Club & Team Photography Services Agreement

Photographer will provide the photography services described in the confirmed engagement summary, which may include match and tournament coverage, media days, team and individual portraits, and event photography.

Images are delivered through online galleries hosted by Photographer. Public galleries are curated highlights; fuller coverage is delivered privately to the Client and participating families as agreed.

Client will provide reasonable cooperation needed to perform the services, including:

• Accurate schedules, venues, and rosters, with timely notice of changes.
• Field, facility, and sideline access consistent with league and venue rules.
• A designated on-site contact for each engagement.
• For media days and portrait sessions: help organizing player flow so sessions run on schedule.

Fees for each engagement are stated in the engagement summary. A deposit may be required to reserve dates; deposits are credited toward the total fee.

Unless the engagement summary says otherwise, the balance is due within 15 days of invoice. Photographer may pause delivery of galleries and files while an invoice is more than 15 days past due.

Either party may reschedule a confirmed engagement due to weather, field closures, or league schedule changes at no charge, with the make-up date set by mutual agreement.

If Client cancels a confirmed engagement with at least 72 hours’ notice, any deposit is credited toward a rescheduled date within 60 days. With less than 72 hours’ notice, the deposit covers time reserved and preparation and is not refunded.

Photographer aims to deliver a highlight gallery within 7 days of each covered event, with full delivery per the engagement summary. Delivery timing is a good-faith target, not a guarantee, and may shift during tournament-heavy stretches.

Galleries remain hosted for at least 90 days after delivery. Client should download and archive anything it needs long-term.

Photographer retains the copyright in all images. Upon payment in full, Client receives a non-exclusive, non-transferable license to use delivered images for its own team and club media purposes:

• Club and team websites and social media accounts.
• Programs, posters, banners, and printed club materials.
• Recruiting, registration, and internal club communications.

Photo credit ("Antonio Vargas Photography") is appreciated where practical. The license does not include resale, sublicensing, or transfer of images to sponsors, media outlets, or other third parties without Photographer’s prior written permission. Families of participating athletes may use images of their own athlete for personal, non-commercial purposes.

Client is responsible for arranging photography of its participants consistent with its own registration terms and media policies, and represents that it is authorized to engage a photographer for its events. Where individual parent or guardian consent is required — such as media days and portrait sessions — Client will help distribute Photographer’s Minor Photo Release to participating families.

Photographer follows the published Youth Sports Photo Policy at antoniovargas.io/photo-policy: public galleries are curated, minors are not identified by full name alongside their photo in public captions, location metadata is stripped, and removal requests from parents, guardians, or Client are honored promptly, no questions asked.

Photographer will perform the services with professional skill and care. If images from an engagement are lost or unusable due to equipment failure, media corruption, or similar causes, Photographer’s responsibility is limited to re-shooting the session where practical or refunding the fees paid for the affected engagement.

To the fullest extent permitted by law, each party’s total liability under this agreement is limited to the fees paid or payable for the engagement giving rise to the claim, and neither party is liable to the other for indirect, incidental, or consequential damages. Neither party is responsible for failure to perform caused by weather, venue or league restrictions, illness, or other events beyond its reasonable control.

Photographer is an independent contractor, not an employee, agent, or partner of Client. Photographer sets the means and methods of the work and carries and maintains Photographer’s own equipment.

This agreement applies from the date signed and covers each engagement confirmed while it is in effect. Either party may end it with written notice; confirmed engagements are then handled under the cancellation terms above, and fees for work already performed remain due.

This agreement, together with each confirmed engagement summary, is the entire agreement between the parties for photography services and replaces prior discussions. Changes must be agreed in writing (email is sufficient). If any provision is found unenforceable, the rest remains in effect. This agreement is governed by Illinois law, and any dispute will be resolved in the state or federal courts located in Cook County, Illinois.