, cleaning supplies, and other consumables used during the hire.

6. Insurance and risk

• 6.1 Risk: Risk of loss, theft, damage, or destruction of the Equipment passes to the Hirer immediately upon delivery/collection and remains with the Hirer until physical possession is safely returned to RFPI.
• 6.2 Compulsory Insurance: The Hirer shall, at its own expense, maintain comprehensive All-Risks Goods-in-Transit and Hire Equipment Insurance covering the full replacement value of the Equipment (plus loss of rental revenue/continuing hire charges), naming RFPI as an interested party if required.
• 6.3 Proof of Insurance: Proof of valid insurance policy coverage must be provided to RFPI prior to the release of any equipment.
• 6.4 Damage or Loss: In the event of loss, theft, or damage, the Hirer shall immediately notify RFPI and local police (if theft/vandalism). The Hirer shall remain liable to pay the full cost of repair or replacement, plus continuation of hire charges until the equipment is fully repaired or replaced.

7. Liability and indemnity

• 7.1 Limitation of Liability: RFPI shall not be liable for any direct, indirect, or consequential losses, production downtime, missed deadlines, or loss of profits arising from any failure, breakdown, defect, or delay in supplying the Equipment.
• 7.2 Maximum Liability: In any event, RFPI’s total liability under or in connection with the hire agreement shall not exceed the total hire fee paid by the Hirer for the specific booking.
• 7.3 Indemnity: The Hirer agrees to indemnify and hold harmless RFPI, its directors, employees, and partner entities against any claims, liabilities, damages, or legal costs arising out of the Hirer’s use, operation, or mishandling of the Equipment.
• 7.4 Statutory Rights: Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud, or for any other liability that cannot be limited or excluded by law, and nothing affects the statutory rights of a Hirer who is a consumer.

8. Termination

• 8.1 Breach: RFPI reserves the right to terminate the hire agreement immediately and repossess the Equipment without notice if the Hirer breaches any of these terms, becomes insolvent, or enters into liquidation. Upon termination, all outstanding hire fees and replacement costs become immediately due and payable.

9. Governing law

• 9.1 Jurisdiction: These Terms and Conditions shall be governed by and construed in accordance with the laws of England and Wales, and any disputes shall be subject to the exclusive jurisdiction of the English courts.

10. Company details

RFPI is a trading name of Soho Movies Limited. Registered in England and Wales, company number 16105721. Registered office: Flat 16 Bettswood Court, Anerley Road , London SE20 8EH , United Kingdom. Email: info@rfpi.tv.