PRODUCTION VEHICLE
RENTAL AGREEMENT
General terms governing the rental, use, handling, transportation, protection and return of vehicles booked through Official Cinema Cars for film, television, commercial, photography, branded content, events and other approved productions.
BOOKING-SPECIFIC TERMS MAY APPLY.
This page provides general terms for production vehicle rentals coordinated through Official Cinema Cars. Individual bookings may include additional written terms addressing the specific vehicle, production, rental period, compensation, transportation, insurance, permitted use and other requirements.
When booking-specific written terms conflict with this general agreement, the applicable booking-specific terms will control to the extent of that conflict.
AGREEMENT TERMS
PRODUCTION & VEHICLE OWNER
A production vehicle booking involves the applicable production company, agency, client or authorized production representative requesting the vehicle and the vehicle owner or authorized vehicle representative supplying the vehicle.
Official Cinema Cars (“OCC”) acts as a vehicle sourcing, coordination and brokerage service connecting production professionals with vehicle owners and specialty vehicles.
Booking confirmations, deal memos, estimates, invoices, emails or other written communications may identify additional terms applicable to a particular booking.
VEHICLE IDENTIFICATION
Each booking should identify the vehicle or vehicles being requested with sufficient information to distinguish the vehicle from other vehicles in the OCC registry or owner inventory.
Vehicle information may include year, make, model, color, registration or OCC vehicle identification number, modifications, special features and other relevant characteristics.
The production may not substitute, transfer or use another vehicle under the same booking without authorization where the identity of the vehicle is material to the production agreement.
RENTAL PERIOD & SCHEDULE
The rental period will be based on the dates, call times, hold periods, preparation days, shoot days, travel days and return requirements established for the applicable booking.
Production schedules frequently change. Any extension beyond the agreed rental period should be communicated as soon as reasonably possible and may result in additional rental, transportation, owner or related charges.
A vehicle should not be retained beyond the authorized rental period without appropriate approval.
RATES, FEES & PAYMENT
Vehicle rental rates and other charges are determined according to the applicable booking and may vary based on the vehicle, duration, production use, transportation requirements, owner participation and other circumstances.
Additional charges may apply for overtime, extended holds, preparation, transportation, mileage, specialty handling, additional production days, owner attendance or other approved services.
Payment terms will be established in the applicable estimate, invoice, booking confirmation or other written agreement.
AUTHORIZED PRODUCTION USE
The vehicle may be used only for the production purpose and activities reasonably contemplated by the applicable booking.
Normal picture-car use may include static display, positioning, filming, photography and ordinary driving where specifically authorized.
Material changes in the intended use of the vehicle should be disclosed and approved before that use occurs.
AUTHORIZED DRIVERS & OPERATORS
Vehicles may only be driven, moved or operated by persons authorized for the applicable booking and acceptable under any applicable insurance requirements.
A vehicle owner may require owner operation, an approved driver, a professional precision driver or other vehicle-specific restrictions.
Keys should not be provided to unauthorized personnel or used for purposes unrelated to the approved production.
PRODUCTION INSURANCE
The production may be required to provide evidence of appropriate insurance before a booking is confirmed or before possession, custody or control of the vehicle is transferred.
Required coverage may depend on the value, type and intended use of the vehicle and the circumstances of the production.
Insurance documentation should satisfy the requirements communicated for the applicable booking.
DELIVERY, TRANSPORT & RETURN
Transportation responsibilities will be established for each booking based on the vehicle, location, production requirements and arrangements with the owner.
Specialty, exotic, classic, modified or lowered vehicles may require enclosed transport, specialized loading procedures, extended ramps, soft straps, wheel nets or other appropriate equipment.
The vehicle should be returned at the agreed location and within the agreed timeframe in substantially the same condition in which it was provided, ordinary agreed use excepted.
PRE-PRODUCTION CONDITION DOCUMENTATION
The condition of the vehicle may be documented before production use through photographs, video, written inspection records or other reasonable methods.
Existing scratches, dents, wheel damage, paint imperfections, interior wear, mechanical concerns or other known conditions should be documented whenever practical.
Pre-production documentation may be used when evaluating whether a condition occurred during the production rental period.
CARE, CUSTODY & CONTROL
Reasonable care should be exercised while the vehicle is being transported, staged, stored, driven, photographed, filmed or otherwise used for production.
Production equipment, camera mounts, suction devices, adhesives, tape, wardrobe, props or other materials should not be attached to or placed on the vehicle without appropriate authorization.
Additional care may be required for specialty paint, wraps, paint-protection film, carbon fiber, custom bodywork, wheels, interiors or other specialized components.
MODIFICATIONS & ATTACHMENTS
The vehicle may not be drilled, cut, disassembled, repainted, wrapped, decaled, mechanically modified or otherwise materially altered without prior authorization.
Temporary modifications or attachments should be discussed in advance, including the proposed installation method and restoration procedure.
Approved modifications should be performed in a manner appropriate for the vehicle and removed or restored as agreed following production.
STUNTS, RACING & HAZARDOUS ACTIVITY
Stunt driving, racing, drifting, burnouts, jumps, impacts, off-road operation, high-speed driving, intentional collisions or other unusually hazardous activities are not included in a standard vehicle rental unless specifically disclosed and approved.
High-risk use may require additional insurance, safety personnel, professional drivers, compensation, preparation or separate written agreements.
DAMAGE & INCIDENT REPORTING
Any accident, impact, scratch, dent, wheel damage, interior damage, mechanical issue or other material change in vehicle condition occurring during the rental period should be reported promptly.
When reasonably possible, damage should be photographed and documented before repair, cleaning or other corrective work.
OCC should be notified promptly so communication and documentation can be coordinated among the applicable parties.
REPAIR AUTHORIZATION
Except when immediate action is reasonably necessary to prevent additional damage or address an urgent safety issue, repairs should not be performed without appropriate authorization.
Vehicle owners should generally be involved in decisions concerning repair facilities, replacement components and repair methods for specialty, collector, exotic, custom or modified vehicles.
Approved repairs should seek to restore the vehicle to its documented pre-production condition using appropriate parts, materials and workmanship.
LOSS OF USE & ADDITIONAL EXPENSES
A production-related incident may result in reasonable expenses beyond physical repair, including towing, transportation, inspection, storage, detailing or other costs associated with addressing the incident.
Where applicable under the booking agreement, insurance coverage or governing law, documented loss-of-use or other related costs may also be considered.
Responsibility for such amounts will depend on the circumstances of the incident and the applicable agreements and insurance coverage.
CANCELLATIONS, HOLDS & SCHEDULE CHANGES
Productions should communicate cancellations, postponements, releases and material schedule changes as soon as reasonably possible.
Cancellation or hold fees may apply depending on the timing of the change, commitments already made, transportation arrangements, vehicle preparation and the applicable booking terms.
Specific cancellation terms provided with a booking will control where applicable.
VEHICLE OWNER DISCLOSURES
Vehicle owners should accurately represent the vehicle and disclose known conditions that may materially affect safe operation, transportation or production use.
Owners should communicate relevant modifications, starting procedures, security systems, ground-clearance limitations, mechanical concerns or other vehicle-specific requirements whenever practical.
Owners should also disclose restrictions concerning drivers, transportation, mileage, weather exposure or other material conditions of use.
COMPLIANCE & PROFESSIONAL CONDUCT
Production personnel are expected to comply with agreed vehicle restrictions, safety requirements, insurance conditions and instructions reasonably necessary to protect the vehicle.
The production should ensure that personnel interacting with the vehicle understand any material limitations or special handling requirements communicated for the booking.
BROKERAGE & COORDINATION
Official Cinema Cars facilitates vehicle sourcing, communication, booking coordination and related production services.
Unless expressly agreed otherwise in writing, OCC does not manufacture, own, insure or warrant privately owned vehicles listed or supplied through its network.
The responsibilities of the vehicle owner, production, insurer, transportation provider and other parties remain subject to their respective agreements, obligations and applicable law.
ACCEPTANCE OF BOOKING TERMS
Acceptance of a specific vehicle booking may be documented by signed agreement, booking confirmation, purchase order, deal memo, written electronic acceptance or another method agreed by the applicable parties.
The complete agreement for a specific booking may consist of this general policy together with applicable estimates, invoices, insurance requirements, booking confirmations and other written terms.
CLEAR TERMS.
PROFESSIONAL PRODUCTION.
PROTECTED VEHICLES.
Official Cinema Cars works to establish clear expectations between production professionals and vehicle owners so specialty vehicles can be sourced and used professionally while protecting the interests of everyone involved.
This online document provides general OCC production vehicle rental terms. Specific booking documents may contain additional or different provisions. Parties should review the documents applicable to their individual booking before vehicle use.
NEED A VEHICLE FOR YOUR PRODUCTION?
Contact Official Cinema Cars with your project requirements, dates and vehicle needs.