POLICIES & CONDITIONS

PRICING

Please note that pricing is subject to change based on product, timing, location, group size, and services requested. Applicable sales tax is in addition to your product, class or event fee, as participants receive products as part of the experience. Tax will be charged based on the location where services are provided.

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EVENTS/CLASSES/WORKSHOPS

BOOKING DEPOSIT

Please note that your date is not confirmed until the required deposit has been received.

  • Workshops: Workshop reservations are paid in full at the time of booking and are nonrefundable. No refunds will be issued for missed workshops, late arrivals, cancellations, or no-shows.
  • Experience or Small Group (Store Remains Open): 50% deposit or $250 plus tax (whichever is less).
  • Private Event (Store Closed During Event): $500 plus tax.

The deposit is nonrefundable and will be applied toward the final balance, which is due in full at the conclusion of the event.

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GUARANTEED MINIMUM ATTENDANCE

Upon receipt of the deposit, the agreed-upon minimum guest count becomes a guaranteed commitment. Additional guests may be added before the event date, subject to availability and staffing capacity. Because staffing, materials, and preparation are scheduled based on the confirmed attendance, the minimum guest count may not be reduced after the deposit has been received.

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EVENT DURATION & DETAILS

Aromatherapy & Perfume Experiences typically last 1.5–2 hours, depending on the number of participants and level of customization involved. Additional event time may be added if arranged in advance.

Candle Making Experiences typically last 45–60 minutes for the educational and candle-pouring portion of the workshop. After pouring, candles require approximately 45 minutes to cool and set before they can be safely moved.

Participants may:

  • Return later the same day to pick up their candles; or
  • Pick them up on a subsequent day during regular business hours.

Completed candles must be picked up within 7 business days of the event. You will have one courtesy reminder call, however due to limited storage space, any candles not collected within this timeframe may be discarded without refund.

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EVENT TIMING

Please arrive on time to ensure a seamless experience and to avoid impacting other scheduled events.

Late Arrivals: If you or members of your party arrive late, the educational portion and/or blending time may be shortened in order to keep the event on schedule.

If the host or the majority of the party arrives 30 minutes or more after the scheduled start time and additional time is requested to complete the experience, an extension fee will apply, provided no other event or appointment is scheduled immediately afterward:

  • $75 per 30-minute increment (or portion thereof) during regular business hours
  • $150 per 30-minute increment (or portion thereof) outside of regular business hours

Additional time is subject to staff and space availability and cannot be guaranteed.

Scents by the Bay reserves the right to conclude an event at the scheduled end time if additional time is unavailable due to staffing, business operations, or subsequent reservations.

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PRIVATE EXPERIENCES (STORE CLOSURE)

Private experiences require a minimum booking fee of $1,000 plus applicable tax. This fee includes up to 10 guests for a Standard Perfume Making or Candle Making Experience.

Additional guests may be added beyond the included 10 participants for an additional per-person fee based on the selected experience and any upgrades requested.

Private events include exclusive use of the designated event space for up to two (2) hours, instruction by our trained staff, all required materials, and each guest’s completed creation to take home.

At the conclusion of the two-hour private event period, guests are welcome to continue shopping, socializing, or making final blending adjustments; however, the store will reopen to the public at that time and exclusive use of the space will end.

Additional private event time may be reserved in advance at a rate of $75 per 30-minute increment.

Pricing for customized experiences, premium upgrades, larger groups, and off-site events may vary.

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ADDITIONAL GUESTS

Additional guests are welcome; however, advance notice is required. Staffing, seating, materials, and workspace are planned based on the confirmed guest count. Additional guests may be accommodated only if space, staffing, and materials are available.

Guests who arrive but are not included in the confirmed guest count may be denied participation if adequate accommodations cannot be made.

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RESCHEDULING & CANCELLATION POLICY

Rescheduling Experiences and Events

  • 4 or more days’ notice: No rescheduling fee.
  • Less than 72 hours’ notice: A rescheduling fee will apply and deposit may be affected:
    • 1–5 guests: $25
    • 6–19 guests: $50
    • 20+ guests: $75

Workshop reservations are nonrefundable. Participants who cannot attend may transfer their seat to another person or reschedule subject to availability and the applicable rescheduling fee.

Rescheduling requests are subject to availability and approval by Scents by the Bay. Rescheduling fees must be paid before a new event date can be confirmed.

Cancellations

  • All deposits are nonrefundable.
  • In the event of a cancellation, no-show, failure to attend, or failure to communicate regarding the reservation, the deposit will be forfeited.
  • Any payments made beyond the deposit may be refunded at the sole discretion of Scents by the Bay, less any applicable fees, materials, services, or products already provided.

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FOOD & BEVERAGES

Outside food and non-alcoholic beverages are permitted for private events only (exclusive store buyout/store closure events).

For guests 21 years of age and older, alcoholic beverages may be added through our local restaurant and wine partners. Scents by the Bay can coordinate these arrangements and provide pricing upon request. Alcoholic beverages may not be brought into the store without prior approval.

As a courtesy, event guests will receive a 10% discount coupon valid on the day of their event at participating neighboring businesses, including 5 Tacos & Beer, Café Le Mediterranée, and Vintage Berkeley.

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FINAL PAYMENT

Any remaining balance is due at the conclusion of the event unless otherwise agreed to in writing. Additional guests, upgrades, products, extended event time, food and beverage charges, and other add-ons incurred during the event will be added to the final balance and must be paid in full before departure.

 

CHILDREN & MINORS

Children must be supervised by a parent or guardian at all times, including while using the children’s play area.

While we understand that accidents can happen, parents and guardians are financially responsible for any broken merchandise, spilled oils, damaged products, equipment, furnishings, fixtures, or other property damage caused by their child.

For Candle Making Experiences, a parent or guardian must remain present, seated with, and actively participating alongside their child throughout the entire candle-making process. For safety reasons, children may not participate in candle-making activities without direct adult supervision.

ACCESSIBILITY & RESTROOMS

Our store entrance is wheelchair accessible; however, please note there is a slight incline at the front portion of the store. We do not have public restrooms. 

LIABILITY & SAFETY

We recommend that all guests test fragrance oils, essential oils, and other scented products on a small area of skin before broader use. While we strive to use high-quality ingredients, sensitivities, allergic reactions, and skin irritation may occur.

Guests are responsible for reviewing ingredient information and determining whether products are appropriate for their personal use. Scents by the Bay shall not be liable for allergic reactions, sensitivities, or adverse effects resulting from the use of products, ingredients, or materials during or after the event.

By participating in an event, guests acknowledge that they are voluntarily engaging with fragranced products, essential oils, candle-making materials, and body product ingredients and assume responsibility for monitoring any personal sensitivities or reactions.

Our candle wax is formulated with organic ingredients and a low melt point for body-safe use when used as directed. However, Scents by the Bay is not responsible for burns, injuries, or damages resulting from contact with hot candle vessels, melted wax, wax vats, heating equipment, or other heated materials during or after the event.

Guests are expected to follow all safety instructions provided during the class or event.

Fragrance Longevity Disclaimer

Fragrance longevity and projection vary significantly from person to person and are influenced by numerous factors, including skin chemistry, skin hydration, climate, temperature, activity level, application method, fragrance composition, and other personal care products used.

Because of these variables, Scents by the Bay cannot guarantee the longevity, projection, or performance of any fragrance. During the blending process, customers are educated on fragrance structure and the role that top, middle, and base notes play in scent longevity.

In general, fragrances formulated with a higher proportion of base notes, the addition of fixatives, and the use of complementary layering products such as lotions, body oils, body butters, or body mists may provide enhanced longevity. However, results will vary by individual.

Fragrance preferences are subjective. Because custom fragrances are created through a collaborative blending process and approved by the customer prior to completion, dissatisfaction based on personal preference, fragrance evolution, longevity, projection, or changes in scent perception over time does not constitute a defect and is not grounds for a refund, return, exchange, or chargeback.

Shipping and handling charges are nonrefundable.

RETURN POLICY

Any unopened, unused, and sealed products purchased from Scents by the Bay, eScential Beauty, or their associated websites may be exchanged for another product of equal value within 14 days of purchase. We do not offer refunds.

Custom-created products, including custom fragrances, perfume blends, scent matches, and custom-scented bath and body products, are made specifically for the customer and are not eligible for return, refund, or exchange.

Shipping Policy

We strive to process and ship all orders promptly. Once your order has been accepted by the shipping carrier, delivery times are outside of our control.

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SHIPPING ISSUES & LOST PACKAGES

Customers are responsible for inspecting their shipment upon delivery.

Any shipment that is lost, damaged, missing, or shows an incorrect delivery status must be reported to Scents by the Bay within fourteen (14) calendar days of the carrier’s marked delivery date for damaged packages, or within 21 days from the date of shipment for lost or undelivered packages (within 30 days for international orders).

This reporting period allows us to investigate the shipment and, when applicable, file a claim with the shipping carrier within their required timeframe. Claims reported after this period may no longer be eligible for investigation or reimbursement by the carrier or Scents by the Bay.

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DAMAGED SHIPMENTS

If your package arrives damaged:

  • Please retain all original packaging and damaged items.
  • Take clear photographs of the package, shipping label, packing materials, and damaged product(s).
  • Contact us within 14 days of delivery with your order number and photos.

Failure to retain packaging or provide photographs may prevent us from filing a carrier claim.

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INCORRECT SHIPPING ADDRESS

Customers are responsible for providing an accurate shipping address at checkout. Orders shipped to an incorrect address provided by the customer cannot be refunded or replaced.

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DELIVERY DAYS

Estimated delivery dates are provided by the carrier and are not guaranteed. Scents by the Bay is not responsible for delays caused by weather, customs, carrier disruptions, holidays, labor strikes, or other circumstances beyond our control.

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INTERNATIONAL ORDERS

International customers are responsible for any customs duties, VAT, taxes, import fees, or other charges imposed by their destination country.

Once an international shipment has entered the destination country, tracking updates and delivery are controlled by the destination country’s postal service or customs authority. We recommend contacting your local postal service if additional tracking information is needed.

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SHIPPING LIABILITY

Once an order has been accepted by the carrier, Scents by the Bay will make reasonable efforts to assist with shipping issues reported within the required timeframe. However, we cannot guarantee reimbursement or replacement for claims reported after the carrier’s filing deadline or outside the reporting period outlined above.