2026 Official OIHS Media Policy

Application Form, Media Access Map, and FAQ are accessible at the bottom of this page.

2026 Ocala International Horse Show (OIHS)

Commercial Photography • Videography • Media Vendor Access

AGREEMENT

This Official Media Policy Agreement (this “Agreement”) is entered into by and between Ocala International Horse Show, Inc. (“OIHS”) and the media company, entity, or individual identified in the application below (the “Media Partner”).

1. Definitions

For purposes of this Agreement, the following terms have the meanings set forth below:

“Show” means the 2026 Ocala International Horse Show, to be held on Tuesday, October 27, 2026 through Saturday, October 31, 2026 at the Venue in Ocala, Florida.

“Show Management” means OIHS and those employees, contractors, or volunteers expressly authorized by OIHS to administer credentials and safety rules.

“Venue” means the World Equestrian Center in Ocala, Florida.

2. Purpose and Program Overview

The Ocala International Horse Show Official Media Partner Program is intended to provide OIHS-approved commercial photographers, videographers, publications, content creators, and other media vendors with defined access to capture and distribute content, while protecting horse and exhibitor safety, preserving the integrity of the competition, and respecting the rights of the Official Show Photographer and Official Show Videographer. Participation is a privilege, not a right, and is subject to approval and ongoing compliance with this Agreement and all Show Management directives. Violations may result in removal from the event, and potentially loss of access to future OIHS shows and/or events.

3. Who Must Apply

Any person or business attending OIHS for the purpose of commercially photographing, filming, selling, licensing, delivering client content, soliciting clients, or otherwise monetizing photo or video services must be approved in advance as an Official Media Partner, unless separately contracted or expressly authorized in writing by OIHS. Each individual representative must be identified on the application and credentialed.

Personal, non-commercial photography and videography by spectators may be permitted only from public spectator areas.

4. Fees, Credentials and Payment

There will be no Media Partner Fee for the 2026 show. However, a signed Media Partner Agreement and Certificate of Insurance coverage (COI) will still be required. Once the Agreement is signed and submitted with the COI and the applicant is approved by OIHS, credentials will be created for each representative, and the credentials will be available at the Hospitality Booth during the show.

Submission of this application constitutes an offer by the applicant. No contract is formed until OIHS accepts the application in writing or issues credentials to the applicant, whichever occurs first. Fees (if any) are due with the application. If OIHS rejects the application, or if the applicant withdraws the application before approval, OIHS will promptly refund the fees in full. If an approved applicant withdraws before the Show, fees will be refunded less any earned access and administrative charges. If OIHS cancels the Official Media Partner Program or the Show before access begins, OIHS will refund the fees in full. If cancellation occurs after access begins, OIHS will provide a prorated refund or credit reflecting the portion of the Show not held. If the Show is postponed, relocated, shortened, or interrupted because of weather, governmental restriction, Venue closure, equine-health restriction, or another force majeure event, OIHS will provide a prorated refund or credit toward a future OIHS event, at OIHS’s election. Any fees retained following revocation for cause constitute earned access and administrative charges rather than a penalty.

Credentials are individual, non-transferable, must be visibly worn while working, and may not be loaned, shared, altered, duplicated, or transferred.

Application submission does not guarantee approval, a particular shooting position, unrestricted access, parking, admission to every area, or exclusivity.

OIHS may immediately suspend or remove the individual and/or media entity and revoke credentials for safety threats, unauthorized access to restricted areas, interference with competition, credential sharing, or other material misconduct. For remediable violations that do not involve safety, OIHS will provide written notice describing the violation and a reasonable opportunity to cure before revoking credentials. Where credentials are revoked for cause, any fees retained by OIHS are earned access and administrative charges and are not a penalty.

5. Media Partner Benefits

Approved Official Media Partners may receive:

• Authorization to provide commercial photography and/or videography services during OIHS in approved areas.
• An individual OIHS media credential for each paid and approved representative.
• Access to designated media or spectator capture areas as assigned by Show Management.
• Permission to identify the approved business as an “Official Media Partner of the Ocala International Horse Show” during the applicable Show year, subject to and in accordance with OIHS brand and logo-use guidelines, which are incorporated into this Agreement by reference. The Media Partner shall not make any statement, or use any mark, logo, or designation, that implies OIHS endorsement, agency, sponsorship, exclusivity, or any authority to act for or bind OIHS, notwithstanding the independent-contractor status described in Section 11. All logo treatments and uses of the designation require OIHS’s prior written approval. This designation terminates automatically at the end of the authorized Show period, after which the Media Partner shall promptly cease all use of the designation and of any OIHS marks.
• Potential listing or recognition on select OIHS media, website, social, or show materials at Show Management’s discretion.

6. Safety and Restricted Areas

OIHS PHOTO & VIDEO SAFETY. For safety reasons, only the Official Show Photographer, Official Show Videographer, and individuals specifically approved by Show Management may photograph or film from the show ring, exhibitor rail, in-gate, out-gate, warm-up or make-up areas, or other restricted or controlled areas. Show Management reserves the right to restrict, relocate, suspend, or remove any individual who violates the safety parameters outlined below:

• Restricted areas include any area marked, announced, staffed, credential-controlled, or designated by Show Management, Venue personnel, stewards, security, or other authorized officials.
• A credential does not create an unrestricted right to enter the rail, ring, warm-up, in-gate, out-gate, stabling, backstage, hospitality, or other controlled areas.
• Media Partners must maintain a safe distance from horses and exhibitors, keep aisles and gates clear, avoid sudden movements or equipment that could startle horses, and avoid conduct deemed unsafe, disruptive, distracting, obstructive, or interfering with the operation of the show.
• No equipment, bags, tripods, light stands, cables, or other gear may be placed where it creates a trip hazard, blocks an aisle or emergency route, interferes with show operations, or presents a risk to horses or people.
• Flash, supplemental lighting, drones, remote cameras, or other specialized equipment may be used only with prior written approval from Show Management and the Venue, if applicable. Requests for approval must be submitted in writing to info@ocalainternationalhorseshow.com no later than ten (10) days before the first Show day. All such equipment and its operation must comply with all applicable Venue rules and requirements and with all applicable federal, state, and local laws and regulations, including any Federal Aviation Administration requirements governing the operation of drones or unmanned aircraft. The Media Partner must provide proof of any required operator qualifications, certifications, licenses, permits, and insurance before any such equipment is used. Approved equipment may be operated only within the specific zones and during the specific times identified in the written approval. OIHS and Show Management reserve the right to withdraw any such approval immediately, without notice, for safety reasons.

7. Photography and Videography Rights and Limitations

Still Photography: Media Partners may photograph their clients from areas authorized by Show Management. Still photography from the Main Arena rail or from inside the competition ring is prohibited, except for the Official Show Photographer or individuals specifically authorized by Show Management.

Videography: Media Partners may capture video from authorized locations along the Main Arena rail but may not enter the competition ring. Filming must not interfere with competition, official coverage, spectators, or show operations.

All photography and videography must comply with designated access areas and any additional direction provided by Show Management. Access is determined by the medium being captured, not by the equipment carried. A representative authorized only for video may record video from authorized locations along the Main Arena rail but may not capture still photographs or still frames from that location. A representative using equipment capable of both still photography and video must comply with the restriction applicable to the medium in use. If a representative holds credentials for both media, the applicable credential and Show Management’s assignment determine which activities may be conducted from a particular location.

Unless expressly authorized in writing, Media Partners may not livestream, rebroadcast, or record full classes, full performances, or continuous competition coverage in a manner that competes with or diminishes the value of any official OIHS livestream, broadcast, photographer, or videographer rights.

Show Management may require removal, cessation, or non-publication of content captured in violation of this Agreement, safety rules, Venue restrictions, privacy requirements, or other applicable show policies. Any such demand must be made by written notice identifying the specific content at issue and the contractual or policy basis for the demand.

Notwithstanding the foregoing notice requirement, OIHS may demand immediate cessation of publication where continued publication would create an imminent safety or legal risk.

This Agreement does not transfer to the Media Partner any OIHS trademarks, broadcast rights, sponsorship rights, or other intellectual-property rights except the limited designation expressly granted in Section 5.

8. Professional Conduct and Solicitation

Media Partners must conduct themselves professionally and respectfully toward exhibitors, horses, officials, staff, volunteers, spectators, sponsors, and other media professionals.

Solicitation and Business Activity. Media Partners may not conduct direct sales, set up booths, tables, or displays, distribute printed or promotional materials, or post signage anywhere on the show grounds without the prior written approval of Show Management. Media Partners may not engage in any activity that conflicts with the rights of OIHS sponsors or the Official Show Photographer, Official Show Videographer, or other Media Partners and may initiate contact with exhibitors only in a professional manner that does not interfere with competition, warm-up, or show operations.

Media Partners are responsible for the conduct of all employees, contractors, assistants, and representatives operating under their company/outlet credential.

Each credentialed representative must separately acknowledge of and agree to comply with this Agreement before receiving a credential. The Media Partner remains contractually responsible for every violation of this Agreement by its employees, contractors, assistants, and other representatives operating under its credential.

9. Content Use and OIHS Promotional License

Content Ownership and Required Submissions. Unless otherwise agreed in writing, the Media Partner retains ownership of its original content, subject to the rights of any persons or property depicted. As a required condition of participation, the Media Partner shall copy edited still images and/or raw, unedited video captured to their assigned portable hard drive. The required quantity, duration, file format, minimum resolution, naming convention, metadata, delivery method, and deadline will be stated in the written acceptance notice. If a technical failure prevents timely upload, the Media Partner shall notify Show Management before the stated deadline and complete the upload promptly after the failure is resolved. Repeated or unexcused failure to submit the required content is a material violation of this Agreement.

As part of the Media Partner Program, OIHS will provide a 5T portable hard drive to each partner at the start of the show for this purpose. Your assigned hard drive is your responsibility, and must be turned in or shipped insured to show management within 30 days after the conclusion of the 2026 show. Should your hard drive become lost, damaged, or you fail to turn in your hard drive by December 1, 2026, you will be required to reimburse the show $250 as a replacement fee.

Attribution and Credit. OIHS shall accompany each public use of the content with the credit line “Content courtesy of [Media Partner name]” and, where the platform supports it, shall tag the Media Partner’s official account. Credit may be omitted only where the platform does not technically permit attribution or the medium’s space constraints make attribution infeasible. After receiving written notice of omitted or erroneous credit, OIHS shall correct the attribution within a reasonable period to the extent correction remains technically practicable.

10. Insurance, Equipment, Assumption of Risk, Indemnification, and Liability

Media Partner is responsible for its own equipment, personnel, business operations, and insurance. As a condition of credentialing, Media Partner shall procure and maintain, at its own expense: (a) commercial general liability insurance covering bodily injury, property damage, personal and advertising injury, products-completed operations, and contractual liability, with minimum limits of $1,000,000 per occurrence and $2,000,000 aggregate; (b) commercial automobile liability insurance covering owned, hired, and non-owned vehicles if any vehicle is used in connection with Media Partner’s activities at the Show; and (c) workers’ compensation insurance at statutory limits, together with employer’s liability insurance, where required by law for Media Partner’s employees. Each policy must be issued by an insurer authorized to do business in Florida and rated A- VII or better by A.M. Best and maintained throughout Media Partner’s access to the Show. OIHS, Venue, and their respective officers, directors, employees, and agents shall be named as additional insureds on the commercial general liability policy. That coverage shall be primary and noncontributory and include completed-operations coverage, and Media Partner and its insurers shall waive all rights of subrogation against the additional insureds, in each case by required endorsement. Upon notification of approval, and no later than ten (10) days before Media Partner’s first day of access, Media Partner shall submit a Certificate of Insurance evidencing the required coverage and the additional-insured, primary-and-noncontributory, and waiver-of-subrogation endorsements. A Certificate of Insurance is evidence of coverage only and does not amend, extend, or alter any policy or replace the required endorsements. Media Partner shall provide at least thirty (30) days’ prior written notice of cancellation, non-renewal, or material reduction of coverage. Any cancellation, lapse, or material reduction of required coverage is grounds for immediate suspension or revocation of credentials.

Assumption of Risk. Media Partner, on behalf of itself and each of its credentialed representatives, acknowledges and understands that horse shows and equine activities involve inherent risks, including the propensity of horses to behave in ways that may result in injury, harm, or death to persons or property and to react unpredictably to sounds, movements, equipment, persons, and other animals. Media Partner and each representative knowingly and voluntarily assume all such inherent risks and agree to comply with all posted warnings, Venue signage, and applicable Florida equine-activity laws.

RELEASE AND WAIVER. TO THE FULLEST EXTENT PERMITTED BY LAW, MEDIA PARTNER, ON BEHALF OF ITSELF AND ITS CREDENTIALED REPRESENTATIVES, RELEASES AND FOREVER DISCHARGES OIHS, VENUE, AND THEIR RESPECTIVE OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, AND VOLUNTEERS (THE “RELEASED PARTIES”) FROM ANY AND ALL CLAIMS, DEMANDS, AND LIABILITIES FOR BODILY INJURY, DEATH, OR PROPERTY DAMAGE ARISING OUT OF OR RELATING TO MEDIA PARTNER’S ACCESS TO OR ACTIVITIES AT THE SHOW, INCLUDING CLAIMS BASED ON THE ORDINARY NEGLIGENCE OF THE RELEASED PARTIES, BUT EXCLUDING CLAIMS ARISING FROM A RELEASED PARTY’S GROSS NEGLIGENCE, WILLFUL OR WANTON MISCONDUCT, OR INTENTIONAL ACTS. THIS RELEASE APPLIES THROUGHOUT THE PERIOD OF MEDIA PARTNER’S ACCESS TO THE SHOW AND SURVIVES ITS CONCLUSION.

Indemnification. Media Partner shall indemnify, defend, and hold harmless OIHS, Venue, and their respective officers, directors, employees, and agents (the “Indemnified Parties”) from and against any and all third-party claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys’ fees) arising out of or relating to: (a) Media Partner’s or its representatives’ breach of this Agreement; (b) their negligence or willful misconduct; (c) bodily injury, death, or property damage caused by their operations or equipment; (d) infringement or misappropriation of intellectual-property rights caused by content or materials they supply; (e) violation of privacy, publicity, or consent rights for which they are responsible; and (f) their violation of applicable law. Media Partner shall control the defense and settlement of any such claim with counsel reasonably acceptable to the Indemnified Parties, provided that no settlement imposing any obligation or admission on an Indemnified Party shall be made without its prior written consent. The Indemnified Parties shall provide prompt written notice of any claim and shall reasonably cooperate in the defense. This obligation does not extend to losses to the extent caused by an Indemnified Party’s own negligence or willful misconduct.

Limitation of Liability. To the fullest extent permitted by law, neither party shall be liable to the other for any consequential, special, incidental, exemplary, or punitive damages, or for lost profits, arising out of or relating to this Agreement, even if advised of the possibility of such damages, and each party’s aggregate liability under this Agreement shall not exceed the total fees paid by Media Partner for the applicable Show year. The foregoing exclusions and cap do not apply to liability for bodily injury or death, property damage, breach of confidentiality obligations, infringement or misappropriation of intellectual property, indemnification obligations, fraud, or willful misconduct.

Minors. No representative under eighteen (18) years of age may be credentialed or access the Show unaccompanied. OIHS credentials will not be issued to unaccompanied minors unless OIHS has adopted, and the minor’s parent or legal guardian has completed, a separate consent, release, emergency-medical-treatment authorization, and media-permission process specifically designed for minors.

11. Independent Contractor; No Agency or Exclusivity

Media Partner is an independent business and is not an employee, agent, joint venturer, or representative of OIHS. Unless a separate written agreement states otherwise, Official Media Partner status is non-exclusive and does not guarantee referrals, assignments, sales, minimum revenue, or exclusivity by discipline, client, location, or media type.

12. Term, Changes and Governing Documents

This Agreement applies only to the 2026 Ocala International Horse Show unless otherwise stated in writing. OIHS may implement reasonable safety, scheduling, access, Venue, emergency, and operational measures, including updates to access maps, safety procedures, and operating rules, when reasonably necessary for safety, Venue operations, competition integrity, or legal compliance, and the Media Partner must comply with such on-site changes. No change to the fees, content licenses, indemnification, liability allocation, or other material commercial terms of this Agreement shall be effective unless made in a writing signed by both OIHS and the Media Partner. If a conflict exists between this Agreement and a mandatory Venue, governmental, sanctioning-body, or emergency requirement, the mandatory requirement controls.

13. Governing Law; Venue; and Jury-Trial Waiver

This Agreement is governed by and construed under the laws of the State of Florida, without regard to its conflict-of-laws principles. The exclusive venue for any action or proceeding arising out of or relating to this Agreement or the Show shall be the state and federal courts located in Hillsborough County, Florida, and each party irrevocably consents to the personal jurisdiction of those courts.

TO THE FULLEST EXTENT PERMITTED BY LAW, OIHS AND THE MEDIA PARTNER EACH KNOWINGLY, VOLUNTARILY, AND MUTUALLY WAIVE ANY RIGHT TO A TRIAL BY JURY IN ANY ACTION OR PROCEEDING ARISING OUT OF OR RELATING TO THIS AGREEMENT, THE SHOW, OR THE PARTIES’ RELATIONSHIP.

14. Event Cancellation and Force Majeure

Neither party is liable for any failure or delay in performance caused by circumstances beyond its reasonable control, including dangerous weather, disease outbreak, epidemic or pandemic, governmental action or order, Venue unavailability or closure, utility or communications failure, security or safety events, and equine-health restrictions or quarantines. OIHS may cancel, postpone, relocate, shorten, or otherwise modify the Show or any portion of it in response to such circumstances or as reasonably necessary for safety or operations.

If the Show is cancelled before media access begins, approved fees will be refunded in full. If the Show is postponed or relocated, fees will be applied to the rescheduled or relocated Show unless OIHS elects to provide a prorated refund or credit toward a future OIHS event. If there is a fee charged and paid for Media Partner access, and cancellation, suspension, relocation, or schedule changes occur after media access has begun, OIHS may offer the Media Partner a prorated refund or credit reflecting the portion of the Show not held.

15. Intellectual Property and Third-Party Permissions

The Media Partner owns the original content it creates, subject to any rights embodied in that content and to the license granted to OIHS in Section 9. Access to the Show does not, by itself, grant the Media Partner any rights in any person’s name, image, likeness, voice, or performance, or in any horse, music, artwork, sponsor mark, trademark, or other third-party property.

The Media Partner is solely responsible for obtaining all model releases, client permissions, interview consents, music licenses, and commercial publicity rights required for its capture, use, and distribution of content. OIHS represents only that it may grant the credential and access rights expressly stated in this Agreement, and does not represent that it controls or can grant the publicity, privacy, or other rights of any exhibitor, spectator, owner, sponsor, or other third party.

Any claim of infringement, privacy violation, or unauthorized commercial use may be submitted in writing to OIHS at the notice address in Section 17. The responsible party will promptly investigate and, where warranted, remove, disable, or cease use of the affected content.

16. Confidentiality

In connection with any access to backstage, hospitality, stabling, or administrative areas, the Media Partner may receive nonpublic information, including participant information, security procedures, veterinary information, unpublished results, access credentials, and embargoed announcements (“Confidential Information”). The Media Partner will use Confidential Information only as necessary to perform under this Agreement and will not disclose it without OIHS’s prior written consent.

Confidential Information does not include information that is or becomes public through no fault of the Media Partner, was known to the Media Partner before disclosure, is independently developed without use of Confidential Information, or is lawfully received from a third party without restriction.

Minor Participants. The Media Partner acknowledges that a substantial number of Show competitors and participants are under eighteen (18) years of age and that photography, videography, identification, and publication of participants with their trainers, horses, and stables are customary and expected aspects of the Show. OIHS will obtain media releases or other appropriate permissions through its participant registration process. The Media Partner may photograph, record, and publish content featuring minor participants in the ordinary course of covering and promoting the Show unless OIHS notifies the Media Partner that a parent or legal guardian has submitted an applicable opt-out request. The Media Partner shall comply promptly with each opt-out, no-photography designation, restricted-participant list, or removal request communicated by OIHS and shall cease publication and remove affected content from accounts and platforms under its control to the extent technically practicable. Except as authorized by the applicable media release, the Media Partner shall not publish a minor’s contact information, travel schedule, or other nonpublic information that could reasonably compromise the minor’s privacy or safety.

17. Notices

Routine operational communications, including scheduling, access, and credentialing messages, may be sent by email to the addresses on file. Formal legal notices under this Agreement must be in writing and delivered to OIHS at the physical and email addresses stated in the written acceptance notice and to the Media Partner at the physical and email addresses provided in its application.

Notice is effective on delivery if hand-delivered or sent by email with confirmation of receipt, or three (3) business days after dispatch by a nationally recognized courier or certified mail, return receipt requested.

18. Representations and Authority

The Media Partner represents and warrants that: (a) the person accepting this Agreement has authority to bind the media entity; (b) all information in the application is accurate and complete; (c) each credentialed representative is authorized to act on the Media Partner’s behalf; (d) the Media Partner will obtain all licenses, permits, and consents required for its activities at the Show; and (e) its submitted content and promotional materials will not knowingly infringe or violate any third party’s intellectual-property, privacy, publicity, or other rights.

19. General Provisions

(a) Entire Agreement. This Agreement constitutes the entire agreement between the parties and supersedes all prior understandings.
(b) Order of Precedence. In case of conflict, mandatory venue, governmental, sanctioning-body, or emergency requirements control first, followed by this Agreement, the acceptance notice, addenda, Venue rules, access maps, and emergency directives.
(c) Amendments. Except for the limited operational changes OIHS is authorized to make under Section 12, this Agreement may be amended only by a writing signed by both parties.
(d) Severability and Reformation. If any provision is held invalid or unenforceable, it will be reformed to the minimum extent necessary to be enforceable, and the remaining provisions will remain in full effect.
(e) No Waiver. No waiver is effective unless in writing, and no waiver operates as a continuing waiver.
(f) Assignment and Succession. The Media Partner may not assign this Agreement without OIHS’s prior written consent; this Agreement binds and benefits the parties’ permitted successors and assigns.
(g) No Third-Party Beneficiaries. This Agreement creates no third-party beneficiary rights, except for the indemnified and released parties expressly identified in this Agreement.
(h) Counterparts; Electronic Signatures. This Agreement may be accepted in counterparts and by electronic signature or assent, each of which is deemed an original.
(i) Survival. The provisions governing payment, intellectual property, confidentiality, indemnification, liability, and dispute resolution survive expiration or termination.
(j) Headings. Headings are for convenience only and do not affect interpretation.

20. Acceptance and Agreement

By signing or electronically accepting below, the Media Partner confirms that it has read, understands, and agrees to be bound by this Agreement. The Media Partner shall ensure that each credentialed representative complies with this Agreement and acknowledges that a violation may result in immediate loss of access without refund, subject to the notice-and-cure provisions stated in Section 4.