Last updated: September 2026

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These Terms & Conditions explain how The Shape of Ye works with clients and the basis on which visual merchandising, retail design and consultancy services are provided.

They are intended to keep things clear from the outset — what I’m doing, what you’re responsible for, what things cost and what happens if plans change.

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1. About The Shape of Ye

The Shape of Ye is an independent visual merchandising and retail design consultancy based in Belfast, Northern Ireland.

Trading name: The Shape of Ye

Business owner: Norman Carlisle

Email: hello@shapeofye.co.uk

Website: shapeofye.co.uk

Business address: 34 Glendu Grove, Belfast, BT4 2QT

For individual projects, these Terms & Conditions should be read alongside the relevant proposal, quotation, booking confirmation and, where applicable, Freelance Services Agreement.

If there is a conflict between these general terms and a specifically agreed and signed project agreement, the project agreement will take priority.

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2. Services

The Shape of Ye provides services which may include:

visual merchandising reviews and consultations

window display design

store and department layouts

store refreshes and redesigns

CAD and space planning

SketchUp visualisation

retail event design

visual merchandising training

project coordination

installation and set-up support

The exact scope of each project will be agreed with the client before work begins.

Anything not included in the agreed scope will be treated as additional work and may incur an additional charge.

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3. Proposals and quotations

A proposal or quotation will normally set out:

the agreed scope

deliverables

project fee

estimated timescale

any assumptions or exclusions

additional anticipated costs

payment arrangements

Unless stated otherwise, quotations relate only to the work specifically described.

Costs for materials, printing, props, fabrication, travel, contractors, installation or other third-party services are not included unless specifically stated.

Quotations are valid for the period shown on the quotation or proposal.

 

4. Starting a project

Work will normally begin once the agreed proposal or booking has been accepted and any required deposit or initial payment has been received.

Where a Freelance Services Agreement is required, this must also be accepted before substantive design work begins..

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5. Fees and payment

Payment arrangements will be confirmed before work starts.

Invoices will state the payment due date and payment method.

Where a project is divided into stages, payment may also be divided into agreed stages.

Additional work requested outside the original scope will be discussed with you before it is undertaken wherever reasonably possible.

No mystery invoices. If the shape of the project changes, we agree what that means first.

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6. Changes to the project

Retail projects change. That's grand.

If you ask for work that materially changes the agreed brief, deliverables, design direction or timescale, I will explain any effect on:

fees

programme

materials

suppliers

installation

before proceeding with the additional work.

Reasonable small amendments may be included where stated in your proposal.

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7. Client responsibilities

To keep a project moving, the client is responsible for providing accurate and timely information including, where relevant:

measurements and plans

photographs

brand guidelines and artwork

product information

budgets

deadlines

landlord or site restrictions

access arrangements

approvals

The client is also responsible for ensuring they have permission to provide any materials, images, logos or intellectual property supplied to The Shape of Ye.

Delays in receiving information, decisions or approvals may affect the project timetable.

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8. Measurements and site information

Where design work relies on measurements or plans provided by the client or a third party, The Shape of Ye is entitled to rely on that information being accurate.

Where precise dimensions are critical to manufacture, construction or installation, final measurements should be checked on site before anything is produced.

Concept drawings and SketchUp visuals are primarily design and communication tools unless specifically stated to be technical construction information.

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9. Third-party suppliers and contractors

Some projects may involve printers, fabricators, installers, graphic designers, tradespeople or other specialists.

Where The Shape of Ye recommends or helps coordinate a third party, their own terms, warranties and responsibilities may apply.

Unless specifically agreed otherwise, The Shape of Ye is not responsible for failures, delays or defective work caused by an independent third-party supplier or contractor.

That does not affect any legal rights which cannot lawfully be excluded.

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10. Materials and additional costs

Props, materials, printing, fabrication, furniture, plants, graphics, travel and installation costs are separate from the design fee unless the proposal says otherwise.

No significant third-party cost will knowingly be committed on a client's behalf without prior 

approval.

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11. Design approvals

Clients will be asked to approve key design decisions before production, purchasing or installation where appropriate.

Once something has been approved and production has started, later changes may result in additional cost or delay.

The Shape of Ye cannot guarantee that colours, materials or finishes shown digitally will reproduce exactly in physical form.

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12. Intellectual property

Unless otherwise agreed in writing, The Shape of Ye retains copyright in original concepts, drawings, layouts, presentations, SketchUp visuals and other design work created as part of the project.

Once the agreed fees have been paid in full, the client may use the approved work for the project and purpose for which it was commissioned.

Design work may not be copied, resold, supplied to another designer for unrelated use or reproduced for another location without agreement where the original commission did not include those rights.

Any third-party artwork, photography, fonts or other intellectual property remains subject to the rights of its respective owner.

 

13. Photography, portfolio and publicity

I love showing good work — but it is still your business.

Project photography, business names, testimonials or identifiable project material will only be used publicly by The Shape of Ye where the appropriate permission has been agreed.

Any confidential or commercially sensitive information will remain confidential unless disclosure is required by law..

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14. Cancellation and postponement

If a project needs to be cancelled or postponed, please contact The Shape of Ye as soon as possible.

Any charges will depend on:

work already completed

time already committed

costs already incurred

non-refundable third-party bookings or materials

Any specific cancellation terms applicable to a project will be made clear before the project is confirmed.

Where you are legally classed as a consumer and enter into a contract at a distance — for example online or by email — additional statutory cancellation rights may apply.

UK distance-selling rules can provide consumers with a 14-day cancellation period for certain service contracts. Where a consumer asks for work to begin during that period, specific rules also apply to what can be charged if they later cancel. 

Nothing in these terms removes any statutory consumer rights.

 

15. Quality of service

The Shape of Ye will provide services with reasonable care and skill.

For consumer clients, this is also a statutory

 requirement under the Consumer Rights Act 2015.

Design and visual merchandising can influence how a retail environment looks, feels and functions, but specific commercial results — such as sales increases

, footfall or conversion — cannot be guaranteed.

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16. Liability

Nothing in these Terms & Conditions excludes or limits liability where doing so would be unlawful.

The Shape of Ye will not be responsible for losses arising from inaccurate information provided by a client or from decisions, alterations or work undertaken by third parties outside the agreed Shape of Ye scope.

Any limitation of liability contained within an individual project agreement will apply subject to applicable law.

For consumer clients, statutory rights remain unaffected. Consumer contract terms must be fair, transparent and not disproportionately weighted in the trader's favour. 

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17. Website information

I take reasonable care to keep the Shape of Ye website accurate and current.

Images, portfolios, service descriptions and examples are provided to demonstrate the nature of the

 work available. Every retail space and project is different, so previous projects should not be taken as a guarantee of identical outcomes.

Prices described as “from” or indicative prices are estimates only until an individual project has been scoped and quoted.

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18. Privacy

Personal information is handled in accordance with the Shape of Ye Privacy Policy.

The Privacy Policy explains what information may be collected, why it is needed, how long it is retained and your data protection rights.

 

19. Complaints

If something isn't right, please tell me.

The first step is to contact:

hello@shapeofye.co.uk

I will aim to understand the issue and resolve it fairly and reasonably.

Nothing in this process affects any statutory rights available to a consumer.

20. Governing law

These Terms & Conditions are governed by the applicable laws of Northern Ireland.

If you are a consumer, nothing in this section removes any mandatory legal rights or protections available to you under applicable law.

 

21. Changes to these terms

These Terms & Conditions may occasionally be updated to reflect changes to services, working practices or legal requirements.

The current version will be published on the Shape of Ye website.