YOUfilm Equipment Rental & Service Agreement

This Equipment Rental and Service Agreement (“Agreement”) is entered into between YOUfilm LLC (“Lessor”) and the Client / Purchaser (“Lessee”).

By placing an order, booking a collection, or completing checkout through www.youfilmweddings.com, Lessee acknowledges and agrees to the following terms and conditions.

1. Scope of Services

YOUfilm provides rental equipment and optional editing services for weddings and other events.

Rental equipment may include, but is not limited to:

  • Sony camcorders

  • 35mm film cameras

  • Batteries, chargers, and memory cards

  • LED lights

  • Phone tripods and microphone kits

  • Camera accessories

  • Keepsake baskets, display boxes, and packaging materials

Editing and related services may include:

  • Uncut home movies

  • Highlight home movies

  • Extended home movie edits

  • Social media edits

  • 35mm film developing and scanning

Services and equipment provided depend on the collection and add-ons purchased.

2. Rental Term

The rental period begins when the package is first marked as delivered or delivery is first attempted by the shipping carrier.

Equipment is typically shipped to arrive 2–4 days before the event date. Arrival dates are estimates and are not guaranteed.

Unless otherwise agreed in writing, all rented equipment must be returned within 72 hours after the event date using the prepaid return shipping label provided.

Additional rental days may be purchased in advance for $12 per day, subject to availability and written approval.

3. Payment

Payment is due in full at the time of booking unless otherwise stated.

Orders will not ship until payment has been successfully received.

All prices are subject to applicable taxes and fees.

4. Client Responsibilities

Lessee agrees to use all equipment responsibly and according to the instructions provided.

Lessee is responsible for:

  • Safe handling and proper operation of all rented equipment.

  • Protecting equipment from theft, loss, water, weather, accidental damage, and misuse.

  • Ensuring cameras are charged and used appropriately.

  • Returning all equipment, accessories, batteries, memory cards, and other rented items.

  • Packaging equipment securely for return shipment.

  • Ensuring all recorded footage remains on the provided cameras or memory cards until returned.

Normal cosmetic wear resulting from responsible use is expected and will not result in additional charges.

Lessee is responsible for equipment used by wedding guests, family members, or any other individuals during the rental period.

5. Delivery and Returns

Lessor will ship equipment to the shipping address provided by Lessee during checkout or through the official booking intake form.

A prepaid return shipping label will be included with the rental.

Lessee is responsible for delivering the securely packaged return shipment to an authorized USPS acceptance location within 72 hours after the event date.

Late returns may incur a fee of $25 per day unless previously approved in writing.

If equipment has not been returned within 7 days after the event date, Lessor may consider the equipment unreturned and assess applicable replacement charges.

Late fees may continue to accrue until the equipment is returned or replacement charges are assessed. Lessor will not collect both a full replacement charge and ongoing late fees for the same period after the equipment has been deemed lost.

If equipment is subsequently returned after replacement charges have been assessed, Lessor may adjust the charges to account for the equipment's condition, the period of unavailability, and any reasonable costs already incurred.

Lessee remains responsible for returning all rental equipment regardless of whether the event takes place as scheduled.

6. Replacement Fees, Damage & Loss

Lessee must notify Lessor promptly if equipment arrives damaged, missing, or non-functioning.

During the rental period, Lessee is responsible for rented equipment that is lost, stolen, missing, or damaged beyond normal wear and tear, including damage caused by guests or other individuals using the equipment.

Equipment replacement fees:

Equipment Replacement Fee

Standard Sony Handycam camcorder $250 each

Higher-value Sony Handycam camcorder $300 each

35mm film camera $45 each

Battery $15 each

Memory card$15 each

LED light $15 each

Phone tripod $15 each

Keepsake basket $25 each

Other accessories Reasonable replacement cost

Sony camcorder replacement fees depend on the model provided. Higher-value models may include Sony HDR-CX430, CX440, CX450, CX580, and comparable models.

For equipment not specifically listed, or when a comparable replacement cannot reasonably be obtained at the listed price, Lessor may charge the documented reasonable cost of replacing the item with equipment of comparable age, condition, functionality, and specifications.

For repairable damage, Lessor may charge reasonable documented repair costs, not exceeding the applicable replacement cost.

Replacement charges may include reasonable shipping and applicable taxes incurred in obtaining replacement equipment.

Lessee agrees to pay applicable repair or replacement charges upon receiving an itemized notice. Where permitted by the payment processor and applicable law, Lessee authorizes Lessor to charge the payment method on file for these amounts.

7. Shipping Delays and Carrier Issues

Lessor is not responsible for delays, failed delivery attempts, lost shipments, weather-related delays, or other shipping carrier issues outside of Lessor's reasonable control.

In the event of a shipping delay or lost package, Lessor will make reasonable efforts to provide replacement equipment when timing and inventory allow.

Lessor cannot guarantee that replacement equipment will arrive before the scheduled event.

Nothing in this section excludes remedies required by applicable law if the purchased services cannot be provided.

8. Editing and Delivery Timelines

Standard editing turnaround is approximately 2–3 weeks from the date all rental equipment and recorded footage are received by YOUfilm.

During peak wedding season, holidays, or periods of high booking volume, editing turnaround may extend to 4–6 weeks.

Estimated turnaround times:

  • Standard video edits: approximately 2–3 weeks.

  • Peak-season video edits: up to 4–6 weeks.

  • 35mm film developing and scanning: approximately 1 month.

These timelines are estimates and are not guaranteed delivery dates.

Editing timelines may also be affected by technical difficulties, damaged or corrupted files, missing footage, equipment return delays, or other circumstances beyond Lessor's reasonable control.

9. Creative License and Final Video Length

All edited home movies, highlight films, extended edits, social media edits, and 35mm image selections are created in YOUfilm's artistic style.

Lessor retains creative control over:

  • Pacing and sequencing

  • Music selection

  • Clip selection

  • Editing style

  • Overall presentation and storytelling

Not all recorded clips will necessarily appear in the edited highlight film.

All advertised video lengths are approximate target durations and are not guaranteed minimum lengths.

The length of the final edited video depends on the amount, quality, and usability of footage received.

If insufficient usable footage is recorded or returned, the final edited video may be shorter than the advertised duration, including for packages that advertise a 3–5 minute highlight or a longer home movie.

Lessor reserves the right to determine the appropriate final duration based on the footage available.

A shorter edit resulting from insufficient usable footage does not, by itself, qualify for a refund or partial refund.

Original recorded footage will be provided according to the purchased package and delivery options, subject to footage being successfully recorded, preserved, and received.

10. Footage Disclaimer

YOUfilm provides a guest-shot video experience and does not guarantee the amount, quality, duration, sound clarity, framing, lighting, or coverage of footage recorded by guests.

Final results depend on factors including:

  • Guest participation

  • Camera usage and handling

  • Lighting conditions

  • Audio environment

  • Battery usage

  • Available storage space

  • Proper operation of equipment

Lessor is not responsible for missed moments, incomplete event coverage, poor audio, inadequate lighting, or footage that guests fail to record.

Lessor is not responsible for footage deleted, overwritten, or otherwise lost due to actions taken by Lessee or guests.

Lessee understands that the service is not a substitute for a traditional professional videography service and that YOUfilm does not provide an on-site videographer.

11. Limitation of Liability

In the event Lessor is unable to deliver an editing service due to technical malfunction, file corruption, equipment failure, server issues, or circumstances beyond reasonable control, Lessor's liability for the affected service shall be limited, to the extent permitted by law, to the amount paid for that service.

Lessor shall not be liable for consequential, incidental, special, or emotional damages to the extent such limitations are permitted by applicable law.

Nothing in this Agreement limits liability or remedies that cannot legally be excluded under California law.

12. Promotional Use / Model Release

Unless Lessee opts out in writing, Lessee grants Lessor a non-exclusive, royalty-free license to use footage, photographs, and completed edits delivered under this Agreement for YOUfilm's portfolio, website, social media, advertising, and other promotional purposes.

Lessee represents that they have authority to grant permission for materials they personally own or control.

Lessee is not required to grant permission on behalf of guests or other individuals whose consent Lessee does not have authority to provide.

Lessor will honor written requests from Lessee not to use their event footage or images for promotional purposes, subject to any uses already lawfully completed before the request was received.

13. Cancellations and Refunds

Cancellations made more than 30 days before the event date will receive a full refund.

Cancellations made within 30 days of the event date are subject to a 50% cancellation fee.

No refunds will be issued once equipment has shipped, except where required by applicable law.

Add-on services already completed, including 35mm film developing or editing work already started, are non-refundable to the extent permitted by law.

Refunds will be processed to the original payment method when possible.

14. Age Requirement

Lessee must be 18 years of age or older to rent equipment and enter into this Agreement.

15. Governing Law

This Agreement shall be governed by the laws of the State of California.

Any disputes arising under this Agreement shall be resolved in the appropriate courts located in Los Angeles County, California, to the extent permitted by applicable law.

16. Acceptance

By placing an order, booking a collection, or completing checkout through www.youfilmweddings.com, Lessee acknowledges that they have read, understood, and agreed to the terms of this Agreement.

This Agreement applies to all equipment and services included in the purchased collection unless otherwise agreed in writing.