When a call requires you to bring specific equipment or a kit (beyond what is outlined in the “What to Bring on Your First Day” section), you may be able to charge a machine rental fee or a kit fee. It is best to discuss all equipment or kits with your Supervisor or a member of the company before the beginning of the first work day.
If the company agrees to pay a fee, they may have a flat fee they pay for each type of machine or kit. If not, you will need to negotiate what you think the use of your equipment or kit is worth. Equipment is generally understood to be machines or tools
(such as sewing machines, fans, etc). Kits are generally understood to contain tools and consumable materials (such as hair product, sewing notions, etc). The fees listed for equipment rental are fairly standard, but you may ask for more if your equipment is specialized in some way or if the duration of the call is fairly long. Kit fees are more variable, and it is up to you to decide how much to charge for the kit you will be bringing.
When determining how much to charge, some things to consider are:
-how much you are bringing
-how far you will have to carry your equipment, or if you can request help with loading in
-how long your equipment will be kept at the venue
-the amount of wear-and-tear your equipment will endure in travel and at the venue
-the cost and time spent cleaning and organizing your kit before and after the job
-the replacement value of any consumable materials you will be supplying
If you are bringing sewing machines or sergers, you will need to also bring any accessories such as power cords, manuals, thread guides and tweezers, extra feet (especially zipper feet), bobbins, and needles. You may also want to bring thread, a light, or an extension cord.
If you will be leaving your equipment at the venue (on calls longer than one day), ask about how secure your work area will be. If the venue is unsecured, you may want to ask for an area (such as a closet or office) that you can leave your items in.
If you don’t want other people using your equipment, be sure to put that in your rental agreement.
After you have agreed upon the terms of your rental agreement, you will need to create an invoice for all equipment rented or kits supplied. On your invoice, be sure to include:
-your business name (if different than your legal name)
-the name of the company you are renting your materials to
-a detailed description of the materials you are providing
-the cost for each piece of equipment or kit you are providing
-the duration of the rental
-any terms regarding payment, such as “payment due upon receipt”, or “payment due within 15 days”
-any terms regarding late payments, such as “a 10% late fee will be applied after 30 days”
Make a copy of your invoice to keep for your own records, and ask your Supervisor or a member of the production company to sign or initial your copy. Be sure to keep any contact information you have for your Supervisor or members of the company until you
Kit fees and rental fees should never be processed through payroll. If they are processed through payroll with your wages, taxes will be taken out and your fees will be considered income. If you often charge kit fees, this could impact you when it’s time to
do your taxes. Keeping copies of your invoices, as well as your pay stubs, could help you correct any improperly processed payments.
The suggested minimum Rental Fee Schedule for 2019 is listed under Worker Resources.
IATSE Local 13
312 Central Ave SE # 398
Minneapolis, MN 55414