Rental Terms & Conditions

Rental Terms & Conditions

All rental prices are per day and exclusive of VAT unless stated otherwise.

Please include the invoice number with all payments.

 

1. Definitions

1.1 Contractor
Rover Playback

1.2 Client
Any natural person or legal entity renting, purchasing or using equipment or services from Rover Playback under an agreement for a specified period.

1.3 Equipment
All equipment supplied by Rover Playback including, but not limited to:

• Audio equipment
• Playback systems
• Lighting equipment
• Computers and networking equipment
• Musical instruments
• Accessories
• Cabling
• Cases and packaging materials

1.4 Agreement
Any written, digital or verbal acceptance of services, rentals or quotations between Rover Playback and the Client.

1.5 Third Parties
Any party other than Rover Playback and the Client.

 

2. Applicability

2.1 These Terms & Conditions apply to all quotations, rentals, agreements, deliveries, products and services provided by Rover Playback.

2.2 By entering into an agreement, the Client agrees to these Terms & Conditions.

2.3 Any general terms or purchasing conditions used by the Client are expressly rejected unless accepted in writing by Rover Playback.

2.4 If any provision of these Terms & Conditions is deemed invalid or unenforceable, the remaining provisions shall remain fully effective.

2.5 Rover Playback reserves the right to amend these Terms & Conditions at any time.

2.6 Changes shall not apply retroactively to agreements already concluded.

2.7 All agreements are governed by Dutch law.

 

3. Rental Agreements

3.1 Rental agreements may consist of:

• A signed agreement
• An accepted quotation
• An invoice
• Written confirmation by e-mail or message

3.2 Rental agreements specify:

• The rented equipment and/or services
• The rental period
• Applicable pricing
• Additional conditions where applicable

3.3 Rover Playback reserves the right to refuse rental requests without providing a reason.

3.4 Equipment remains the property of Rover Playback at all times.

 

4. Rental Period

4.1 The minimum rental period is one day (24 hours) unless agreed otherwise in writing.

4.2 The rental period begins once the equipment leaves the Rover Playback storage facility or is delivered to the Client.

4.3 The rental period ends once all rented equipment has been returned, inspected and accepted by Rover Playback.

4.4 Late returns may result in additional rental charges.

4.5 Additional rental days caused by late return, delayed transport or incomplete returns may be charged automatically.

4.6 The Client remains fully responsible for the equipment until inspection and formal acceptance by Rover Playback.

 

5. Rates & Payment

5.1 All prices are exclusive of VAT unless stated otherwise.

5.2 Rover Playback reserves the right to request:

• Full prepayment
• A security deposit
• Partial advance payment

5.3 Unless agreed otherwise in writing:

• Rental payments are due before the rental period begins
• Invoice payment terms are 14 days

5.4 In the event of late payment, Rover Playback reserves the right to:

• Suspend services or deliveries
• Charge statutory interest
• Charge collection and recovery costs

5.5 All judicial and extrajudicial collection costs shall be borne by the Client where legally permitted.

5.6 Deposits may be retained until all rented equipment has been inspected and approved by Rover Playback.

 

6. Cancellation

6.1 Cancellation requests must be submitted in writing.

6.2 The following cancellation fees apply:

• More than 7 days before the rental start date: no cancellation fee
• 4–7 days before the rental start date: 25% of the agreed rental amount
• Less than 72 hours before the rental start date: 100% of the agreed rental amount

6.3 Custom-built systems, specially ordered equipment, crew bookings and external supplier costs may remain fully chargeable regardless of cancellation timing.

6.4 Cancellation or early termination of a rental period does not automatically entitle the Client to a refund.

 

7. Identification & Credit Verification

7.1 Rover Playback may request valid identification, proof of address and/or company registration information prior to entering into an agreement.

7.2 Rover Playback reserves the right to refuse rentals without providing a reason.

 

8. Use of Equipment

8.1 The Client shall:

• Use the equipment only for its intended purpose
• Handle the equipment with due care
• Protect the equipment against theft, loss and damage
• Store the equipment securely and under suitable environmental conditions
• Not modify, repair or disassemble equipment without prior written permission

8.2 The Client may not sub-rent, transfer or lend rented equipment to third parties without prior written approval from Rover Playback.

8.3 Rover Playback reserves the right to inspect rented equipment during the rental period.

8.4 Equipment may not be exposed to rain, excessive moisture, extreme temperatures, smoke, pyrotechnics or unsafe environmental conditions unless explicitly approved in writing.

8.5 The Client remains responsible for all accessories, cabling, adapters, cases and packaging materials supplied with the rental.

 

9. Transportation & Delivery

9.1 Transportation performed by the Client is entirely at the Client’s own risk and expense unless agreed otherwise in writing.

9.2 The Client is responsible for safe loading, unloading and transportation of the equipment.

9.3 If Rover Playback provides transportation services, delivery times are estimates only unless explicitly guaranteed in writing.

9.4 Risk transfers to the Client once the equipment has been collected, delivered or handed over.

9.5 The Client is responsible for securing equipment properly during transport.

 

10. Operation & Technical Responsibility

10.1 The Client confirms sufficient knowledge and competence to operate the rented equipment safely and correctly.

10.2 Any malfunction, defect or operational issue must be reported immediately.

10.3 Continued use of malfunctioning equipment may result in liability for additional damage.

10.4 Rover Playback is not liable for production losses, show interruptions or consequential damages resulting from equipment failure unless caused by gross negligence or intentional misconduct.

10.5 Backup systems, redundancy and operational safety remain the responsibility of the Client unless explicitly agreed otherwise in writing.

 

11. Damage, Loss & Theft

11.1 The Client remains fully responsible for the rented equipment during the entire rental period.

11.2 The Client is liable for:

• Damage
• Loss
• Theft
• Destruction
• Incomplete returns

11.3 Any damage occurring during the rental period shall be repaired or replaced at the Client’s expense unless caused directly by Rover Playback.

11.4 The Client must immediately report:

• Theft
• Loss
• Damage

11.5 A police report must be filed in cases involving theft or criminal activity.

11.6 Replacement value, repair costs, inspection costs and loss-of-income damages resulting from unusable equipment may be charged to the Client.

11.7 Missing accessories, damaged cabling, missing packaging materials or missing flight cases may be charged separately.

 

12. Insurance

12.1 Unless explicitly agreed otherwise in writing, rented equipment is not insured by Rover Playback once it leaves the storage facility or delivery location.

12.2 The Client is responsible for arranging adequate insurance coverage for:

• Damage
• Theft
• Loss
• Transport risks
• Third-party liability

12.3 Proof of insurance may be requested before equipment is released.

 

13. Inspection & Return

13.1 All equipment must be returned:

• Complete
• Clean
• In original condition, excluding reasonable wear

13.2 Rover Playback reserves the right to inspect all returned equipment before confirming completion of the rental.

13.3 Cleaning costs, repair costs or replacement costs may be charged where applicable.

13.4 Equipment returned excessively dirty, wet, damaged or improperly packed may result in additional service charges.

 

14. Confidentiality & Intellectual Property

14.1 The Client may not copy, reproduce, reverse engineer or disclose technical, software, design or system information relating to Rover Playback equipment or workflows without prior written consent.

14.2 All intellectual property rights remain the property of Rover Playback or its licensors.

14.3 Personal information shall be handled confidentially and processed in accordance with applicable privacy legislation, including the GDPR where applicable.

 

15. Limitation of Liability

15.1 To the maximum extent permitted by law, Rover Playback shall not be liable for indirect, incidental or consequential damages including:

• Loss of profit
• Production delays
• Performance interruptions
• Data loss
• Loss of business opportunities

15.2 Any liability of Rover Playback shall in all cases be limited to the amount invoiced under the relevant agreement unless mandatory law provides otherwise.

15.3 Nothing in these Terms excludes liability which cannot legally be excluded under Dutch law.

 

16. Force Majeure

16.1 Rover Playback shall not be liable for failure or delay in performance caused by circumstances beyond its reasonable control, including:

• Natural disasters
• Government measures
• Strikes
• Power failures
• Transport disruptions
• Supplier failures
• Internet or communication outages

16.2 In cases of force majeure, Rover Playback may suspend or terminate the agreement without liability.

 

17. Governing Law & Jurisdiction

17.1 All agreements and disputes shall be governed exclusively by Dutch law.

17.2 Any disputes shall be submitted to the competent court in the Netherlands unless mandatory law requires otherwise.

 

18. Company Details

Rover Playback
Reg No: 91799104
VAT ID: NL865774675B01

Eerste Weteringdwarsstraat 22-2
1017TN Amsterdam
The Netherlands