Rental Terms & Conditions

Rental requests & availability

All rental requests are subject to availability. Submitting a Set List, Hold Request, enquiry or any other rental request does not guarantee that the requested artwork will be available or reserved.

Act One Art reviews the requested rental dates and items and confirms availability before a rental is finalised. A rental is confirmed only once Act One Art has provided that confirmation.

Act One Art may decline any rental request at its sole discretion, and is not required to give a reason. We may also modify or withdraw availability where necessary.

Rental period

The minimum rental period is one week. Weekly rentals follow the pick-up and return schedule attached to the pick-up day you select:

• Monday pick-upReturn the following Monday, before 12:00pm.
• Wednesday pick-upReturn the following Wednesday, before 12:00pm.
• Friday pick-upReturn the following Friday, before 12:00pm.

Rental periods may be extended subject to availability and additional rental charges. Artwork must remain in the Renter’s possession only for the agreed rental period unless an extension has been approved by Act One Art.

Pricing, invoicing & payment

Rental pricing is based on the applicable artwork, collection, rental period and any additional services or charges agreed with Act One Art.

Act One Art does not operate a standard online checkout or immediate payment system. Rental requests are reviewed and confirmed by a person, and an invoice is issued according to the agreed rental arrangements.

Payment is by cheque only. Act One Art does not accept credit or debit cards, and there is no checkout or card processing anywhere on this website. Cheques are made payable to Act One Art and are due in full according to the payment terms printed on the invoice.

Act One Art reserves the right to withhold future rentals, or to require outstanding balances to be settled, before approving additional rental requests.

Pick-up & drop-off

All pick-ups and returns are by appointment only. Current pick-up and return hours are Monday, Wednesday and Friday, 9:00am to 12:00pm.

Appointments must be booked at least 24 hours in advance, and a text message must be sent to Act One Art twenty minutes before arrival. The Renter is responsible for arriving within the agreed appointment window and for ensuring the appropriate vehicle and personnel are available to collect or return the items safely.

Collection and return happen at the loading dock, in front of the double doors. A photograph of the exact spot is printed on the runsheet that accompanies every booking.

Vehicle restrictions

Panel vans or smaller vehicles only. Due to the residential location of Act One Art and applicable city and condominium by-laws, 3-ton, 5-ton and other large trucks are not permitted.

If a vehicle is too large to access the property, Act One Art may refuse the pick-up or return, and the Renter may be responsible for any resulting delay, additional transportation costs, or rental extension charges.

Returning the artwork

How artwork comes back matters as much as how it goes out. The following applies to every return, without exception, and the same instructions are printed on the runsheet that goes out with each booking so the person carrying the artwork has them in hand.

Do not use bubble wrap on any Act One Art item. The plastic melts onto the surface of the artwork and the damage cannot be reversed. Items returned in bubble wrap may be charged for repair or replacement under the damage, loss and theft terms below.

• Tags stay attached. Every item must come back with its original Act One Art tag still on it.
• Wall art: clean packing paper. Each piece is wrapped individually in clean sheets of packing paper and secured with a short strip of tape, roughly two to four inches. Nothing longer, and nothing across the face of the work.
• Props, mobiles, 3-D models and sculptures: original packaging. These must be returned in the packaging they arrived in. No exceptions.

A text message must be sent to Act One Art twenty minutes before arrival, for both pick-up and drop-off, by whoever is carrying the artwork. Everything is collected and returned at the loading dock in front of the double doors; no contact is needed on site.

Condition of rental items

The Renter is responsible for taking reasonable care of all artwork, frames, glass, props, packaging, accessories and other items supplied during the rental period.

Items must be returned in substantially the same condition in which they were received, allowing for reasonable wear from normal handling.

The Renter must not intentionally modify, paint, cut, alter, disassemble, permanently attach anything to, or otherwise change rental artwork without prior written approval from Act One Art. Any approved modification must be completely reversible unless otherwise agreed in writing.

Glass & framing

The Renter may request to replace existing glass with non-glare or other suitable glass where permitted. Any original glass or other removed components must be retained and returned with the artwork.

The Renter is responsible for any damage, breakage, loss, or failure to return original components.

Damage, loss & theft

All rentals are subject to inspection when returned. Act One Art will assess returned items for damage, missing components, loss or other issues.

The Renter is responsible for the cost of repairing or replacing artwork or rental components that are damaged, lost, stolen, or otherwise not returned in acceptable condition during the rental period. Where an item cannot reasonably be repaired, Act One Art may charge the Renter for its replacement value.

Additional rental charges may continue to accrue on missing items until they are returned or the applicable loss or damage matter is resolved. Any damage, loss, replacement, repair, transportation or extended-rental charges may be invoiced separately.

Late returns

Act One Art has zero tolerance for lateness. Pick-ups and drop-offs must happen at the agreed time. Please plan your runs around the appointment rather than the other way round.

Rental items must be returned before 12:00pm on the agreed return date. If artwork is not returned by that deadline, an additional one-week rental charge may be applied, and further charges may continue for each additional rental period until the artwork is returned and accepted by Act One Art.

If a delay affects another confirmed production booking, Act One Art reserves the right to recover reasonable additional costs resulting from the late return.

Cancellation

Once a rental request has been confirmed, cancellation terms may apply. Confirmed orders cancelled after the artwork has been pulled and packed are subject to a 25% cancellation fee.

Additional charges may apply where cancellation results in other reasonable, documented costs, or where a separate written agreement applies. The applicable cancellation charge will be included on the invoice or cancellation notice.

No trial or “try-out” rentals

Due to the limited availability of rental inventory, Act One Art does not generally offer trial, preview or “try-out” rentals.

Every artwork page carries photographs of each piece with its measurements, and a printable runsheet, so a wall can be planned before a request is submitted. Customers are encouraged to review the available artwork, dimensions, photographs and descriptions before submitting a rental request.

Use of artwork

Rental artwork is provided for the production and set-decoration purposes agreed with Act One Art. The Renter may not sell, sublicense, permanently transfer, reproduce, manufacture copies of, or commercially exploit Act One Art’s physical artwork or designs without prior written permission.

Where artwork is identified as copyright-cleared, that clearance relates to the applicable artwork and its intended use as represented by Act One Art. It does not grant the Renter ownership of the artwork or of any underlying intellectual property rights. The Renter remains responsible for ensuring the use of the artwork is appropriate for the production and its intended use.

Production responsibility

The Renter is responsible for the safe handling, transportation, installation, storage and use of rented items while they are in the Renter’s possession or control, and should use appropriate personnel and equipment when transporting or installing artwork.

Act One Art is not responsible for damage resulting from improper transportation, installation, handling, storage, mounting or use by the Renter or by third parties acting on the Renter’s behalf.

Extensions

If additional rental time is required, the Renter must contact Act One Art before the original return deadline. Extensions are subject to availability and approval, and additional rental charges apply to approved extensions.

An extension is not granted simply because the artwork remains in the Renter’s possession.

Inspection & final return

Returned artwork may be inspected by Act One Art after drop-off. A return is not considered fully settled until all items have been checked and any damage, missing components, loss, theft or outstanding rental charges have been resolved.

Where an issue is discovered after return, Act One Art may notify the Renter and issue an applicable invoice.

Customer information

The Renter is responsible for providing accurate production information, rental dates, contact details and any other information reasonably required to process the rental, and must notify Act One Art promptly if any booking information changes.

For production rentals, the Renter must supply the production’s tracking or accounting contact — at minimum an email address, and a telephone number where available — when the account or booking is created. All invoices are sent to that contact in addition to the account holder. Act One Art may decline to process a production rental until this information has been supplied.

Responsibility for third parties

If the Renter permits a production company, employee, contractor, driver, courier, crew member or other third party to collect, transport, handle, install, store or return the rental items, the Renter remains responsible for those items and for compliance with these Terms & Conditions.

Right to refuse or terminate a rental

Act One Art reserves the right to refuse, suspend or terminate a rental where:

• The Renter has outstanding unpaid invoices.
• The Renter has previously failed to return rental items.
• Rental items have previously been damaged, lost or misused.
• The proposed use presents an unreasonable risk to the artwork.
• The requested vehicle or pick-up arrangement does not comply with location requirements.
• The Renter otherwise fails to comply with these Terms & Conditions.

In addition to the circumstances listed above, Act One Art may decline, suspend or terminate any rental at its sole discretion, and is under no obligation to give a reason for doing so. This applies before, during and after a booking has been confirmed.

Where a rental is terminated because of the Renter’s actions or failure to comply with these terms, the Renter remains responsible for applicable outstanding rental, damage, loss, transportation and other charges.

Liability

Act One Art takes reasonable care in preparing rental artwork for production use. However, the Renter is responsible for the artwork once it has been collected or otherwise transferred into the Renter’s possession or control.

To the extent permitted by applicable law, Act One Art is not responsible for indirect, incidental, consequential, production-delay or loss-of-income claims arising from the use, unavailability, damage or failure of rental artwork. Nothing in these Terms & Conditions is intended to exclude or limit any liability that cannot legally be excluded or limited under applicable law.

Changes to these terms

Act One Art may update these Rental Terms & Conditions from time to time. The version applicable to a rental will generally be the version in effect when the rental is confirmed, unless otherwise agreed in writing.

Governing law

These Terms & Conditions are governed by the applicable laws of the Province of Ontario and the laws of Canada applicable therein. Any dispute relating to a rental will be subject to the applicable courts and legal jurisdiction of Ontario, Canada, unless otherwise required by law.

Contact

If you have questions about a rental, availability, pick-up, return, damage, cancellation or any other rental matter, please contact Act One Art before proceeding with your booking.

We are reachable any day of the week. The Monday, Wednesday and Friday hours are when artwork physically moves — not when we are available. Bookings and questions are answered seven days a week, and we will not leave a production stranded.

Email actoneartrentals@gmail.com.