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HomeMy WebLinkAboutContract 635326/11/25, 2:49 PM Rental agreement CSC No. 63532 HD Spectrum LLC HEADPHONE DRY HIRE RENTAL CONTRACT 5696 This agreement made on June 11 2025 confirms the terms agreed between HD Spectrum LLC, herein known as the `Supplier' and Caitlin Gray herein known as the `Hirer'. The Hirer hereby engages the Supplier, and the Supplier hereby accepts the engagement detailed below on the date[s], for the period[s] and at the fee[s] stated in the schedule hereto. HIRER NAME: HIRER E-MAIL ADDRESS: HIRER CELL NUMBER: EVENT DATE: DELIVERY CONTACT NAME, ADDRESS AND PHONE NUMBER: HEADPHONE HIRE PRICE AND REFUNDABLE SECURITY DEPOSIT Qty. 60 US - LED headphones 3 1 US LED Transmitters Description Caitlin Gray Icait(in.gray@fortworthtexas.gov (817)392-2830 Saturday, August 2, 2025 Caitlin Gray 6201 Beaty Street, Fort Worth, Texas 76112 (817)392-2830 Discount Price $432.00 $0.00 Net total $432.00 Tax $0.00 Total $432.001 Please carefully check that all address and contact information is correct, and notify us of any corrections needed. By completing this agreement, you confirm that all information is accurate.The equipment must be returned to the company via UPS the next working day after your event. This can be dropped at a UPS Store using the pre -paid shipping label we will send to you. If you would prefer a UPS pickup from the address of your choice, please advise our team before the day of your rental. The UPS pickup can be booked by our team, for the next working day after your event, between 8am-8pm. OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX https://myhirehop.com/modules/docmaker/merge-html.php?main_id=5696&type=l &sub_id=7106&sub_type=2&doc=56&local=2025-06-11+14%3A49%3A02&tz=... 1/5 6/11/25, 2:49 PM Rental agreement PAYMENT TERMS: Remaining hire balanc ;by the date specified on the final invoice which will be sent via paypal nearer the due date. CANCELLATION TERMS: The fee paid by the client (in full or in part) is non-refundable once paid. In the event of cancellation at any time before dispatch of equipment, any security deposit paid will be refunded in full. In the event of cancellation after your order has shipped, return shipping and other handling fees will be deducted from the security deposit. All orders are shipped to the address provided in the rental agreement. Any requests to adjust the delivery ADDITIONAL COSTS: address for a shipment that has already been dispatched will incur a $25 change fee per shipped package, deducted from the security deposit. Missing or broken equipment: The kit is promptly checked when returned to the company and a report is sent to the client. The company will bill per missing or irreparably damaged headset to the client, which would be deducted from the security deposit paid by the client. The remaining security deposit is then refunded. The kit will be checked within 7 days of being returned to the company. Should missing items be located after the order has been returned to the company, client may ship the missing items back at the client's expense. Alternatively, client may request a pre -paid shipping label from the company and the equivalent of the return shipping fee will be deducted from the refundable security deposit. Any loss, damage or breakage to any headphone or headset is charged to purchaser at a rate of $25.00 USD per headphone/headset, up to the 10% of the total number of headphones shipped. After the first 10% number of headphones shipped, there is a charge of $60.00 USD per headphone/headset missing or damaged. Any loss or damage to a transmitter will be charged at $250.00 USD per transmitter. Any loss or damage to cables or power supply will be charged at $10.00 USD per item. Headphones returned with stickers or residue will be billed a maintenance fee of $3 per headphone. Late return of equipment: There is a $50 discretionary charge billable to the client for each day the equipment is late being returned. This charge pertains to the kit not being dropped at a UPS office before 6pm the next working day after the event, or for a failed UPS pickup the next working day after the event. The purchaser is liable to be charged the full dry hire fee again, if the kit is two or more days late being dropped at a UPS office or for two or more missed UPS pickup attempts. https://myhirchop.comJmodules/docmaker/merge-html.php?main_id=5696&type= l &sub_id=7106&sub_type=2&doc=56&local=2025-06-11+14%3A49%3A02&tz=... 2/5 6/11/25, 2:49 PM Rental agreement • DJs of your own, plus their music catalogue and DJ equipment OR up to three sound sources of your AS PART OF THE DRY choice [iPod, cell phone, laptop etc] with playlists set up. HIRE, THE CLIENT IS • Deposit or ID system for headphones, which is essential to minimize loss or damage to equipment ADVISED TO ARRANGE THE • Door security to prevent removal of headphones from the venue FOLLOWING: • Staff to handle deposit/ID system and distribution/collection of headsets. • Safe storage for all HD Spectrum equipment from delivery to pickup • Power to run your equipment and headphone equipment [sufficient wall power or generator power]. If using a generator, please consult an electrician to ensure you have enough power for our transmission equipment and your own electrical equipment. • Spare batteries [AAA]. The company will supply a small amount of batteries for headphones that have switched on during transit. You will need to supply extra to ensure you have enough battery power for your event. • You will need to supply any adapters needed to plug your device into our transmitters, either via RCA or minijack connection. Any headphone jack adapters (dongles) are provided as a courtesy, at no additional charge. The company is not liable for courtesy items that are missing, or do not function properly. • Dry area indoors or outdoors [if outdoors, a tent or covering is preferred]. The headsets cannot be used outdoors if it is at all raining, or if rain is imminently forecast. • You must instruct your crew and DJs they need to remind your guests or patrons that they are ADDITIONAL IMPORTANT responsible for the volume of their own headsets. INFORMATION: • The client, their crew and/or DJs are to remind guests or patrons during the event where the headset drop off bins are located, for when they are finished using them. • Your DJs must not push the limits of the volume of headphones, as this can cause damage to them and increase your liability. • Stickers may be applied to the headphones for the duration of an event, however it is the responsibility of the client to ensure that stickers are of high quality, can be removed without damaging Headphone Disco branding, and must not leave residue behind. You must remove all stickers and residue prior to return of equipment. MARKETING AND • The purchaser and venue are responsible for their own marketing and promotional materials PROMOTIONAL MATERIAL: YOUR CLIENT RESPONSIBILITIES. The client agrees to the following in full: 1. Payment terms as per the aforementioned agreement 2. Secure, dry, dust free storage for all equipment from arrival to departure 3. Headphones MAY NOT BE USED in any damp, rainy, or wet conditions. This will cause the headphones to short out and cannot be repaired, and you will be responsible for each headphone at the above noted cost (per unit). If you are hosting an outdoor event, you must have a tent or covered area where all headphones are stored and all patrons must be immediately instructed to move under cover if there is any inclement weather 4. Ensure that an able person is available to oversee and sign for delivery and collection as per the aforementioned terms, at the addresses you have listed above. 5. Client is responsible for ensuring the accuracy and reliability of all delivery and collection addresses, where deliveries can be accepted throughout regular business hours without restriction. In the event of non -delivery due to an incorrect or unreliable address being supplied, the client is responsible for 100% of the hire fee. In the event of a missed collection due to an incorrect or unreliable address being supplied, the client will be liable for missed collection fees, as per the 'additional costs' section above. 6. Ensure the frequencies 910-930 mHz including all radio transmitter equipment are kept clear 7. Ensure equipment is in its original packaging to protect during shipping 8. Lost or damaged equipment is payable at the aforementioned rates 9. Invoice for missing or damaged headsets to be settled within seven (7) days of receipt https://myhirchop.comlmodulesldocmakerlmerge-html.php?main_id=5696&type=l &sub_id=7106&sub_type=2&doc=56&local=2025-06-11+14%3A49%3 AO2&tz=... 3/5 6/11/25, 2:49 PM Rental agreement 10. Use the equipment in a skillful and proper manner and not use the equipment for any purpose beyond its intended use and capacity. Read any relevant operating and safety instructions supplied with the equipment and only use the equipment or fit any accessories in accordance with those instructions 11. Regularly check the condition of the equipment during the period of hire 12. During the period of hire, ensure the security and safekeeping of the equipment 13. Immediately inform us of any breakdown of the equipment or any problem affecting the working of the equipment 14. Please do not attempt to repair the equipment without our approval and written consent as it may cause further damage to said items 15. In no way or situation are you, the Purchaser, permitted to assign, sell or offer for sale, assign, pledge, re -hire or lend the equipment to any third party whatsoever. Any attempt to do so will be met with a fine no less than $1000.00 USD 16. Comply with any relevant Government or Local Authority Regulations. 17. The equipment rental you have received is for your event ONLY, and shall ONLY be used for this specific event on the date and times agreed upon between the parties. Any use of said equipment at any other time shall be a violation of this agreement. In this instance, the company or it's agents shall seek any and all damages and legal fees. Use of said equipment for any other event at any other time or date shall be considered theft of said equipment. COMPANY RESPONSIBILITIES. The company agrees to provide the following: 1. The number of headsets/headphones required for your event, fully counted and tested before dispatch 2. Arrange for equipment to be delivered via UPS, in good time before the event. 3. The appropriate transmitters required, tested before dispatch 4. A small number of spare batteries for use in headphones that run out during the event 5. Cables to allow you the client to connect the transmitter to the audio sources 6. A guide with instructions for setup 7. A 24-hour hotline number for you to call in case of any issues, problems, or guidance regarding your rental 8. Overview of counted and tested equipment immediately upon return to our warehouse and, if applicable, issue invoice for broken/missing equipment, within 7 days of return. https://myhirehop.comlmodulesldocmakerlmerge-html.php?main_id=5696&type=l &sub_id=7106&sub_type=2&doc=56&local=2025-06-11+14%3 A49%3 A02&tz=... 4/5 6/11/25, 2:49 PM SIGNED ON BEHALF OF CLIENT: n4'� �GzYA r/iG Dana Burghdoff (Jury 5, 2025'A:17 CDT) Rental agreement PRINT NAME: Dana Burghdoff, Assistant City Manager DATE: 06/25/2025 SIGNED ON BEHALF OF HD SPECTRUM LTD: 'PRINT NAME: PRINT COMPANY POSITION: June ll 2025 JAMES HATHERLY BUSINESS MANAGER IN WITNESS WHEREOF, the parties hereto have executed this Agreement in multiples. FOR CITY OF FORT WORTH INTERNAL PROCESSES: Approval Recommended: BY: 4W Name: Dave Lewis Title: Director Park it Recreation Department By: Name: Monique Hill Title: Assistant Director Park Et Recreation Department Approved as to Form and Legality: By: i� qua Name: Trey Qualls Title: Assistant City Attorney Contract Compliance Manager: By signing I acknowledge that I am the person responsible for the monitoring and administration of this contract, including ensuring all performance and reporting requirements. By: Name: Sheri Endsley Title: District Superintendent Park Et Recreation Department n4U ao� poRr�°o City Secretary: 00 `� Odn� aEXASo�4 By: Name: Jannette Goodall Title: City Secretary Contract Authorization: MBC: N/A OFFICIAL RECORD Form 1295: N/A CITY SECRETARY FT. WORTH, TX