Cancellation Policy & Booking Terms
Cancellation Policy & Booking Terms
Cancelled engagements after a confirmed booking will incur a 50% fee automatically. This is due to the fact that your date was secured and other enquiries may/have been lost and not recoverable. The full fee will be payable if you cancel with less than 12 weeks notice.
Once the booking has been confirmed in writing, either via Facebook/Email or any other forms of social media, this booking will be classed as a confirmed booking. This will include whether a deposit has been paid or not or invoice sent, and the cancellation policies will be enforced. It is up to the customer to check our policies and we do not have to advise you directly of our terms and conditions, as it should be seen as reasonable for a business of this nature to have strict cancellation policies put in place. Should the payments not be made, we reserve the right to recover our costs via a third party.
Any alterations to the terms of booking — for example, hours booked — will require a notice period of 12 weeks, otherwise the original confirmed timings will be payable.
The only exception would be adverse weather conditions (via the Met Office); the full balance will not be applied but a percentage only of 50%.
We also may require a non-refundable deposit/booking fee payment of 50% of the party/event package booked with Cheltenham Face Painting. This will also be payable for corporate events where no deposit has been secured but a booking fee confirmed. We do not accept 30 day payments unless otherwise agreed with our corporate clients in writing. Corporate bookings with 30 day payments are subject to a higher fee rate.
We do NOT always request deposits and very often we send invoices out a few weeks before the event, sometimes even a week before during busy occasions. Our terms and conditions are however still in place in the event you wish to cancel. In the event of any cancellations, these will only be deemed as set if you have received a response from us via email/WhatsApp/text etc. No verbal cancellations are accepted. We will require proof of any cancellation, otherwise we reserve the right to ask for either 50% of the fee or full payment.
If after booking our services you ask for a 30 day payment, you will be advised of an increase in our hourly rate to accommodate this, plus a late payment fee of £30.00 from immediate effect (after payment becomes late). For every seven days thereafter, a charge of £30.00 will be applied until we receive payment. The maximum late payment fee will be no more than £150.00 in total. If the invoice still remains unpaid, we will contact the Small Claims Court (Money Claim UK) to request payment and submit all evidence to them. All application fees and court fees, plus interest will be added to the final sums. If the claim is successful and the invoice and monies owed remains unpaid, this will result in a CCJ against your name and may affect your credit score.
Once correspondence has been received confirming a booking, this will form the contract and this could be via social media, email or text message. PLEASE CHECK THE INFORMATION CAREFULLY. THE DATE, TIMES AND ADDRESSES FORM THE CONTRACT. If they are incorrect, please notify us as soon as possible.
We are happy to take enquiries over the phone, however this will need to be followed up by an email/WhatsApp/text etc, along with all the relevant details and an email address, so an invoice can be emailed in due course. (The invoice can be sent right up until the week before or possibly a few days before.)
UNLESS WE CONTACT YOU TO SAY OTHERWISE, BOOKINGS ARE CONFIRMED, so please never presume there is no contract in place. This also relates to corporate bookings paying in full via 30 days (normal payment terms are to be made by receipt of invoice).
Cancellations from ourselves can sometimes be unavoidable, due to staff illness etc. We do however try and give as much notice as possible.
With regards to corporate bookings, should we be late due to unforeseen circumstances such as a traffic incident but can attend the majority of an event, or at least one hour of a two hour booking, we would expect no deductions to be made. We have a minimum booking time of 1 to 2 hours. If the event organiser has any queries or wishes to make deductions, this should be discussed at the beginning of the event, so we can decide whether we agree to this. We can also discuss if we are in a position to make up the lost time. Cheltenham Face Painting work at speed but with finesse and always make up any lost time in the event of any unforeseen delays.
Should anyone have any queries with any of the above please do not hesitate to contact us to discuss.
We do not have a tick box where our terms and conditions need to be agreed as we are just a small family/local business.
We work exceptionally hard to make all the events we attend a very special occasion. It can also be a juggling act to fit in all the bookings and our customers can contact us a year in advance.
If someone cancels us and no terms and conditions were put in place, revenue would be lost and earnings for myself or my team compromised. This would make the business itself very vulnerable. Many events lost are unrecoverable. Hence the need for 12 weeks notice for cancellations and half payment of fees in any event.
We have amazing customers and most will understand the need for terms and conditions to be put in place.
We have a team of face painters who are dedicated and offer a fabulous service. All of the team have been vetted by me and trained by myself – Sally-Ann Lynch – Business Owner.
Unless requested, there is no guarantee of your face painter on the day, and this could change in any event due to unforeseen circumstances. However, your event will be made all that extra special for having us there.
We also prefer not to have to charge late payment fees for late payments of invoices, but as a small business, cash flow is imperative. My team members are also paid promptly.
If working with an Events company, we also require payment before the event and not 30 days.
Thank you,
Team Cheltenham Face Painting