Skip to main content

Trailer Rental Policy

Purpose

The Nashville Baptist Association (“NBA”) makes trailers available as a ministry resource for participating churches and ministries. Borrowers are expected to use these resources responsibly and return them in the same condition in which they were received.

For purposes of this policy, “Borrower” refers to the individual completing the reservation and the church, ministry, or organization on whose behalf the reservation is made.

Eligibility

Trailer reservations are available to approved churches and ministries at the discretion of NBA.

Reservation Requests

Submitting a reservation request does not guarantee trailer availability. NBA will make every reasonable effort to fulfill all reservations; however, reservations may be modified, delayed, or canceled due to circumstances beyond NBA’s control, including but not limited to:

  • Damage caused by a previous borrower
  • Equipment maintenance or repair needs
  • Safety concerns
  • Failure of a previous borrower to return equipment as scheduled
  • Weather-related concerns
  • Staff availability
  • Other unforeseen circumstances

If NBA cancels a reservation due to equipment unavailability or circumstances beyond the Borrower’s control, any reservation fees paid will be refunded.

Borrower Responsibilities

The Borrower is responsible for the trailer during the reservation period and agrees to:

  • Use the trailer in a safe and lawful manner
  • Secure the trailer at all times while in their possession
  • Follow all NBA equipment use and return instructions
  • Report any damage, malfunction, accident, theft, or issue immediately
  • Return the trailer in substantially the same condition in which it was received, normal wear and tear excepted
  • Pay for damage, theft, loss, or excessive cleaning resulting from use of the trailer

The Borrower is responsible for ensuring that any person towing the trailer is properly licensed, qualified, and capable of safely operating the tow vehicle and trailer combination.

The Borrower is responsible for ensuring that the tow vehicle is properly rated and equipped to safely tow the trailer, including an appropriate hitch, wiring, lighting, safety chains, and any other equipment required by law.

The trailer may not be transferred, loaned, rented, or otherwise provided to any individual, church, ministry, or organization other than the approved Borrower without prior approval from NBA.

If difficulties or problems arise during the reservation period, the Borrower must notify NBA staff as soon as possible. If assistance is needed, the Borrower should contact NBA during normal business hours at 615-259-3034.

Any accident, theft, vandalism, or law enforcement involvement related to the trailer must be reported to NBA as soon as reasonably possible.

Trailer Return Requirements

The trailer must be returned:

  • To the designated secured location
  • By the agreed-upon return date and time
  • In substantially the same condition in which it was received

Returns are not permitted on Sundays unless prior arrangements have been approved by NBA staff.

If the Borrower anticipates difficulty meeting return requirements, NBA should be contacted as soon as possible so that alternative arrangements may be considered.

Equipment left outside a secured area, returned to an unauthorized location, returned outside of approved return times, or otherwise returned contrary to instructions may result in additional fees.

The trailer return process is not considered complete until the trailer has been properly returned and the required Trailer Return Form has been submitted.

Trailer Return Form

Completion of the NBA Trailer Return Form is required as part of the trailer return process.

Upon returning the trailer, the Borrower must complete and submit the Trailer Return Form to document the return, verify the trailer’s condition, and report any issues, damage, or concerns that occurred during use.

If the Borrower is unable to access or complete the form, NBA must be notified as soon as possible.

Failure to submit the required Trailer Return Form may result in additional fees to cover the administrative time required to verify the return, inspect the trailer, and obtain necessary information regarding the condition and location of the trailer.

Additional Fees

Failure to comply with trailer use or return requirements may result in additional fees.

Fees may be assessed for circumstances including, but not limited to:

  • Late returns
  • Improper returns
  • Returning equipment to an unauthorized location
  • Leaving equipment unsecured
  • Failure to submit the required Trailer Return Form
  • Failure to report damage or operational issues
  • Additional staff time required to recover, secure, inspect, clean, repair, or relocate equipment
  • Administrative costs incurred as a result of equipment misuse
  • Other expenses, liability concerns, or operational burdens resulting from the use or return of the trailer

Any assessed fees will be communicated to the Borrower.

Cancellation Policy

If the Borrower cancels a reservation, refunds of any fees paid are not guaranteed and will be evaluated on a case-by-case basis.

NBA reserves the right to issue a full refund, partial refund, or no refund depending on the circumstances and timing of the cancellation.

Future Reservation Eligibility

NBA reserves the right to deny future reservation requests based on prior misuse of equipment, failure to comply with this policy, unpaid fees, repeated late returns, damage to equipment, failure to properly return equipment, or other conduct deemed inconsistent with responsible stewardship of NBA resources.

Liability and Indemnification

The Borrower and the church, ministry, or organization on whose behalf the reservation is made assume responsibility for theft, loss, and/or damage to borrowed resources and agree to replace or pay for damages in the event of theft, loss, or damage.

To the fullest extent permitted by law, the Borrower and the Borrower’s church, ministry, or organization agree to indemnify, defend, and hold harmless NBA, its officers, employees, agents, volunteers, and property from and against any liability, claims, losses, damages, injuries, deaths, costs, or expenses arising from the possession, transportation, operation, or use of the trailer by the Borrower or any person acting with the Borrower’s express or implied permission.

Policy Changes

NBA reserves the right to modify this policy at any time. The policy in effect at the time a reservation is approved shall govern that reservation.

Acknowledgment

By submitting a reservation request, the Borrower acknowledges that they have read, understood, and agree to comply with this policy.