Terms & Conditions 

LIVE ILLUSTRATION & CUSTOM PORTRAITS

Updated: October 2025

The terms and conditions below are in reference to CWB Art and Illustration, who are referred to as we, us or our in the policy. We reserve the right to make changes or amend these terms and conditions at any time. Any changes will be reflected on this page, and the effective date of the updated policy will be indicated at the top of the page.

 

1. Booking and Payment: After accepting the quote with the terms and conditions, a non-refundable deposit of £150 is required to secure the booking of live illustration services for an event or wedding. We will contact you with the outstanding balance that will be required 4 weeks before your event date, prior to the commencement of services. You can pay in instalments providing final payment is received 4 weeks before your event. 

If the Wedding is due within 3 months of your booking, we will ask for a non-refundable deposit of 50% to secure your date and booking. The remaining balance will be due 4 weeks before your Wedding Day. 

For a custom portrait, illustration, greeting card and any art purchased on “Studio Time”, full payment is required before the commencement of the design process. Amendments can be made up to 1 time during the design process where applicable; any further changes may incur additional charges. The payments are taken via Bank Transfer or Pay Pal.

When ordering from CWB Art and Illustration on "studio time", we always aim to create a likeness between the photographs you send us and our final illustrations/ portrait, it is important to be aware that all artwork is our artistic interpretation and is not intended to be a precise and accurate portrait. Please ensure you are familiar with our style before ordering/ booking our services. 

Although, we allow 1 amendment to be made and can make small, pre-agreed tweaks between your photograph(s) and the final illustration/ portrait, we cannot add entirely new elements to the illustration/ portrait (for example, adding a body to a selfie shot). This would require more time and would need to be priced accordingly. Please contact us if you have a more complicated, bespoke request.

​All our work is 100% hand drawn, which means you get an original piece of artwork. This also means small imperfections can be expected. Please keep this in mind when ordering/ booking our services.​

2. Cancellation Policy: We understand that life can be unpredictable, and should last-minute changes arise, please reach out to us at your earliest convenience. Our team at CWB Art and Illustration handles such situations with care and understanding, aiming to find suitable solutions for all involved parties. Thank you for your cooperation and understanding. In the event of unforeseen circumstances necessitating the cancellation by the client, the non-refundable deposit will be retained by Us. Cancellations made within 4 weeks of the event date, will result in the client being responsible for 50% of the total payment. Cancellation less than 14 days prior to the event date will result in the client being responsible for payment of the full fee. In the event of cancellation by CWB Art & Illustration, the full amount will be returned to the client within 7 working days.

2a. Act of God / Force Majeure

CWB Art & Illustration shall not be held liable or responsible for any failure to perform, delay, or cancellation of services arising from circumstances beyond reasonable control, including but not limited to: acts of God, natural disasters, fire, flood, severe weather, illness, accident, war, terrorism, government restrictions, pandemics, or any other event that makes performance of the agreement impossible or unsafe.

In the event such circumstances occur:

• Both parties agree to communicate promptly to discuss suitable alternative arrangements, such as rescheduling the event where possible.

• If rescheduling is not possible, CWB Illustration will issue a refund of any balance paid (excluding the non-refundable booking deposit, which covers administration and date reservation).

• CWB Illustration will not be held liable for any consequential loss, costs, or damages arising from such cancellation or delay.

2b. Illustrator Illness or Emergency

In the unlikely event that CWB Art & Illustration (Chloe) is unable to attend or complete the event due to illness, accident, or personal emergency, every reasonable effort will be made to:

1. Arrange a suitable replacement illustrator of comparable style and experience, subject to the client’s approval, or

2. Reschedule services to an alternative mutually agreed date (if appropriate and possible).

If neither option is viable, CWB Art & Illustration will issue a full refund of all monies paid, including any deposit.

CWB Illustration will not be held liable for any additional costs, loss, or damages incurred as a result of cancellation due to illness or unforeseen emergency.

3. Live Illustration Process: Once your booking and event details are confirmed, we will aim to arrive at the venue approximately 30-45 minutes before the scheduled start time to set up equipment and materials. The clients are responsible for providing a suitable space for us to work, including a table and two chairs; depending on time and venue, we may ask for an easy access to a plug socket. Guest illustrations will begin according to the agreed-upon schedule, aiming to complete approximately 5/6 designated illustrations per hour- please note this is based on up to 1-2 people per illustration. Illustrations involving 2 or more people or complex details will take longer and may impact on how many illustrations can be completed per hour. Clients may request specific individuals to be illustrated, or the artist may adopt a first-come, first-serve approach. For drawing process purpose only, we will take photos as reference. The photos will be deleted after the event unless your guests have given consent for them to be used for marketing purposes. (For more information about how we store your personal information, consult our Privacy Policy). Our packages are designed to suit different guest sizes. If we are unable to complete all guest illustrations within the scheduled time, any remaining portraits will be finished afterwards during studio time, at no additional cost, and delivered following your event along with any complimentary extras.

4. Travel Costs: In the event that the Client's event is located outside our radius limits, the Client agrees to reimburse us for travel expenses at a rate of 50p per mile. Travel costs will be calculated based on the round-trip distance between the event location and our base of operations which is Worthing, West Sussex: this may vary depending on the package chosen. Additionally, if the event location requires travel exceeding 3 hours each way, the Client will be responsible for paying an accommodation fees up to £100.

5. Studio Time: Prices for studio time are as outlined on the website and may vary based on the number of guests, pets, size and personalisation to be illustrated or drawn. Upon booking studio time, clients are required to submit clear digital photographs of the individuals/ pet/ subject to be illustrated/ drawn from. The artist will complete the portrait/ illustrations in CWB Art and Illustration's style from the studio based on the provided photographs. Completed artwork/ illustrations will be posted out to the client within 14-18 working days, depending on the complexity of the artwork. Illustrations included in live illustration packages on ‘Studio Time’ or purchased as extras will be completed on studio time within 14 days of your event date and will be sent via Royal Mail 2nd class postage. For all illustrations and portraits ordered, we will notify you once these have been completed and have been sent to your chosen address. Please note an additional fee will be required by the client for any work being sent outside the UK.

6. Pre & Post Wedding Packages: 

A 50% non-refundable deposit is required at time of booking to secure your pre/post wedding package and reserve your time slot for completion. The remaining balance is required in full 4 weeks prior to your event. 

The client must ensure photos are clear, high quality and uploaded onto the agreed platform within the specified timeframe (before or after the event as agreed). This ensures completion of your illustrations within agreed schedule. 

Any additional services or upgrades must be confirmed in writing and may incur additional fees. 

Postage costs are not included in the package price and will be outlined in your personalised quote. Final illustrations will be delivered within agreed time frame either before or after your event as discussed. Unless otherwise specified, delivery will be made via Royal Mail.

7. Intervals during live events: 

The Working Time Regulations (WTR) do not specifically say anything about lunch breaks but do allow for one uninterrupted 20-minute break during the working day, provided the working period is longer than 4 hours.

8. Digital items & Hard Copies of Artwork (including portraits & illustrations): When purchasing a digital item, custom portrait or illustration from CWB Art and Illustration, you agree to use the item for your own personal use, and not for commercial use. The item must not be shared, (except for a professional printing for digital printing and for personal use only), distributed, copied, edited and resold in any way. For personal and non-commercial use only.

9. Promotional Use: CWB Art and Illustration reserves the right to photograph the illustrations, portraits, drawing created during and after the event and use them for promotional purposes, including but not limited to, social media posts, website galleries, promotional materials, and portfolio showcasing. By entering into this Agreement, the Client consents CWB Art and Illustration to use these images for promotional purposes. If you wish otherwise, please contact us in advance through written communication to exclude your illustration from any promotional activities that may occur.

10. Copyright and Intellectual Property: CWB Art and Illustration retains all copyright and intellectual property rights to the illustrations created during and after the event, and for all sort of art made in our studio. Clients are granted a non-exclusive license to use the illustrations for personal purposes only. Commercial use without the artist's consent is strictly prohibited.

11. Liability and Indemnification: In the context of our services at CWB Art and Illustration, understanding liability and indemnification is crucial. Liability refers to the legal responsibility for any potential harm or damages that may arise during our live illustration services. We strive to minimise risks, but it's important to acknowledge this aspect. CWB Art and Illustration is not liable for any damages or injuries occurring during the event. Indemnification, on the other hand, involves protecting our business from claims or losses that may occur due to our work. Clients agree to indemnify and hold harmless the artist from any claims, damages, or liabilities arising out of or related to the event. These measures help ensure a smooth and secure experience for all parties involved. We also hold and maintain up-to-date Business Public Liability Insurance to provide additional protection for our services.

12. Governing Law: This Agreement shall be governed by and construed in accordance with the laws of England. Any disputes arising under or related to this Agreement shall be resolved exclusively by the courts of England.​