Rental Requirements & Policy
Terms version 2026-09-14 · Rayvn Films LLC · Houston, Texas
Read this before you book. Every rental is released in person, to the named renter, after identification and payment checks. These requirements are part of the rental agreement you sign; the full terms follow below.
Accepted identification
- Valid, unexpired U.S. state driver's license, U.S. state ID card, or U.S. passport only.
- Not accepted: expired or foreign documents, photocopies, screenshots, temporary paper IDs, or digital wallet IDs.
- The name on your ID must match the renter name on the agreement and the name on the payment card.
- We inspect and may photograph the physical ID at handoff and may ask for a second form of ID.
Security deposit
- A card authorization hold may be required on any rental, and is required if your ID is from outside Texas, the replacement value is $5,000 or more, or this is your first rental with Rayvn Films.
- The hold goes on a credit or debit card in your own name. Prepaid, gift, and third-party cards are not accepted.
- The amount is set by Rayvn Films, up to the full replacement value, and must be authorized before gear is released.
- The hold is released within 3 business days after return inspection; your bank may take longer to post it.
Out-of-state renters
- Applies if your ID was issued outside Texas or your primary address is outside Texas.
- Gear is released only to the named renter, in person. No third-party, proxy, or courier pickup.
- Provide a local Houston-area address where you are staying and a phone number reachable during the rental.
- Gear may not leave Texas without written consent. Rayvn Films may decline or cancel an out-of-state rental before handoff with a full refund.
Handoff
- Bring the physical ID and the payment card used for the rental and deposit.
- Inspect everything before you leave. Discrepancies must be reported before leaving the pickup location.
- Return by 9:00 AM on the agreed return date (Monday 9:00 AM for weekend rentals). Late returns bill a full additional day.
- Equipment not returned within 24 hours after the return time, or after written demand, is treated as theft and reported to law enforcement.
Rental Terms & Conditions — State of Texas
Terms version 2026-09-14. These are the terms incorporated into every Rayvn Films LLC equipment rental agreement.
§1 · Equipment Acceptance
Inspection & Acceptance
Renter acknowledges inspecting all listed equipment and confirming good working order before departure. Discrepancies must be reported before leaving the pickup location. Acceptance of equipment constitutes agreement that all items are complete and functional.
§2 · Identification
Accepted Identification
Rayvn Films LLC accepts only a valid, unexpired U.S. state driver's license, U.S. state identification card, or U.S. passport. Expired documents, foreign documents, photocopies, screenshots, temporary paper IDs, and digital wallet IDs are not accepted. The name on the ID must match the renter name on this Agreement and the name on the payment card. Rayvn Films will inspect, and may photograph, the physical ID at handoff and may request a second form of identification. Misrepresentation of identity voids this Agreement and all waivers and will be reported to law enforcement.
§3 · Security Deposit
Deposit Hold & Card Authorization
Rayvn Films may require a security deposit on any rental at its sole discretion, and requires one when (a) renter's ID was issued outside Texas, (b) total replacement value is $5,000 or more, or (c) renter has not rented from Rayvn Films before. The deposit is taken as an authorization hold on a credit or debit card in renter's own name, in an amount set by Rayvn Films up to the full replacement value of the equipment, and must be authorized before equipment is released. Prepaid, gift, and third-party cards are not accepted. Renter authorizes Rayvn Films to capture from the hold, and to charge the card kept on file (including after the hold is released), any amount owed under this Agreement — rental charges, damage-waiver fees and sales tax (which Rayvn Films may take from the hold at return instead of billing separately), loss, theft, damage, repair, replacement, late-return charges, missing accessories, cleaning, and collection costs — up to the replacement value. Holds are released within 3 business days after return inspection; the card issuer may take additional time to post the release. A declined or reversed charge does not reduce renter's liability.
§4 · Renter's Liability
Full Responsibility During Rental
Renter assumes full responsibility for all equipment from pickup until it is returned to Rayvn Films and inspected. Renter is liable for any and all loss, theft, or damage — accidental or otherwise, regardless of cause or fault. Liability extends to full replacement cost of each item and is not limited by the rental fee or by the amount of any deposit.
§5 · Insurance / Damage Waiver
COI or Damage Waiver Required
Renter must provide a COI naming Rayvn Films LLC as additional insured and loss payee with coverage ≥ replacement value, OR elect a Damage Waiver. The Waiver is NOT insurance — it limits liability for accidental damage only. Where replacement value exceeds $15,000 a COI is required regardless of waiver election, because the Waiver does not cover theft or loss.
§6 · Waiver Deductibles & Exclusions
What the Waiver Does & Does Not Cover
Deductible by elected tier: 10% Basic = $2,500 · 12% Standard = $1,000 · 15% Premium = $500. Above the deductible Rayvn Films LLC waives the remaining repair cost for accidental damage. Theft, loss, negligence, unauthorized use, and intentional misuse are never covered at any tier — renter owes full replacement value per §4 and §8. The Waiver is void on breach of any term of this Agreement.
§7 · Title & No Subletting
Equipment Remains Rayvn Films Property
All equipment remains the sole property of Rayvn Films LLC at all times. Renter acquires no ownership interest and shall not sell, sublet, lend, pledge, encumber, or transfer possession of any item, or allow its use by anyone other than renter and renter's crew under renter's direct supervision. Any attempted sale, sublet, loan, pledge, or transfer is void, is a material breach, and voids the Damage Waiver.
§8 · Loss, Theft & Damage
Reporting & Replacement
Renter must report any theft or loss to Rayvn Films within 2 hours of discovery, file a police report within 24 hours, and provide the report number and a copy of the report to Rayvn Films. Failure to do so is itself a breach and voids any waiver protection. Renter shall pay full replacement value for any item not returned or returned in an irreparable state, the cost of repair for any repairable damage, and replacement cost for missing accessories — regardless of cause — until the equipment is returned and inspected. Rayvn Films may pursue recovery against renter, any signing company, and any authorized pickup person identified herein.
§9 · Return Policy
Return Deadline & Late Fees
Equipment must be returned by 9:00 AM on the agreed return date. Returns after 9:00 AM incur a full additional day charge. Weekend rentals return by Monday 9:00 AM. Renter is responsible for all costs from late return including lost booking revenue.
§10 · Failure to Return
Non-Return Is Theft
Failure to return equipment within 24 hours after the agreed return time, or after written demand from Rayvn Films, is treated as conversion and theft. Under Texas Penal Code §31.04 (Theft of Service), holding rented property beyond the rental period without the owner's consent is an offense, and failure to return the property within the statutory period after written notice demanding its return creates a presumption of intent. Written notice sent to the email or mailing address on this Agreement is effective notice. Rayvn Films will file a police report, pursue criminal charges, and pursue all civil remedies, including under the Texas Theft Liability Act (Tex. Civ. Prac. & Rem. Code ch. 134). Holdover is billed at the full daily rate for every day the equipment is out, plus full replacement value if it is not returned, plus all recovery and collection costs.
§11 · Payment
Payment Due Upon Pickup
Full rental payment is due upon pickup, in addition to any security deposit required under §3. Returned checks, declined cards, and reversed or disputed charges incur a $50 fee plus any bank charges. Any balance not paid when due incurs a one-time flat 15% late fee. Texas Sales Tax (8.25%) applies unless renter provides a valid Form 01-339 exemption certificate.
§12 · Cancellation
Cancellation Policy
More than 48 hours: No charge. 24–48 hours: 50% of rental total. Under 24 hours / same-day: 100% of rental total. Force majeure handled in good faith with rescheduling priority.
§13 · Out-of-State Renters
Out-of-State & Traveling Renters
This section applies when renter's ID was issued outside Texas or renter's primary address is outside Texas. Equipment is released only to the renter named on this Agreement, in person, after ID inspection and deposit authorization — no third-party, proxy, or courier pickup. Renter must provide a local Houston-area address where renter is staying for the rental period and a phone number reachable throughout the rental. Equipment may not leave the State of Texas without Rayvn Films' written consent. Rayvn Films may decline or cancel any out-of-state rental at any time before handoff, for any reason, with a full refund of amounts paid.
§14 · Authorized Use
Permitted Use & Care of Equipment
Equipment is for professional production only. Renter shall not use equipment outside the United States without written consent, modify or attempt repairs, or use equipment inconsistently with its intended purpose. Renter shall keep equipment secured at all times and shall not leave it unattended in a vehicle or public place; equipment stolen from an unattended vehicle is treated as loss due to negligence under §6. Prohibited use voids the Damage Waiver.
§15 · Verification
Verification & Right to Refuse
Rayvn Films may verify renter's identity, address, and payment method by any lawful means, including a fraud check through third-party services, and records the IP address, device, and location data of the device used to submit this Agreement. Renter consents to these checks and to Rayvn Films contacting the card issuer or the production named on this Agreement. Rayvn Films may refuse or cancel any rental before handoff for any reason, with a refund of amounts paid. No rental is confirmed until equipment is released.
§16 · Indemnification
Renter Indemnifies Rayvn Films LLC
Renter agrees to indemnify, defend, and hold harmless Rayvn Films LLC, its owners, employees, and agents from any claims, damages, or costs — including attorneys' fees — arising from renter's use or misuse of the equipment or any breach of this Agreement.
§17 · Governing Law
Texas Law · Harris County Venue · Fees · Signature
This Agreement is governed by the laws of the State of Texas. Exclusive venue for any dispute is the state or federal courts sitting in Harris County, Texas, and renter consents to personal jurisdiction there. If Rayvn Films prevails in any action to enforce this Agreement or to recover equipment or amounts owed, renter pays Rayvn Films' reasonable attorney's fees, court costs, and collection costs. Renter's electronic signature, checkbox acceptance, and typed name are binding to the same extent as a handwritten signature under the Texas Uniform Electronic Transactions Act. The renter individually and any company on whose behalf renter signs are jointly and severally liable for every obligation under this Agreement. If any provision is unenforceable, the remainder stays in effect.