POLICIES & PROCEDURES
EFFECTIVE DATE: JANUARY 2026
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These Policies & Procedures outline how Mae Design Studio works with clients across all services. They are designed to set clear expectations, support a smooth design process, and ensure mutual respect throughout the project.
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These Policies & Procedures are incorporated by reference into your Interior Design Agreement and apply to all services unless otherwise stated in writing.
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1. GENERAL STUDIO POLICIES
Communication
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Primary communication will take place via email unless otherwise specified.
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Responses are typically provided within 1–2 business days.
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Project-related decisions and approvals must be provided in writing.
Business Hours
Mae Design Studio operates during standard business hours, Monday–Friday. Weekend or after-hours availability is not guaranteed unless arranged in advance.
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2. SCOPE & CHANGE MANAGEMENT
Defined Scope
Services are limited to those outlined in the approved Proposal and applicable Exhibit(s). Any services outside the agreed scope require written approval and may result in additional fees.
Change Orders
Requests that alter scope, timeline, or deliverables may require a change order or a new proposal prior to proceeding.
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3. DESIGN SERVICES POLICIES (EXHIBIT A)
Design Meetings & Deliverables
Design meetings, presentations, and deliverables are included only as outlined in the approved Proposal. Additional meetings or services beyond the agreed scope may be billed at the Designer’s hourly rate.
Revisions
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Design services include a limited number of revisions as outlined in the applicable Exhibit or Proposal.
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Revisions beyond the included amount are billed at the Designer’s hourly rate.
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Revisions are defined as refinements to presented concepts, not new design directions.
Budgets & Estimates
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Preliminary budgets and cost estimates are provided as general guidelines only and are non-binding..
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Pricing, availability, and lead times are subject to change based on vendor and market conditions.
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Final costs may vary from initial estimates.
Timelines
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Design timelines depend on timely communication and approvals.
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Delays caused by Client inaction may impact scheduling and delivery timelines.
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4. PROCUREMENT POLICIES (EXHIBIT B)
When Procurement Services are selected, Mae Design Studio assists with the sourcing and management of furnishings, fixtures, and décor in alignment with the approved design plan. Services may include coordinating orders, tracking shipments, communicating with vendors, reviewing deliveries for visible damage or discrepancies, and supporting delivery or installation coordination as applicable.
Procurement services are administrative and coordination-based in nature and do not guarantee product availability, delivery dates, or vendor performance.
Selections & Approvals
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Written approval is required before any items are ordered.
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Once approved, changes may result in additional fees, re-quoting, or delays.
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If a budget adjustment is required, reselections may be necessary.
Requoting, Reselection & Expedited Requests
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Requests to expedite timelines due solely to Client-initiated changes may incur rush fees.
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Additional time spent re-sourcing, re-quoting, or revising selections due to delayed approvals, vendor availability, or Client changes may be billed at the Designer’s hourly rate.
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Vendor quotes are typically valid for a limited time. If a quote expires prior to approval, pricing and availability may change and require Client re-approval.
Client Funds, Fees & Reimbursements
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Procurement fees are earned upon order placement and are non-refundable.
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Client funds must be received prior to placing orders.
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Approved out-of-pocket expenses may be reimbursed and may include samples, shipping, freight, delivery, storage, parking, or third-party services.
Quantities, Ordering & Overages
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All quantity estimates provided by Designer are for planning purposes only.
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Final measurements and quantities must be verified by the contractor, installer, or vendor responsible for installation.
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Designer is not responsible for discrepancies between estimated and actual quantities.
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Certain materials may require overages for waste or pattern matching; final ordering decisions rest with the Client or purchasing party.
Vendor Availability, Delays & Pricing
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Designer is not responsible for stock shortages, discontinued items, pricing increases, or vendor delays
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Availability, lead times, and delivery schedules are subject to change.
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Delays caused by vendors, shipping carriers, or circumstances beyond Designer’s control may impact project timelines.
Returns, Cancellations & Custom Items
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Returns, echanges, and cancellations are subject to vendor policies.
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Custom and made-to-order items are typically non-refundable.
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Any cancellation or restocking fees incurred are the Client’s responsibility
Client-Purchased Items
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Items purchased independently by the Client are outside Designer responsibility.
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Any assistance requested related to client-purchased items may be billed at the Designer’s hourly rate.
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5. DESIGN IMPLEMENTATION POLICIES (EXHIBIT C)
Role of the Designer
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Mae Design Studio does not act as a general contractor or construction supervisor.
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Design Implementation services are design-focused and coordination-based only.
Site Access
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Client is responsible for providing access to the project site as needed.
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Missed or delayed access may result in rescheduling fees.
Household Considerations
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Children and pets must be supervised and kept away from work areas.
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Work areas should be safe, accessible, and reasonably clean.
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6. CONSULTING SERVICES POLICIES (EXHIBIT D)
Advisory Nature
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Consulting services are advisory only.
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Designer does not manage execution, procurement, or implementation unless separately contracted.
Scheduling & Completion
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Consulting services are considered complete once the scheduled meetings and agreed deliverables are provided.
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Missed or late-canceled consultations may be forfeited.
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Rescheduling requires advance notice of at least 24 hours’ notice.
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7. FOUNDING ROOMS PROGRAM POLICIES (EXHIBIT E)
Program Structure
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Founding Rooms is a zone-based program limited to one approved design zone.
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Adjacent areas are excluded unless approved in writing.
Revisions
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The Program includes up to two (2) revisions.
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Additional revisions are not included and may not be accommodated.
Photography & Marketing
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Photography participation is mandatory.
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Designer may temporarily stage or adjust the space for photography.
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Client name and address will not be disclosed without consent.
Upgrades
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Requests to expand services require a new proposal.
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Discounted upgrade rates, if offered, are at Designer discretion.
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8. MEETINGS, TRAVEL & ADDITIONAL SERVICES
Meetings
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Meetings included in the Proposal are covered under the agreed scope.
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Additional meetings may be billed hourly.
Travel
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Travel beyond the included service area may incur additional fees.
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Travel time and expenses are billed as outlined in the Proposal.
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9. THIRD-PARTY SERVICES
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Designer is not responsible for the performance, scheduling, or workmanship of third-party vendors or contractors.
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Any disputes or damages involving third parties must be addressed directly with the responsible party.
10. STORAGE, RECEIVING & INSTALLATION SUPPORT
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Mae Design Studio does not provide long-term storage.
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If receiving or temporary storage is arranged in writing, additional fees may apply
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Client assumes risk of loss for items during transit and storage.
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If installation or delivery coordination is included, Designer provides design-focused support only and does not perform construction or repairs.
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Designer is not responsible for warranty claims or manufacturer defects unless otherwise agreed in writing.
11. CLIENT RESPONSIBILITIES
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Clients are responsible for:
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Timely communication, approvals, and decision-making
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Notifying Designer of HOA rules, building regulations, access restrictions, or delivery protocols
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Providing advance notice for rescheduling meetings or site visits
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12. PHOTOGRAPHY & MARKETING (GENERAL)
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Designer may photograph projects at various stages for portfolio and marketing use.
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Photography may be professional or studio-documented.
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Client identity will not be disclosed without written consent.
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13. PAYMENT & INVOICING
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Invoices are due within the timeframe outlined in the Agreement or Exhibit.
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Late payments may result in paused services or additional fees.
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Fees paid are non-refundable unless otherwise stated in writing.