Equipment Loan Policy

Purpose

To make standard policies and procedures concerning the loan (or rental) of any theater assets or property. In philosophy, it is the policy of the Williamsburg Players to assist other performing artist groups, when possible, at no charge. The lender should obtain at least a verbal agreement for a quid pro quo, if needed.

Policies

The request will be presented to the Director for Production (or their designee) using the Theatrical Equipment Rental or Loan form. Complete the information on the form relating to the borrower (contact information organization information, the loan period, the value of the loaned item(s)).

The Director for Production (or their designee) will evaluate the request by:

Surveying our equipment stock and condition.

Discuss the equipment needs with the Directors and Producers impacted during the period of the loan.

If applicable, set the rental value based on past practice and or replacement value.

If approved, the Director for Production (or their designee) will arrange for the equipment/tools/costumes/props to be withdrawn from storage and inspected. The representative of the borrowing organization or person will sign the form, pick up the equipment, return the equipment, and initial the return on the form. If applicable, a copy of the form will be provided to the Treasurer to process any applicable rental fees.

In the event the item is not returned by the agreed date or is damaged, the Director for Production will determine the cost of repair or replacement and request the Treasurer to bill the borrowing organization for the costs. If applicable, any honoraria, scholarship funds, or production reimbursements will be retained until the equipment is returned or paid for.

Revision Notes

• 04/21/98 -- Initial inclusion in P&P Manual
• 11/04/14 -- Web revision
• 11/24/24 -- Board revision