Renting Equipment Outside of DePaul

Use this page if your production needs equipment from a rental company outside of DePaul.

Important: DePaul may provide a Certificate of Insurance (COI) and Letter of Intent (LOI) for approved rentals from preferred vendors. However, the student renting the equipment remains financially responsible for the rental, including any damage, loss, theft, late fees, or other charges assessed by the vendor. DePaul does not submit insurance claims for student rental equipment.

How It Works

1. Enter Your Rental Information

Complete the equipment rental section in your project's Smartsheet Dynamic View., including:

• Equipment being rented

• Reason for the rental

• Vendor name

• Vendor contact name and email

• Name of the student responsible for the rental

2. Review and Sign the Rental Request Form

The Production Office will attach a Rental Request Form (RRF) to your project in Dynamic View..

Download the form, sign it, and upload the signed version back to Dynamic View.

3. Receive Your Documents

Once your signed RRF has been received, the Production Office will attach the following documents to your Dynamic View, when applicable:

• Certificate of Insurance (COI)

• Letter of Intent (LOI)

4. Provide Documents to the Vendor

Download the COI and LOI and send them to the rental company. Confirm all payment, pickup, and return requirements directly with the vendor.

5. Pick Up and Return Equipment Responsibly

Inspect equipment when it is received, follow all vendor requirements, and return equipment on time. Report any damage, loss, theft, or rental issues to both the vendor and the Production Office as soon as possible.

Important Reminders

• Outside rentals are not approved until all required documentation has been completed.

• The student listed as the renter is responsible for the rental agreement and any associated costs.

• Contact the Production Office if the vendor, equipment list, rental dates, or responsible student changes after submission.

Questions?

SCA Production Office Email: [e-mail] Phone: [phone] Loop: Daley LL103 Cinespace: 2514 W. 16th St., Office 204