This SOP outlines the process for preparing and releasing rental equipment to customers or clients. The goal is to ensure all pickups are handled efficiently, accurately, and in compliance with Capital A Production’s company policies and procedures.
This policy applies to all Capital A Productions employees involved in rental equipment preparation, checkout, and release to customers or clients for pickup.
All employees of Capital A Productions are required to follow this SOP for every customer pickup.
All employees are required to ensure the accuracy and completeness of the rental check-out for all customer pickups.
All employees are to verify that the rental agreement has been signed before any gear leaves the warehouse prior to the customer or client coming to pick up equipment, and have a printed out copy of the rental agreement ready for the customer or client to sign if they have not already done so.
1. Verify Signed Rental Agreement
Check with the Operations Manager to confirm that the customer or client has signed a Rental Agreement.
If no signed rental agreement is on file, do not release any equipment until the customer or client signs a hard copy of the rental agreement.
No exceptions — equipment may not leave the premises without a signed rental agreement.
2. Print Rental Agreement & Job Sheet
Print out a copy of the Invoice and Rental Agreement from Intellievent for the customer.
3. Pull & Scan Out Equipment
Pull Equipment per Job sheet in Intellievent
Scan Out Equipment to Job
4. Prepare for Pickup
Organize equipment neatly in the designated pickup area.
Ensure any cases are labeled with the customer’s name and order number.
Keep fragile or sensitive equipment secured until pickup.
5. Customer Pickup Process
Greet the customer and confirm their identity.
Ask for the customer's or client's Driver's License and make a copy of it.
Review the Rental Agreement with them if necessary.
Have the customer sign a copy acknowledging receipt of the equipment and any accessories.
Provide them with their copy of the agreement and any usage instructions.
Quality & Compliance Notes
Never release equipment without a signed Rental Agreement on file.
Maintain professionalism and courtesy during all customer interactions.
Never assist in loading equipment into vehicles unless it is in the back of a truck. Any damage to a customer's or client's vehicle may become the Company's responsibility to repair if it occurs while an employee is helping a customer or client load it into their vehicle.
Records & Documentation
Signed Rental Agreement (retain per company policy) and place in Signed Rental Agreement mailbox in the office.
Copy of the Customer's or Client's Driver's License and place in Signed Rental Agreement mailbox in the office, and staple to the rental agreement.