Terms & Conditions

Agreement & Definitions.

Please read the following Terms & Conditions carefully, as they constitute a legally binding agreement between Phoebe, the lead makeup artist, acting on behalf of May Williams Makeup Artist, and the lead booker (Client/Bride).
By securing a booking and paying the required booking fee, you acknowledge that you have read, understood, and agreed to these Terms & Conditions. It is the responsibility of the lead booker to ensure compliance with all booking conditions and to communicate these terms to all relevant parties.

. 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, the date remains open to other clients.
Due to high demand, prompt payment is required 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 upon in writing with Phoebe.
Failure to make payment by the agreed deadline will result in automatic cancellation of services, with no refund of any payments made, including the deposit.

. Minimum Booking Requirements

A minimum booking of the Bride + 3 wedding party members is required for all Friday, Saturday, Sunday, and Bank Holiday weddings throughout the year. (excluding trials, travel, and accommodation costs).
If your party does not meet the minimum booking requirement for Friday, Saturday, Sunday dates, you may still proceed with the booking at the equivalent minimum cost.
For the rest of the week, Bridal only Bookings can be made, However an additional charge of £100.00 will be applied.

Trials

While trials are not mandatory, they are highly recommended to ensure satisfaction with your chosen bridal makeup look.
Trials are conducted (Tuesday - Thursday) at Phoebe’s Makeup Studio in Cheltenham.
Studio Address: 230 Bath Road, Cheltenham , GL53 7ND.
Weekend trial appointments are unavailable due to wedding bookings, except under special circumstances agreed upon at the time of booking and a weekend charge of £50.00 will be applied.
Bridal party members may also book a trial at £90.00 per person.
Trial sessions last between 90 to 120 minutes, depending on the number of styles tested.
Temporary individual lashes will be applied, and photographs will be taken to document your final look.
If the trial session exceeds the allocated time, an additional charge of £65.00 per hour will apply.
Clients must arrive on time for their appointment. Late arrivals may result in a shortened session or rescheduling at an additional charge.
If you choose not to proceed with the booking after the trial, the trial fee & deposit payment remains non-refundable.

Booking Timings & Schedule

Standard appointment durations:
- Bride – 60 to 90 minutes per makeup application
- Bridal Party Members – 45 minutes per person
It is the client’s responsibility to ensure all bridal party members are aware of their allocated makeup time.
Phoebe and anyone working on behalf of May Williams Make up Artist cannot be held responsible for any delays caused by late arrivals.
If a wedding party is large (7 or more members) or the ceremony is scheduled before 12 PM, an additional makeup artist may be required. The fee for an additional artist is £100.00.
If your wedding venue has time or access restrictions, please confirm the earliest possible start time to avoid scheduling conflicts.

A second make up artist may be required for the following bookings:

Where the venue has access restrictions. (Please check with the venue what time we can start
When the ceremony time is 12pm or earlier and there is a wedding party of 7 or more.
Please note, there is a charge of £100.00 per additional assistant.

Travel Costs & Expenses

Travel is charged at £0.65 per mile for any travel 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. The remaining miles will be multiplied by £0.65 to determine your travel cost.
Example: A 60-mile round trip = 40 chargeable miles × £0.65 = £26.00 travel fee
For venues more than 2 hours’ drive away, overnight accommodation the night before the wedding will be required at the client’s expense.
- This will be discussed and agreed upon in advance, and the cost will be added to your final invoice.
If you require a change of location on the wedding morning (e.g., starting at one venue and moving to another), a relocation fee of £35.00 will apply.
- This fee covers packing, transit, and re-setup during the makeup process.
All travel and accommodation requirements must be confirmed and agreed upon during the booking process to ensure accurate scheduling and invoicing.

Photography

During your trial, photos and/or videos may be taken to accurately document your chosen makeup look. This allows us to recreate the look with precision on your wedding day and helps you preview how it will appear in different lighting and angles for photography and videography.

By booking, the Client (Lead Booker/Bride) grants May Williams Makeup Artist permission to use any photographs or videos taken during the trial or 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

This includes:
- Photos/videos taken by May Williams Makeup Artist
- Professional photographs shared by your hired photographer, where consent is given or images are publicly available
If you do not consent to the use of your images for promotional purposes, you must notify Phoebe in writing via email at the time of booking or at the trial appointment.
May Williams Makeup Artist respects your right to privacy and will always honour requests not to share images if you opt out in writing.

Health & Safety

In light of public health concerns, including the COVID-19 pandemic, May Williams Makeup Artist maintains strict hygiene and sanitation procedures in accordance with local, national, and industry health guidelines.
All tools, brushes, and equipment are thoroughly cleaned and sanitised before and after each use.

It is the Client's responsibility to:

Inform the makeup artist of any known allergies, skin sensitivities, or previous adverse reactions prior to any makeup application.
Check with all members of the bridal party for similar issues and communicate these in writing via email before the event.
While Phoebe will also make verbal inquiries about allergies on the day, written disclosure in advance is essential for preparation and product selection.
The artist reserves the right to refuse service to any client who presents symptoms of illness or has 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 partial or full refusal of service, at the artist’s discretion, to protect health and safety.

Liability Disclaimer:

Phoebe accepts no liability for any allergic reactions, skin issues, or injuries resulting from makeup application, even if the products used are considered hypoallergenic or professional-grade.
If you or a member of your party requires a patch test, it must be requested in advance and will incur an additional fee as agreed upon during booking.
Clients are advised to perform personal skincare prep and disclose any relevant medical or dermatological conditions to help ensure the best results and avoid preventable issues.

Communication

To ensure clarity and efficiency, all communication regarding your booking must be conducted via email.
Due to the high volume of enquiries received across multiple platforms (such as social media, WhatsApp, text, and phone), messages can easily become lost or misunderstood. While we love engaging with you on these platforms and sharing inspiration, it’s essential that any important details, updates, or requests related to your booking are sent in writing via email.

Please send all correspondence to:

Info@maywilliamsmakeupartist.com
This helps ensure nothing is missed and all communication can be referenced by both parties.

Response Times:

During peak wedding season, please allow up to 48 hours for a reply. We appreciate your patience and will respond as soon as possible.

Change & Cancellations Policy

Client Cancellations

If you need to cancel your booking, please notify us in writing via email as soon as possible. This ensures the date can be offered to other clients. Please note that the £100 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 has already taken place, the trial fee will remain payable and is non-refundable.

If you cancel your booking within 12 weeks of the wedding date, you will be required to pay 50% of the remaining balance, in addition to the non-refundable deposit.

If cancellation occurs within 8 weeks, 80% of the remaining balance will be due, in addition to the non-refundable deposit.

If cancellation takes place within 4 weeks (30 days) of the wedding date, 100% of the remaining balance is payable, and no refunds will be issued.

Once a booking has been confirmed and the deposit paid, reductions to the number of services or people originally booked will not be permitted.|

Postponements

If you need to postpone your wedding, a 30% surcharge will be added to your new invoice total. This is to cover loss of earnings and administrative time. Postponements are subject to availability and may be subject to updated pricing based on your new wedding date.

Artist Unavailability

In the unlikely event that Phoebe is unable to attend due to illness or circumstances beyond her control, every effort will be made to find a suitable replacement artist. If no replacement is available, or if the client chooses not to proceed with a replacement, a full refund of monies paid (excluding any trial services already carried out) will be issued.
Please note that Phoebe is not liable for any additional costs or losses incurred as a result of such cancellations. Clients are strongly advised to take out wedding insurance to protect themselves and their suppliers.

On-the-Day Cancellations

If any bridal party member cancels on the day of the wedding, no refund or credit will be given. Please inform Phoebe of any last-minute changes as early as possible to help manage the schedule smoothly.

Artist Obligations

Phoebe, acting on behalf of May Williams Makeup Artist, is committed to delivering all services with the highest standard of professional care, skill, and hygiene.

Phoebe will arrive approximately 15 minutes prior to the scheduled start time in order to set up and prepare for the first makeup services.

All makeup applications will be performed using high-quality, professional-grade products that are thoroughly sanitised before and after use to ensure the highest standards of hygiene and safety.

While every effort will be made to create a long-lasting makeup look, Phoebe does not guarantee the durability of the application, as this can be affected by factors outside her control. These may include, but are not limited to:

Individual skin type or condition
Environmental conditions (e.g., humidity, heat, wind)
Skincare routines, diet, or product use prior to the appointment

In the Event of Artist Unavailability

Should Phoebe become unable to fulfil the booking due to illness, emergency, or other unforeseen circumstances, she will make every reasonable effort to inform the client as soon as possible and to source a suitable replacement artist.
If a replacement artist cannot be arranged, or is not accepted by the client, a full refund will be issued for any monies paid, excluding any services already rendered (such as trial appointments).
Phoebe shall not be held liable for any losses or inconvenience caused by such cancellations.
Wedding Insurance Recommendation
While every effort is made to ensure a seamless service, clients are strongly advised to take out comprehensive wedding insurance. This protects both the client and suppliers in the rare event of unforeseen changes or cancellations, providing added financial security and peace of mind.

Client Obligations

To ensure the smooth delivery of services, the Client agrees to the following terms:

Setup Requirements

The Client must provide a clean and designated setup area for makeup application. This includes:

A suitable table or surface for laying out products and tools
Adequate lighting, preferably natural daylight or strong indoor lighting
These are essential to perform services to a professional standard.

.Satisfaction Acknowledgement

Makeup and/or hair services will be completed to the Client’s satisfaction. By accepting the completed look—whether at the trial or on the event day—the Client acknowledges that the service has met their expectations. No refunds will be issued post-service for dissatisfaction once services are accepted.

Non-Disparagement

The Client agrees that at no point during or after the appointment will they disparage, denigrate, or defame the makeup artist/stylist, including but not limited to:

Making negative oral or written statements
Posting critical comments online (including social media and reviews)

Publishing or distributing negative content about the artist, business operations, team members, or services
Written consent must be obtained from May Williams Make up Artist prior to publishing any content referencing the business or its representatives.

Respectful Conduct

The Client and their party must treat the makeup artist/stylist and any assistants with respect and professionalism. Services may be refused without refund in the event of:

Abusive, rude, threatening, or inappropriate behaviour
Discrimination or harassment of any kind
The artist reserves the right to discontinue services immediately if conduct becomes unacceptable.

Delays & Refund Policy

If unforeseen delays occur that are outside the artist's control (e.g., venue access issues, late bridal party members), no refunds or compensation will be issued.

Each bridal party member is allocated an appropriate time slot. If there is concern about any individual causing delay, a trial is recommended in advance to avoid disruption on the day.

Property Damage or Loss

The Client agrees to reimburse the makeup artist/stylist for any damaged or lost equipment or products resulting from the actions of the Client or their bridal party. This includes, but is not limited to, makeup kits, tools, and personal belongings.

Minimum Requirements for Service Fulfilment

To fulfil this contract, MayWilliams Make up Artist requires the Client to provide the following on the day of service:

A clean and quiet workspace free from distraction
Access to electrical outlets if hot tools are needed
Seating for the client(s)
Adequate lighting (as noted above)
Failure to meet these requirements may impact the ability to perform services as booked.