EQUIPMENT AND FACILITY RENTAL HANDBOOK
MEDIA ARTS CENTER SAN DIEGO
921 25TH STREET, SAN DIEGO, CA 92102
PHONE: (619) 230-1938 FAX: (619) 230-1937
This document covers all terms and conditions for equipment and facility rentals through MEDIA ARTS
CENTER SAN DIEGO. It is the responsibility of individuals seeking to rent equipment to fully read and
understand ALL terms and conditions as set forth in this document. Questions may be directed to staff
person noted above.
Authorized Staff (Equipment Rental Contact)
Office (619) 230-1938 x 106
Cell (831) 239-6009 (equipment problems only)
Office Hours for Equipment and Facility Rentals
Requests Monday – Friday 9:00 AM – 5:00 PM
Equipment Returns Monday – Friday 9:00 AM – 10:00 AM
Equipment Pick Up Monday – Friday 10:00 AM – 1:00 PM
Equipment and Facility Requests
Requests may be made online or during regular office hours. Due to the limited supply and high demand of
equipment, we request that ALL requests be made a minimum of 48 hours in advance. If you would like to
cancel or modify your reservation, please call as soon as possible to allow for others to have access to
Your request will typically be followed up by staff within two working days. You will be notified if your
request has been approved. If the equipment you have requested is not available during the period you
have submitted or the equipment is out of circulation due to maintenance issues, you will be contacted to
see if a modification can be made as needed.
Equipment Rental Periods
Normally equipment is rented for ‘short-term’ use. The following is a courtesy calendar of typical rental
Equipment Pick Up: Monday 10:00 AM – 1:00 PM Return Due: Wednesday 9:00 AM – 10:00 AM
Equipment Pick Up: Tuesday 10:00 AM – 1:00 PM Return Due: Thursday 9:00 AM – 10:00 AM
Equipment Pick Up: Wednesday 10:00 AM – 1:00 PM Return Due: Friday 9:00 AM – 10:00 AM
Equipment Pick Up: Thursday 10:00 AM – 1:00 PM Return Due: Monday 9:00 AM – 10:00 AM
Equipment Pick Up
All required documents must be signed before ANY equipment is released. Deposit payment, credit card
information and valid California driver’s license will also be required at time of equipment pick up.
Credit card information and copy of driver’s license will be kept on file and is required for any equipment
rental. You will be required to sign a Credit Card Authorization form and assume financial responsibility
for deposit, use, damages, missing equipment charges, late charges as well as penalties.
If you do not pickup your equipment by 1:00 PM on your reservation day, you forfeit your equipment
reservation. A penalty fee may apply and/or further reservations may be declined.
Examine all equipment carefully before leaving checkout. Equipment must be returned in the same
condition. If an item is missing or broken, make sure the checkout staff notes this on your checkout record
before you sign it. When you sign the form, you are assuming complete responsibility for the equipment
and affirming that it is in working order.
You will be given a copy of the Equipment List at time of check out. Please use it to ensure that all
equipment is returned properly.
Note: Community Videographers participating in MEDIA ARTS CENTER SAN DIEGO programming, such
as the San Diego Regional Information Initiative Project, are not expected to pay equipment rental fees,
however credit card requirement as a deposit, late fees and penalties still apply.
Equipment and Facility Priority
Though we attempt to satisfy everyone, our equipment is in high demand. Priority of equipment use and
facility remains with MEDIA ARTS CENTER SAN DIEGO. Even when a rental appointment is
calendared, there may be instances when the equipment may be re-prioritized. When this occurs, we will
attempt to notify you with as much advance notice as possible.
Due to limited supply, all equipment is currently in high demand. Please be prompt when returning
equipment. All equipment must be returned between 9 and 10 am on your due date.
Early returns can be done from 9:00 AM – 1:00 PM Monday-Thursday as long as it is prior to your actual
return date. You are encouraged to return equipment if it is being unused as to give other renters, staff and
instructors access to the equipment.
If you cannot return equipment during those scheduled hours please note this to the authorized staff when
you make your reservation. Please note that you assume responsibility for the equipment until it is properly
received by authorized staff. If equipment is dropped off at MEDIA ARTS CENTER SAN DIEGO after
hours, or with unauthorized staff, you remain responsible for equipment including any missing equipment,
late fees, and/or damages until it is checked in by authorized staff.
If a piece of a kit is missing, the kit is considered not checked back in. Late fees may apply.
Deposit for equipment and facility use may apply. Standard rate is $150 for Facility Deposit and $250 for
Equipment Deposit. When alcohol is served (by permit only), deposit for facility is increased three fold.
Equipment and facility rental rates may apply. Staff will indicate when payment for use is due. Typically,
payment is due at time of equipment check out or prior to facility use. Cash, check, or credit cards are
acceptable forms of payment.
All rentals require a valid California driver’s license and credit card on file at time of use. Renter will
allow MEDIA ARTS CENTER SAN DIEGO authorization for rental charges, including but not limited to,
deposit, use, damages, missing equipment charges, late charges as well as penalties
Late returns and negligent handling of equipment is regarded very seriously by MEDIA ARTS CENTER
SAN DIEGO. If you are unable to return the equipment at your designated time, please call MACSD
checkout staff as soon as possible.
Equipment return is scheduled by 10:00 AM on the date agreed upon at time of rental. Equipment returned
after 10:00 AM is considered late and is subject to a late fee (equal to 50% of equipment rental rate) in
addition to the daily rental rate. For example, a $50.00 camera returned after 10:00 AM will be subject to
a charge of $75 [which includes $25 (50% of equipment rental rate) and $50 (100% daily rental rate)].
MACSD reserves the right to suspend checkout privileges at any time for any lapse in checkout policy.
Theft, Loss and Broken Equipment Penalties
The individual who is checking out equipment and signs off on rental forms is held responsible for repair or
replacement costs to equipment that is stolen, lost or broken during the period of rental from the time that
they check out equipment until it is checked in by the authorized staff. This applies to all individuals
regardless of whether they are paying rental charges or if those charges have been waived.
Reminder - If equipment is dropped off at MEDIA ARTS CENTER SAN DIEGO after hours, or with
unauthorized staff, you remain responsible for equipment including any missing equipment, late fees,
and/or damages until it is checked in by authorized staff.
If equipment is damaged in a clear case of negligent or inexperienced handling it, costs to repair or replace
equipment will be at renter’s expense. Repairs will be performed by a party chosen and trusted by the
MEDIA ARTS CENTER SAN DIEGO.
In any case of loss or theft, renter is financially responsible for replacement of the equipment. Any
equipment replacements will be replaced by a new unit of similar market value.
Renters are expected to be familiar with equipment and treat facility & equipment with care.
Many of the internal workings of the equipment, including cameras and computers, are vulnerable to
external forces such as shaking, direct sunlight, intense temperatures and or course, being dropped.
Never leave equipment in your car for extended periods of time.
Make sure everything is positioned properly when put back in its case. Improper storage can lead to things
Use common sense and be practical. Below are some specific equipment handling comments.
Be careful with lavalier clips, do not force them or they will break.
Remove batteries from the microphones after use.
Make sure windscreens are packaged in the microphones case after use.
Coil cables in orderly fashion.
Cameras & Camcorders
Transport cameras on a seat if not in a shock resistant case. The bumpiness of the trunk
can disrupt internal functions.
Avoid exposing the cameras to extreme temperatures and sunlight.
Wrap cables in an orderly fashion.
Double check that all elements of the camera are in the case (cables, eye covers etc.)
Make sure camera is turned off for return.
Make sure tripod legs are fully spread to make sure it doesn’t fall.
Make sure all knobs are locked down and tight before mounting a camera.
Always remember to replace tripod head plate when finished using.
Know your wattage! Don’t overpower fuses where you are shooting.
Handle the lights with gloves, they get extremely hot.
Handle the lights and case with care.
Make sure light tripods are locked down properly so they don’t collapse.
Computers, Laptops, External Drives
If you plan to check out a laptop, external hard drive or flash drive please carefully follow these
On a laptop, create a folder on the desktop with your name as the title.
Save all data in this folder (pictures, music, text documents and Final Cut Pro Scratch
Back up all your data before you return your equipment – all data will be wiped when the
equipment is returned.
If you are using an external drive or flash drive, also create your own folder and save all
data in that folder. Remember to back up your data onto DVDs before your return date.
If you experience any problems with your equipment or with the facility, please contact authorized staff
during regular office hours to solve the issue over the phone. For equipment emergencies after hours, you
may contact authorized staff on their cell phone [please do not use this number during regular office hours
or for non-equipment emergencies].
If the problem cannot be simply fixed over the phone, be sure to fill out a trouble log sheet, detailing the
equipment and the malfunctions to ensure that the problem is tended to quickly. You can get trouble log
sheets from the Media Arts Center when you return your equipment or on our website.
Copies of the following documents may be found online at www.MediaArtsCenter.org
Equipment and Facility Rental Handbook
Equipment and Facility Rental Rates Form
Online Equipment Request Form
Online Facility Calendar and Request Form
Credit Card Authorization Form
Equipment Checkout Form
Facility Rental Agreement
Equipment & Facility Trouble Log