Everyone starts somewhere, and unless you won the lottery or have nepotism on your side, you’re probably starting like I did; with no money. When you’re blindsided by hefty security deposits, insurance, late fees, and damages, even renting can seem too risky for a low-budget filmmaker. In this guide I’ll share all of the unexpected costs that added up when I started renting film equipment, and how you can avoid them on your own film endeavours.

Damages & Late Returns

So you’ve been an aspiring filmmaker for years, and you finally get your big break: your very first set role. You’re the Assistant Camera. You’re shaking with excitement. Not metaphorically shaking; literally shaking. It’s a long 14 hour day with multiple set ups and you’re itching to crawl straight into bed the moment the shoot ends. That’s when they ask you to return the gear after wrap.

What nobody accounted for was a million retakes of the exact same shot. Now you’re several hours late to the drop-off, and the rental house tells you it’ll cost an extra half-day rental fee. You can’t get a hold of the producer this late, so you put it on your own card, spending most of what you just made that day on set.

You get back into the Cube truck, cry a little, and get ready to do it all over again tomorrow.

So what could have been done differently? For starters, whoever placed the rental should have asked about the rental house’s late fees and return windows ahead of time. Many film equipment rental houses offer buffer periods for situations like this, but it’s important to know how long those grace periods are so you can avoid unnecessary charges. Secondly, someone from the production team could have called the rental house as soon as the shoot started going overtime. A quick heads-up can sometimes make all the difference. Lastly, the renter could have signed up for the rental house’s protection plan, such as BudgetCare, which provides coverage for same-day late fees.

Little did you know, late fees were only the beginning.

Security Holds & Insurance

It’s a new day, a new setup, and new gear. You’re excited to test out the fancy lenses production ordered. All that’s left to do is pick them up. You get to the front desk of the rental house, and the receptionist informs you that a $4,500 security hold is required. 

You call the producer. Straight to voicemail. Again. 

You know your card can’t take much more, but you’re already running late to set and don’t want to make a bad impression, so you bite the bullet and hand over your card once more.

“Excuse me, I can’t start your order without proof of insurance.”

“What the heck is proof of insurance?” is what you want to say, but you don’t want to sound inexperienced. Instead, you smile politely and pull out your phone to Google “Camera Rental Insurance Toronto.” What’s one more expense at this point?

After scrambling to sort out the insurance, you finally get your hands on the sleek anamorphic lens you came for, and by now, you are definitely late to set. They’ve already started shooting by the time you arrive, and the producer is sending you nasty looks from across the studio.

Figures. Now he notices you.

Most of this stress could have been avoided before pickup day even started. A good rule of thumb for any filmmaker is to read rental agreements fully before committing to any gear rental. These agreements usually outline important requirements you may not have considered, including security holds, insurance requirements, and liability policies. If you don’t already have rental insurance, it also helps to ask whether the rental house offers an in-house protection plan, such as BudgetCare, which can eliminate the need for third-party insurance and large security holds altogether.

Unpredictable Expenses

Now you’re finally on set. You’re anxious, late, and your pockets are empty, but somehow, you’re still buzzing with the excitement that comes with being on set.

“Can we shoot this next scene on the 35mm?” asks the Director. Finally. Your moment to shine.

You take the Viltrox Epic T2 lens out of its case. “Lens flying!” You rush toward the camera rig on shaky legs. Don’t mess this up. Don’t mess this up. Don’t mess this up.

You reach the Director of Photography. Time for the handoff. Your hands are shaking like crazy. The lens barely grazes the DP’s fingertips when…

SMASH!

You dropped the lens.

That night, you drive the Cube home in complete silence, wondering if film really is the career path for you.

Accidents happen on set, especially when people are tired and rushing. Of course in an ideal world, we simply wouldn’t drop a $3,300 lens, but mistakes happen to the best of us! On set, it’s important to move carefully, stay mindful of your surroundings, and avoid rushing, especially when working around expensive gear, heavy rigs, and high-voltage electrical equipment. The last thing you want in a moment like that is to panic about how much the damage will cost. That’s why it’s worth asking about damage waivers ahead of time. BudgetCare, for example, includes a built-in damage waiver that limits liability to 30% of repair or replacement costs, which can significantly soften the blow if something goes wrong on set.

Tips for Emerging Filmmakers

Ask any filmmaker about the starting days in their careers, and they’ll all have a similar horror story to the one above. Damaged gear, late returns, insurance fees, and security holds all add up, and can seem like unavoidable barriers of entry into the industry for emerging filmmakers. Some of the most talented and passionate artists are pushed out of the industry due to a lack of money and experience. You’ve probably heard it said that filmmaking is a rich-man’s hobby, but it shouldn’t be that way. 

Here’s some things that I wish I had known about when I was starting off as a filmmaker:

1. Breathe and take things slow – a calm crew is a smooth set. 
2. Read all rental agreements and contracts in full to understand required security holds and insurance requirements before committing to a rental.
3. Ask if the rental house provides a damage waiver like BudgetCare to protect your rental from any accidental damage on set.

How BudgetCare can Protect You

BudgetCare is a protection plan for returning customers, allowing them to skip security holds and third party insurance by paying a small damage waiver (25% of the first day covers the entire rental period.) This waiver limits the maximum liability to 30% of repair or replacement costs, meaning you can stop sweating about that $3,300 anamorphic lens. 

For beginner filmmakers especially, having some kind of protection plan can make the difference between a stressful rental experience and actually being able to focus on the shoot.

BudgetCare also provides Friday – Monday weekend rentals for the cost of one day, flexible returns to avoid strict late fees, shipment handling coverage, and priority discounts for students, schools and frequent renters. It is especially useful for beginner filmmakers, as Budget Care provides production support, from guidance on production planning, to crew sourcing and equipment selection. 

You can learn more about Budget Care here: https://www.budgetcamera.ca/budgetcare/

Now, go on and shoot something without the rental-anxiety.