Damage Waiver Policy

Equipment Protection Insurance

Overview

The damage waiver is optional insurance coverage that protects you financially if equipment is accidentally damaged during your rental period. When you purchase a damage waiver, you are protected from repair or replacement costs up to your chosen coverage limit.

Important: The damage waiver is NOT mandatory, but we strongly recommend it for high-value rentals. You are responsible for choosing the appropriate coverage tier for your rental.

How the Damage Waiver Works

Without a Damage Waiver:

You rent equipment for $500
Equipment is damaged ($400 repair cost)
You owe us: $400 (full repair cost)

With a Damage Waiver:

You rent equipment for $500
You purchase a damage waiver (12% = $60)
Equipment is damaged ($400 repair cost)
You owe us: $0 (waiver covers it)
Total you paid: $560 (rental + protection)

If Damage Exceeds Your Waiver Coverage:

You rent equipment for $500
You purchase Budget Waiver ($15, covers up to $150)
Equipment is damaged ($400 repair cost)
Waiver covers: $150
You owe us: $250 (damage exceeding coverage)
You are responsible for the overage

Damage Waiver Tiers

Tier 1: Budget Equipment Waiver - $15

Coverage Limit: Up to $150 in accidental damage

Best For:

Individual lenses
Microphones and audio equipment
Light stands and modifiers
Cables, adapters, and accessories
Small equipment items ($50-150/day rental value)

What's Covered:

Accidental drops and impacts
Accidental spills or liquid exposure
Normal wear and tear from rental use
Up to $150 in repair or replacement costs

What's NOT Covered:

Damage exceeding $150 (you're liable for the overage)
Theft or loss of equipment
Intentional damage
Gross negligence (e.g., leaving equipment in extreme heat, failing to secure it properly)
Water damage from extreme environments
Damage from unauthorized modifications

Example:

Rent a zoom lens for $120/day
Purchase Budget Waiver ($15)
Lens is accidentally dropped ($180 repair)
Waiver covers $150, you pay $30 additional

Tier 2: Standard Equipment Waiver - $40

Coverage Limit: Up to $500 in accidental damage

Best For:

Camera bodies (Sony A6700, entry-level cinema cameras)
Zoom lenses (24-70mm, 16-35mm)
Audio kits and recording equipment
Basic 2-3 item rental packages
Mid-range equipment ($200-500/day rental value)

What's Covered:

Accidental drops and impacts
Accidental spills or liquid exposure
Normal wear and tear from rental use
Up to $500 in repair or replacement costs

What's NOT Covered:

Damage exceeding $500 (you're liable for the overage)
Theft or loss of equipment
Intentional damage
Gross negligence
Water damage from extreme environments
Damage from unauthorized modifications

Example:

Rent a Sony A6700 camera for $350/day
Purchase Standard Waiver ($40)
Camera is accidentally dropped ($420 repair)
Waiver covers $420, you pay $0

Tier 3: Premium Equipment Waiver - $85

Coverage Limit: Up to $1,000 in accidental damage

Best For:

Cinema cameras (Sony FX6, high-end camera bodies)
Complete camera + lens + support kits
Drone packages
Full lighting kits and support equipment
B-Roll/Documentary/Wedding production kits
High-value equipment ($800-1,500/day rental value)

What's Covered:

Accidental drops and impacts
Accidental spills or liquid exposure
Normal wear and tear from rental use
Up to $1,000 in repair or replacement costs

What's NOT Covered:

Damage exceeding $1,000 (you're liable for the overage)
Theft or loss of equipment
Intentional damage
Gross negligence
Water damage from extreme environments
Damage from unauthorized modifications

Example:

Rent Sony FX6 cinema camera for $500/day (1 week rental)
Purchase Premium Waiver ($85)
Camera is accidentally dropped ($800 repair)
Waiver covers $800, you pay $0

Tier 4: Ultra-Premium Equipment Waiver - $200

Coverage Limit: Up to $2,500 in accidental damage

Best For:

Multi-camera setups and bundles
Full wedding production kits
Specialized or custom high-end equipment bundles
Complete cinema packages
Ultra-high-value rentals ($2,500+/day rental value)

What's Covered:

Accidental drops and impacts
Accidental spills or liquid exposure
Normal wear and tear from rental use
Up to $2,500 in repair or replacement costs

What's NOT Covered:

Damage exceeding $2,500 (you're liable for the overage)
Theft or loss of equipment
Intentional damage
Gross negligence
Water damage from extreme environments
Damage from unauthorized modifications

Example:

Rent complete wedding production kit for $2,000/day
Purchase Ultra-Premium Waiver ($200)
Equipment is accidentally dropped ($1,500 total damage)
Waiver covers $1,500, you pay $0

What Counts as "Accidental Damage" (COVERED)

The damage waiver covers accidental damage, including:

✓ Drops & Impacts

Equipment accidentally dropped or knocked over
Accidental collision with objects
Camera falling off tripod
Lens hitting hard surface

✓ Liquid Exposure (Accidental)

Water splash during normal filming
Coffee/beverage accidentally spilled
Rain exposure during outdoor shoot
Wet environment accidents

✓ Electrical/Functional Issues

Battery component malfunction from normal use
Connector damage from accidental yanking
Screen malfunction from impact
Audio jack damage from accidental force

✓ Normal Wear & Tear

Scratches and scuffs from regular use
Minor cosmetic damage from handling
Dust or debris exposure during normal rental

What is NOT Covered

The damage waiver does NOT cover:

✗ Theft or Loss

Equipment stolen during rental
Equipment missing upon return
Equipment lost in transit
You are fully liable

✗ Intentional Damage

Deliberately breaking equipment
Misuse for purposes outside normal rental
Damage from anger or frustration
You are fully liable

✗ Gross Negligence

Leaving equipment in extreme heat/cold for extended periods
Failing to secure equipment during transport
Using equipment in ways clearly against instructions
Ignoring obvious safety warnings
You are fully liable

✗ Extreme Environmental Damage

Saltwater/ocean water damage
Submersion in water
Exposure to extreme temperatures
Dust storms or sandstorms
You are fully liable

✗ Unauthorized Modifications

Opening sealed compartments
Attempting to repair equipment yourself
Removing or replacing internal components
Modifying equipment beyond normal use
You are fully liable

✗ Damage from Non-Approved Use

Using equipment for purposes other than rental agreement
Renting equipment to others (subletting)
Commercial use beyond rental scope
Professional use not authorized in agreement
You are fully liable

Choosing the Right Tier

Rule of Thumb: Your damage waiver coverage limit should match or exceed your rental's daily rate.

Quick Selection Guide:

Rental Value	Recommended Tier	Why
Under $150/day	Budget ($15)	Low-value items, minimal risk
$150-500/day	Standard ($40)	Camera bodies, mid-range kits
$500-1,500/day	Premium ($85)	Cinema cameras, full kits
$1,500+/day	Ultra-Premium ($200)	High-value bundles, weddings

Examples:

Renting a $120/day microphone? → Budget or Standard waiver
Renting a $400/day camera? → Standard waiver
Renting a $500/day cinema camera? → Premium waiver
Renting a $2,000 wedding kit? → Ultra-Premium waiver

When to Definitely Get a Waiver:

First time using equipment
Traveling to unfamiliar locations
Renting for high-stakes projects (weddings, client work)
Renting equipment over $500/day
Renting for outdoor/risky environments

When You Might Skip It:

You have your own equipment insurance
You're very experienced with the equipment
You're renting low-value accessories (<$100)

The Claims Process

If Equipment is Damaged:

Step 1: Notify Us Immediately

Contact Chromaera Visuals as soon as damage occurs
Email: [email protected]
Provide photos of the damage

Step 2: Assessment

We inspect the equipment to determine damage
We provide repair estimate or replacement cost

Step 3: Coverage Determination

If damage is within your waiver coverage limit → Waiver pays, you owe $0
If damage exceeds your coverage limit → You pay the overage
If damage is not covered → You pay full repair/replacement cost

Step 4: Payment

Waiver claims are deducted from your security deposit, or
You're invoiced for any amount exceeding your waiver coverage
Remaining security deposit is refunded after return and assessment

Step 5: Resolution

Equipment is repaired or replaced
You receive confirmation of claim resolution

Important Disclaimers

Your Responsibility:

By booking equipment with Chromaera Visuals, you acknowledge:

Waiver is Optional - You choose whether to purchase a damage waiver. Choosing an inadequate coverage tier is your responsibility.
Coverage Limits Apply - Your chosen waiver tier has a coverage limit. Damage exceeding that limit is your responsibility.
No Waiver = Full Liability - If you don't purchase a waiver and damage occurs, you are responsible for 100% of repair/replacement costs.
You Must Choose Appropriately - It is your responsibility to select a waiver tier that matches your rental value and comfort level.
Exclusions Apply - Theft, loss, intentional damage, and gross negligence are not covered regardless of waiver tier.
Equipment Condition Matters - You acknowledge receipt of equipment in good working condition and agree to return it in the same condition (minus normal wear).

Waiver vs. Insurance

Damage Waiver:

Covers accidental damage only
Coverage limit varies by tier
Quick claim process
Purchased at rental time

Your Own Equipment Insurance:

Broader coverage (may include theft, loss)
May have lower deductibles
Requires policy verification
Required for rentals over $5,000

Can I use my own insurance instead of the damage waiver?

Yes! If you have equipment insurance that covers rental equipment, you may decline the damage waiver. However:

You must provide proof of coverage (Certificate of Insurance)
Chromaera Visuals must be listed as "additional insured" and "loss payee"
Policy must cover minimum of rental value + 20%
Insurance must be in effect for entire rental period

For rentals exceeding $5,000, insurance is required. See our Insurance Requirements Notice for details.

Frequently Asked Questions

Q: Do I have to buy the damage waiver? A: No, it's optional. However, we strongly recommend it for rentals over $500/day.

Q: What if I don't buy a waiver and damage occurs? A: You are responsible for 100% of repair or replacement costs, which could exceed the rental price.

Q: What if the repair costs less than my coverage limit? A: Great! You only pay for the actual repair. The waiver covers up to your limit, not the full amount.

Q: Does the waiver cover my own negligence? A: No. Gross negligence (leaving equipment in extreme heat, unsecured transport) is not covered.

Q: What if equipment is stolen? A: The damage waiver does NOT cover theft. You would be liable for full replacement cost.

Q: How long do I have to report damage? A: Report damage immediately when it occurs, not upon return. This helps us document and assess.

Q: Will the damage waiver affect my rental price? A: The waiver cost is added to your rental total. It's a separate, optional charge.

Contact Us

Questions about our Damage Waiver Policy?

Email: [email protected]
Location: Santa Rosa, California
Hours: Monday-Friday, 9 AM - 5 PM | Weekends, 9 AM - 8 PM