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.

FULL SPONSORSHIP TRADE FOR TEAM/GROUP BANNER

• Final banner size includes up to 10 feet on the longest side. Larger banner requests may be subject to additional discounted production costs.
• The organization agrees to provide a full or top-tier sponsorship package in exchange for the team/group banner, including all advertising, sponsor recognition, jumbotron placements, and promotional benefits normally provided to other top-tier sponsors.

The photographer 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 and younger athletes 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 and completion of senior banner orders.

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. Files may not be printed, sold, altered, redistributed, processed through AI tools, or shared outside the organization.
• Coaches Packages will be released approximately 1 month after parent galleries open and include coaches, board members, designated POC images, and team photos 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.
• Images may not be altered, filtered, submitted through AI tools, sold, redistributed, commercially used, or reproduced as print products without prior approval from OIS.
• Images may not be provided to third parties for additional banners, prints, plaques, trophies, gifts, sponsor materials, signs, apparel, or specialty products without prior 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.
• The organization’s designated POC is responsible for communicating and helping enforce these usage policies with coaches, staff, volunteers, and leadership members receiving access to the images. Continued misuse or repeated violations may result in Coaches Packages or organizational media access being discontinued.
• A separate gallery of approved team images will be provided to the yearbook staff once the organization supplies the yearbook sponsor’s email address.

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 ORGANIZATION AGREES TO PROVIDE THE FOLLOWING:

• All deadlines for rosters, approvals, scheduling confirmations, and other time-sensitive items must be met in order to maintain scheduling and delivery timelines.
• The organization must provide a complete roster, including athlete names and assigned teams, no later than 7 days prior to Media Day.
• 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.

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 “Download All Digital Images” special for $99 per athlete.
• OIS is not responsible for missed ordering deadlines, expired promotional pricing, improper cropping, or ordering mistakes made during the purchasing process.