Terms & Conditions

Agreement & Definitions

Please read the following Terms & Conditions carefully, as they constitute a legally binding agreement between Phoebe, the lead makeup artist trading as May Williams Make Up Artist ("the Artist"), and the Lead Booker/Bride ("the Client").
By securing a booking and paying the required booking fee, you acknowledge that you have read, understood, and agreed to these Terms & Conditions.
The Lead Booker is responsible for ensuring compliance with all booking conditions and for communicating these Terms & Conditions to all relevant members of the bridal party.

Deposit & Payment Terms

A non-refundable booking fee of £100.00 is required to secure your wedding date. This amount will be deducted from your final balance.
Your booking is not confirmed until the booking fee has been received. Until payment is made, your wedding date will remain available to other clients.
Due to high demand, prompt payment is recommended to avoid disappointment.
The remaining balance is due no later than 7 days before the wedding date unless an alternative payment schedule has been agreed in writing with Phoebe.
Failure to make payment by the agreed deadline may result in the cancellation of services. Any booking fee and payments already made are non-refundable.

Minimum Booking Requirements

A minimum booking of the Bride plus three wedding party members is required for all Friday, Saturday, Sunday, and Bank Holiday weddings throughout the year, excluding trial appointments, travel expenses, and accommodation costs.
If your party does not meet the minimum booking requirement, you may still proceed with the booking at the equivalent minimum booking value.
For weddings taking place Monday to Thursday, bridal-only bookings are available; however, an additional charge of £100.00 will apply.
Weddings taking place on a Bank Holiday will incur an additional £100.00 surcharge.

Trials

Whilst trials are not mandatory, they are highly recommended to ensure you are completely satisfied with your chosen bridal makeup look.
Trials are conducted Monday to Thursday at Phoebe's Makeup Studio: 230 Bath Road, Cheltenham, GL53 7ND
Weekend trial appointments are generally unavailable due to wedding commitments. However, under exceptional circumstances and subject to availability, a weekend trial may be arranged and will incur an additional charge of £50.00.
Bridal party members may also book a trial appointment at £90.00 per person.
Trial sessions typically last between 90 and 120 minutes, depending on the number of looks being explored. Temporary individual lashes will be applied, and photographs may be taken to document your final look and assist in recreating it on your wedding day.
Whilst every reasonable effort will be made to recreate the agreed trial look, slight variations may occur due to skin condition, environmental factors, lighting, product availability, or changes requested on the wedding day.
If a trial appointment exceeds the allocated time, an additional charge of £65.00 per hour will apply.
Clients are required to arrive on time for their appointment. Late arrivals may result in a shortened session or rescheduling, which may incur an additional charge.
Should you choose not to proceed with your booking following the trial appointment, both the trial fee and the booking fee remain strictly non-refundable.

Booking Timings & Schedule

Standard appointment durations are as follows:
Bride – 60 to 90 minutes per makeup application
Bridal Party Members – Approximately 45/50 minutes per person
It is the Client's responsibility to ensure all members of the bridal party are aware of their allocated appointment times and are ready at the scheduled time.
Phoebe and anyone working on behalf of May Williams Make Up Artist cannot be held liable for delays caused by late arrivals, unavailable clients, or circumstances outside of the Artist's reasonable control.
If a wedding party consists of seven or more members, or the ceremony is scheduled before 12:00 pm, an additional makeup artist may be required. The fee for an additional artist is £100.00 and is subject to availability.
If your wedding venue has time restrictions, access limitations, or specific supplier requirements, please confirm the earliest possible start time during the booking process to avoid scheduling conflicts.

Travel Costs & Expenses

Travel is charged at £0.65 per mile for any journey exceeding a 20-mile round trip from the Artist's base in GL50 2AU.
Mileage is calculated on a round-trip basis. The first 20 miles are complimentary and will be deducted from the total distance travelled. The remaining miles will be charged at £0.65 per mile.
Example: A 60-mile round trip = 40 chargeable miles × £0.65 = £26.00 travel fee.
For venues located more than two hours' drive from the Artist's base, overnight accommodation for the night before the wedding may be required at the Client's expense. This will be discussed and agreed in advance, and the cost will be added to the final invoice.

6.1. Parking, Congestion Charges & Additional Travel Expenses

Any parking charges, toll fees, congestion charges, Clean Air Zone charges, valet fees, or similar travel-related expenses incurred whilst providing services will be payable by the Client and added to the final invoice.
Where parking is unavailable at the venue, the Client is responsible for arranging suitable parking facilities close to the service location.

6.2. Change of Location on the Wedding Morning

If a change of location is required on the wedding morning (for example, starting preparations at one venue and moving to another), a relocation fee of £35.00 will apply.
This fee covers packing, transit, unloading, and re-setting up equipment during the makeup process.
All travel, accommodation, parking, and relocation requirements must be confirmed and agreed during the booking process to ensure accurate scheduling and invoicing.

6.3. Early Start Fee

If May Williams Make Up Artist is required to leave her home before 5:30am, an early start fee of £100.00 per artist will apply.
This charge compensates for unsociable working hours and will be discussed and agreed upon during the booking process before being added to the final invoice

Photography

During your trial appointment, photographs and/or videos may be taken to accurately document your chosen makeup look. This allows the Artist to recreate the look with precision on your wedding day and enables you to preview how your makeup may appear in different lighting conditions and from various photographic angles.
By securing your booking, the Client (Lead Booker/Bride) grants May Williams Make Up Artist permission to use photographs and videos taken during the trial appointment and on the wedding day for portfolio and promotional purposes, including but not limited to:
Website gallery
Social media platforms
Online listings and supplier directories
Printed marketing materials
Photographs and videos taken by May Williams Make Up Artist
Professional photographs supplied directly to May Williams Make Up Artist by your photographer, or images that have been made publicly available by the Client or photographer.
If you do not consent to the use of your images for promotional purposes, you must notify Phoebe in writing via email either at the time of booking or during your trial appointment. May Williams Make Up Artist respects your right to privacy and will always honour written requests not to share images.
The Client confirm that they have obtained the consent of any member of their party who may be
photographed or recorded by May Williams Makeup Artist.

Health & Safety

The Client is responsible for disclosing any known allergies, sensitivities, medical conditions, dermatological concerns, or previous adverse reactions before any services are carried out.
The client is also responsible for checking with all members of the bridal party and communicating any relevant allergies, sensitivities, or medical conditions in writing via email before the event.
Whilst Phoebe will also make verbal enquiries on the day, written disclosure in advance is essential for preparation and appropriate product selection.
May Williams Make Up Artist cannot accept liability for reactions resulting from undisclosed allergies, sensitivities, medical conditions, or where products have been used in accordance with manufacturer instructions and accepted professional standards.

8.1 Contraindications & Refusal of Service

May Williams Make up Artist acting as The Artist reserves the right to refuse or discontinue services, either partially or in full, where a client presents with symptoms of illness or a contagious condition, including but not limited to:
Flu-like symptoms, fever, or active respiratory illness
Conjunctivitis, cold sores, open wounds, or facial infections
Fungal infections, cystic acne, eczema flare-ups, psoriasis, scabies, head lice, or similar visible skin conditions
Any of the above contraindications may result in a partial or full refusal of service at the Artist's discretion in order to protect the health and safety of all parties.

8.2 Patch Testing & Client Responsibility

If the Client or a member of the bridal party requires a patch test, this must be requested in advance and may incur an additional fee, which will be agreed upon during the booking process.
Clients are advised to follow their usual skincare routine, prepare their skin appropriately before appointments, and disclose any relevant medical or dermatological information to help achieve the best possible results and avoid preventable issues.

Communication

To ensure clarity and efficiency, all communication relating to your booking must be conducted via email.
Due to the high volume of enquiries received across multiple platforms, including social media, WhatsApp, text messages, and telephone calls, messages can occasionally become lost or misunderstood. Whilst we love engaging with you and sharing inspiration across these platforms, it is essential that any important information, booking amendments, questions, requests, or updates are sent in writing via email.
Please send all correspondence to: Info@maywilliamsmakeupartist.com
This ensures that all communication can be accurately recorded and referenced by both parties.
Response Times
During peak wedding season, please allow up to 48 hours for a response. We greatly appreciate your patience and will respond as soon as possible.

Force Majeure

Neither the Client nor May Williams Make Up Artist shall be liable for any failure or delay in performing their obligations under this agreement where such failure or delay arises from circumstances beyond their reasonable control.
Such circumstances may include, but are not limited to, severe weather conditions, flooding, fire, acts of terrorism, pandemics, government restrictions, transport disruption, venue closure, power outages, accidents, illness, or any other unforeseen emergency.
In such circumstances, both parties agree to communicate as soon as reasonably possible and make every reasonable effort to agree upon an alternative arrangement where possible.
Where services cannot proceed due to a Force Majeure event, any refunds, postponements, or rescheduling arrangements shall be considered on a case-by-case basis and are subject to the circumstances surrounding the event.

Data Protection & Privacy

May Williams Make Up Artist is committed to protecting your privacy and handling personal information responsibly and in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR).
Personal information collected during the booking process may include names, contact details, wedding information, photographs, and any relevant allergy or medical information required to safely provide services.
This information will be used solely for the administration, planning, and fulfilment of your booking and will not be shared with third parties except where necessary to deliver contracted services or where disclosure is required by law.
All personal information will be stored securely and retained only for as long as reasonably necessary for business, legal, and accounting purposes.
Clients have the right to request access to the personal information held about them and may request correction or deletion of their personal data where permitted by law.

Limitation of Liability

May Williams Make Up Artist will provide all services with reasonable care and skill and in accordance with accepted professional standards.
Whilst every reasonable effort will be made to achieve the desired makeup look and ensure a seamless service, May Williams Make Up Artist cannot guarantee results where factors outside the Artist's reasonable control may affect the outcome. These factors may include, but are not limited to, individual skin type or condition, environmental conditions, skincare routines, allergies, product interactions, or circumstances arising on the wedding day.
To the fullest extent permitted by law, the total liability of May Williams Make Up Artist arising from this agreement shall not exceed the total amount paid by the Client for the services booked.
Nothing within these Terms & Conditions shall exclude or limit liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation, or any liability that cannot legally be excluded or limited under the laws of England and Wales.

Changes, Cancellations & Postponements

13. Client Cancellations

If you need to cancel your booking, please notify May Williams Make Up Artist in writing via email as soon as possible. This allows your wedding date to be released and offered to other clients.
Please note that the £100.00 booking fee is strictly non-refundable under any circumstances.
If you cancel your booking more than four months before your wedding date, no further payment will be required. However, if a trial appointment has already taken place, the trial fee remains payable and is non-refundable.
If any services are cancelled within 12 weeks of the wedding date, 50% of the remaining balance becomes payable in addition to the non-refundable booking fee.
If any services are cancelled within 8 weeks of the wedding date, 50% of the remaining balance becomes payable in addition to the non-refundable booking fee.
If any services are cancelled within 4 weeks of the wedding date, 50% of the remaining balance becomes payable in addition to the non-refundable booking fee.
Once a booking has been confirmed and the booking fee paid, reductions to the number of services of individuals originally booked will not be permitted, regardless of whether a trial appointment has taken place, as the agreed date and time have been reserved exclusively for your wedding.

14. Postponements

If you need to postpone your wedding, please notify May Williams Make Up Artist in writing as soon as possible.
Any request to change your wedding date will be treated as a postponement and will be subject to the terms outlined below.
Postponements are subject to the Artist's availability and may also be subject to revised pricing based on the new wedding date.
A postponement fee of 30% of the original booking value will be added to the revised invoice to cover loss of earnings, administration, and the reservation of a date that may no longer be rebooked.
The postponement fee remains payable regardless of whether the Artist is available for the new wedding date, as the original date was reserved exclusively for your wedding.

15. Artist Unavailability

In the unlikely event that May Williams Make up Artist is unable to attend due to illness, emergency, or circumstances beyond her reasonable control, every reasonable effort will be made to source a suitable replacement artist of a similar professional standard.
The Client acknowledges and agrees that such a substitution shall not constitute a breach of contract and shall not entitle the Client to a refund or cancellation of services.
If a replacement artist cannot be arranged, or if the Client chooses not to proceed with the replacement artist offered, a full refund of all monies paid will be issued, excluding any trial services already carried out.
May Williams Make Up Artist shall not be liable for any additional costs, losses, compensation claims, or consequential expenses incurred as a result of such cancellation.
Clients are strongly advised to obtain comprehensive wedding insurance to protect themselves and their suppliers against unforeseen circumstances, including cancellation, postponement, supplier illness, and venue closures.

16. On-the-Day Cancellations

If any member of the bridal party cancels their appointment on the wedding day, no refund, reduction, or credit will be given.
Failure of any member of the bridal party to attend their allocated appointment time will also be treated as an on-the-day cancellation.
Please notify May Williams Make up Artist of any last-minute changes as soon as possible to assist with managing the schedule and ensuring the smooth running of the morning preparations.

17. Artist Obligations

May Williams Make Up Artist, is committed to delivering all services with professional care, skill, and high standards of hygiene and customer service.
Phoebe will arrive approximately 15 minutes prior to the scheduled start time to allow sufficient time for setup and preparation before the first makeup application.
All makeup applications will be performed using high-quality, professional-grade products and equipment that are thoroughly cleaned and sanitised before and after use to maintain the highest standards of hygiene and safety.
Whilst every reasonable effort will be made to create a long-lasting makeup look, May Williams Make Up Artist cannot guarantee the durability or performance of makeup applications, as this may be affected by factors outside the Artist's reasonable control. These factors may include, but are not limited to:
Individual skin type, condition, or sensitivities
Environmental conditions, including heat, humidity, wind, and rain
Skincare routines, medications, diet, or products used prior to the appointment
Touching, rubbing, crying, perspiration, or other activities following application
May Williams Make Up Artist reserves the right to substitute products with equivalent professional alternatives where necessary due to product discontinuation, stock availability, or unforeseen circumstances.

17.1 Right to Refuse Additional Services

May Williams Make Up Artist reserves the right to refuse requests for additional services, changes to the agreed schedule, or additional members of the bridal party on the wedding day where there is insufficient time to accommodate such requests safely and professionally.

Client Obligations
To ensure the smooth delivery of services, the Client agrees to provide:
A clean and designated area for makeup application
A suitable table or surface for laying out products and equipment
Adequate lighting, preferably natural daylight or strong indoor lighting
A calm and reasonably distraction-free environment in which services can be performed
These requirements are essential to enable May Williams Make Up Artist to deliver services to a professional standard.

18 Satisfaction Acknowledgement

Every reasonable effort will be made to ensure that the Client is satisfied with the completed makeup application.
By accepting the completed makeup look, whether at the trial appointment or on the wedding day, the Client confirms that the services have been carried out to their satisfaction at that time.
Nothing within these Terms & Conditions affects the Client's statutory rights under the Consumer Rights Act 2015.

20. Reviews & Public Statements

The Client and May Williams Make Up Artist agree not to make any knowingly false, misleading, malicious, or defamatory statements about one another.
Nothing within these Terms & Conditions restricts the Client's right to leave honest and genuine reviews based on their experience of the services provided. However, the Client agrees not to publish or distribute any statements, comments, reviews, or content that are knowingly false, misleading, defamatory, malicious, or intended to damage the reputation of May Williams Make up Artist.
Any concerns regarding services should first be communicated directly to May Williams Makeup Artist to allow a reasonable opportunity for resolution.

Respectful Conduct

The Client and all members of the bridal party are expected to treat Phoebe, May Williams Make Up Artist, and any assistants working on behalf of the business with courtesy, respect, and professionalism at all times.
Services may be refused or discontinued without refund in the event of:
Abusive, rude, threatening, or inappropriate behaviour
Discrimination, harassment, bullying, or intimidation of any kind
Behaviour that compromises the safety, wellbeing, or ability of the Artist to perform services professionally
May Williams Make Up Artist reserves the right to discontinue services immediately if conduct becomes unacceptable.

21. Delays & Refund Policy

Whilst every reasonable effort will be made to adhere to the agreed schedule, May Williams Make Up Artist cannot be held liable for delays arising from circumstances outside of the Artist's reasonable control. Such circumstances may include, but are not limited to:
• Delays caused by venues, wedding coordinators, photographers, videographers, hair stylists, florists, transportation providers, or any other third-party suppliers.
• Restricted, delayed, or denied access to the venue, bridal suite, or preparation area.
• Delays caused by members of the bridal party not being present, ready, or available at their allocated appointment time.
• Changes to the agreed schedule or timings made on the wedding day.
• Power outages, venue issues, traffic disruptions, adverse weather conditions, or any other unforeseen logistical challenges.
Where delays occur, May Williams Make Up Artist will make every reasonable effort to complete services within the remaining available time. However, the Artist cannot guarantee the completion of all scheduled services where delays have significantly reduced the available preparation time.
No refunds, reductions, discounts, or compensation shall be payable in respect of services that cannot be completed due to delays or circumstances outside of the Artist's reasonable control.
May Williams Make Up Artist is not obliged to work beyond the agreed finishing time unless this has been agreed in advance and is operationally possible.
Each member of the bridal party is allocated an appropriate appointment time. Failure to attend an allocated appointment time may be treated as an on-the-day cancellation in accordance with these Terms & Conditions.
Where there are concerns that an individual may require additional time for their makeup application, a trial appointment is strongly recommended to help avoid disruption to the wedding morning schedule.

22. Property Damage or Loss

The Client agrees to reimburse May Williams Make Up Artist for any damage to or loss of equipment, products, tools, or personal belongings resulting from the actions of the Client or any member of the bridal party.

23. Minimum Requirements for Service Fulfilment

To deliver services to a professional standard, May Williams Make Up Artist requires the following to be provided on the day of service:
• A clean and quiet workspace free from unnecessary distractions
• A suitable table or surface for products and equipment
• Comfortable seating for each client receiving makeup services
• Adequate lighting, preferably natural daylight or strong indoor lighting
Failure to provide these requirements may affect the Artist's ability to perform services as booked and may impact the overall timing and results of the makeup application.

24. Governing Law

These Terms & Conditions and any dispute or claim arising out of or in connection with them, their subject matter, or formation shall be governed by and construed in accordance with the laws of England and Wales.
Both parties agree that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising from or in connection with these Terms & Conditions.

25. Entire Agreement

These Terms & Conditions constitute the entire agreement between the Client and May Williams Make Up Artist and supersede any previous discussions, correspondence, representations, or agreements relating to the booking.
No variation to these Terms & Conditions shall be valid unless agreed in writing by both parties