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Equipment Rental Agreement

Last updated: April 30, 2026

This Equipment Rental Agreement ("Agreement") is made effective upon order submission between Waxwing Holdings, LLC, doing business as Hello Camcorder ("Hello Camcorder," "we," "us," or "Lessor"), and the customer ("Lessee," "you," or "your"). By submitting an order, you agree to be bound by these terms and conditions, whether or not you have read them. We may modify these terms at any time at our sole discretion, with modifications effective immediately upon posting on this site. Submitting an order or electronically signing the contract after a modification indicates acceptance of the modified terms.

Amendments. Any amendment, modification, or waiver of any provision of this Agreement must be in writing and signed by both parties.

Purpose

You wish to hire us to provide camcorder rental services as detailed in this Agreement. We have agreed to provide such services according to these terms. Any physical pieces of product we provide will be referred to as "Equipment."

1. Equipment and Lease

1.1 Lease

We agree to rent you the camcorder equipment ("Equipment") specified in your order confirmation. We reserve the right to refuse or decline leasing Equipment to any potential customer at our sole discretion.

1.2 Equipment Condition

You acknowledge that the Equipment may be used gear and may be cosmetically imperfect — that's part of the vintage camcorder vibe. We warrant that the Equipment will be in proper working condition when leased to you. If you discover that the Equipment, as received, is not working properly, you agree to notify us pursuant to the "Non-Working Equipment" section below.

1.3 Non-Working Equipment

You agree to inspect the Equipment immediately upon receipt and notify us of any pre-existing damage or operational issue within 24 hours of arrival. Failure to report damage within this window constitutes acceptance of the Equipment as received. Upon return, we will inspect the Equipment and notify you of any damage within 7 business days.

1.4 Order Acceptance

Your receipt of an electronic or other form of order confirmation does not signify our acceptance of your order, nor does it constitute confirmation of our offer to rent. We reserve the right at any time after receipt of your order to accept or decline it.

2. Rental Period and Shipping

2.1 Term

The rental period begins on the Camcorder Arrival Date you select at checkout and ends on the Camcorder Return Date specified in your order confirmation. The Return Date is one week (7 days) after the Arrival Date.

2.2 Delivery of Equipment

We will arrange for the Equipment to be delivered to you on or before the chosen Arrival Date, unless otherwise agreed or there is a shipping delay outside our control.

2.3 Shipping

We do not ship on federal holidays. We cannot guarantee delivery dates because they are outside our control. Any shipping or transit time estimates we provide are estimates only. You are encouraged to order in a timely fashion (we recommend 4–6 weeks in advance) to avoid delays caused by product unavailability or shipping. You agree to obtain and retain the shipping receipt for return shipping until we notify you that we have received the returned Equipment.

2.4 Return

You must return the Equipment using the prepaid UPS shipping label we provide, by the Camcorder Return Date (typically 7 days after the Arrival Date). Returns falling on Sundays or federal holidays may be made the next business day. If you choose to return the Equipment using a shipping label not provided by us, and the Equipment is not received by the expected Return Date, we reserve the right to charge additional fees for the extra time the Equipment was in transit or late. You give us permission to contact you via email, telephone, text message, or U.S. mail regarding your rental.

2.5 Late Returns

Late returns will incur a fee of $25 per day. If the Equipment is not return-shipped within 5 days past the Return Date, you will be charged the full replacement cost.

3. Payment and Fees

3.1 Rental Fee

The full rental fee must be paid at the time of booking.

3.2 Cancellation Policy

  • ▸Cancellations more than 30 days before the Camcorder Arrival Date: full refund.
  • ▸Cancellations within 30 days of the Camcorder Arrival Date: non-refundable.
  • ▸We reserve the right to cancel any order, for any reason, at any time before delivery. If we cancel, you receive a full refund.

3.3 Security Deposit

A refundable security deposit will be charged at the time of booking, in addition to the rental fee. The deposit is held to cover any potential damage, loss, missing items, or late returns. The deposit will be refunded to your original payment method after the Equipment is returned in its original condition, with all components included, and within the agreed rental period.

We reserve the right to deduct from the security deposit any costs associated with repairs, replacement, missing accessories, or late fees. If those charges exceed the amount of the deposit, you authorize us to charge the remaining balance to the payment method on file.

3.4 Damage and Loss

You shall keep the Equipment in good repair and condition. You shall not materially modify or alter the Equipment. You assume the entire risk of damage to the Equipment from any cause during the term of the lease, except for damage occurring while the Equipment is in the possession of the shipping carrier. Unless pre-existing damage is reported to us within 24 hours after you take possession of the Equipment, any damage to the Equipment is presumed to have occurred during the term of the lease. We reserve the right to charge you for the cost of any repairs necessary due to your negligence, misuse, abuse, or intentional acts. We are not responsible for providing replacement Equipment while the original is being repaired.

You assume the entire risk of loss of the Equipment from any cause during the term of the lease. If the Equipment is reported lost or stolen during the rental term, you are liable to us for its replacement value. We will charge your payment method the amount owed for replacement. If the payment method cannot be successfully charged within 24 hours, you will be considered in default and your account may be sent to a collections agency.

If the tracking information for the return shipping label we provided does not show that the Equipment has been picked up by the carrier and you have no drop-off receipt, the Equipment is considered unreturned. If you used an alternate shipping method not arranged in advance with us, and the Equipment is lost in transit, the Equipment is considered unreturned. We will then charge your payment method the amount owed for replacement. If the payment method cannot be charged within 24 hours, you will be considered in default and may be sent to collections.

4. Customer Responsibilities

4.1 Care and Use

You agree to:

  • ▸Use the Equipment in a careful and proper manner.
  • ▸Return the Equipment in the same condition as received, normal wear and tear excepted.
  • ▸Not attempt to repair or modify the Equipment.
  • ▸Follow all provided operating instructions.

4.2 Prohibited Actions

You shall not:

  • ▸Sublet or loan the Equipment to others outside your event.
  • ▸Remove or cover any serial numbers or identification on the Equipment.
  • ▸Use the Equipment for any unlawful purpose.

5. Hello Camcorder Responsibilities

5.1 Equipment Condition

We warrant that the Equipment will be:

  • ▸In good working order upon delivery.
  • ▸Cleaned and sanitized between rentals.
  • ▸Tested before shipping.

5.2 Support

We will provide:

  • ▸Operating instructions.
  • ▸Customer support during business hours.
  • ▸A replacement prepaid UPS shipping label, if needed and at our discretion.

6. Limitations of Liability

6.1 Equipment Failure

We are not responsible for:

  • ▸Event disruption due to Equipment failure.
  • ▸Lost footage or recording opportunities, or the quality of recordings.
  • ▸Indirect or consequential damages.

6.2 Footage and Privacy

We will:

  • ▸Handle all footage with appropriate privacy and security measures.
  • ▸Not use, share, or publicly post footage outside of fulfilling your order, unless you have explicitly granted us marketing permission (e.g., via the marketing-use checkbox at checkout or a separate written release).
  • ▸Delete raw footage 6 months after the Camcorder Arrival Date, unless you ask us to delete it sooner.

6.3 Ownership

The Equipment is, and shall at all times remain, our sole and exclusive property. You have no right, title, or interest in the Equipment except as expressly set forth in this Agreement.

6.4 Indemnification and Liability

You shall indemnify, defend, and hold harmless Hello Camcorder and its officers, directors, employees, agents, and representatives from and against any claims, demands, actions, liabilities, damages, losses, costs, and expenses (including reasonable attorneys' fees) arising out of or in connection with your use, possession, transportation, or return of the Equipment, except to the extent caused by our gross negligence or willful misconduct. We shall not be liable to you for any indirect, consequential, incidental, special, or punitive damages — including loss of profits, revenue, data, or use — arising out of or in connection with this Agreement or the Equipment, even if we have been advised of the possibility of such damages.

6.5 Relationship of the Parties

Nothing in this Agreement shall be construed to create a partnership, joint venture, or agency relationship between the parties. The parties are independent contractors, and neither party shall have the authority to bind the other.

6.6 Risk of Use

You acknowledge that the use of the Equipment involves inherent risks. You assume all responsibility for any injuries, damages, or losses arising from the use, operation, or transportation of the Equipment.

6.7 Waiver of Claims

You agree to waive any claims against us for delays, shipment errors, or failure to meet the expected arrival date due to circumstances beyond our control.

6.8 Force Majeure

We shall not be liable for failure to fulfill our obligations under this Agreement due to events beyond our reasonable control, including but not limited to acts of God, natural disasters, pandemics, labor disputes, governmental actions, or carrier service interruptions.

7. Artistic Release

You have had the opportunity to review samples of our editing work before booking and have a reasonable expectation that we will perform editing services in a similar style, unless otherwise specified in writing.

8. Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of New York, without regard to its conflict of laws principles. Any legal action or proceeding arising out of or in connection with this Agreement shall be brought exclusively in the federal or state courts located in the State of New York, and you consent to the personal jurisdiction and venue of such courts.

Any disputes arising out of or related to this Agreement shall be resolved through binding arbitration in accordance with the rules of the American Arbitration Association. The arbitration shall take place in New York County, New York.

9. Entire Agreement

This Agreement constitutes the entire agreement between the parties and supersedes all prior discussions and agreements. This Agreement may only be modified in writing signed by both parties.

By submitting an order, you acknowledge that you have read, understood, and agreed to all terms and conditions in this Agreement.

Questions? Contact us at support@hellocamcorder.com or 418 Broadway Suite N, Albany, NY 12207.