When your rental needs insurance or a deposit, and exactly what to provide. The full requirements – coverage limits, certificate wording, and how to submit – are at the bottom.
When Insurance Is Required
nsurance is required when two things are both true: you’ll be operating the equipment yourself, and its total replacement value is over $5,000. If our on-site technician runs the gear for the full event, insurance isn’t required. Not sure which applies to your order? Just ask – we’re glad to help.
What You Provide, By Value
$0–$4,999: a credit card on file plus a signed personal guarantee – your card is stored securely and only charged for loss, damage, or late return.
$5,000 and up: either a Certificate of Insurance, or a full-replacement-value deposit (a card hold or cash), released after the gear is returned, tested, and verified.
Using The Gear
Please use everything carefully and as shown. Only outdoor-rated items go outside, and gear stays under your supervision the whole time. Don’t reconfigure equipment or put tape on our cables, and make sure you have adequate power, safe access, and any permits your venue requires. If unsafe conditions come up, our crew may pause or stop work.
Damage, Loss & Care
You’re responsible for loss, theft, or damage while the equipment is in your care, and risk transfers to you at delivery. For theft or vandalism, please file a police report within 24 hours. Items returned needing excessive cleaning are billed at $50/hour, and we may inspect returned gear for up to three days and bill for anything found.
Labor & Extras
Additional setup and breakdown is $60/hour per crew member; an on-site technician is $125/hour and works with PLAY’s gear only. Any on-site charges are due right away and billed to the card on file. Returned checks, declined cards, or chargebacks carry a $50 fee, and sales tax applies unless you’ve given us a valid exemption certificate..
Certificate of Insurance
Your COI needs commercial general liability (from $1,000,000 per occurrence) and equipment coverage at full replacement value, including theft. It must name Tony Schwartz Productions, LLC dba PLAY Event Rentals as additional insured and loss payee, with 30 days’ notice before cancellation. Need coverage fast? Our partner InsureMyEquipment.com offers a discount with code PLAY. Upload your COI from your account dashboard – full limits and wording are in the details below.
Read the full Insurance Requirements
The complete policies follow, in full.
Insurance & Security Deposits
On request, we will provide proof of business license and liability insurance (up to $1,000,000).
When Insurance Is Required
Insurance is required for all rental items when:
The customer will be operating the equipment; and
The total replacement value of the equipment exceeds $5,000.
If PLAY Event Rentals provides an on-site technician for the full duration of your event, insurance is not required. If you’re unsure whether your order requires insurance, please contact us – we’ll be happy to help.
Requirements by Equipment Value
Equipment Value $0-$4,999 – Credit Card on File with Personal Guarantee.
Your credit card details will be securely stored and only charged in the event of loss, damage, or late return. A signed personal guarantee is required, holding the client personally responsible for all damages and outstanding balances.
Equipment Value $5,000+ – Certificate of Insurance (COI); or Full Replacement Value Deposit (cash or credit card).
For higher-value rentals, we require the full replacement value of the equipment as:
A credit card charge (released after return and inspection); or
A cash deposit (returned after return and inspection).
Deposits are released once all equipment has been returned, tested, and verified.
Certificate of Insurance (COI) Requirements
We have partnered with InsureMyEquipment.com, who provide general liability and rented equipment insurance. Use code PLAY for a discount. You are welcome to obtain insurance issued by any carrier rated A- or better by A.M. Best and authorized to do business in the event’s jurisdiction. Customers providing a COI must maintain the following coverage:
Commercial General Liability (contractual liability included) – minimum limits:
- $1,000,000 per occurrence
- $2,000,000 general aggregate (per project or per location)
- $100,000 damage to rented premises
- $1,000,000 Personal & Advertising Injury
- $1,000,000 Products / Completed Operations Aggregate
Property / Equipment Insurance:
Covers all rented equipment, tools, and materials from PLAY Event Rentals
Must cover the full replacement value as listed on the Rental Order Sheet
Must include theft and theft from an unlocked vehicle
Failure to secure adequate coverage does not obligate PLAY Event Rentals for any losses.
Additional Requirements
The COI(s) must include an Additional Insured & Loss Payee Endorsement naming:
Tony Schwartz Productions, LLC dba PLAY Event Rentals
PO Box 13, Puyallup, WA 98371
Certificate Wording: Tony Schwartz Productions, LLC dba PLAY Event Rentals, its officers, agents, employees, and assigns, and the facility landlord are included as Additional Insured (liability coverage) and Loss Payee (property/equipment coverage). Policies must provide 30 days’ written notice before cancellation or expiration.
Note: You may need to submit multiple Certificates of Insurance (one for Liability, and one for Inland Marine).
Submitting Your COI
Please upload your Certificate of Insurance via the Upload Document module in your Account Dashboard. If you have any questions about insurance, coverage limits, or requirements, contact us – we’re happy to assist.