AdditionArena FINANCIAL Equipment Rental Form (407) 882-0021 (407) 823-2399 FAX DATE SUBMITTED: **This form MUST be filled out COMPLETELY seven (7) business days prior to delivery to be considered for approval by the Equipment Rental Manager. ** Rental requests made within 7 days of required date may be declined. EVENT INFORMATION EMS #: Title of Event: Organization/Department: Contact Location: Mailing Address: Contact Person: Work Phone #: Cell Phone #: Alternate Contact: E-mail Address: Fax #: Cell Phone #: PAYMENT INFORMATION (Must be received 3 days prior to rental. 407-823-3230) Contact for Payment: Primary Payment Phone: Method of Payment Type: PLEASE CALL RENAE TUCKER OF ADDITION FINANCIAL ARENA WITH PAYMENT INFORMATION PRIOR TO DELIVERY 407-823-3230 ALL RENTALS ARE NOT APPROVED UNTIL AN EQUIPMENT RENTAL INVOICE IS SIGNED AND RETURNED GETTING THE EQUIPMENT1 GIVING IT BACK ARENA PICK-UP/ BREAKDOWN CLIENT RETURN Date/Time (30 Minute Window): ? ARENA DELIVERY/ SET-UP ? ? CLIENT PICK-UP ? Delivery Date/Time (1 Hour Window): Return Location: Location: TYPE OF EQUIPMENT Items Type Size Quantity I accept responsibility for the care and condition of the above listed equipment and will make arrangements to have the equipment returned on the date and time stipulated; if the equipment is not returned on time, I will be billed for each extra day. I also agree to securely store the equipment in a permanent building (rather than a tent) at any time while not in use. If the equipment is lost or damaged, I acknowledge that I will be responsible for the replacement cost of new equipment. I realize equipment will not be left or picked up at delivery location if a representative is not available to sign at agreed date and time. I acknowledge that payment must be received at least three (3) business days in advance of delivery date or the rental will be cancelled. I acknowledge that I will be billed for any additional equipment or labor costs incurred during delivery or pick-up. I also agree that if I cancel my rental within 14 days of the delivery date I will receive half of the rental charge back and if I cancel within 7 days of the delivery date I will not receive a refund (if payment has not yet been received and the rental is cancelled, I will still be charged that amount). Unless a UCF account number is provided (or a copy of a tax exempt form), tax will be applied to the rental cost. Payments may be made via cash, certified check (Made out to UCF Convocation Corporation), or credit card only. No FEID numbers will be accepted. President or Authorized Signer Date
1 | P a g e Equipment Rental Price List/Policies as of September 2018 This guide is to be used for estimation purposes only. To get an accurate rental quote, please fill out the Equipment Rental Form and submit via email. Daniel.Hewitt@ucf.edu ALL DELIVERY AND SET-UP/BREAKDOWN RATES WILL INCLUDE ADDITIONAL LABOR CHARGES NOT SHOWN BELOW. 2 | P a g e Equipment availability is contingent upon the Addition Financial Arena schedule. SALES TAX APPLIES Black Plastic Folding Chair (200 Max) $1.50 Per Day *Add black tablecloth for $2 apiece 6’ x 30” Table (35 Max) 8’ x 30” Table (40 Max) $8 Per Day $10 Per Day 3 | P a g e 72” Round Table (40 Max) $12 Per Day *Add black tablecloth for $2 apiece 3’ x 3’ Wooden Table (2 Max) $10 Per Day *Add black tablecloth for $2 apiece 4 | P a g e Black Pipe and Drape (8ft tall) (350ft Max) Bike Rack (8ft section) (100 Max) $1.50/Foot (Per Day) $10 Per Section Per Day Stanchion (per upright) (125 Max) Turnstile (10 Max) $6 Per Day $15 Per Day 5 | P a g e Five Channel Cable Guard (40 Max) Two Channel Cable Guard (20 Max) $8 Per Day $8 Per Day Easel (4 Max) Music Stand (4 Max) $5 Per Day $8 Per Day 6 | P a g e Movie Equipment (30x30 Screen) Please contact for pricing American Flag (includes base) Florida Flag (includes base) $10 Per Day $10 Per Day 7 | P a g e UCF Flag (includes base) *Requires Approval $10 Per Day SICO Stage: up to six 6’x8’x32”/40” panels, (2) stairs, railing, skirting, toe rails $60 Per panel Contact for full pricing on accessories 8 | P a g e 2-3ft High Stage Stairs $25.00 Per Day Full Stage: (4’x8’x[2’-6’]) $60 Per panel (accessories on page 9) 9 | P a g e Full Stage Stairs $30 Per Day $25 Per Day Full Stage Rails 4’ and 8’ Lengths $6 Per Day $8 Per Day 10 | P a g e Basic Audio: Speakers on a stick, mixer, wired microphone, aux cords, etc. $60 per speaker, $25 per microphone, $75 per mixer 10’x10’ Folding Tent: (6) as pictured w/ Arena branding (1) Plain black $20 Per Day *includes weights 11 | P a g e Podium (2 Max) $40.00 Per Day Projector Screen (2 Max) $40.00 Per Day 12 | P a g e PAYMENT – Rental fees can be paid via certified check, money order, cash, credit card, or university purchasing cards only. We are not able to accept budget transfers. Payment and signed invoice must be submitted at least 3 days prior to delivery date. Any additional charges incurred due to last minute equipment additions must be paid at delivery of equipment. TAX – 6.5% sales tax will be applied to all Arena Equipment Rental orders unless they are tax exempt through the University or another eligible organization. Tax exempt ID number and certificate must be provided to the Arena by the client. Otherwise, tax is applied to the total rental cost. MINIMUM EQUIPMENT ORDER – The minimum equipment rental is $25.00 before tax. CLIENT RENTAL/DELIVERY CANCELLATION FEES – All client cancellations of equipment rentals and deliveries will be handled accordingly. If cancelled by the client: 1. Outside of 14 days of delivery date, 100% of rental costs will be refunded, minus a $15.00 processing fee. 2. Between 14 days and 7 days, 50% of rental costs will be refunded (or client will be charged 50% of rental costs if payment has not yet been received). 3. Within 7 days of delivery date, no refund of rental costs will be issued (if payment has not yet been received, 100% of the rental costs will be charged to the client). No cancellation is accepted until direct contact has been made with the Equipment Rental Service Manager. EQUIPMENT SHORTAGE/DAMAGES – All clients are required to check and count items when they are picked up or delivered. Shortages/damage should be reported when equipment is received by client. Upon return or pick-up, the equipment will again be checked and counted by both an Arena representative and a client representative. The client is responsible for any shortages and damages to rental equipment. Client will be charged the cost of replacement for equipment lost or damaged. Payment will be due within thirty (30) days of a revised invoice or prior to the next equipment rental, whichever occurs first. LATE RETURN – All clients are required to return equipment according to the agreed upon schedule. Clients will be charged the daily rate for each additional day if equipment is not returned by the due date. OFF-CAMPUS DELIVERIES – If the Arena delivers equipment off-campus, an off-campus delivery fee of one dollar ($1) per mile will be applied to the rental. If the rental is within one mile of campus, no additional charge will be applied.