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 that Own It Sports is providing, and has provided, continued support beyond the banner itself, including but not limited to senior nights, senior gifts, coaches’ gifts, playoff needs, sponsor gifts, team media, promotional graphics, and digital image files requested for team or organizational use.
  The intent of this agreement is to ensure the relationship remains reciprocal, with the organization actively supporting and promoting Own It Sports in return for the services, materials, media support, and digital files provided.

PORTRAIT VIEWING, ORDERING, & DELIVERY:

• Athlete portraits are delivered through a private online gallery system using PhotoDay.
• Families intending to purchase images will pay a $10 deposit per child during registration, which 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.
• Families may be eligible for complimentary bulk shipping to OIS (or to the school for on-location services) during the first week following gallery release. Orders delivered through the bulk shipping program to OIS must be picked up within ONE WEEK of notification.
• 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 PNG cutouts from photographed sessions will be provided for approved team and athlete social media usage, including graphics, schedules, jumbotron content, promotional materials, and Canva-based team media.
• 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 image usage policies, licensing restrictions, and distribution requirements (stated below) with coaches, staff, volunteers, board members, leadership personnel, and any other individuals receiving access to OIS-provided images. The organization understands that misuse will result in the revocation of image usage rights, removal of access to provided files and galleries, indefinite termination of Coaches Packages and organizational media benefits for all programs, 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 and team composites may be used in AI-assisted, Canva, or other digital design tools SOLELY FOR THE CREATION OF ONLINE TEAM AND ATHLETE SOCIAL MEDIA GRAPHICS AND PROMOTIONAL CONTENT and may NOT be used for printed products, merchandise, resale, commercial distribution, or any other unauthorized purpose.
• Team composites may NOT be altered, edited, filtered, sold, redistributed, commercially used, shared with 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.