Reservation Agreement

THIS GEAR AND SPACE RESERVATION AGREEMENT (“Reservation”) is made and effective by clicking on the “I agree, submit this order” button, by and between Vidwest Studios, (“Vidwest”) and current member (“Member”). By clicking on the “I agree, submit this order” button, Member agrees to be bound by this Gear and Space Reservation Agreement and all the Terms and Conditions therein, whether or not Member has read them. Vidwest may at its sole discretion modify this Gear and Space Reservation Agreement and all the Terms and Conditions therein at any time. By clicking on the “I agree, submit this order” button, Member indicates acceptance of the modified Terms and Conditions. NOW, THEREFORE,

Disclaimer

Every effort is made to assure descriptions are correct. Vidwest reserves the right to correct errors and/or make substitutions as needed. All Items and availability are subject to change without notice.

Reservation

Vidwest hereby provides gear and space to Member, and Member hereby reserves gear and space from Vidwest, the following described items (“Items”): shown in the “Cart” area during checkout.

Term

The term of this reservation shall commence at the latter of the pickup date. The term of this reservation shall expire on the return date.

Use

Member shall use the Items in a careful and proper manner and shall comply with and conform to all applicable laws, ordinance, and regulations in any way relating to the use or possession of the Items. Member is responsible for receipt and return of all Items in Reservation, regardless of representative of Member.

Ownership

The Items remains at all times the sole and exclusive property of Vidwest. The Member has no rights or claims to the Items. Vidwest makes no claims to images, video, or sound recordings made by the Member while using the Items.

Cancellation by Vidwest

Vidwest reserves the right to cancel any order, for any reason, at any time before pickup occurs. Vidwest may also cancel an order if not picked up within 30 minutes of pickup date and time.

Cancellation by Member

Member may cancel an order at any time, for any reason until Vidwest processes the pickup of Items.

Late Returns

A late return happens when Member fails to return Items within 30 minutes of the return date of reservation. Late returns may be penalized by a “strike” (Strike) and Member may be considered in Default. 

  • Studio will attempt to contact Member by email, phone, and/or text to arrange a new return date. If unable to agree on a new return date, Studio will reschedule for the next Studio day. In the event rescheduling of a return impacts another reservation and the Items are not back in time, the Member may incur a Strike.

  • If the Items are not returned within seven days of expiration of the term of the Reservation, the Member shall be liable for the replacement value of the Items. The Member may also be considered as Default.

Damaged or Modified Items

Member shall keep the Items in good repair and condition. Member shall not materially modify or alter the Items. Damage or modification of Items may result in the Members membership with Studio as Default.

  • In the event of any material modifications, Member will be responsible for all reasonable costs of Vidwest in restoring the Items to its normal condition.

  • Member assumes and shall bear the entire risk of damage to the Items from any cause during the term of the Reservation.

  • Unless pre-existing damage is reported to Vidwest within 24 hours after Member takes possession of the Items, it is assumed any damage to the equipment occurred during the term of the Reservation.

  • In the event of damage, Vidwest shall choose the repair method and venue, within reason.

  • If Vidwest chooses an external venue for repair, Member is responsible for the total cost of repair, if commercially reasonable.

  • Vidwest may elect to repair the Items in-house. In these cases, Member shall be responsible for Vidwest’s reasonable expenses for parts and labor.

  • Member’s form of payment shall be charged the amount of repair expenses owed to Vidwest. If the Member’s form of payment cannot be successfully charged within 24 hours, the Member shall be considered to be in Default.

  • At Vidwest’s discretion, a cleaning fee may be charged if any of the following must be removed from the equipment upon return:

    • Smoke

    • Mud or dirt

    • Chalk or powder

    • Sand

    • Any other matter that must be removed from the Items before it is placed back in Vidwest’s inventory

Missing Accessories

In the event of any missing accessories (caps, hoods, tripod rings, bags, etc.), Member is fully liable to Vidwest for the replacement cost of the missing items. If the item impacts another Reservation, Member may be considered in Default.

Loss of Items

Member assumes and shall bear the entire risk of loss of the Items from any cause during the term of the Reservation.

  • In the event that the Items is reported by Member to be lost or stolen during the term of the Reservation, Member is liable to Vidwest for the replacement value of the Items.

  • Vidwest shall charge Member’s form of payment the amount owed for replacement of the lost or stolen Items.

  • If the Member’s form of payment cannot be successfully charged within 24 hours, the Member shall be considered to be in Default.

Strikes

  • Missing the pickup or return time by more than 30 minutes without informing Studio.

  • Incomplete return of Items when it impacts another Reservation.

  • Misuse or improper reset of shared resources (ex: c-stands, light modifiers, sandbags, or seamless paper not properly put away)

Default

In the event of default:

  • Depending on the severity of the Items return, Member may be issued a Strike. Once Member incurs three Strikes, Member’s status with Studio moves to a cool-down period. 

  • Cool-down period results with Member’s right to make reservations limited for a period at discretion of Studio.

  • Repeated Cool-down periods will result in Member membership as cancelled.

  • Vidwest reserves the right to pursue all available civil and criminal remedies against Member, including but not limited to: recovering possession of the equipment, obtaining from Member’s form of payment any amounts owed, filing of criminal charges, and any civil remedies available. These remedies are not exclusive.

Liability

Vidwest does not assume, and the customer indemnifies Vidwest against any liability or claims resulting from use or malfunction of the equipment. Member assumes all liability that may arise from use or failure of the equipment.

Severability and Governing Laws

This represents the entire agreement between Vidwest and Member. If any portion of this agreement is found unenforceable, it will not affect the remainder of the agreement, which shall remain valid and enforceable. The agreement shall be enforced according to the laws of the State of Missouri, County of Boone, Municipality of Columbia.

Effective February 1, 2026