How renting works
Rentals run Monday to Monday, timed so your gear arrives at the start of tech week.
Monday to Monday
Terms from Broadway Media’s hardware rental FAQ.
Monday to Monday
Choose your dates
Find your first rehearsal with gear
Look at your schedule for the first rehearsal that needs mics or the projector, usually the start of tech week.
Pick the Monday on or before it
That is your start Monday. Broadway Media targets delivery by 5 p.m. local time that day, so plan setup and a full test during the week, not Monday evening.
Count weeks through your last show
Rentals run in one-week blocks. Your return Monday is the Monday after your final performance.
The timeline
- Book at least 9 days before your start Monday. Orders placed less than 4 weeks ahead may include a rush charge, and school purchase orders take extra time, so earlier is better.
- Choose a protection plan at checkout: a Damage Waiver, a certificate of insurance or a security deposit. Your order isn't reserved until you do, and nothing ships without one.
- Delivery by 5 p.m. local time on your start Monday is Broadway Media's target. You'll get UPS tracking for every package. Every item is tested and inspected before it ships.
- Inspect within 24 hours. Open everything, photograph it and submit the Customer Inspection Form (emailed to you and printed in the packaging). After 24 hours, equipment is treated as arriving in the condition documented before shipping.
- Set up and test during business hours. Run a full test with every mic, or the projector and your playback computer, early in the week while support is available.
- Return by noon on the return Monday. Repack everything in the original cases and foam, attach the prepaid UPS label from the packaging and have it scanned at a UPS location by 12 p.m. local time. Keep the scan receipt.
Running more than one week?
Rentals run in one-week increments with no maximum. You can choose 1 to 4 weeks on the Broadway Media booking page; for longer runs, request a quote. Each week costs the same weekly rate, with no multi-week discount, so 2 weeks is twice the weekly rate. Shipping is charged at checkout at Broadway Media.
What if the return is late?
Late fees start the day after your return Monday, at the weekly rate divided by 7 for each day, until the equipment is scanned into UPS. If you lose the return label, contact Broadway Media for a new one; don't use another carrier or your own label.
Protection plans
Every rental needs one of these three, chosen at checkout at Broadway Media, before it is reserved. Rental Flex is an optional add-on.
Damage Waiver
10% of the rental
Stage Gear waives charges for covered accidental damage up to $20,000 per rental, with no claims process. It is not insurance. It does not cover theft or loss, missing items, liquid or water damage, intentional damage or gross negligence, or damage from improper repacking. The fee is non-refundable and must be paid by card or check, even on a purchase order.
Certificate of insurance
$0 if your policy qualifies
Use your organization's insurance: at least $1M per occurrence and $2M aggregate general liability, equipment coverage at full replacement value, and lost rental revenue for 4 to 12 weeks, with Broadway Media named as required. Email it to hello@broadwaymedia.com before your ship date; review targets two business days. If something is damaged, you pay Stage Gear and claim from your insurer. Many school districts use this option.
Security deposit
50% of MSRP, $1,000 to $10,000
Instead of the waiver or a certificate, leave a security deposit. Broadway Media’s Hardware Rental Agreement sets it at 50% of the equipment’s retail price (MSRP), with a minimum of $1,000 and a maximum of $10,000, and has the full deposit terms. You choose it at checkout at Broadway Media.
Rental Flex
8% of the rental
Adds a free reschedule (14 or more days out, as a credit), cancellation credit, one business day of late-return forgiveness, forgiveness for one small missing accessory and more generous wear-and-tear. Not insurance, and not a replacement for a protection plan.
Summary of Broadway Media's Hardware Rental FAQ. The Hardware Rental Agreement and Hardware FAQ are the official terms.
Who to contact
Choosing gear or a quote
Not sure what you need, or want a formal quote for your business office? Use the quote form. We review every request and get back to you the same week with a recommendation.
Booking, invoices and paperwork
Broadway Media handles orders, payments, purchase orders, protection plans and certificates of insurance: hello@broadwaymedia.com or 1-800-277-0343.
Help during your rental
Broadway Media rental support: help@broadwaymedia.com, phone 1-800-277-0343, and guides at help.broadwaymedia.com. Weekdays, 9 a.m. to 5 p.m. Eastern, excluding federal holidays. Messages received before noon Eastern target a same-day reply.
If something doesn't work
- Photograph the problem and note what you tried.
- If it arrived damaged, include it on the Customer Inspection Form within 24 hours.
- Contact Broadway Media support the same business day if possible, and no later than the next business day. A replacement may be sent if one is available.
Setup versus running the show
Unpacking, connecting and testing the gear is something a teacher or student crew can do with Broadway Media's guides. Running sound or projection during a performance is a separate job: someone has to follow the script and run cues at every show. Plan for that person and include them in tech rehearsals.