Best Practices

Industry-recommended procedures for equipment management and theft prevention.

Customer Verification

Initial Contact

• Verify identity with government-issued photo ID
• Cross-reference with production company records
• Check against industry blacklists
• Request references from other rental houses
• Verify business licenses and tax ID numbers

Credit and Payment

• Require credit card authorization holds
• Set appropriate deposit amounts based on equipment value
• Use secure payment processing systems
• Maintain PCI compliance for card data

Documentation Standards

Rental Agreements

• Detailed terms and conditions
• Equipment serial numbers and descriptions
• Clear liability and insurance requirements
• Return conditions and timeframes
• Late fee structures

Equipment Condition

• Photo documentation before and after rental
• Detailed condition reports
• Video walkthroughs for high-value items
• Maintenance and service records

Inventory Management

• Real-time inventory tracking systems
• Barcode or RFID tagging
• Regular physical inventory audits
• Automated check-in/check-out processes
• Alert systems for overdue equipment

Risk Management

Insurance Requirements

• Require renters to carry adequate insurance
• Verify coverage limits and policy dates
• Maintain your own comprehensive coverage
• Named additional insured status when applicable

High-Risk Situations

• International rentals require extra verification
• First-time customers need enhanced screening
• Large equipment packages warrant special attention
• Extended rental periods need regular check-ins

Communication Protocols

• Regular contact throughout rental period
• Automated reminder systems for returns
• Clear escalation procedures for issues
• 24/7 emergency contact availability
• Network with other rental houses

Technology Integration

• GPS tracking for valuable equipment
• Cloud-based management systems
• Mobile apps for field operations
• Integrated security camera systems
• Automated reporting and analytics

Network Collaboration

• Share information through this database
• Alert network of suspicious activity
• Cross-verify customer references
• Collaborate on recovery efforts
• Share intelligence on theft patterns