SPORTS PHOTOGRAPHY AGREEMENT

WHAT’S NEW FOR THIS SEASON

1. All Media Days are assumed to be studio-based unless otherwise discussed.
2. All senior banner athletes are required to be photographed in studio.
3. On-location Media Days require more than 40 participating athletes and 100% pre-registration at least 1 week prior to the session date. Sessions may be postponed or moved to the studio if participation is too low to support on-location production costs.
4. Team/group banner sponsorship trade structures, sponsorship expectations, and oversized banner production policies have been added and clarified.

SPONSORSHIP EXCHANGE/RECIPROCAL SUPPORT FOR TEAM/GROUP BANNER, PNGs, ETC.

• Final banner size includes up to 10 feet on the longest side. Larger banner requests may be subject to additional discounted production costs.
• In exchange for the team/group banner and the ongoing media support requested throughout the year, the organization agrees to provide Own It Sports with a full/top-tier sponsorship package for the current season/year. This sponsorship package shall include all advertising, sponsor recognition, jumbotron placements, announcements, promotional benefits, and visibility normally provided to other top-tier sponsors.
  

  This exchange recognizes the ongoing partnership between Own It Sports and the organization beyond the senior banner program. Throughout the season, Own It Sports may offer a variety of additional products, services, media support, and digital assets. Unless expressly stated otherwise in writing, these items are separate from this agreement and may be subject to their own pricing, terms, and availability.

  The intent of this agreement is to ensure the relationship remains reciprocal, with the organization actively supporting and promoting Own It Sports in recognition of the overall partnership. Nothing in this agreement shall be interpreted as requiring Own It Sports to provide any additional products, services, media, gifts, or digital files beyond those specifically outlined herein. 

  Restrictions on Use of Images and Digital Files
  All photographs, digital image files, graphics, PNGs, and other media created by Own It Sports remain the property of Own It Sports and are licensed solely for the organization’s internal promotional and team-related use as permitted by this agreement. The organization shall not provide, transfer, distribute, or authorize any third party to use these images or files to produce, reproduce, or sell any product or service offered by Own It Sports, nor shall it use Own It Sports images to obtain such products or services from another vendor, without the prior written permission of Own It Sports. Any products or merchandise offered by Own It Sports that utilize its images must be purchased directly through Own It Sports unless prior written authorization is granted.

PORTRAIT VIEWING, ORDERING, & DELIVERY:

• Athlete portraits are delivered through a private online gallery system using PhotoDay.
• Families intending to purchase images will pay a $15 deposit per child during registration, which $10 converts into a credit toward a purchase of $20 or more once the gallery is released. For on-location Media Days, the minimum qualifying pre-purchase is $25 per child.
• Families not planning to purchase images understand their athlete may only be photographed for required team composite and organizational media purposes. Individual portraits will not be processed, uploaded, or made available for separate purchase.
• If parent email addresses are provided to OIS, gallery communication and ordering information may be sent directly to families. Otherwise, the organization is responsible for communicating gallery information.
• For the first 72 hours following gallery release, families will have access to a special “Download All Digital Images” offer for $99 per athlete.
• At this time we do not offer free shipping or bulk shipping. Sorry, we tried it, it didn’t work out. Orders were not being picked up for weeks upon weeks. 
• OIS is not responsible for missed ordering deadlines, expired promotional pricing, improper cropping, or ordering mistakes made during the purchasing process.

IN-STUDIO vs. ON-LOCATION MEDIA DAYS

Organizations requesting an on-location Media Day must have more than 40 participating athletes and 100% pre-registration completed at least 1 week prior to the scheduled session date. Sessions may be postponed or moved to the studio if participation is too low.

IN-STUDIO MEDIA DAYS 

• Athletes should arrive on time and fully prepared with required uniforms, props, equipment, and approved accessories.
• Athletes registered to purchase may choose additional poses.

ON-LOCATION MEDIA DAY

• The photographer will arrive approximately 45–60 minutes prior to the scheduled start time for setup.
• Parents, teammates, and coaches may assist athletes with uniforms, hair, and equipment positioning during the session.

There are no makeup days for on-location shoots.

For in-studio Media Days, makeup sessions requested after scheduled Media Day dates have concluded will require an additional sitting/editing fee. No fee applies when arranged in advance.

THE PHOTOGRAPHER (OIS) WILL PROVIDE:

REGARDING SENIOR BANNERS:

• Senior banner and parent picture templates will be selected by the Coach/POC from a provided template gallery. Separate templates must be selected for each product.
• Seniors will receive access to a private webpage during a designated selection window to choose their banner image(s). Coaches/POC are responsible for final approval of all banner proofs.
• All banners must be paid in full before printing. Once proofs are approved, OIS is not responsible for missed errors or spelling mistakes. Any reprints requested after approval will be at the organization’s expense.
• Turnaround time is typically 1–2 weeks after the final session, completed selections, approvals, and payments.
• Teams ordering senior banners will also receive complimentary OIS-sponsored trading cards for senior night. The cards are designed to be traded among teammates, younger athletes, family members, and supporters as a memorable keepsake celebrating leadership, sportsmanship, character, and the positive impact senior athletes have within their programs and community.

PARENT PICTURES:

• An online gallery for athlete portrait viewing and ordering will be provided through PhotoDay using an access code.
• Individual athlete portraits will not include names or custom text overlays directly on the images. Team names and graduation years may be incorporated into select designs where appropriate.
• Parent galleries typically open 2–3 weeks after the final session, completion of senior banner orders, and receipt of all required approvals and payments.

FOR THE ORGANIZATION:

• Small, web-resolution PNG cutouts from photographed sessions will be provided for approved digital team and athlete use, including social media, websites, schedule graphics, jumbotron content, and standard digital editing/design platforms. These files are intentionally provided at a resolution suitable for digital use only and are not intended or licensed for printing, enlargement, merchandise, fundraising products, or production of any product or service offered by Own It Sports without prior written permission.
• Coaches Packages will be released approximately 1 month after parent galleries open and include images of coaches, board members, designated POC(s), team photos, and other approved organizational media at no additional charge. Coaches wishing to receive images of their participating child within the Coaches Package gallery are required to submit the $10 registration fee per child through the registration form.
• Team composites will be provided for approved organizational and team-related purposes.
• Additional graphics, edits, specialty items, products, or expanded usage requests should be directed to OIS.
• A separate gallery of approved team images will be provided to the yearbook staff once the organization supplies the yearbook sponsor’s email address.

THE ORGANIZATION AGREES TO PROVIDE THE FOLLOWING:

• The organization must provide a complete roster, including athlete names and assigned teams, no later than 7 days prior to Media Day.
• All deadlines for approvals, scheduling confirmations, registrations, payments, and other time-sensitive items must be met in order to maintain scheduling and delivery timelines. All banner orders must be paid in full prior to production.
• For on-location Media Days, an adult representative from the organization must be available to supervise athletes during the session.
• OIS is not responsible for delays caused by unpaid balances, incomplete information, missing approvals, late registrations, or missed deadlines.
• The organization’s designated POC is responsible for communicating and helping enforce all OIS image usage, licensing, distribution, and Generative AI requirements with coaches, staff, volunteers, board members, and anyone receiving OIS images. This includes honoring the parent/guardian Generative AI consent information provided by OIS. Misuse will result in revocation of image usage rights and may result in removal of file/gallery access, termination of Coaches Packages and organizational media benefits, and loss of eligibility for future OIS programs.

PRODUCT FULFILLMENT ACKNOWLEDGMENT:

I understand that no image or composite, including team composite(s), may be provided to third parties for banners, prints, big heads, plaques, trophies, gifts, sponsor materials, signs, apparel, specialty products, or any other physical or commercial product without prior written approval from OIS. I further understand that, prior to engaging any third party for such products, OIS must be given the opportunity to provide a quote and fulfill the requested items.

Failure to comply with this requirement will result in the immediate revocation of image usage rights, removal of access to provided files and galleries, termination of complimentary team media benefits, and the loss of eligibility for future OIS team media programs.

IMAGE USAGE & LICENSING ACKNOWLEDGEMENT:

• Small PNG cutouts are provided for approved team and athlete social media usage only and may NOT be printed, sold, redistributed, or shared outside the organization.
• PNG cutouts may be used in Canva and other standard editing/design tools to create schedules, game-day graphics, flyers, social media posts, and other approved team content. Generative AI may be used to create the graphic, schedule, or background first, and the OIS PNG may then be added using Canva or another standard editing/design tool.
• OIS images and PNGs may NOT be uploaded to or processed through Generative AI without both parent/guardian consent AND permission from OIS. OIS will provide the organization with each parent/guardian’s Generative AI consent selection. A YES selection provides parent/guardian consent only and does not automatically grant permission from OIS.
• Team composites may NOT be uploaded to or processed through Generative AI under any circumstances because they contain multiple athletes and one individual cannot provide consent for everyone pictured. Team composites also may NOT be altered, filtered, sold, commercially used, provided to third parties, or reproduced as print products without prior written approval from OIS.
• Additional graphics, edits, specialty items, products, or expanded usage requests should be directed to OIS.
• All images remain the intellectual property of OIS.
• Violation of these image usage and licensing requirements WILL result in the revocation of image usage rights, removal of access to provided files and galleries, termination of Coaches Packages and organizational media benefits, and loss of eligibility for future OIS programs.

ADDITIONAL ATHLETE SERVICES:

Coaches and organizational leaders often know which athletes could benefit from additional exposure and year-round media support. Through THE BRAND, OIS provides recruiting-focused media services designed to help athletes showcase accomplishments, increase visibility, and be seen by colleges, recruiters, and future opportunities. Organizations are encouraged to share this information with athletes and families who may benefit.