What to Expect When You Book a Live Engraving Artist for Your Brand Activation

“What is this?”

“Are you doing that by hand?”

“Oh my gosh, that is so cool!”“I’ve never seen anything like it!”

After 5 years of doing live engraving at brand events and activations, I never tire seeing the reactions of guests coming up to the booth for the first time. A mixture of awe and wonder, joy and inspiration.

Watching art unfold in front of our eyes is something we simply don't get to see in person every single day. And when we do get to see it - especially with our own name or our initials being written on a product that we love - right in front of us, it turns something that we use every day into a keepsake that lasts a lifetime.

I work with brands like Glossier, Byredo, and Saks Fifth Avenue, bringing the art of live engraving to their retail stores because they understand the power of personalization. They know that it takes more than a good ad campaign or a shocking billboard to turn curious onlookers into raving fans.

In this post, I'm sharing everything that you need to know about working with a live event artist. We'll talk about what I offer, what the booking process is like, what to expect on the day, and why live event engraving is going to become your new favorite experiential marketing tactic. 

What Does a Live Engraving Artist Do at a Brand Activation?

Engraving can be accomplished on multiple surfaces: glass, metal, or plastic.

I recommend engraving for:

• Candles

• Fragrances

• Spirit or wine bottles

• Zippo lighters

• Metal lighter cases

• Vintage cigarette holders

• Barkeeping tools like shakers and jiggers

• Compact mirrors

When you are booking with me, I don't just bring the tools necessary to engrave the product on-site. I also bring custom signage to help guide guests through the activation, and a custom order form system with automated messages. Here are some examples of my setup.

Even though I am a full-time professional calligrapher, I also used to work in hospitality. It is not just important that my calligraphy and customizations are beautifully portrayed on the product. The experience starts when the guest comes up to the table. 

They are immediately greeted with a smile and a small introduction as to what we are doing at the activation. I show them a sample of the product and what it looks like when it's customized, gesture where they can sign up to place their order, and let them know that they can enjoy the event and then check back in with me when they receive a message that their product is ready.

There are times when large groups come up to the table all at once, but I am an expert in crowd management! If there are onlookers coming to watch the engraving unfold, I will kindly ask them to step aside so other guests who are coming up can place their order and then enjoy the rest of their event.

How to Book a Live Engraving Artist for Your Event

If you have never worked with a live engraving artist before, no need to fret. This is your guide. 

How far in advance do I need to reach out?

During peak holiday seasons, I recommend inquiring 6-8 weeks in advance for peak dates. This includes: Valentine’s Day, Mother’s Day, Father’s Day, Christmas, and New Year's. February, May, and December are my busiest months, and I often am booked 2-3 months in advance.

For the off-season, I would reach out 4 weeks before your event, with at least a two-week minimum, so we can make all the necessary arrangements.

If you are inquiring about a wedding, 3 months is recommended, but you are welcome to book a full year in advance, if needed.

What information do you need ready?

Here is a list of the information that I will ask for after receiving your inquiry:

• Guest Count (your best estimation)

• Duration of event + when you’d like to offer engraving

• What item would you like customized?

• Do you have the item, or do you need assistance with sourcing?

• Where is the venue for the event?

Proposal and Confirmation

After we have confirmed all of the details and approved the budget, you will receive a full proposal outlining the scope of the work, the estimated timeline, and a pricing breakdown. This proposal acts as your contract and requires a signature before we move forward. 

As soon as the proposal is signed, I will convert the document into an invoice and send it over. All invoices under $800 must be paid in full to confirm the event; all invoices exceeding $800 will be required to submit a 50% non-refundable retainer to secure their date in my calendar. 

After payment is received, you will get an email titled “The Deets,” where I will once again list out all of the information that you need to know for the day of. This will include information about the venue, time of arrival, wardrobe requirements, parking, and all of the designs for any signage that we might need for the day of.

What Happens on the Day of Your Activation

On the date of the event, I handle everything. My goal is to be the vendor you never have to check in with! I will make sure to bring all of the supplies needed, including signage and our order form system. Every venue is different, and any other needs for setup on the day of are discussed with the client and confirmed before the day of the event. In general, all I require is a 6-ft table and a chair with no need to be located near an outlet. However, as I mentioned, every event is different, so this may change on a case-by-case basis.

How long does each piece take?

Live engraving is one of the swiftest forms of personalization that I offer.

Engraving one word or initials takes me less than 1 minute to execute. This is why it is so important to understand the guest count and the number of hours that the client would like to book in advance. This way, I can make sure that I properly communicate if we need to set any limits for personalization, so every guest can take home a favor.

For example, I can generally execute between 30 and 45 pieces per hour. If you have a hundred guests attending your event, I would recommend at least 3 hours for your activation. If you only have 2 hours for the activation, I will require an assistant on site to help package orders, so I can focus only on the engraving and execute more pieces per hour. We always want to make sure we leave time to speak with guests, not just to do the engraving!

How does the flow work with high guest volume?

If you are looking to book an event where you have hundreds of guests attending, don't worry, I can still accommodate you! I have a rich community of talented calligraphers that I can bring on as additional artists for the day of your event. I also have assistants who are skilled in helping manage the guest experience. They can show our guests how to place their order and make sure there is no buildup of huge crowds at the activation table. 

What happens if something goes wrong?

I have worked over 100 live engraving events, not just in Atlanta but across the country. And yes, sometimes things do go wrong!

But, the great thing about working with someone with so much experience is that I am prepared for absolutely anything. I always make sure to have extra tools on me in case the battery dies. I bring backup tools like a paint marker or a calligraphy pen, just in case the surface that we are working on changes, and I have to pivot. If our order-taking system ever goes down, I make sure to have backup forms with pen and paper.

No matter what curveballs life may throw at us, my team is always prepared. Portable chargers, battery-powered lights, and art supplies galore – we will make sure that we can customize your products on the day of your activation.

Why Brands Keep Booking Live Engraving Experiences

Live engraving isn't just about providing your guests with a unique favor that they can take with them. It's actually right there in the title: live.

In an age of same-day delivery, we rarely get to see the process of how things are made. Even when you're ordering a luxury product, the experience of receiving it is so seamless that you rarely get to see the craftsmanship behind it.

When guests are walking away from my live engraving table, they're saying things like “Can you believe she did that by hand?” and “I'm never throwing this bottle away.”

What used to be just a vessel for a product becomes an art piece that they never want to get rid of. It becomes something that they want to share with everyone they meet. Guests leave the table and immediately share your product on social media for all of their followers to see. They are texting it to their group chat, saying, “Can you believe that I got this done in calligraphy?”

My clients come back and book every holiday season because it engages their guests in one memorable moment and provides them with a keepsake that will continue to make their brand top of mind. 

Frequently Asked Questions:

Do you travel outside Atlanta?

Yes! I love to travel! Last year, I had the opportunity to work with Beis in NYC and at AWS re:Invent in Las Vegas.

Travel fees include airline tickets, hotel rates, and a stipend for meals.

Can you engrave items I provide?

Yes, all clients are responsible for providing the product to customize. If you need assistance with sourcing, that is an extra service I offer.

What’s the minimum booking?

My hourly rate is $300 per hour, but to book a live event, the minimum is $500. (Even for a single hour)

If you're planning a brand activation in Atlanta or beyond, I'd love to hear about your event.

Click the link below to send your inquiry. Remember, spots fill up quickly during the holiday season, so book your event in advance to make sure that you have the activation and the experience of your dreams.

Your brand activation deserves to be something that guests will remember.

Let's make magic. 

Book Live Engraving