DaviFilmMedia Policies
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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 the package and payment arrangements have been agreed upon.
A 25% deposit is required to secure your booking.
The remaining balance may be paid through the available payment plan or paid in full before the scheduled coverage.
Your date and coverage time are reserved specifically for your booking once confirmed.
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, the client will be contacted 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, specific shots cannot be guaranteed 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.
Any applicable travel fee will be communicated to the client before coverage whenever possible.
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.
Exceptions may be considered at DaviFilmsMedia’s 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
A date is reserved only after DaviFilmsMedia receives the required booking payment and confirmation.
Once your booking is confirmed, 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 the date was reserved 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:
Request an available alternative date; or
Discuss another approved arrangement with DaviFilmsMedia.
If postponing your event leads to extra travel, staffing, or production costs, these may be added 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 at the event.
Meal breaks should be coordinated during a natural pause in event activities whenever possible.
The media team may take a brief break to eat and recharge during extended coverage.
DaviFilmsMedia will coordinate the timing of the break 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 is required to 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.
11. 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.
12. 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 require additional time.
If your project will take longer than usual, we’ll let you know.
13. 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.
14. 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.
15. 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.
16. 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.
17. 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.
18. 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.
19. 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.
20. 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.
21. 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.
22. 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.
23. 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.
24. 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, those costs will be discussed before the event.
25. 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.
26. 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.
27. 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.
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