DaviFilmMedia Policies

DaviFilmsMedia Sports Media Policy

Your Story, Every Medium—Through Our Lens

Thank you for choosing DaviFilmsMedia to document your athlete’s journey. Our goal is to provide professional, reliable, and creative sports media coverage while making the booking process clear and easy for athletes, families, teams, and organizations.

1. Booking & Payment

• Sports coverage is not officially confirmed until we agree on the package and payment arrangements.

• A 25% deposit is required to secure your booking.

• You may pay the remaining balance through the available payment plan or in full before the scheduled coverage.

• Once confirmed, your date and coverage time are reserved specifically for your booking.

• Payments and deposits are subject to the cancellation policy below.

2. Game Schedule & Changes

Clients are responsible for providing DaviFilmsMedia with the most accurate game or event information available.

If a game is canceled, postponed, or moved, please notify DaviFilmsMedia as soon as possible.

If DaviFilmsMedia has already begun traveling to the location, a travel/mileage fee may apply.

Clients should notify DaviFilmsMedia before travel begins whenever possible to avoid unnecessary travel costs.

3. Athlete Playing Time

Sports coverage is based on the scheduled event and requested package—not guaranteed playing time.

If an athlete receives limited playing time, does not enter the game, or is unavailable during portions of coverage, the booked package remains payable.

DaviFilmsMedia cannot guarantee a specific number of action photos, plays, highlights, or moments because coverage depends on what occurs during the event.

4. Coverage & Access

DaviFilmsMedia will make every reasonable effort to capture the athlete and event from professional shooting positions.

Coverage is subject to:

• Venue rules

• School or athletic department policies

• Tournament regulations

• Media credentials

• Sideline/court access

• Safety restrictions

• Lighting and environmental conditions

DaviFilmsMedia cannot guarantee access to areas that are restricted by the venue, school, league, or event organizers.

5. Rescheduling

If a game or event is officially rescheduled, DaviFilmsMedia will work with the client to determine availability for the new date.

A rescheduled date is subject to DaviFilmsMedia’s availability.

If the new date cannot be accommodated, DaviFilmsMedia will contact the client to discuss available options.

6. Weather & Cancellations

Weather-related cancellations or postponements will be handled on a case-by-case basis.

If the event is canceled before DaviFilmsMedia travels, the booking may be transferred to the new scheduled date, subject to availability.

If DaviFilmsMedia has already traveled or arrived at the location, applicable travel or coverage fees may apply.

7. Turnaround & Delivery

Standard sports media delivery is typically 7–10 business days after the scheduled coverage.

Delivery times may vary depending on:

• Coverage length

• Number of events

• Editing requirements

• Video production

• Seasonal workload

Final media will be delivered digitally through an online gallery, download link, or other agreed-upon digital delivery method.

8. Photo & Video Selection

DaviFilmsMedia provides a professionally curated selection of the strongest moments captured during coverage.

Not every photograph or video clip captured during an event will be delivered.

DaviFilmsMedia reserves the right to select images and footage based on:

• Quality

• Composition

• Focus

• Lighting

• Action

• Storytelling value

Raw, unedited, rejected, duplicate, or test files are not included unless specifically stated in the selected package or purchased separately.

9. Client Requests

Clients are welcome to communicate important moments they would like documented, such as:

• Senior Night recognition

• Pregame moments

• Family photos

• Team photos

• Celebrations

• Awards

• Special milestones

While DaviFilmsMedia will make every reasonable effort to capture requested moments, we cannot guarantee specific shots if circumstances, timing, access, or game activity prevent coverage.

10. Travel & Mileage

Sports coverage outside DaviFilmsMedia’s standard service area may require an additional travel or mileage fee.

Whenever possible, DaviFilmsMedia will communicate any applicable travel fee to the client before coverage.

If a game location is changed without sufficient notice and additional travel is required, additional travel costs may apply.

11. Additional Coverage

If a game, event, ceremony, or session extends beyond the originally agreed-upon coverage time, additional coverage may be available depending on DaviFilmsMedia’s schedule.

Additional time or services may result in an additional fee.

12. Cancellation

If a client needs to cancel a booking, they should notify DaviFilmsMedia as soon as possible.

Deposits are generally non-refundable once a date has been reserved, because the booking prevents DaviFilmsMedia from accepting another client for that time.

DaviFilmsMedia may consider exceptions at its discretion, based on the circumstances.

13. Media Usage & Social Media

Clients may use delivered photos and videos for personal use, including:

• Social media

• Personal websites

• Athlete profiles

• Family sharing

• Personal announcements

Commercial use, resale, or third-party licensing of DaviFilmsMedia content requires prior written permission.

DaviFilmsMedia may use selected photographs and video from coverage for its:

• Portfolio

• Website

• Social media

• Promotional materials

• Marketing

If a client has a specific privacy or usage concern, they should discuss it with DaviFilmsMedia before coverage.

14. Venue & Safety

DaviFilmsMedia reserves the right to follow all venue safety requirements and instructions from event officials.

The safety of the photographer, videographer, athletes, spectators, and equipment takes priority over obtaining a particular shot.

DaviFilmsMedia may stop or modify coverage if conditions become unsafe.

15. Professional Conduct

DaviFilmsMedia is committed to providing a respectful and professional experience.

Clients, athletes, families, teams, coaches, and guests are expected to maintain respectful communication and conduct throughout the booking process and coverage.

DaviFilmsMedia reserves the right to discontinue coverage if circumstances become unsafe, threatening, discriminatory, or otherwise inappropriate.

16. Agreement

By booking DaviFilmsMedia Sports Media Coverage, the client acknowledges that they have reviewed and agree to the policies outlined above.

DaviFilmsMedia

Your Story, Every Medium—Through Our Lens

Your Story, Every Medium—Through Our Lens

Thank you for choosing DaviFilmsMedia to capture your Life’s Biggest Moments. This policy explains what you can expect from us and what we ask of you.

1. Booking & Date Reservation

We reserve a date only after DaviFilmsMedia receives the required booking payment and confirmation.

Once we confirm your booking, we reserve that date and time just for you. Because we may turn away other events for the same date, booking payments are usually non-refundable.

We recommend booking as early as you can, especially for weddings, graduations, birthdays, and other popular events.

2. Payment Policy

We can offer a payment plan if needed.

The standard payment structure is:

• 25% non-refundable booking payment to secure the date.

• The remaining balance may be divided into three installments when a payment plan is approved.

• The final balance needs to be paid before your event, unless we’ve agreed to something different in writing.

If payments are not made as agreed, we may pause our services or hold back the final photos and videos until the account is up to date.

3. Event Details & Client Responsibility

The client is responsible for providing accurate event information, including:

• Event date and location

• Start and end time

• Venue address

• Schedule or timeline

• Important moments or requested shots

• Special guests or people who should be prioritized

• Venue rules and media restrictions

• Parking and access information

• Any required credentials or permissions

Please let us know as soon as possible if anything about your event changes.

4. Event Changes & Schedule Changes

If the event date, location, schedule, or coverage requirements change, the client must notify DaviFilmsMedia as soon as possible.

Changes to your event might affect our availability, coverage time, travel costs, staffing, or pricing.

DaviFilmsMedia will make reasonable efforts to accommodate changes but cannot guarantee availability for a new date or time.

If you need more coverage than your original package includes, extra fees may apply.

5. Event Cancellation

If the client cancels the event or media booking, the booking payment remains non-refundable because we reserved the date specifically for the client.

If you cancel before the event, we may allow you to apply your booking payment toward a future date, depending on our availability.

Any remaining unpaid balance will not be due if services are completely canceled, unless otherwise stated in the signed agreement.

6. Event Postponement

If your event is postponed, we’ll try to move your booking to the new date.

The new date will depend on our availability.

If the new date is unavailable, the client may choose to:

1. Request an available alternative date; or

2. Discuss another approved arrangement with DaviFilmsMedia.

If postponing your event adds travel, staffing, or production costs, we may add them to your invoice.

7. Coverage Time

Coverage begins and ends according to the package purchased.

Please make sure all important parts of your event happen during the time we’re scheduled to cover.

DaviFilmsMedia is not responsible for moments that occur:

• Before the contracted start time

• After the contracted end time

• During periods when the media team is not present

• When the photographer/videographer is prevented from accessing the event

If you need more time, we can stay longer for an extra hourly fee, depending on our schedule.

8. Late Starts & Delays

If your event starts late, our coverage time usually stays the same and does not automatically extend.

For example, if coverage is booked from 5:00 PM–9:00 PM and the event does not begin until 5:45 PM, coverage will generally still end at 9:00 PM.

If we’re available, you can buy extra time if needed.

9. Venue & Guest Cooperation

Please let us know about any venue restrictions before your event.

We’ll do our best to work respectfully within the venue’s rules.

DaviFilmsMedia is not responsible for missed shots caused by:

• Venue restrictions

• Security restrictions

• Guest interference

• Restricted areas

• Poor lighting controlled by the venue

• Guests blocking the camera.

• Delays caused by the client, venue, or event organizers

• 10. Meal & Break Expectations

• For event coverage lasting more than 2 consecutive hours, DaviFilmsMedia requests that the client or event organizer provide a reasonable meal or meal break for the media team when food service is available.

• • Whenever possible, coordinate meal breaks during a natural pause in event activities.

  • The media team may take a brief break to eat and recharge during extended coverage.

  • DaviFilmsMedia will coordinate the break timing so important moments are not intentionally missed.

  • If a meal is not provided, DaviFilmsMedia may take a reasonable break to obtain food when necessary, depending on the event schedule and location.

  • For coverage lasting 6+ hours, a meal or designated meal break is strongly expected for each team member working the event.

• The meal expectation does not mean the client must provide a specific type of food. A reasonable meal provided by the event, venue, or client is sufficient.

11. Important Moments & Shot Requests

We welcome your requests for special shots and lists of important moments.

However, since our coverage is documentary style, we can’t guarantee we’ll capture every requested moment.

Please give us a list of your top-priority shots before the event.

We’ll do our best to prioritize your requests while keeping the event running smoothly.

12. Photography & Video Deliverables

Deliverables depend on the package purchased.

Possible deliverables may include:

• Edited photographs

• Highlight video

• Event recap video

• Full event recording

• Social media sneak peek

• Digital gallery

• Digital downloads

• Other services specifically listed in the client’s package.

We guarantee only the services listed in your chosen package.

If you want extra items, there may be an additional fee.

13. Turnaround Time

Standard turnaround is generally 7–14 business days, depending on the package, event size, number of files, and editing requirements.

Large events, full recordings, highlight films, or projects requiring extensive editing may take longer.

If your project will take longer than usual, we’ll let you know.

14. Editing & Creative Style

DaviFilmsMedia maintains creative control over the final editing style, including:

• Color correction

• Color grading

• Cropping

• Image selection

• Video selection

• Music selection when applicable

• Transitions

• Overall storytelling and presentation

Raw, unedited photos and footage are not included unless you buy them or we agree in writing.

15. RAW Files & Original Footage

RAW photographs, unedited video footage, project files, and editing timelines are not included in standard packages.

If available, you can buy RAW footage or extra media separately.

DaviFilmsMedia is not required to provide unfinished project files unless specifically agreed upon in writing.

16. File Storage & Delivery

We’ll deliver your final photos and videos using the method we specify, such as an online gallery, digital download, or another approved method.

After we deliver your files, please download and back them up for safekeeping.

We recommend keeping several backups of your important photos and videos.

17. Social Media Sneak Peeks

When included in a package, DaviFilmsMedia may provide selected sneak-peek images or clips for social media.

We choose sneak peeks at our creative discretion, and they are not a replacement for your full gallery or finished video.

18. Client Usage Rights

Unless otherwise stated in writing, the client receives personal-use rights to the final delivered media.

Clients may:

• Download their final media.

• Share photographs and videos online.

• Post them to personal social media.

• Print photographs for personal use

You may not sell, license, commercially share, or make major changes to the media without our written permission.

Commercial usage may require a separate licensing agreement.

19. DaviFilmsMedia Portfolio & Promotional Rights

Unless you ask us not to in writing before your event, we may use some of your photos and video clips for:

• Portfolio purposes

• Website

• Social media

• Marketing

• Promotional materials

• DaviFilmsMedia reels and showcases

If your event is private or you need confidentiality, we may ask you to sign a separate privacy agreement.

20. Music & Copyright

When music is used in an edited video, DaviFilmsMedia will make reasonable efforts to use properly licensed, royalty-free, or otherwise authorized music when applicable.

DaviFilmsMedia is not responsible for copyright claims resulting from music, artwork, logos, recordings, or other copyrighted material supplied by the client, venue, artist, DJ, performer, or event organizer.

21. Client-Provided Materials

If you give us photos, videos, music, or other materials to use in your project, you confirm that you have permission to share them with us.

DaviFilmsMedia is not responsible for copyright disputes involving materials supplied by the client.

22. Equipment & Technical Issues

We take care to protect our equipment and your media.

However, technical issues, equipment malfunction, corrupted files, memory card failure, power failure, venue restrictions, internet failure, or other circumstances beyond reasonable control may occur.

DaviFilmsMedia will make reasonable efforts to recover, replace, or recreate affected content when possible.

23. Emergency & Uncontrollable Circumstances

DaviFilmsMedia will not be considered in breach of the agreement when circumstances outside of reasonable control prevent or significantly interfere with services.

Examples may include:

• Severe weather

• Natural disasters

• Government restrictions

• Venue closure

• Serious emergency

• Transportation emergency

• Equipment failure

• Power outage

• Unsafe working conditions

• Other unforeseen circumstances

If this happens, we’ll talk with you and try to find a reasonable solution.

24. Safety

DaviFilmsMedia reserves the right to stop or modify coverage if the working environment becomes unsafe.

The client and event organizers are responsible for maintaining a safe environment for guests and media professionals.

DaviFilmsMedia will not intentionally place its team or equipment in dangerous situations to obtain a shot.

25. Travel & Parking

Travel outside the included service area may require an additional travel fee.

The client is responsible for providing reasonable parking or covering required parking expenses when applicable.

If special travel arrangements are required, we will discuss those costs before the event.

26. Additional Services

Additional services may be available, including:

• Additional coverage hours

• Second photographer

• Second videographer

• Flash drive delivery

• Additional edited photographs

• Highlight recap video

• Social media content

• Full event recording

• Other approved add-ons

Any extra services need to be approved before we add them to your final invoice.

27. Respectful Working Environment

DaviFilmsMedia is committed to providing professional and respectful service.

Clients, guests, vendors, venue staff, and DaviFilmsMedia team members are expected to communicate respectfully at all times.

DaviFilmsMedia may discontinue coverage if the team is subjected to harassment, threats, discrimination, violence, or unsafe behavior.

28. Agreement & Acceptance

By booking with us, submitting payment, or signing a service agreement, you confirm that you have read and accepted the policies and terms for your chosen package.

The final signed service agreement or invoice will control if there is a conflict between these general website policies and the specific terms agreed upon for the client’s event.

Large-Scale & Multi-Day Production Policy

Large-scale and multi-day productions are customized projects designed for clients who require extended production support, multiple shoot days, multiple locations, additional crew, specialized equipment, or extensive post-production.

Because every production is different, DaviFilmsMedia does not use a one-size-fits-all rate for these projects. Each production is reviewed individually and receives a customized proposal based on the project's creative vision, scope, timeline, locations, crew requirements, equipment, deliverables, and post-production needs.

1. Project Consultation & Scope

Before a large-scale or multi-day production is booked, DaviFilmsMedia will review the project's goals, creative vision, timeline, locations, deliverables, and overall production needs.

This consultation allows DaviFilmsMedia to determine whether the project can be completed by a solo creator or requires a larger production team.

2. Production Team

DaviFilmsMedia will determine the appropriate production team based on the project's scope.

Depending on the production, additional professionals may include:

• Director / Creative Director

• Director of Photography

• Camera Operators

• Photographer

• Sound / Audio Technician

• Gaffer / Lighting Technician

• Production Assistants

• Editors

• Motion Graphics / Post-Production Support

Clients are not required to determine the size of the production team themselves. DaviFilmsMedia will make recommendations based on the project's needs and approved budget.

3. Multi-Day & Extended Productions

Projects may be structured as:

• Multiple consecutive shooting days

• Multiple shoot dates over several weeks

• Multi-week productions

• Monthly production engagements

• Ongoing campaign support

Extended projects may require a production schedule, milestone payments, production meetings, and a customized agreement.

4. Travel, Locations & Permits

Additional costs may apply for:

• Travel outside the agreed service area

• Lodging and accommodations

• Parking, tolls, and transportation

• Location fees

• Studio rentals

• Filming permits

• Special equipment rentals

• Additional production services

When permits or location approvals are required, the client is responsible for obtaining or authorizing the necessary permissions and associated fees unless otherwise agreed upon in writing.

5. Meals & Breaks

For productions lasting more than three (3) consecutive hours, appropriate meal or break arrangements should be discussed as part of production planning.

For longer productions, clients may be responsible for providing meals and reasonable breaks for DaviFilmsMedia team members and contracted crew.

Specific meal arrangements will be included in the production agreement when applicable.

6. Payment & Production Deposit

Large-scale and multi-day productions require a deposit to secure production dates.

Depending on the size and length of the project, payment may be structured as:

• Payment in full

• Deposit + scheduled installments

• Milestone-based payments

• Customized payment schedule for extended productions

For larger productions, DaviFilmsMedia may require payments to be completed before specific production phases begin.

Production dates are not considered officially secured until the required deposit and signed agreement have been received.

7. Changes to Project Scope

Changes to the original project scope may result in additional charges.

This may include:

• Additional shooting days

• Additional locations

• Additional deliverables

• Additional crew

• Additional equipment

• Extended editing

• Rush requests

• New creative direction

• Significant changes made after production begins

Any major changes will be discussed with the client before additional work is completed whenever reasonably possible.

8. Post-Production

Post-production timelines depend on the size and complexity of the project.

Large productions may require additional time for:

• Media organization

• Editing

• Color correction

• Audio editing

• Motion graphics

• Revisions

• Multiple deliverable formats

• Social media versions

Final delivery timelines will be established in the project agreement.

9. Creative & Production Approval

Clients are responsible for providing timely approvals, required information, brand assets, scripts, schedules, talent information, location information, and other materials necessary to complete the production.

Delays caused by missing client materials, approvals, location access, talent availability, or other client-controlled circumstances may affect the production schedule.

10. Custom Production Agreement

Large-scale and multi-day productions require a customized agreement outlining the project's scope, payment schedule, production dates, deliverables, responsibilities, cancellation terms, and other applicable conditions.

The final agreement takes precedence over general website package descriptions.

11. Custom Quote

Large-scale and multi-day productions begin at $7,500+ and are quoted according to project scope.

The starting price does not represent a fixed maximum or final project cost. Larger productions may exceed the starting price depending on the production requirements.

DaviFilmsMedia reserves the right to provide a customized proposal for projects requiring extensive production management, multiple crew members, multiple locations, extended timelines, or significant post-production.

Production Philosophy

DaviFilmsMedia believes every story deserves the right level of production support.

Whether the project requires one creator, a small production team, or a full crew, our goal is to build the production around the vision — not force the vision into a predetermined package.