AV equipment rental in Canada: pickup and return checklist

A missing cable or misunderstood return time can disrupt a shoot. Use this checklist to organise AV equipment collection and return in Canada. It supports the handover process; check the actual terms agreed for your booking.

Describe the job, then check the listing

“Record two people speaking in an office for an hour” is more useful than “need a good camera.” It identifies accessories and practical limitations.

Confirm the exact model, stated condition, dates and collection point. A photograph can show more equipment than the listing includes. Ask for a written inventory of the relevant body, lens, batteries, charger, cards, cables, mounting plate and case. An illustration is not a confirmed package list.

Compare the full cost

Add confirmed rental and accessory charges, optional delivery, fees and applicable taxes, plus your travel costs. Record any refundable deposit separately and check its release conditions. Ask how late returns, extensions and cancellations are handled for this booking.

Compare actual collection and return journeys, not just a distance number. Check building access, loading arrangements and parking with the contact. This matters in Montreal and Toronto alike: a short distance does not guarantee a quick handover.

Prepare a handover record

Booking reference and exact equipment model.

Collection and return dates, times and locations.

The agreed person handing over and receiving the kit.

Accessory names and quantities.

Existing condition and reported faults.

Tests completed and anything left untested.

Keep personal information to what is needed. Condition photos should show equipment without exposing the owner’s home, documents or contact details. Keep relevant exchanges in the booking’s agreed communication channel.

Test before leaving

For a camera, check power, lens operation, recording and playback using compatible media. For audio, test the full path to the recording device. For lighting, test power and controls with an installation following the manufacturer’s instructions. Do not improvise electrical connections or mounting arrangements.

Record existing marks and count accessories together. If something is missing or fails, flag it before leaving and agree on a remedy. Do not assume an untested kit will meet the shoot’s requirements.

During the rental

Follow the manufacturer’s limits for transport, moisture, temperature and power. Keep caps and small parts in an identified compartment. If a fault develops, stop the affected use, record the symptom and contact the owner instead of attempting an improvised repair.

Request extensions before the return deadline, including the new time and price. Another booking may follow yours. Sending a message does not automatically mean the extension has been accepted; obtain confirmation.

On return

Check the case against the original inventory. Disclose condition changes even if the equipment still works. Confirm footage backups and agree on card handling. Obtain confirmation of return and retain details of any outstanding issue.

Should I simply choose the lowest daily rate?

First compare equivalent accessories and timing. Missing parts and extra journeys can change the project’s total cost.

Who should erase my footage?

Agree before filming. Sensitive work may call for your own compatible media and a client-approved retention process.

Explore the LOCAM rental catalogue, then use our memory card and backup guide to plan recording media.