AV Chicago, Inc.
619 W. Taylor Street
Chicago, IL 60607-4494

Cancellation and Changes Policy, Credit Card Policy, and
Rental/Services Agreement Terms and Conditions

Cancellation & Changes Policy:

All cancellations are subject to a service charge of 20% of the standard first day rental rate for the equipment reserved. Cancellations received the business day (Monday-Friday) before, or the "delivery" date stated on the quotation are subject to a service charge of the full first day rental rate for the equipment reserved. Client pickup orders that are not picked up as scheduled will be charged the full first day rental rate for the equipment reserved. Orders that are being delivered by AV Chicago, Inc. that are undeliverable when the delivery is attempted as scheduled will be charged the full first day rental rate for the equipment reserved plus the quoted delivery charges.

All order changes received at AV Chicago, Inc. with less than 2 business days notice for equipment changes or time changes for scheduled delivery, pickup, or site time are subject to a service charge of $50.00.

Please contact your AV Chicago representative as soon as possible if your require any changes to your order.

Charge Card Policy:

AV Chicago, Inc. accepts Visa, Mastercard, Discover, and American Express to serve as payment for the order, and to serve as security deposit and order guarantee.

For deliveries by AV Chicago, Inc. the charge card will be processed one to two business days in advance of the scheduled delivery date for the rental and/or services quoted. If labor has been quoted to be billed for actual time incurred, additional charges or credits will be applied to the card upon completion of the order.

For client pickups at AV Chicago by the card holder the card will be processed for the quoted amount at time of pickup.
For client pickups by other than the card holder the card may be processed in advance of the scheduled pickup.

The charge card will be used to settle all charges for the order per the "Rental/Services Agreement Terms and Conditions" and the Cancellation & Changes Policy unless other payment arrangements have been agreed to by AV Chicago, Inc.

Rental/Services Agreement Terms and Conditions:

AV Chicago, Inc. (“AVC”) hereby provides rental equipment and/or services to the Client under the following terms and conditions:

Client Responsibility: The Client is defined as the individual and/or organization authorizing and/or receiving the rental equipment and/or services from AVC. Client is responsible for any and all damages or loss of the rented equipment including accessory items. Client acknowledges that it has prior to the delivery, receipt, or pickup of the equipment had the opportunity to inspect same, and that the equipment is in good condition, free from defects and has all listed accessory items..

The Client's Responsibility Shall Begin:
     For Client Pickup Orders: Once the equipment is received by the Client or their designee.
     For AVC Deliveries: Once the equipment is delivered to the location designated by the Client.
     For Orders Being Shipped Via Mail, UPS, FedEx, Courier Service or any other common carrier: Once the equipment is placed with the shipper.

All equipment shall be maintained and returned by the Client clean and undamaged, in the same condition in which it was delivered with cables coiled and equipment in their proper cases and containers. There shall be a shop labor charge of $60 per hour incurred for coiling or untangling cables, and for cleaning. For equipment returned damaged requiring repair, repair facility charges, parts, tax, and shipping charges will be charged to the Client at AVC costs incurred plus 25%. AVC labor for shop repair by AVC staff will be charged to the Client at a rate of $60 per hour. Transportation time by AVC staff to deliver or retrieve damaged equipment or parts to or from local repair facilities will be charged to the Client at $45 per trip. Rental extension charges up to a first week rental charge as listed on avchicago.com may apply for damaged equipment rendered not rentable while out for repair or awaiting repair parts. All equipment lost, stolen or damaged beyond reasonable repair will be charged to the Client for Replacement Cost, defined as the most recent published manufacturer's retail price plus 15% as reimbursement for sales/use tax paid, labeling and freight expenses.

All equipment returns received by AVC are subject to inspection and testing to verify the equipment returned is in the same condition as when it was delivered. The Client's responsibility shall end when the equipment is received by, accepted by, inspected and tested by AVC.

Alternate Equipment: AVC reserves the right to substitute equipment quoted with alternate equipment with similar performance specifications. This may become necessary if the equipment quoted becomes lost, damaged, unusable, returned late, or becomes unavailable due to a previous rental. If the alternate equipment has a lower rate the Client shall be charged the lesser amount.

Use of Equipment: The Client acknowledges having the opportunity to employ AVC to provide professional staff for the delivery, set-up, operation, removal, and return of the order. Should the Client elect to rent equipment without ordering these professional services from AVC, the Client agrees to use the equipment in a safe manner and only by persons qualified and competent in the operation of the equipment. If the rented equipment is to interface with other Client provided or non AV Chicago equipment, Client accepts full responsibility for verifying connectivity and that all appropriate cabling and components to connect the AV Chicago equipment to the non AV Chicago equipment has been ordered from AVC or that these cables and components are being provided by others. All projection screens are intended for indoor use only unless otherwise specified on the order. If the equipment exhibits any problems, the Client agrees to immediately notify AVC. Often times problems can be resolved with instructions over the phone, replacement equipment can be dispatched or a service call can be enacted. The Client agrees to immediately discontinue use and notify AVC if the equipment becomes unsafe or is in a potentially unsafe condition or situation.

Adjustments or refunds of any charges will not be considered under any circumstances for any problems not reported to AVC until the end of the order.
No adjustments or refunds will be issued for equipment rented but not used or for difficulties arising from the clients' inability to successfully operate the equipment if it is determined by AVC that the equipment was in fact in proper working order.

Indemnity: Except as set forth herein, AVC is not responsible for any indirect, incidental, special, consequential, punitive or other damages, losses, or inconveniences caused by the Client's use and operation of the equipment, or the inability to use the equipment, or any services related thereto. The Client shall indemnify and hold harmless AVC, its agents, contractors, and employees for any actions under contract, negligence, strict liability or other legal or equitable theories and for any property damage, personal injuries, and other losses caused by the equipment, the use of the equipment, or services ordered and/or provided by AVC. Client agrees to reimburse AVC for all expenses incurred due to any claim or attempted claim, or actions resulting from this order, including but not limited to any settlement costs, attorney's fees and costs, and time incurred by AVC staff at prevailing labor rates. AVC provides no warranties or guarantees to Client of any kind, express or implied, and assumes no responsibility or liability for the performance or non-performance of the equipment or services. The Client agrees that the total liability of AVC shall not exceed a refund of any amount paid in advance to AVC by the Client.

No Third Party Rights: This Agreement (defined herein) is solely between AVC and the Client that is the party to this Agreement and no third-party beneficiaries are intended.

Delivery & Return: The Client will return the equipment to AVC at the address above or to the location specified on the Rental/Services Agreement. If AVC has been contracted by the Client to provide delivery and/or pickup services, the Client or the Client's designee shall be available to receive the delivery and allow for pickup at the dates and times scheduled. The Client shall be charged an additional fee for multiple trips attempting delivery and/or pickup. The Client shall also be charged for additional time incurred at current labor rates if the delivery, set-up, operation, removal and/or pickup is delayed by more than fifteen minutes with an AVC representative waiting on site.

Late Return: Equipment is charged for time out, not for time used. The Client shall be charged the standard first day rental rate for each and every day, or portion thereof, that any item of equipment, or any accessory item included with that piece of equipment is returned after the scheduled return date and time. For accessory items listed on the order at no rental charge, the first day rate used as the basis for calculating the late fee shall be the greater of $10.00 or 10% of the most recent published manufacturer's list price for the item. If the equipment has not been returned as scheduled, AVC may immediately process charges for the equipment at the Replacement Cost defined above to either the credit card submitted to reserve the order or to the charge card presented at time of client pickup for will call orders. If the equipment is subsequently returned, these replacement charges will be credited and additional rental charges for the actual time out will apply. If the return will be late, please contact AVC in advance of the scheduled return time.

Taxes: The Client shall be responsible for all taxes imposed by local, state or federal authorities. Taxes will be added to the order and charged to the Client for all taxable transactions. Except for tax exempt entities providing AVC with a copy of their exemption certificate prior to the delivery of the order, AVC shall charge and collect tax from the Client for any sales, rental, lease, and use taxes related to the order.

Permits and Permissions: Client shall obtain and pay for any permits or permissions required for or by the venue, for logistical access to the venue, or by any municipality or licensing agency having jurisdiction over the venue or use of copyrighted media at the event. Any such fees paid by AVC shall be reimbursed by the Client.

Additional Fees, Union or Special Labor: Any parking expense incurred by AVC shall be reimbursed by the Client. Should the venue (“Ship To” Location) where the rental or event takes place require union labor of any kind, or require their own designated audio-visual staff, security staff, electrician, or other staff member from the venue's facility to be present or to provide services for the event, all fees and expenses for such labor and/or services shall be paid by the Client in addition to the AVC labor rates quoted.

Emergency Service and Unscheduled Assistance: Unscheduled on-site assistance or service calls for orders where the Client has not employed AVC for professional on-site services, a three hour call out minimum will apply at the current AVC labor rates for standard, overtime, and travel as applicable. These service call charges are waived if the on-site assistance or service call was due to a bona-fide problem with the equipment provided by AVC. Current rates for after hour callbacks for telephone support are stated on our after hours emergency message center which can be reached at 312-229-4599.

Credit Card Payment / Security Deposit: When a credit card or credit card number has been presented or submitted to AVC for an order, whether by phone, fax, internet, or in person, the credit card shall be used for rental reservation guarantee, cancellation fees, payment for the equipment rental and/or services ordered, any added services, and for all applicable taxes and fees. The credit card shall also be used for payment to settle any charges for equipment damage, loss, excessive cleaning, or late return. Presentation of the credit card or credit card number to AVC authorizes AVC to process charges to this card for all charges and fees incurred for this order. In the event of equipment damage or loss, AVC is authorized to immediately process charges for Replacement Cost as defined above. If damaged equipment if subsequently repaired instead of replaced an appropriate adjustment will be issued.

If the credit card presented or submitted to AVC becomes cancelled or terminated, the Client agrees to immediately notify AVC and provide a replacement card which will remain valid for the duration of the Clients' responsibility of the order. In the event the security deposit or card credit limit does not cover damages or the Client's breach of this Agreement, the Client is still fully responsible for these charges and Client agrees to settle these charges in full within 5 days.

If there are any discrepancies regarding any credit card charges, Client agrees to timely contact AVC management to attempt to resolve the discrepancy. Client also agrees to notify AVC in writing either by fax or by certified mail to be received at AVC at least three business days before initiating a chargeback with their credit card issuer. As credit card chargebacks are very costly and time consuming, Client agrees to reimburse AVC the sum of $250.00 as reimbursement for administrative time required in responding to the chargeback should the Client fail to make the notifications detailed in this paragraph. The Client also agrees to reimburse AVC an additional 50% of the chargeback amount or $200.00, whichever is greater for any chargeback initiated by the Client that is later overturned with the charges being reinstated to AVC.

AVC Remedies: The Client shall pay all amounts owed when due, shall protect the equipment from damage, misuse and loss and shall return the equipment when due during normal business hours. In the event of the Client's default of any term or condition of this Agreement, AVC may, without notice, take possession of and remove the equipment from any location, at any time. AVC, its employees, contractors, and agents shall not be liable (to the extent possible) for any claim for damage or trespass arising out of such removal. The retaking of possession shall not relieve the Client of any obligations, including the payments due. Further, AVC is entitled to recover from the Client all costs and expenses incurred in enforcing this Agreement and in repossessing the equipment, including, but not limited to reasonable attorney's fees and costs, collection services, AVC administrative time, and court costs. All amounts due and unpaid shall accrue interest at the rate of 18 percent per annum. All fees, reimbursements, and remedies of AVC are cumulative. AVC may pursue any and all legal and equitable relief available.

Agreement: This Rental/Services Agreement Terms and Conditions, together with the with the Rental/Services Agreement, Order Confirmation Form, Cancellation Policy, and Credit Card Policy, all constitute but one agreement (“Agreement') of the Parties. The provisions of the Agreement shall be severable in the event any provision is deemed invalid or unenforceable. The Agreement shall be construed according to the laws of the State of Illinois and any action shall be brought only in the courts of proper jurisdiction located in Cook County, City of Chicago, Illinois.

Please contact us with any questions regarding these policies.

Phone: 312-229-4100 or toll free: 888-709-9599
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