Equipment Rental Agreement

Streamline Your Event Equipment Rentals with a Professional Agreement Form

If you run an event equipment rental business—whether you're supplying AV gear, staging, lighting, furniture, catering equipment or party essentials—you know that clear, documented rental agreements are essential. A professional equipment rental agreement protects both your business and your clients, ensuring everyone understands what's being rented, when it's due back, and who's responsible if something goes wrong.

This Equipment Rental Agreement template is built specifically for event rental companies, party rental businesses, AV rental providers and equipment hire services that need to capture all the critical details in one clear, legally-sound document. Instead of chasing down signatures on static PDFs or managing messy email chains, you can send clients a branded, mobile-friendly form that collects everything you need—item details, rental periods, damage deposits, insurance requirements and late return fees—in one submission.

What makes this template work for rental businesses

This form is designed to match real-world rental workflows. It captures renter contact details, event information, a detailed list of equipment being rented (with descriptions, quantities and individual pricing), rental start and end dates, and clear terms around damage deposits, insurance coverage and late return penalties. Each section uses conditional logic and calculations to keep the experience clean and ensure clients only see what's relevant to their rental.

You can embed this form directly on your website, send it via email, or share it as a standalone landing page—clients fill it out on any device, and their submission triggers your rental workflow. Because Paperform includes native payment processing via Stripe, PayPal or Square, you can collect deposits, full rental fees or insurance charges right inside the form, reducing payment friction and speeding up bookings.

Automate what happens next with Stepper

Once a rental agreement is submitted, the real work begins—reserving inventory, sending confirmations, scheduling pick-up or delivery, and following up on returns. With Stepper, Paperform's AI-native workflow builder, you can automate all of this without writing a line of code.

For example, when a client submits the rental agreement, Stepper can:

• Create a rental booking record in your CRM or project management tool
• Update your inventory system to mark equipment as reserved
• Send a branded confirmation email with rental terms, pick-up details and a pre-rental checklist
• Schedule reminder emails before the rental period starts and ends
• Trigger an invoice or receipt for deposit and rental payments
• Route equipment check-in tasks to your warehouse or logistics team after the event

You can also use Stepper to handle edge cases—like flagging overdue returns, escalating damage claims, or offering upsells and add-ons mid-rental. This keeps your operations team in sync and ensures nothing falls through the cracks, even during your busiest season.

Add eSignatures for binding rental agreements

For businesses that need a legally binding signature on every rental, Papersign, Paperform's native eSignature tool, makes it simple. After a client submits the rental agreement form, Papersign automatically generates a PDF of their responses—complete with rental terms, equipment lists and liability clauses—and sends it out for secure electronic signature.

Once signed, the agreement is stored alongside the original form submission, giving you a complete audit trail and proof of acceptance for every rental. This is especially valuable for high-value equipment rentals, multi-day hires or events where liability and insurance are critical.

Who this template is built for

This Equipment Rental Agreement template is ideal for:

• Event equipment rental companies supplying staging, lighting, sound, video and production gear
• Party and tent rental businesses providing furniture, inflatables, marquees, catering equipment and décor
• AV rental providers hiring out projectors, screens, microphones, speakers and conferencing tech
• Tool and equipment hire services renting to corporate events, weddings, festivals and private parties
• Freelance production professionals who need a simple, repeatable agreement for client rentals

Whether you're managing a fleet of equipment across multiple locations or running a solo rental operation, this template gives you a professional, scalable way to document every hire, collect payments upfront, and protect your business with clear terms.

Get started in minutes

With Paperform's intuitive editor, you can customize this template to match your brand, adjust pricing, add or remove equipment categories, and tweak terms to suit your local regulations—all without touching code. Then embed it on your site, link it from your booking calendar, or send it directly to clients as a shareable form.

From submission to signature to follow-up, Paperform (plus Stepper and Papersign) gives you everything you need to run a smooth, professional rental operation.