Regulatory Requirements

1. Virginia Board for Barbers and Cosmetology

Regulatory Authority

Salon/Shop License Requirements

License Type: Shop or Salon License (per Code of Virginia Section 54.1-704.1)

Application Prerequisites (18VAC41-20-120):

1. Business Registration with the Virginia State Corporation Commission (SCC)
2. Physical Address required (P.O. boxes not accepted)
3. Good Standing as a licensed shop or salon in Virginia and all other jurisdictions
4. Responsible Management Disclosure identifying all individuals managing the business
5. Criminal History Disclosure for misdemeanors involving moral turpitude (2 years) and felonies (20 years)
6. Certification Statement signed by applicant confirming understanding of Virginia barber and cosmetology laws

Key Regulatory Constraints:

• No individual or entity may operate a cosmetology salon without a valid license (Section 54.1-704.1)
• Licenses are non-transferable and must bear the same name and address of the business
• Changes in name or address must be reported to the Board in writing within 30 days
• License becomes void upon dissolution or alteration of the business entity; new application required within 30 days
• The Board may inspect licensed facilities during reasonable business hours for compliance verification

Salon Suites / Booth Rental Model in Virginia

Critical Compliance Note: Virginia is commonly listed among states that do not permit the traditional booth rental model. However, salon suites businesses (such as Salon Lofts, Phenix Salon Suites, and similar concepts) do operate across Virginia, including multiple locations in Northern Virginia.

How Salon Suites Typically Operate in Virginia:

The salon suites model in Virginia works differently than a traditional booth rental arrangement. Each individual suite tenant operates as their own business entity and obtains their own shop/salon license from DPOR. The facility owner functions as a commercial landlord, not as a salon operator.

Facility Owner (Luxa Salon Suites) Responsibilities:

• Operates as a commercial real estate rental business, not as a licensed salon
• Provides the physical space, common areas, and building amenities
• Does NOT hold a salon license (unless the owner also provides salon services)
• Requires tenants to maintain their own shop/salon licenses and individual practitioner licenses
• Ensures the physical facility meets building, fire, and zoning codes

Tenant (Suite Renter) Responsibilities:

• Must hold a valid Virginia individual practitioner license (cosmetologist, barber, nail technician, etc.)
• Must obtain their own shop/salon license from DPOR for their individual suite
• Must maintain their own professional liability insurance
• Must comply with all sanitation and safety standards (18VAC41-20-270)
• Must register their own business entity with the Virginia SCC

What Facility Owner CAN Require (Lease Terms):

• Valid Virginia practitioner license and shop/salon license
• Proof of professional liability insurance
• Compliance with facility rules regarding common areas, noise, and building access
• Adherence to building safety and cleanliness standards

What Facility Owner CANNOT Dictate (IRS Independent Contractor Rules):

• Pricing for services
• Products used
• Services offered
• Work schedules
• Client management

IMPORTANT: Confirm this operating structure directly with DPOR before opening. Contact the Licensing Section at 804-367-8509 or BarberCosmo@dpor.virginia.gov to verify current requirements for salon suites facilities.

Individual Practitioner Licensing

Fees effective September 1, 2024. All fees are nonrefundable and not prorated.

Education Requirements:

• Cosmetologist: 1,500 hours in a formal cosmetology program or 3,000 hours in apprenticeship
• Facility ownership does NOT require a practitioner license (provided the owner does not perform services)

Sanitation Requirements Summary (18VAC41-20-270)

Facility Standards:

Disinfection Protocols:

Required for each practitioner workstation:

• Wet disinfection unit with cover to prevent contamination
• EPA-registered solution that is bactericidal, virucidal, and fungicidal
• Solutions must be used according to manufacturer's directions

Disinfection Procedure for Multiuse Implements:

1. Remove all foreign matter (use brush if needed)
2. Wash with hot water and soap
3. Rinse thoroughly
4. Immerse in disinfectant solution for minimum 10 minutes
5. Dry with clean paper towel
6. Store in clean, pre-disinfected, dry cabinet, drawer, or shelf

Single-Use Items (must be discarded after each client):

• Powder puffs, sponges, lip color applicators
• Any item that cannot be properly disinfected

Additional Requirements:

• Hands must be cleansed before each client
• Artificial nails applied only on healthy natural nails
• Nail drills limited to free edges
• Annual self-inspection forms must be completed, maintained for 5 years, and remain available for Board review

Inspection Process

• The Board may conduct inspections of licensed facilities during reasonable business hours
• Inspections verify compliance with sanitation standards, licensing requirements, and safety protocols
• Licensees must comply with Board inspectors and provide access to the facility

Civil Penalties and Enforcement

Disciplinary Actions Available to the Board:

• Monetary penalties/fines
• Probation
• License suspension
• License revocation
• Denial of application, renewal, or reinstatement
• Required remedial education

Reference: 18VAC41-20-280, Code of Virginia Sections 54.1-111 and 54.1-202

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2. Loudoun County Requirements

Business Zoning Permit

Critical Points:

• Zoning permit confirms the proposed business use is permitted in that zoning district
• Permit is property-specific and cannot transfer to a different location
• Must be obtained before opening for business

Loudoun County Zoning Ordinance (adopted December 13, 2023):

• The new Zoning Ordinance replaced the previous 1993 ordinance
• To verify permitted uses, reference Section 3.02 of the Zoning Ordinance use tables
• Confirm "personal services" or equivalent use category is listed for your specific parcel's zoning classification
• South Riding commercial properties are typically zoned for commercial/retail uses, but verify the specific parcel

How to Verify Zoning:

1. Visit https://www.loudoun.gov/ZoningOrdinance (interactive format)
2. Go to Section 3.02, select the use table for the broad zoning district category
3. Find the zoning district along the top rows
4. Scroll to find the applicable use category (e.g., personal services)

Tenant Improvement / Building Permit

Triggers Requiring a Permit:

• New tenant occupying commercial space (tenant fit-up)
• Reconfiguring interior layout
• Updating finishes or fixtures
• Installing new plumbing, electrical, or mechanical equipment
• Expanding into adjacent space

Application Forms:

• Available at https://www.loudoun.gov/2904/Building-and-Zoning-Permit-Application-F
• Commercial construction permits processed through LandMARC system

Fire Marshal / Certificate of Occupancy

Occupancy Permit Required:

• Before business can legally operate
• Required for new construction, additions, and tenant fit-ups
• Issued by Loudoun County Department of Building and Development

Fire Marshal Requirements:

Fire Marshal Contact:

Inspection Authority:

• Loudoun County Fire Marshal conducts inspections
• Some businesses require a Fire Marshal permit to operate
• Violations result in corrective action requirements
• Serious violations may lead to stop-work orders or closure

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3. Business Entity Requirements

LLC Formation (Virginia SCC)

Formation Costs:

Requirements:

• Name must include "LLC" or "L.L.C."
• Name must be distinguishable from existing registered entities
• Registered Agent required with a physical Virginia address
• At least one organizer required

Post-Formation Requirements

SCC Annual Registration Fee Details:

• Fee: $50 per year
• Due date: Last day of the month your LLC was originally formed (e.g., formed March 4 means due by March 31 each year)
• First payment due one year after formation approval
• Late penalty: $25 (total of $75 if late)
• Non-compliance leads to loss of good standing and eventual administrative dissolution

Loudoun County Business License (BPOL Tax)

Registration Requirements:

• Must register within 30 days of starting business operations in Loudoun County
• First-year fee: $30
• Annual renewal required by March 1 each year
• Tax based on prior calendar year gross receipts

BPOL Tax Rates (applicable categories):

Assessment:

• If Luxa operates as a commercial landlord (rent collection only), the "Rental by Owner" rate of $0.16 per $100 gross receipts likely applies
• If Luxa also sells products or provides services directly, the "Personal Service" rate of $0.23 per $100 may apply
• Consult with the Commissioner of the Revenue to confirm the correct classification

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4. Insurance Requirements

State Requirements

Virginia does NOT mandate specific beauty business insurance by statute. However:

• Commercial landlords typically require proof of insurance before lease execution
• Liability insurance is effectively mandatory for any business operation
• Suite tenants should carry their own professional liability coverage

Facility Owner Coverage (Luxa Salon Suites)

Total Estimated Facility Insurance: $2,000-$7,000/year

Tenant Insurance Requirements

Important: Facility owner's policy does NOT cover tenant operations. Lease must require:

• Proof of insurance before move-in
• Facility listed as additional insured
• Annual verification of coverage

Recommended Insurance Providers

For Tenants (Individual Practitioners):

• Elite Beauty Society: https://elitebeautysociety.com/salon-insurance/
• Beauty & Bodywork Insurance (BBI): https://www.insurebodywork.com/
• NACAMS: https://nacams.org/

For Facility (Commercial Coverage):

• Hiscox (small business specialist)
• Local Virginia commercial insurance brokers
• Request quotes from multiple providers for best rates

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Cost Summary

One-Time Startup Costs (Facility Owner)

Note: The facility owner does NOT need a salon license if operating solely as a commercial landlord. Each suite tenant obtains their own shop/salon license ($190 each).

Recurring Costs (Facility Owner)

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Contact Directory

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Document rewritten for Virginia / Loudoun County regulatory requirements. Key sources: Virginia DPOR (dpor.virginia.gov), Virginia Administrative Code 18VAC41-20, Code of Virginia Title 54.1 Chapter 7, Loudoun County official website (loudoun.gov), Virginia SCC (scc.virginia.gov). Verify all requirements directly with the relevant agencies before taking action, as regulations may change.