VILIAM CAPOLUPO
VILIAM CAPOLUPO
BRIDAL MAKEUP TERMS & CONDITIONS
General
To avoid confusion the bride ("you/your") is responsible for wedding makeup booking, payments, and coordinating the bridal party. Ensure all parties understand and agree to terms before making deposits. By securing your wedding booking with a deposit, you acknowledge that you have read and agree to the terms and conditions set forth in this contract. You also understand and accept the potential consequences of not adhering to any of the policies outlined herein.
The following terms and conditions have been updated and published as of 10th July 2024 and due to be revised monthly.
Work Area Requirements
Please provide a suitable workspace, ideally on the ground floor near a window, equipped with an electrical power source for extra lighting, handwashing facilities, a large table, and a chair. It is also important to note that children should not be near the makeup setup.
Booking Process & Deposits
1. After you get in touch I will send you a link to complete your bridal enquiry form. This will give me all the information I need to check availability and provide you with a quote for the services you have requested.
2. Once you have completed the form, you should receive your quote via email within one week. Ensure to carefully review it for accuracy and remember to highlight any deadlines provided. You have one week from receipt of your quote to let me know if you wish to proceed with the booking. If you do not respond within this timeframe, the pencilled-in date will be released for other clients. If you decide to move forward within the first week, you will have an additional two weeks to secure your booking with deposit. If you require additional time to make a decision, kindly inform me, and I will try my best to accommodate your request. Please be aware that availability might change if you contact me after the deadlines in your quote.
3. If you decide to proceed with the booking, I will set you up on my Fresha Booking System and you will be sent a preliminary booking via email.
4. Please follow the instructions in the email and secure your appointment with a deposit by the date stated on your quote and contract.
5. Upon receiving your deposit, you'll receive a final email confirmation, and I'll be notified that you have secured and confirmed your booking.
Please note that failure to secure your booking with the required deposit by the specified date will result in a cancellation of the preliminary booking, and will become available for others to secure. I kindly ask you to make your deposit promptly within the timeframe given to avoid any disappointment.
Deposits are non-refundable as they secure your appointment date and cover various expenses, including the cost of required products. Deposits also encompass administrative tasks such as communication, answering client inquiries, product research, financial checks, the cost of running the business. This measure ensures that I can continue providing high-quality services and maintain an efficient booking system for all my clients.
Remaining Balance
Your remaining balances are payable by the date of the booked services via the booking system. There are different payment options available, you can pay with the same card you have saved when securing your booking, send you a link if you would like to use a different card or pay by cash. Your remaining balances will be clearly stated on your quote and contract.
Mobile Services
Mobile services can only be offered if your booking has a minimum of 3 people with a minimum spend of £135.00.
Travel Expenses
To accommodate services at various venues, additional travel fees may apply. These charges help cover expenses related to transportation, time, and any logistical obstacles that may arise when serving clients at locations vs bookings that take place at the studio.
Free 20 minutes of complimentary travel time (10 minutes each way) will automatically be added to your booking. If your wedding location requires additional travel time beyond the complimentary period, charges will be calculated at a my minimum wedding rate of £45.00 per hour.
Travel distance is calculated using Google Maps, factoring in your wedding date, arrival time, potential traffic, road works, and other related expenses. The maximum estimated travel time is used to calculate additional charges. Please note that any unforeseen travel-related costs, such as parking fees, tolls, or other expenses, may increase the final charges for the bridal service.
Calculation example:
For example, if the total travel time to your wedding location is 1 hour, and you have 20 minutes of free travel included in your bridal service, the remaining 40 minutes of travel will be charged at a rate of £45.00 per hour. This means you will be charged £30.00 for the additional travel time beyond the complimentary period.
For express bridal bookings requiring the services of a second makeup artist, please note that additional travel expenses will apply for both artists. The second makeup artist’s travel cost may differ as they may be travelling for shorter or longer periods depending on their location.
Destination Weddings
For destination weddings, please be aware that higher rates may apply due to the additional expenses associated with flights and accommodation. These rates will be determined on a case-by-case basis, considering factors such as travel distance, duration of stay, and any additional requirements specific to the destination. I will work closely with you to create a custom package that meets your needs while reflecting the added expenses associated with destination weddings.
Out Of Hours
For early bookings where travel commences before 08.00am for any reason, a £50.00 surcharge will be payable to cover out of hours.
Express Bridal Booking
To accommodate larger bridal parties and time restrictions, I offer an Express Bridal Service that includes the option of having a second makeup artist on-site. By choosing this service, you'll have both myself and another experienced MUA working together to ensure that everyone in your bridal party looks and feels their best. This allows you to enjoy a later start on your special day, giving you more time with your family and friends. Plus, you'll only need to communicate with one makeup artist, as the entire booking is handled through me, providing you with a hassle-free experience.
Requirements: A minimum of 6 and a maximum of 10 full face makeups are required to qualify for this service. There is a flat rate of £50.00 for this express service and travel cost will need to be covered for both makeup artists, but you'll still qualify for 20 minutes of complimentary travel.
As independent businesses working together to provide a seamless experience, please be aware that rates, discounts, and terms may vary between us. Should any changes or issues arise I will be there to help and assist you.
Discounted Bridal Packages
I am pleased to offer a selection of Discounted Bridal Packages.
Silver Package: Bridal Trial, Bride + 2 = £225 (Save £5)
Gold Package: Bridal Trial, Bride + 3 = £265 (Save £10)
Platinum Package: Bridal Trial, Bride + 4 = £305 (Save £15)
Should you need to adjust your booking after securing, please be aware that it will affect your package discount. For example, removing services may result in the package no longer qualifying for the discount, while adding services may increase the package discount.
Please note that for Express Bridal Service bookings, discounts are based on the number of makeups I’m actually doing not the combined total with the second makeup artist. This is because it’s my business offering the discounts. This ensure financial fairness for both businesses involved.
Time Management
I will plan your wedding makeup schedule to make sure that the agreed services can be fulfilled on time. A detailed schedule can be found on your contract. To ensure a smooth and well-coordinated experience on your special day, we strongly advise sharing your contracted time slots with your hairdresser and photographer. By doing so, all professionals involved can work together to create a seamless schedule that accommodates everyone's needs. This will help prevent potential conflicts or delays. For instance, if your photographer is scheduled to arrive at 9:00 and depart at 10:00, but your bridal makeup is scheduled for 11:00, you may miss out on capturing those precious bridal preparation moments. By aligning everyone's schedules, you can rest assured that your wedding day will flow effortlessly and that no memorable moments will be missed.
I will arrive approx. 15 minutes before the makeup start time to set up the makeup area. Each member of the bridal party is allocated 60 minutes for makeup application, except for those receiving eye makeup (30 minutes), young bridesmaids (30 minutes), and flower girls (15 minutes). The duration of each makeup service can be found on your contract in the Time Management section. Between each makeup session, there will be a 5-minute gap to tidy and sanitize the work area and makeup brushes. After every 3 consecutive makeups, a 15-minute break will be taken.
It's important to allocate extra time for unforeseen situations such as contact lens discomfort, product sensitivities, or late arrivals. Inform your bridal party of their assigned time slots to ensure everyone is punctual. Poor time management may result in incomplete services and delays. If additional time is needed due to time mismanagement, a £45.00 per hour fee will be added to the remaining balance.
Additional assistance - if makeup application finishes early, I'm happy to assist with additional tasks to ensure a smooth morning. This may include making drinks, helping with dressing, jewelry, veils, or calming pre-wedding nerves. Please note that these tasks are not part of the contractual obligations but are offered as a gesture of goodwill.
Trials
For new clients, I offer two options: if you're confident that I'm the right makeup artist for you and have no issue in securing your wedding date asap, you can enjoy the same flexibility in scheduling your trial as existing clients. However, if you'd prefer to experience my work before committing, I recommend booking a trial before securing your wedding day to ensure that my style and approach align with your preferences, especially since wedding deposits are non-refundable. If you decide to have a trial before securing your wedding date, please understand that it must be scheduled as soon a possible, as I’m unable to hold wedding dates without deposit. You then have 48 hours after your trial to let me know if you would like to proceed with your wedding booking or not. Existing clients can schedule their trial at their convenience, knowing that they are in good hands. Bridal trials should still be booked at least 4 months before your wedding.
Trials take place at my home studio, typically starting at 10.30am to test makeup longevity, especially for new clients. They usually last longer around 1.5hrs to give you the option to make changes until you’re happy. You may bring one guest to your bridal trial.
Wearing white or a color that matches your wedding dress and having your hair styled similarly can help visualize the final look. There is a 10-minute grace period; if you're more than 15 minutes late, rescheduling may be necessary. If rescheduling, please rebook within 7 days to avoid incurring the remaining charges.
Please note that while the trial aims to establish a clear vision for your wedding day look, there may be slight variations on the actual day. You are welcome to make changes if you wish, as trials are intended to ensure your satisfaction with your chosen makeup artist, style, and longevity.
Finding the perfect foundation for your wedding can sometimes be challenging. Despite my best efforts, sometimes the initial choice may not wear well throughout the day. This is rare, but to ensure you look your absolute best on your special day, I offer a complimentary second foundation test should there be any issue. Please note that this is a foundation test only, not an additional trial, and is exclusively for the bride.
To accommodate multiple bridal party trials on the same day, a makeup schedule will be provided, and start time may be earlier. Please note that due to space limitations, there can be a maximum of 2 clients in the studio at any given time. Therefore, I kindly request that all members of the bridal party arrive at their designated time to ensure a smooth and efficient experience for everyone.
During your trial, please speak up if you are unhappy or uncertain about the results, as adjustments can be made during the appointment. Making the most of your trial is highly recommended, as additional trials will incur additional costs.
Full or Partial Cancellation
Cancellations or reductions made with 8 weeks' notice or less: 50% of the remaining balance is due.
Cancellations or reductions made with 4 weeks' notice or less: 100% of the remaining balance is due.
In the event that a partial cancellation or reduction in numbers results in a total spend of less than £135.00, you will be required to pay the difference between you new total spend and the minimum spend of £135.00. This ensures that the minimum spend requirement is still met, even in cases of partial cancellations or reductions. For instance, if you partially cancel the booking, resulting in a new total spend of £100, you would need to pay an additional £35 to meet the minimum spend requirement of £135. In the event you refuse to pay the minimum spend I reserve the right to withhold mobile services or cancel the booking entirely.
If you need to cancel the entire booking due to exceptional circumstances such as death in the family or other unforeseen tragedies, I may consider waiving or adjusting the cancellation fees at my discretion. Please communicate openly with me about any extenuating circumstances, and I will do my best to work with you during these difficult times.
Postponement
In case of postponement, I will make every effort to accommodate your new booking. To increase the likelihood of finding a suitable date, please provide as much notice as possible, preferably at least 6 weeks in advance. Please note that the later you inform me of a postponement, the less likely I will be available for your new date.
I offer a one-time transfer of your deposit to a new wedding date within 12 months of the original date, subject to my availability. If I am not available on the new date, or if your new date falls more than 12 months from the original date, or if you wish to transfer your deposit more than once, it will be considered a cancellation. In this case, you will forfeit your deposit as it’s non-refundable and the cancellation fees outlined in the Cancellation Policy section will apply.
In case of postponement, your remaining balance will be payable by your new wedding date. This allows you to make any necessary adjustments to your financial plans and ensures that payment is due when the services are rendered.
Postponing your wedding to a new date may result in changes to pricing, discounts, terms, and services. Any such changes will be reflected in the amended contract, which you will be responsible for reviewing and agreeing to. Additionally, the remaining balance will be due on the new wedding date, taking into account any adjustments to pricing or discounts.
Increase in Numbers
If you'd like to add to your booking by increasing the number of people requiring services, please note that this is subject to availability and will result in additional fees. These fees will be based on the current price list at the time of the amendment and will be reflected in the updated booking. To ensure availability and scheduling, please inform me of any changes in the number of people requiring services as soon as possible.
Please note that if you increase the number of people requiring services within 8 weeks of the event and then later decide to reduce the number, you will still be subject to the cancellation policy. This means that you will be responsible for either 50% or 100% of the remaining balance, should you change your mind. Please consider this carefully when making changes to your booking, as the cost associated with increases may still apply even if you later choose to reduce the number of people.
While it is generally not possible to add clients on the day of the event due to scheduling constraints, I may be able to accommodate additional clients if I have no other commitments after my agreed-upon finished time. This is subject to availability and will incur additional fees based on the current price list. Please note that adding clients on the day of the event is not guaranteed and is at my discretion.
Mua Cancellation
Myself and any additional MUA, if applicable, reserve the right to cancel services immediately if we are made to feel uncomfortable, mistreated, or if anyone displays offensive behavior or becomes abusive.
Both myself and any additional MUA, if applicable, may cancel services if there is a risk of cross-infection of any type of infectious diseases or conditions that may endanger ourselves, you, other clients, our families, or our homes.
If government acts, regulations, changes in law, or official guidance prevent either myself or any additional MUA, if applicable, from working, we will have no choice but to cancel the booked services.
In the event of dangerous weather conditions, with an amber or red warning from the Met Office, we will discuss safe options and/or cancellation.
In non-emergency situations, we will do our best to provide at least 2 months' notice.
If cancellation occurs, we will try to find an alternative MUA and refund any deposits or advance payments made as a goodwill gesture.
In the rare event that I do not show up at the agreed-upon location and time without prior notice, it will be due to an emergency situation beyond my control. If I anticipate being late, I will make every effort to communicate with you in advance. In the event of an emergency where communication is not possible, I apologize in advance for any inconvenience this may cause and thank you for your understanding during what will likely be a very difficult time for myself and my loved ones.
In the event a refund is necessary, refunds for makeup artist cancellations will typically be processed within 28 days of the cancellation date. However, please note that in certain circumstances beyond our control, such as severe illness or other extenuating circumstances, refunds may take longer to process. We appreciate your patience and understanding in these situations, and we will do our best to keep you informed about the status of your refund.
Liability & Insurance
I am insured by Salon Gold with a public liability indemnity of up to £ 5,000,000
You and if applicable, anyone included in a group booking to hold myself harmless from any liability from but not limited to allergic reactions, injuries, losses, damages, cost, claims and actions that may occur. Only professional-grade cosmetics are used along with proper sanitation techniques and strict health & safety protocols.
Consultation Forms
Consultation forms are necessary for me to perform my job effectively and safely, ensuring compliance with insurance regulations and enabling me to offer you the highest level of service. An email from the booking system requesting you to fill out your consultation form, please complete and submit this the week leading up to your appointment. If anything changes between submitting your form and the appointment date, please update accordingly and notify me.
All information given is strictly confidential and will not be shared unless there is a medical or legal reason to do so, please refer to the privacy policy. You agree to fill the consultation form with honesty and disclose any known allergies eg. latex, specific skincare/makeup products, perfumes, anything that may cause a reaction if used topically. Any past/present medical conditions such as epilepsy, heart conditions, asthma, hay fever, sensitive/watery eyes, cancer, strokes, diabetes, or recent surgery. You agree to include any other contraindications that will prevent or restrict makeup application like, but not limited to, - bacterial skin diseases, contagious eye diseases, insect infestation etc.
You understand and agree that minors under the age of 16 require permission from a parent/guardian (mother, father, or court-appointed legal guardian) and must also have a parent/guardian present throughout the entire makeup appointment. To ensure the smooth running of the business, all prom appointments will be treated as under 16 years of age, meaning a parent/guardian must be present throughout the appointment. Please make the necessary arrangements in advance to avoid disappointment. I reserve the right to ask for proof of age, such as a government-issued ID or birth certificate, and to cancel services booked if the above requirements are not met.
If you are booking an appointment for someone else or a group booking, you are responsible for forwarding any necessary information, forms, and ensuring they are submitted in time.
Infection Prevention Policy & Covid-19 Protocols
Introduction
Given the close-contact aspect of my work, ensuring infection prevention and control is vital for the safety of all, especially considering that some of my clients, including myself, fall into the vulnerable category. Whether you visit my home studio, or I come to you for your wedding day, I take every precaution to safeguard my clients, family, and myself.
Good hygiene and sanitation techniques, along with strict health and safety protocols, have always been in place. However, following the coronavirus pandemic, the Infection Prevention Policy has been revised and strengthened to safeguard everyone's well-being, with particular consideration for those who are most vulnerable.
Although the government has relaxed some rules and regulations, I will continue to assess the necessity of certain measures on a case-by-case basis to ensure the highest level of safety for my clients, myself, and my family. I kindly ask that clients respect these adaptable measures, as by working together and being flexible, we can minimize the risk of infections and keep everyone safe and healthy.
Policy Aim
The primary objective of this policy is to minimize the risk of transmission of COVID-19 and other infections in my work environment by implementing and adhering to strict hygiene, sanitation, and safety protocols. I acknowledge the importance of being flexible and responsive to the evolving public health guidelines, and I will tailor certain measures to each individual situation, with a focus on ensuring the safety of vulnerable clients, myself, and my family. This policy will be regularly reviewed and updated to align with the latest public health guidance and best practices, maintaining a safe and healthy environment for all.
Risk Assessment
I have conducted a thorough assessment of the risks associated with my work as a makeup artist. Key risks identified include close contact with clients during makeup application, shared equipment, and potential exposure during travel for mobile services. To address these risks, I have implemented preventive measures and protocols as outlined in this policy to ensure a safe and healthy environment for all.
Preventive Measures
1. Hygiene and sanitation
Handwashing: To help prevent the spread of infections, I will wash my hands with soap and water for at least 20 seconds before and after the appointment, and when necessary, during the appointment.
Hand Sanitizer: When handwashing isn't practical, I’ll use the provided alcohol-based hand sanitizer containing at least 70% alcohol. It will be easily accessible throughout the appointment for you to use also.
Clean Environment: I will regularly clean and disinfect my work area, tools, and equipment using disinfectants effective against viruses and bacteria. I pay close attention to high-touch surfaces and shared equipment to ensure a hygienic environment for your appointment.
Laundry: If reusable items, such as towels or cloths, are necessary, I ensure they are washed and dried at high temperatures between uses to eliminate potential pathogens.
2. Ventilation
Ensuring proper ventilation is a crucial aspect of infection prevention. During your appointment, I will prioritize good indoor air quality by opening windows, when possible, to promote natural air circulation. By monitoring factors like humidity and airflow, I maintain a healthy environment for both of us. When providing mobile services for your wedding I kindly request to work near a window to benefit from natural light and open the window when needed for better ventilation.
3. PPE
Masks: Although no longer a legal requirement, I may wear a grade II mask during appointments, particularly during winter months, as an added precaution to minimize the risk of infection transmission.
Gloves: I will wear disposable gloves when applying makeup to reduce direct contact with your skin, replacing and disposing of them appropriately between appointments.
Disposable or Single-Use Items: I prioritize using disposable or single-use items, such as makeup applicators, to minimize cross-contamination between clients.
Waste Management: Used PPE and other waste will be safely disposed of according to local guidelines, using separate, lined waste containers for proper waste disposal.
Managing Infections and Outbreaks
1. Monitoring health
To minimize the risk of infection transmission, health monitoring is crucial for both myself and my clients. Here are the measures I take to ensure a safe environment:
Self-monitoring: I regularly check for symptoms of COVID-19 and other respiratory infections to protect my clients' well-being. If I experience any symptoms, I will cancel appointments until it is safe to resume work. In cases where I experience mild symptoms and feel capable of working, such as with a common cold, the decision to keep or cancel your appointment will be left to your discretion. Please note that while I will be wearing personal protective equipment (PPE), I cannot guarantee that you won't contract the illness if you choose to proceed with your appointment. This decision will be based on my individual circumstances and professional judgment, as these illnesses may exacerbate my existing health condition, lead to potential complications, prolong recovery, and delay my return to work.
Client Monitoring: I kindly request that clients monitor their health before scheduled appointments. If you or anyone in your household feels unwell or displays symptoms of illness, I encourage you to reschedule your appointment for a later date to prioritize everyone's health and safety.
Symptoms to Watch For: I kindly request that you cancel your appointment if you are experiencing any of the following symptoms of illness:
· COVID-19: fever, cough, difficulty breathing, loss of taste or smell
· Flu: fever, cough, sore throat, runny or stuffy nose, body aches, fatigue
· Common cold: runny or stuffy nose, sneezing, sore throat, cough, congestion
· Stomach viruses: nausea, vomiting, diarrhoea
These illnesses are highly contagious and can easily spread in close-contact settings.
2. Response plan
To ensure the safety and well-being of my clients, particularly those who are vulnerable including myself, I have established the following response plan in case of a suspected or confirmed contagious illness:
Immediate Action: Upon suspecting or confirming an illness, I will promptly evaluate the situation and decide whether to cancel appointments based on the nature of the illness, its impact on my health, and the risk it poses to my clients. This decision will align with the self-monitoring section, where I may cancel appointments depending on the illness and its potential implications for my long-term health.
Client Notification: I will proactively notify all clients who may have been exposed to the illness, allowing them to take necessary precautions for their health and safety. This transparent approach ensures open communication and prioritizes the well-being of my clients.
Ongoing Monitoring: During my self-isolation, I will continue to monitor my health and follow medical guidance for recovery. Once cleared by a healthcare professional, I will resume appointments while maintaining strict hygiene and safety protocols.
Review and Update
I understand that government regulations and policies may evolve, so I will stay informed. Even if the rules become more lenient, I will err on the side of caution due to having numerous vulnerable clients, including myself. Therefore, I will adhere to the strictest measures I believe are essential to ensure everyone's safety. If the government makes any alterations that require adjustments to the current Infection Prevention Policy & Covid-19 Protocols, they will be revised on here and shared on social media platforms for public access.
Photography & Video
If time allows and with prior consent, I would love to take photos and or videos of your makeup to help me promote my business. Photos and videos would potentially be used for my website and social media platforms at any time in the future and I would not be required additional permission each time they are used. Consent is obtained on the consultation form, and you have to actively opt in to give permission. You can of course withdraw consent at any time in writing.
Privacy & Cookie Policy
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