Media Day Policy
MEDIA DAY PHOTOGRAPHY POLICY
1. Booking & Scheduling
- Media Day sessions must be scheduled at least 1 month in advance.
- The team, organization, or designated contact is responsible for providing the photographer with the confirmed date, time, location, and expected number of participants.
- Teams should arrive on time and ready to begin at their scheduled time. (20 minutes early)
- Any schedule changes must be communicated to the photographer as soon as possible.
2. Payment
- Payment options: Venmo, Check, Cash.
- Payment terms will be agreed upon before Media Day.
- Any required deposit must be paid 5 weeks before the scheduled session.
- Additional services or requests outside the original agreement may result in additional fees.
- Shots by Sam Photography reserves the right to withhold final images until outstanding balances are paid.
3. Participant Responsibilities
- Athletes are expected to arrive prepared and dressed according to the team's Media Day guidelines.
- Athletes should bring any required uniforms, equipment, or approved accessories. (Props are not provided unless communicated)
- Participants are expected to follow the photographer's posing and safety instructions.
- Disruptive behavior, intentional damage to equipment, or repeated failure to follow instructions may result in the participant being removed from the session.
4. Team & Individual Photos
For more information on your package, please direct to media day page to see what your package includes.
5. Equipment & Location
- Shots by Sam Photography will provide the agreed-upon photography equipment and lighting.
- The team or organization is responsible for providing a safe and appropriate location unless otherwise agreed upon.
- Shots by Sam Photography must have adequate space to safely operate lighting, cameras, and other equipment.
- Participants may not move or operate photography equipment without permission.
6. Image Delivery
- Images will be edited and delivered within the agreed-upon turnaround time.
- Final images will be delivered digitally unless another delivery method has been arranged. (Client Gallery)
- Extensive retouching or special editing requests may require an additional fee.
7. Image Usage & Copyright
- Shots by Sam Photography retains copyright ownership of all photographs.
- The team, athletes, and parents may purchase and delivered images for approved promotional, social media, and athletic purposes according to the agreed package.
- Images may not be edited, sold, licensed, altered, or provided to third parties without permission from Shots by Sam Photography.
- Shots by Sam Photography may use selected images for his portfolio, website, social media, advertising, and other promotional purposes unless otherwise agreed upon in writing.
8. Social Media
- When posting photographs, clients are encouraged to credit Shots by Sam Photography.
- Images should not be heavily edited, filtered, cropped in a way that removes identifying information (Watermark), or altered without permission.
- Shots by Sam Photography may provide specific tagging or credit instructions.
9. Cancellations & Rescheduling
- Cancellations or rescheduling should be communicated as early as possible.
- Weather, facility closures, emergencies, or other circumstances outside the photographer's control may require Media Day to be rescheduled.
- Any deposits and cancellation fees will follow the terms agreed upon at booking.
10. Personal Items & Equipment
- Participants are responsible for their personal belongings.
- Shots by Sam Photography is not responsible for lost, stolen, or damaged personal items brought to Media Day.
- Participants should not handle cameras, lighting, computers, or other professional equipment unless specifically permitted.
11. Missed Sessions
- Participants who arrive late may receive a shortened session depending on the Media Day schedule.
- If a participant misses their scheduled session, a makeup session may be available if scheduling permits and may be subject to an additional fee.