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"Setting Up" Your Event for Success

A frequently asked question that I receive is "what are your set up requirements?" While this information is linked on my services catalogue, listed on your proposal, and incorporated in your contract, you can also read below for an extended snapshot of the set up needs for our event together:



The Basics:


  • ✅ Table & Chair - Either a standard 6ft or 4ft table with a chair typically works for me; alternatively a high-top with a stool

  • ✅ Lighting - Important if we're in a dimly lit room, or having an evening event outdoors; we need to see what we're customizing! I typically bring a small portable lamp, but additional lighting is always encouraged

  • ❌ Access to Power* - is only needed for pyrography events! My engraving, foiling, calligraphy, and painting tools are all portable, and charged ahead of time.



Taking Orders:


For every event, I'll bring pens & blank white post-its, a clipboard and paper, or custom order forms. Each event has a different flow and aesthetic, and therefore requires a variety of options for what will work best to keep the process well-managed for all parties.


For conferences where you might be collecting attendee info, or events that have an extreme amount of attendees (ex. Comic-Con), we can discuss alternatives for making the ordering process as seamless as possible.


If the event is outside:


  • Overhead coverage / shade - this is needed to protect both the items and the artist(s) from the sun or any inclement weather


  • Heat lamp(s) - nights in Southern California get chilly, especially if we're near the ocean!




The Thoughtful Additions:

  • Linens - to match with the aesthetic of the event and provide coverage of items that might be stored under the table

  • Trays, Baskets, or Bowls - to display the items in an organized and beautiful way

  • Decor (flowers, greenery, candles) - a basic table can work totally fine for some events; but one with additional decor can both enhance the aesthetic and provide a visual that invites guests to engage in the experience

  • Additional Signage - for high volume events with multiple activations going on, getting larger printed signage is always a great way to indicate to your guests what's going on and where to go for that experience



The Extra Mile:


  • Custom or Branded Order Forms - depending on the amount of media that will be at your event, how many different items your guests will be choosing from, or how many personalization options your guests might be choosing from, getting custom or branded order forms created and printed might be the way to go! I can definitely help with the design and verbiage for these

  • Gift Bags / Boxes / Tissue - whether you want to be mindful of how much your guests might be holding in their hands, or you'd like to ensure they're walking away with a branded bag, providing gift bags are an awesome way to accomplish either

  • Display Shelving - a gorgeous touch that visually showcases the personalization moment in a big way, and makes it accessible for the artist(s) to grab the items in between customizing them



Multi-Artist Events:


Higher volume events typically mean more calligraphy artists personalizing items on site, which means more space is needed.


At minimum, an additional chair is needed for each additional artist.


For an elevated and bolder look, I recommend adding display decor, shelving, and additional signage. See below for some examples:




Is the table too high for stools or chairs? Just let us know in advance. There's a difference in what attire we'll be wearing, and what shoes we'll be sporting.



If We're Adding Illustrations (VIP Events Only):


A custom sheet of hand-selected (and hand-drawn) illustrations are a must for events offering illustrations in addition to or in place of calligraphy for guest orders. In this case, I'll provide:


  • Flash illustration sheet - presented to guests on a clipboard or in a frame for them to select from

  • Custom order forms - for guests to select which drawing they'd like on their item




Feel like you still have questions? Let's hop on a quick call to chat about it! Whatever the circumstance, I want to ensure that your event guests feel thought of from start to finish.



Looking to elevate your event with professional calligraphy, engraving, or foiling? I'm based in San Diego, travel to Los Angeles and Palm Springs often, and fly beyond state and country lines with my personalization services! Event calligraphy is kinda my specialty, so let’s connect!


I offer calligraphy customization and engraving for:

  • Brand activations and experiences

  • Corporate events

  • VIP dinners and pop ups

  • PR and influencer gifting

  • Customer facing product personalization

  • And more!


xo, Alex

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