GearUpPrice too high and your gear sits on the shelf. Price too low and it wears out before it has paid for itself. Here is a practical way to set rental rates for cameras, lenses and drones.
Start with payback
Work out how many rental days it takes to pay off each item. Divide what the gear cost you by your planned daily rate. For example, a kit that cost ₱60,000 rented at ₱1,500 a day pays for itself after 40 rental days. Add a margin for repairs, replacements and the time you spend preparing and checking each rental.
Then be honest about how often it will actually be rented. Forty rental days might take two months for a popular camera and a year for a niche lens.
Check the local market
Look at what other shops near you charge for similar gear. You do not have to be the cheapest. Renters pay more for gear that is clean, complete and reliable, and for a shop that is easy to book with. But you should know where you sit.
Daily, weekly and hourly rates
Different rentals deserve different rates.
- Daily
- Your base rate. Most rentals are one to three days.
- Weekly
- Lower per day than your daily rate, so longer projects choose you. A week rarely costs seven full days.
- Hourly
- Useful for short shoots and events. Set a minimum, such as four hours, so short rentals are still worth it.
- Peak dates
- Weekends and holidays book out first. You can price for that.
Bundle gear into packages
Packages, like a camera with lenses, batteries and a microphone, or a drone with extra batteries and a charging hub, are easier for renters to book and raise the value of each rental. Price a package below the sum of its parts so renters see the saving.
Set deposits and late fees
Deposits should reflect what it would cost you to replace the gear. Late fees should be clear and predictable: a short grace period, then a fee per hour or day. Write both into your terms so there is no negotiation on return day.
Let the system do the math
On GearUp you set hourly, daily and weekly rates with minimum durations, late fees and grace periods, plus packages with their own prices. Every quote is calculated from your rate card on the server and saved with the rental, so the price never drifts and staff cannot undercharge by mistake. Your dashboard shows revenue and utilisation per item, so you can see which gear is earning and adjust. See why rental shop owners choose GearUp.