Policies & Procedures

It is imperative that these policies & procedures are followed. This ensures a successful Media Day and project rollout for the season. Please let us know if you have any questions by texting us at 844-283-0479.

 

Reserving Your Media Day & Avoiding Delays in Creating & Delivering Your Projects on Time

  1. We require to work with one main point person from your organization or team.

  2. We only work with High School Varsity Teams.

  3. There is a $1200 project order minimum to work with us.

  4. Your remaining balance must be paid 3 days before your scheduled media day to avoid us rescheduling your media day.

  5. We do not go into production with your chosen project until the balance is paid in full.

  6. Media days are primarily scheduled on a Sunday, as not to interfere with practice times and game days. However if a Sunday does not work, we can schedule on another day of the week, if necessary.

  7. Media day must be held in an indoor air-conditioned location

  8. There are no scheduled makeups days. Students in need of a makeup must come to one of our other scheduled media day or to our studio in Lago Vista, Texas. Please contact Us via Vasara Sports Media texting software at 844-283-0479.

  9. We require one address to ship all orders to, except for individual online parent orders

  10. Client is required to provide project deadlines.

  11. The client is responsible for reserving an indoor location with air conditioning for the media day to take place in.

  12. The client is responsible for coordinating time and date of their media day

  13. If any of the projects are sponsored by local business, we will need those sponsorships secured and logos submitted before your scheduled media day

  14. Any changes or upgrades after payment is received must be sent in writing to our office and the corresponding balance paid in full.

Preparing For Your Team’s Media Day & Communication

  1. We require our clients to fill out a Media Day Team Project google doc that we send to the sponsor.

  2. We will use the information on the Media Day Team Google doc for:

    • Scheduling: To communicate with parent and players. We send out links to the players & parents to reserve their individual media day session times as well as pick out their poses for thei banner & social media campaign.

    • Proofing: We do all our proofing via our Vasara Sports Media texting software at 844-283-0479

    • Social Media Posting: To tag them when we post game promos for their social media campaign for the season

    • Designing: Customize the banner with their name, jersey, year, position info if applicable

    • Handling of any customer service issues via Vasara Sports Media texting software at 844-283-0479

  3. Links to prep & schedule the players for their students media day session will not be sent out until we have the necessary info on the Media Day Team Project google doc.

  4. We will need at least 1 parent volunteer on media day to be present during the duration of the scheduled media day. This is key to address issues that come up during the media day sessions; i e. no shows, missing uniforms, etc. This is also required by the school in most cases.

  5. If you plan to do behind the scenes photos of your team’s media day, please contact us at 512-965-8737.

Proofing, Printing & Customer Service

  1. We require proofing and retouching of all projects and parent orders before being printed.

  2. We require both the parent and player to agree on which banner proof to go forward with to start the proofing process.

  3. We require both the parent & player to submit revisions for their banner and/or promo.

  4. We require both the parent & player to BOTH approve the final retouched banner or promo.

  5. Proof Carefully. The reprint costs, plus shipping of a project, due to mistakes or issues that are found after a project has been proofed, revised, approved and printed will be the responsibility of the sponsor, player and parent.

  6. All customer service issues must be submitted to us and not the school or coach.

  7. All customer service issues from the parents & players must be submitted via our texting system 844-283-0479. Here are our office hours: Monday- Thursday - 9 am to 6 pm; Friday, 9 am to 3 pm; Sunday, 9 am to 6 pm: Closed Saturday.

  8. For our sponsor only: We can be reached for any customer service issues by calling our private cell number at 512-965-8737, or you can text us via the Vasara Customer Service texting system at 844-283-0479 during our office hours. Monday- Thursday - 9 am to 6 pm; Friday, 9 am to 3 pm; Sunday, 9 am to 6 pm; Closed Saturday.

  9. Customer service Issues that come up will be addressed the next business day if submitted after hours.

  10. Shipping and printing delivery dates by our printer and FEDEX/UPS/USPS are calculated by business days that they are open.

  11. Shipping company delays may occur due to unforeseen circumstances, such as bad weather or Covid 19 related delays.

  12. Printing delays may occur due to unforeseen supply chain issues.