CAMCORDER RENTAL AGREEMENT

By booking a camcorder rental with Happy Haven Studios, you agree to the following terms:

1. Retainer Fee

To secure your camcorder rental and editing services for the event date, a 30% non-refundable retainer is required at the time of booking. This retainer reserves your rental slot and ensures that the equipment and editing time are held specifically for you.

The retainer is applied toward your total balance. Remaining payment is due no later than 15 days before your event date.

Please note: This retainer is non-refundable under any circumstance, including cancellation by the client, as it covers administrative time, equipment hold, and loss of other potential bookings for the reserved date.

2. Equipment Rental

2.1 What’s Included:

The specific equipment included in your rental depends on the package you select. However, all packages include the following essential items:

  • 1 camcorder for The Essentials packages

  • 2 camcorders for The Deluxe packages

  • Multiple batteries to ensure continuous filming

  • SD card(s) for footage storage

For a more customized experience, you may add extra items such as:

  • Mini tripod

  • Lighting equipment

Please refer to your chosen package for a complete list of equipment included.

3. Client’s Responsibility:

As the client, you are responsible for the following:

3.1 Proper Use and Handling of Equipment

Safe Operation: Ensure that all equipment is used only for its intended purpose and handled with care and caution throughout the rental period.

No Modifications: Do not attempt to modify, disassemble, or repair the camcorders or other equipment.

Secure Storage: When not in use, the equipment must be stored in a safe and secure location to prevent damage, theft, or loss.

3.2 Monitoring Equipment During Use

Continuous Supervision: Keep the equipment in your possession and ensure it is used only by responsible individuals.

Battery Care: Ensure that the batteries are fully charged before use. If additional batteries are provided, they should be used as instructed to maintain filming continuity.

Use in Appropriate Conditions: Avoid exposing the equipment to extreme weather conditions (e.g., rain, snow, high humidity), water, or excessive dust.

3.3 Returning Equipment

Timely Return: The equipment must be returned by the agreed-upon return date to avoid late fees. If you are unable to return the equipment on time, please notify Happy Haven Studios immediately.

Condition of Equipment: The equipment must be returned in the same condition as it was received. This includes returning all accessories (batteries, SD cards, etc.).

Packaging: Please return all equipment in its original packaging or equivalent, with all parts and accessories.

3.4 Liability for Damage, Loss, or Theft

Damage: You are responsible for any damage caused to the equipment, whether accidental or intentional, and will be charged for repairs or full replacement if necessary.

Loss or Theft: If the equipment is lost or stolen, you are responsible for the full replacement cost of the item(s). You must report any loss or theft to Happy Haven Studios immediately.

Failure to Return: If you fail to return any part of the equipment or accessories, you will be charged for the full replacement cost.

3.5 Reporting Issues or Concerns

Defective or Malfunctioning Equipment: If you experience any issues with the equipment during the rental period (e.g., malfunctioning camcorder, charging issues), please contact Happy Haven Studios immediately to address the situation. Do not attempt to repair the equipment yourself.

4. Shipping & Delivery

4.1 Shipping Method:

The videography equipment will be shipped via a tracked and insured carrier (e.g., UPS, FedEx, or USPS Priority). A tracking number will be provided to the Client once the shipment is on its way.


4.2 Delivery Timeline:

Equipment will be shipped to arrive at least 3-4 days prior to the event date, based on the timeline provided by the Client. It is the Client’s responsibility to ensure that someone is available to receive the package at the provided shipping address.

4.3 Shipping Address:

Equipment will be shipped to the shipping address provided by the Client at the time of booking. Please verify this address carefully. Happy Haven Studios is not responsible for delays or delivery issues resulting from an incorrect or incomplete address.

4.4 Shipping Cost:

Standard round-trip shipping is included in the package price unless otherwise noted. If expedited shipping is requested by the Client, additional charges may apply.

4.5 Equipment Packaging:

Equipment will be shipped in protective packaging. All materials, including boxes, padding, and labels, must be retained for the return shipment to ensure all equipment arrives back in good condition. All packages come with a pre-paid return label unless stated otherwise.

4.6 Risk of Loss:

Once the equipment has been marked as “delivered” by the carrier, the Client assumes full responsibility for its care, security, and safekeeping until it is returned and received by Happy Haven Studios.

5. Return Process

5.1 Return Deadline:

All equipment must be shipped back no later than five (5) business days after your event date / rental period end date, unless otherwise agreed in writing. Late returns will incur a fee of $25 per day. Failure to return the camcorder within 8 days of your event date will result in full replacement cost.

5.2 Return Instructions:

A prepaid return shipping label and instructions will be included in your rental package. Please reuse the original shipping box and all packaging materials to safely return the equipment.

Be sure to return all items included in your rental, including:

  • Camcorder(s)

  • Batteries

  • SD card(s)

  • Any accessories provided (tripods, lights, etc.)

5.3 Missing or Damaged Items:

Any missing or damaged items will be billed at their full replacement cost. Our package prices cover minor wear & tear, but significant damage (e.g., water damage, broken screens, missing parts) will be assessed and invoiced accordingly.

5.4 Return Confirmation:

Once your return is received and inspected, you’ll receive an email confirming that your return is complete.

6. Editing & Deliverables

6.1 Deliverables:

Every rental package includes:

  • A professionally edited highlight film (approximately 3-12 minutes, based on available footage)

  • All raw footage shot during your event

Both will be delivered via digital download link. You will be notified by email when your files are ready. If you'd like a physical copy, you may purchase a flash drive containing your raw footage and highlight film. The flash drive will be mailed to your address for an additional fee of $20. 

6.2 Editing Timeline

You will receive your edited highlight film and raw footage within 5 to 12 weeks after we receive your returned equipment and footage. Turnaround time may vary depending on the volume of footage and the season.

6.3 Footage & Quality Expectations 

As this is a self-filmed experience, the quality and quantity of your final footage depends on how the equipment is used during the event. While we provide guidance, tips, and a curated shot list to help you capture meaningful moments, we cannot guarantee any specific results.

We are not responsible for:

  • Footage that is underexposed or overexposed (poor lighting)

  • Audio issues (such as low volume, background noise, or missing sound)

  • Missed moments or incomplete coverage

  • Unstable or unclear footage due to improper camera handling

We’ll always do our best to work with what’s captured and craft a meaningful highlight film, but the final product reflects what was filmed during your event.

6.4 Revisions

Minor adjustments to the highlight film (e.g., trimming or replacing clips, audio or music changes, etc.) may be requested once, free of charge. Additional edits or major revisions may be subject to an editing fee.

7. Payments, Cancellations & Refunds

7.1 Final Balance:

Your total balance is due 15 days before your event date. If full payment is not received by the due date, we reserve the right to cancel the reservation and retain the initial retainer.

7.2 Accepted Payment Methods

All payments can be made securely via credit card through Stripe or PayPal using our client platform, Dubsado. You will receive an invoice with payment links at the time of booking and for any remaining balance.

7.3 Cancellations

If you need to cancel your booking:

  • 30+ days before the event: You may cancel your booking in writing, and all payments made beyond the retainer will be refunded.

  • Less than 30 days before the event: No refund will be issued.

We understand that unexpected situations can arise. In cases of special circumstances (such as medical emergencies or family crises), we may offer a partial refund or apply your payment toward a future date at our discretion. However, the retainer remains non-refundable in all cases. Please contact us as soon as possible if this applies to you.

7.4 Rescheduling 

If you need to reschedule your rental:

  • You may request to reschedule up to 30 days prior to your original ship date, subject to availability.

  • Requests made less than 30 days before the ship date may incur a rescheduling fee or be denied, depending on equipment availability and timing.

  • All rescheduling requests must be submitted in writing.

If rescheduling is approved, all payments already made (including the non-refundable retainer) will be applied to the new date.

7.5 Refunds

The retainer is non-refundable under all circumstances. Once equipment has been shipped, no refund will be issued for cancellations. No refunds will be issued for dissatisfaction related to footage quality, missed moments, or user error in filming. If a technical issue on our end (e.g., faulty equipment) prevents editing or footage delivery, we will work with you to resolve the issue or offer a partial refund based on what was not delivered.

8. Acts Beyond Control

Neither the Videographer nor the Client shall be held liable for any failure or delay in fulfilling obligations under this Agreement if such failure is caused by events beyond reasonable control. These may include but are not limited to: natural disasters, extreme weather, fire, flood, Acts of God, war, terrorism, government restrictions, pandemics, postal or shipping service disruptions, power outages, labor strikes, or serious illness or injury.

If the Client is unable to fulfill their responsibilities due to a force majeure event (e.g. unable to operate equipment, cancel their event, or return equipment on time), the Client must notify us immediately. We will assess the situation in good faith but cannot guarantee changes or refunds.

The affected party must notify the other party in writing as soon as reasonably possible after becoming aware of a force majeure event.

9. Damage, Loss & Replacement

The Client is fully responsible for the care, security, and proper use of all rented equipment from the time it is delivered until the time it is returned and received by the Videographer.

9.1 Damage

If any equipment is returned damaged due to negligence, improper handling, or failure to follow the provided usage instructions, the Client agrees to cover the full cost of repair or replacement at current market value.

9.2 Loss or Theft

If equipment is lost, stolen, or not returned for any reason, the Client will be charged the full replacement cost of the missing items.

9.3 Inspection

The Client must inspect all equipment upon delivery and notify the Videographer in writing within 24 hours if anything appears to be missing, malfunctioning, or damaged. If no notice is received within that timeframe, the equipment will be considered delivered in full and working condition, and any damage identified upon return will be assumed to have occurred while in the Client’s possession.

Equipment is inspected before shipment and upon return. The Videographer will notify the Client in writing within 7 days of any identified issues or charges.

9.4 Packaging Damage

Equipment must be returned using the original packaging and packing materials provided. Improper packing may result in damage fees.

Failure to pay for damaged, lost, or unreturned equipment may result in legal action or referral to collections.

10. Liability Waiver

The Client acknowledges that the use of rental equipment, including camcorders, batteries, and accessories, carries inherent risks. By signing this agreement, the Client agrees to:

  • Assume full responsibility for the safe use and operation of the equipment during the rental period.

  • Hold Happy Haven Studios harmless from any and all claims, damages, injuries, or losses arising from the use or misuse of the rented equipment.

  • Indemnify and defend Happy Haven Studios from any claims, lawsuits, or legal actions related to injuries, damages, or accidents caused by the Client’s use of the equipment.

This waiver applies to personal injury, property damage, or any accidents that may occur during the use of the equipment, and is effective from the time the equipment is delivered until it is returned.

11. Intellectual Property & Usage Rights

11.1 Ownership of Footage

All footage captured during the rental period is considered the intellectual property of Happy Haven Studios, unless otherwise stated. This includes any raw footage, edited highlight films, or other video content created. Happy Haven Studios retains all rights to the footage.

11.2 Clients Rights to Use Footage

The Client is granted a limited, non-exclusive license to use the footage for personal, non-commercial purposes only, including sharing with friends, family, and on personal social media accounts. The Client is not authorized to sell, redistribute, or use the footage for any commercial purposes (e.g., promotions, advertisements, or public screenings) without prior written consent from Happy Haven Studios. 

11.3 Portfolio & Promotional Use

Happy Haven Studios reserves the right to use any footage captured during the rental period for promotional, marketing, or portfolio purposes. This may include use on the website, social media, or in promotional materials. If the Client wishes to opt-out of this usage, they may do so by providing written notice before or after the event. This opt-out does not affect their usage rights to the footage for personal purposes.

Agreement & Acceptance:

This Agreement constitutes the entire understanding between the parties and supersedes all prior discussions or agreements related to the subject matter hereof. Any modifications to this Agreement must be in writing and signed by both parties.

By signing below, both parties acknowledge that they have read, understood, and agree to the terms and conditions outlined in this contract. This agreement will be binding once signed by both the Client and Happy Haven Studios.