Equipment Check-in/out Process

Rental Procedure

Equipment checkout forms are in the equipment room, in files that are hanging on the wall.

First ascertain that the person is a member with field gear privileges.

List each piece of gear that the member is checking out. If the user is a non-member, they must pay in advance. Please mark the check or cash with what it is for and put it with the note in Laura’s upper cabinet. Speak to Jackie or Laura about location of key for upper cabinet.

When you list each piece of gear on the check out form, list accessories as well. For example: Cannon XL1 with two batteries and one charger. Or if they are taking a microphone, list an XLR cable as an accessory. Some items have more pieces and parts than others. Be thorough, go through all the pockets of cases.

Make sure you know when the user will return the equipment. Generally, on a weekday, they can take it out for one night, to return the next day. If it is a weekend, they need to return it on Tuesday, during member hours. Please confirm with them that they need to come back during these hours.

HAVE THE MEMBER TEST THE GEAR. They need to turn each piece on, and if they are using audio, have them put headphones on and check levels, and if there is any noise.

Have them print and sign the checkout form, sign your name, and make them a copy. A credit card number is only necessary if they are a non-member, or you have cause to think they might not return it.
Make them a copy, and leave a copy for us in the equipment room on top of the wire shelf.

When they return the gear, again check everything with them, and ask how it went. If they had any trouble with any of the gear take notes of the issue, and e-mail Kate about it. Make certain that all the pieces are there. Initial its return, and make a copy for them, and put our copy in the file folder on the wire shelf in the equipment room.