Legal & Policies
Everything you need to know about rescheduling, cancellations, photo delivery, ordering windows, and banner production. Questions? Call or email us directly.
All photo day bookings are made through our online booking request forms. A booking is not confirmed until you receive a written confirmation from Phireworx Photography. We recommend submitting your booking request at least 4–6 weeks before your desired photo day date to ensure availability.
We understand that schedules change. If you need to reschedule your photo day, please notify us as soon as possible. Rescheduling requests made at least 7 days before your scheduled date will be accommodated based on availability at no charge.
Rescheduling requests made within 7 days of your scheduled date will be accommodated based on availability but may be subject to a rescheduling fee. We will notify you of any applicable fees before confirming the new date.
In the event of inclement weather that makes outdoor photography unsafe or impractical, we will work with you to reschedule at the earliest mutually available date at no charge. We recommend considering our composite shoot option for programs that need a guaranteed indoor session.
If you need to cancel a confirmed booking entirely, please notify us in writing at service@phireworxphoto.com as soon as possible. Cancellations made with less than 48 hours notice may be subject to a cancellation fee to cover travel and preparation costs.
The booking contact (coach, AD, or director) is responsible for ensuring athletes are organized and available at the agreed-upon time. Extended delays caused by athlete availability issues may require session time to be adjusted or rescheduled. Please communicate your team's schedule needs clearly when booking.
Online photo galleries are typically made available within 1–2 weeks following your photo day session. This window accounts for editing, retouching, and quality review. Exact delivery timelines may vary during peak seasons. We will notify you and your families via the contact information provided at booking when the gallery is live.
Photo galleries remain open for ordering for a limited time following their launch. The ordering deadline will be communicated clearly when the gallery is made available. We strongly encourage families to order promptly to avoid missing the ordering window.
Orders placed after the gallery deadline will be considered on a case-by-case basis and may be subject to a late order fee. Please contact us at service@phireworxphoto.com if a family has missed the deadline and needs assistance.
Orders are fulfilled and shipped directly to each family's provided shipping address. Phireworx Photography is not responsible for orders shipped to incorrect addresses as entered by the customer during checkout. Order fulfillment timelines are determined by our printing and fulfillment partner.
If an athlete was absent on photo day or is unsatisfied with their photo for a documented technical reason, please contact us to discuss retake options. Retakes are not guaranteed and are subject to availability and scheduling.
For banner-only sessions (sessions not combined with a team photo day), a minimum order of $600 is required. If the total order falls below $600, the client will be invoiced the difference to meet the minimum. This minimum does not apply when banners are ordered as an add-on to an existing photo day session.
A shipping charge of $10 applies to all banner orders totaling less than $350. Orders of $350 or more are shipped at no additional charge.
Banner production timelines vary depending on order type, size, and quantity. You will receive an estimated production and delivery timeline when your banner order is confirmed. If you have a hard deadline (senior night, banquet, opening game, etc.), you must communicate this at the time of booking. While we make every effort to meet hard deadlines, they cannot always be guaranteed.
For composite and custom design banners, we will provide a digital proof for your approval before sending to print. You are responsible for reviewing the proof carefully and approving all design details including athlete names, numbers, school information, and design elements. Phireworx Photography is not responsible for errors in approved proofs.
Once a banner proof has been approved and sent to print, changes and cancellations cannot be accommodated. Please review all proofs thoroughly before approval. Changes requested before proof approval will be accommodated at no charge.
All photographs produced by Phireworx Photography are the copyrighted property of Phireworx Photography. Purchasing a photo package grants the purchaser a personal use license for the images. Commercial use, reproduction for resale, or publication in media beyond personal social media requires express written consent from Phireworx Photography.
By booking with Phireworx Photography, you grant us permission to use select images from your session in our portfolio, website, and social media marketing. If you prefer your program's images not be used in this way, please notify us in writing at the time of booking.
All athletes photographed are done so with the understanding that images may be used for personal and program use. For minor athletes, it is the program's responsibility to ensure appropriate parental consent is obtained for participation in photography sessions. Phireworx Photography does not share or sell individual athlete images to third parties.
If you have any questions about our policies or need clarification on any terms, please reach out to us directly:
Policies are subject to change. The most current version of these policies will always be available at this page. Last updated: 2025.