The relationship between the photo assistant, and the photo rental store can, and should be, a special one. Photo assistants are a very key element to the rental store getting new and additional business from photographers. And, when a photographer from out of town calls to book you and then asks if you know a good place to get lighting and grip rentals, your value increases ten-fold when you can handle their rental needs. As a photo assistant, many times you will be asked to pick-up lighting, grip, and camera rentals from rental houses. Renting gear is advantageous when flying or shooting on-location where power is limited or unavailable, since most studios and photographers own strobe lighting with alternate-current (AC). Many rental shops will have battery-powered packs (DC), such as Profoto 7A or 7B, for exactly those location needs.
Usually the photographer, lighting designer, or a producer will determine a list of gear needed. Other times you, the assistant, will be responsible for producing this list and placing the order with the rental house. No matter who makes the list and places the order, it’s important for the key people involved in the shoot to have access to this list, and the opportunity to make suggestions about additional or unnecessary items on the gear list. The different experiences of everyone involved will contribute to having the right items to do the job correctly. Ultimately, however, the photographer will usually have the last say.
When renting gear, there are many, many things to consider. First, if the photographer does not already rent from a regular rental house, you can usually locate a lighting/camera/grip rental shop easily, online. If you are having trouble finding what you need, call some photographers in the area that you will be shooting and ask them if they have any recommendations. If the photographer you’re working with is renting from a particular rental house for the first time, you will definitely have some paper work to fill out and submit in order to establish the photographer’s credentials. Usually the photographer or studio manager will take care of this, but depending on your relationship with the photographer, you may be asked to help. One thing you can always do, before ever being told by the photographer, is to obtain the applications from the rental store while you are determining where you will be renting from and comparing the rates and estimates. Another thing to consider while you are shopping is the condition of the gear and policies of the rental store. Most protocol is pretty standard, but watch for unusual fees and excessively worn gear. A good rental company will have properly working gear, in good shape, and repair or replace broken gear as soon as it’s needed.
Working with a rental company should be relatively simple, in that you should be able to just email them your list, and they will have it ready for pick-up at your desired time. They will usually work up an estimate, based on the gear and how many days you will be renting it. If you have special needs, or if you’re not sure that you are able to rent a particular item at your rental or grip-house, always ask them because they may have what you need lying around and just haven’t updated their catalog. This is especially true if you require larger hot lights that aren’t owned by the rental shop you are using. They will also probably have relationships with other rental companies in town, and can get you a sub-rental through another vendor. A good rental house will have good relations with their competitors, and can provide you with this service, to make your life easier.
When you pick-up the gear, make sure it’s in good repair, and test it if you feel it’s appropriate. If you are traveling to a remote location, I would strongly recommend this. It’s also advisable to get back-up power packs and an extra head or two. And make sure you have extra flash-tubes and model lights. Sometimes its better to go a little over-board, and having appropriate back-up just might save your ass. When you are at the rental store, make sure you have a phone number that you can call for emergencies. Also know the store hours, in case you have to make a mad dash before closing to pick-up anything that may have been over-looked. Take a few moments to poke around the rental shop and see what else they have that you may not have known about. Grab a catalog and get to know the people that work there. Leave a few business cards behind so the people behind the counter can recommend you. Many stores will have a bulletin board also, so pin-up some of your cards there, too.
Pack your gear into your vehicle so that it travels well, but so that you can also get to frequently used items, quick and easily. It can be a real hassle if you have a lot of gear crammed tightly into a too small of a vehicle, make multiple stops, and have to constantly unpack and re-pack multiple times in one day. Things can get pretty messy after a few stops, so make sure your car or truck can handle the load, too. Some rental places have sprinter vans available for rent. This makes life very efficient on the road. I highly recommend using this service if available. Otherwise, you can always rent a regular minivan or cargo van, if your budget allows. If you use a sprinter van, the rental house will pack all your rental gear into its proper location on the van. Make special note of where everything is so that you can re-pack the gear in the correct location, and return everything in good shape. Take a few shots with your phone if you need a reference. Your rental store peeps will also be grateful and know that you are taking good care of the gear! Also, poorly packed vehicle will allow gear to get jostled around in transit, increasing the chance for damage, not to mention that annoying rattle that drives you batty!
Before you leave the rental store, stop a moment and consider everything about the shoot. Check your list to make sure you have everything–sync cords, head extensions, stands, sand bags, gaf-tape, clamps, stingers, batteries, back-up items, enough grip gear, etc. Is there anything that was left off the list? Make sure you have all the bases covered. It can be difficult to be completely prepared for everything, and inevitably, the photographer will say he had wished he had remembered to pack something. But, as the assistant, if you can minimize any of those, “Shoot! I wish I had a silver flex-fill reflector right now,” moments, by producing the reflector no sooner than it was called for, you will have gone the extra mile, and be the hero.
Take very good care of all the gear while you are working on the shoot (insert old saying about treating other people’s stuff as if it were your own here). Any damages, or excessively dirty gear, may result in additional charges upon return. Also, notice how the rental shop packs, bags, coils, and wraps everything. Be mindful to handle the gear carefully, so that it will work properly for you on the shoot, and so you are confident in returning all the gear in the same shape as it was delivered to you. Again, your rental peeps will love you all the more when they aren’t spending extra time cleaning and repairing gear that was mishandled or abused. I’ve even gone so far as wiping head cords and stingers with a wet rag as I wrap them. Little things like this will get noticed.
If you do encounter a damaged piece of camera gear, lighting, or grip, just set it aside and label with gaf-tape what the problem is. Don’t try to fix it unless it’s absolutely necessary. If it’s a crucial item, like a lens or power pack, call the shop and see if you can trouble-shoot over the phone. If you try to fix something beyond your expertise, without the rental store knowing about it, you may just end up buying that particular item if you can’t fix it, and somehow manage to make the problem worse than it was, or beyond repair. I’ve seen it happen!
Just remember that being a photo assistant is advantageous when it comes to your relationship with local camera/lighting/grip rental company. Treat them well, and they will treat you well. Many times you can get a discount on your own gear rentals or purchases. Be a resource for them, and they will be a resource for you. Many times, an out-of-town photographer will ask rental store owners and employees if they can recommend a good photo assistant. This is probably the best free advertising you will ever get.
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