Renting Gear in Kathmandu Starts with an Account
Turn up at a rental house with a shoot booked for tomorrow and no account, and you can lose half a day. Kimbu Rental asks every new renter to open an account, verify their identity and, for some bookings, leave a deposit before any equipment leaves the shelf. None of it is complicated, but knowing the steps in advance means your first pickup takes minutes instead of hours.
This guide explains how to open a rental account at Kimbu Rental, which documents you need as a freelancer, a company or an international crew, how the security deposit works, and what to expect at pickup and return. For the wider picture of planning a hire, read our guide to renting film equipment in Nepal as well.
Step by Step: How to Open a Rental Account
Opening an account is an online process. Here is the order to follow:
- Choose your application form. Go to the Open Account page and pick the form that fits you: freelancer or business company.
- Complete the form and upload your documents. The exact list for each type is in the next section.
- Wait for verification. Kimbu aims to have new members set up within an hour of applying. Submitting a form does not guarantee approval, because the Terms and Conditions allow Kimbu to verify the information you provide and to refuse or suspend rentals that cannot be verified.
- Log in and build your gear list. Use the customer login to browse the online catalog, or send your production rider to the booking team on WhatsApp.
- Confirm dates, deposit and pickup. The booking team will check availability and tell you what to bring on collection day.
Apply during office hours, which are Sunday to Friday, 9:00 AM to 6:00 PM, and not the night before a morning pickup. If a document needs fixing, you want time to fix it.
Which Documents Do You Need?
The documents depend on who is renting. Have clear scans or photos ready before you start the form.
| Applicant | What to submit |
|---|---|
| Freelancer | Passport-size photo (PNG or JPEG), PAN card, and a valid government ID (passport, national ID or citizenship) |
| Business company | Owner’s passport, national ID or citizenship, company registration documents with business address proof, and PAN registration |
| International crew | Passport copy, proof of a valid Nepal filming permit, and the contact details of your local fixer or logistics partner |
Our FAQ also mentions that a filmmaker profile can be supported with a cinematography portfolio, an IMDb page or production company registration documents. It is worth attaching these if you have them, especially if you are new to Kimbu.
If you are bringing a foreign production to Nepal, film permit requirements are set by Nepali authorities, and the Film Development Board is the official place to start. Drone work has its own rules. Kimbu supplies the serial numbers, registrations and manufacturer certificates you need, but flight clearances from the Civil Aviation Authority of Nepal and the Ministry of Home Affairs remain the responsibility of your production company or fixer.
How the Security Deposit Works
Deposits at Kimbu Rental work in layers, and which ones apply to you depends on your kit and your history with the company.
Your original ID is held at pickup. When you collect gear, you must hand over a physical, original ID: a passport, national ID card or citizenship card. The team keeps it securely as a security deposit for the length of your rental. A photocopy or a phone photo will not do, so check that your original is with you before you leave for the pickup.
A cash, card or guarantee deposit may be added for high-value gear. First-time clients and crews booking high-value production equipment, such as drones or Sony FX packages, must provide a security deposit. It can be settled by credit card hold, cash or bank guarantee. The Terms and Conditions add that any deposit is refundable and may be set according to the value of the equipment, the rental duration and your rental history.
Established production houses can have deposits waived. Kimbu offers corporate accounts with waived deposits for established local film production companies in Kathmandu. If you rent regularly for a company, ask about this.
Kimbu does not publish a fixed deposit amount, because it depends on the kit. Ask the booking team for the figure when you confirm your gear list, so there are no surprises on pickup day.
Insurance for larger kits. Kimbu offers an optional internal damage waiver for select camera packages and accessories. It does not cover negligence, water damage, extreme aerial or sports rigging, or theft. For large-scale cinematic configurations, Kimbu requires a valid third-party production insurance certificate that lists Kimbu Rental as additionally insured.
Booking, Pickup and Return: What to Expect
Book early. Standard camera kits should be booked three to five days ahead. Heavy lighting, car rigs and grip trucks need at least two weeks. Busy seasons fill up faster, so earlier is always safer.
Ask for a prep day on complex shoots. For multi-camera setups or long narrative shoots, your cinematographer and camera assistants can schedule a technical prep day and lens calibration with the booking coordinators before the shoot.
At pickup, inspect everything. Bring your original ID, then check each item with the team. The Terms and Conditions encourage you to inspect equipment at collection and report any concern immediately. Count the accessories too: batteries, chargers, cables, cases, memory media and adapters all need to come back with the kit.
Know when your rental period starts and ends. It begins when you collect the equipment and ends only when everything has been returned and checked in by Kimbu.
Plan your return time. According to the FAQ, returns made after 11:00 AM without an authorized extension are charged a late fee of 50% of the daily rental rate, and delays beyond four hours are billed as a full additional day. If your shoot runs over, request an extension at least four hours before your return window. Extensions depend on availability, and if another crew has booked the gear, it has to come back on time.
Cancellations. Charges depend on how much notice you give before the rental start date, and a no-show can mean losing your booking payment. Confirm the terms for your booking with the team, and check the cancellation terms in the FAQ and the Terms and Conditions before you pay.
Tips for a Smooth First Rental
- Apply two to three days before your shoot. Approval is quick, but this gives you a buffer if a document needs correcting.
- Bring originals. Check that your passport or citizenship card is valid and in your bag. Phone photos are useful for the online form, not for pickup.
- Send a complete gear list. Include batteries, storage cards and power, not just the camera and lenses. Forgotten accessories are the most common reason for a second trip.
- Mention your location. If you are heading to Everest, Mustang or another remote area, tell Kimbu when you book. Orders can be packed in airtight, shockproof Pelican cases with extra cold-weather batteries, and flight-compliant V-mount and Gold-mount batteries that respect airline watt-hour limits (see IATA’s lithium battery guidance) are available for domestic flights to places like Lukla, Pokhara and Jomsom.
- Test before you leave. Power on the camera, check lenses and monitors, and make sure the kit matches your list. Our lens rental guide can help you plan the kit itself.
- Back up your footage and consider insurance. The Terms and Conditions encourage renters to maintain appropriate insurance and backup procedures.
- If gear is lost or stolen, file an official Nepal Police report in the local area right away and send a copy to Kimbu within 24 hours. The renter stays responsible for the replacement cost.
Frequently Asked Questions
Do I need an account to rent from Kimbu Rental?
Yes. New members complete an online application form before renting, and Kimbu verifies the details before approving rentals.
How long does account approval take?
Kimbu aims to have you set up within an hour of your application. Approval is not guaranteed, and it depends on Kimbu being able to verify your information.
Can international film crews open an account?
Yes. Foreign crews provide a passport copy, proof of a valid Nepal filming permit, and the contact details of their local fixer or logistics partner.
Is the security deposit refundable?
According to the Terms and Conditions, any security deposit Kimbu requests is refundable, and the amount can depend on the equipment value, rental duration and your rental history.
Do I really need to bring my original ID?
Yes. A physical original of your passport, national ID card or citizenship card is held as a security deposit for the length of your rental.
Can I get the deposit waived?
Established local film production houses can apply for a corporate account with waived deposits. Ask the Kimbu team about eligibility.
Open Your Account Before You Need It
The smartest time to open a rental account is before you have a shoot on the calendar. Once you are verified, every future booking is faster: you pick your gear, confirm dates and collect with your original ID.
Ready to start? Fill in the form on the Open Account page, browse the cameras collection, or message the team on WhatsApp if you want help building a gear list. You can also call +977 9851423904 or email support@kimburental.com, and read the full rental terms before your first booking.
