Let’s be real.

Live event art gigs are exciting, but they can also be a little overwhelming, especially when you’re staring down a long line of guests eagerly waiting for their turn so they can get their customization and be on their way. Sometimes, they are so eager they blurt out things that could have been kept to themselves.

IYKYK.

But, whether you're doing calligraphy, illustrations, or any type of live creative work, managing lines and keeping people happy is key.

These photos were taken at a high volume event I did with Airo Brands at the Shore House Canna Fall Festival 2024 where they were expecting 600 guests. The lines were managed so well I thought it deserved a post! I had a great time and I think the clients enjoyed their customizations so much that the brand manager was promising them another activation some time in the future!

Overall, it was a positive experience which is why managing lines is important.

Here are some really good reasons why:

First Impressions Matter: The moment guests arrive at your event, they are judging you. They judge the quality of the work they are seeing and whether they are in the mood to wait for it. But, even with the best of work, long, disorganized lines can lead to frustration and disappointment. Nobody wants that. 🙅🏾‍♀️
Enhanced Engagement: Well-managed lines can create anticipation and excitement. By providing engaging experiences while attendees wait, such as displays or samples of your work, you can set a positive tone for the event. Some ways you can enhance engagement are having a display ready ahead of time with your work on a tester item, customization cards and, if allowed, a QR code sign for guests to interact with your brand.
Efficiency: Effective line management can lead to a smoother flow of traffic, helping you focus on providing the service for the event. It’s always best, if possible, to mobilize the team you are working for to give out customization cards, unbox and rebox items, and to communicate an approximate wait time to guests. If a team member is not available, then, find ways to make these tasks easier on yourself. For instance, give realistic ETAs to the guests. Make sure to pad it just a little so that things don’t get overwhelming. Personally, I also like to unbox from the bottom. For some reason, I find it easier. Even if the plastic won’t securely close again at the bottom, the top which usually includes a logo sticker and is the most important part of the presentation of the package is still intact.
Maxed-Out Participation: A streamlined process encourages more guests to participate, as they perceive the event as organized and professionally managed.

So how do you make sure the crowd stays entertained while you work your magic without burning out? Especially during a high volume event?

For high volume events, it’s a good idea to take some precautionary measures. You may not eliminate the line totally. But, you can definitely knock it down a bit and make it a much better experience for guests. And, for live event artists, creating the experience is what it’s all about!

Here are some tips to help you think through the event beforehand:

Set Expectations from Jump
My last event was actually a referral from a fellow calligrapher, Penned By Alice (you should check her out, she’s awesome!) with a client she had worked with before. After taking account of the duration of the event and the number of guests expected, she guestimated that a calligrapher could engrave approximately 50 items and that the reality was that some guests would likely get turned away. Now, if there could be more engraved in that timespan, great! But, if not, contractually, a realistic number was set and the event planners had an idea of what to expect and could prepare accordingly.
Streamline. Streamline. Streamline.
If you’ve been reading this blog long enough, you know how I feel about this. If an event is slow, you should definitely pull out all the stops! Do all the florals, illustrations and flourishes you can! Especially if it’s slow. You may be able to jump start some life into the event! But, if it’s a really busy, high volume event, it’s not the time to be all fancy. Use the KISS method. Keep It Simple Sweetie. Determine before you even show up what you can turn around beautifully and easily, and stick to the plan. If you have any illustrations you are to perform, sometimes it helps to have a display showing a few illustrations you can quickly do that guests can select for customization. For this event, of all the colors they had available, the planners even whittled things down to two color choices to make the process even simpler. Perfect!
Engage
Try to occasionally look up and smile at guests, give them eye contact while you answer their questions, and just be friendly! During the wait, some are just mesmerized by what you can do and they just want to connect, however briefly. In a world where people have trouble with the simplest of social graces, it elevates the experience that much more.
Use Your Tools
Use niceties like customization cards to give people a little task as they’re waiting. Not only does this secure their interaction, it saves time, helping them get their ideas out before they get to you and organizes the way you complete customizations. One really good tip I learned at a high volume Dior launch was to number them. When you make your cards, try to make the time to number them before you go so that you can eliminate any confusion if a guest inadvertently (ahem) places theirs on top of a growing pile. Just be sure to give them out in order too. If you are able to give the responsibility to a team member, be sure to make them aware of your numbering system.
QR code signs can also liven up your event, giving guests a way to record and tag you on social media. Bonus!
Use a Watch
I’m ashamed to say it took me forever to get a watch. Shout out to another calligrafriend, Lettered By Kathy for the inspiration for that game changer. If you need to use a timer for each item or just a glance at your watch to know about how long you should give to each item, a watch is your best friend.
Know When to Stop
Knowing when it’s time to stop is important to avoid burnout. For this event, I had one of the brand managers with me who was excellent at cutting the line off when he felt we could no longer take any guest customizations. He expertly guestimated and told guests that due to the time constraint, we couldn’t take any other guests. He also did it in such a positive way, I almost wanted to be a guest so that I could get denied!
If you don’t have a brand manager with you, you have to be able to do this as politely as possible. Let them know that, unfortunately, your event is now over, thank them for their interest, give them your card (if it’s within contract) and let them know that you’d love to work with them in the future. Another option is having an elegant pre-made, ‘Open/Close’ sign or display that shows the time of your event.

At the end of the day, the way you handle your queue can make or break the event experience for your clients and their guests…and like anything else, it takes practice. As an introvert who loves to do live-events, it’s difficult not to give folks what they want, be all extra when I do a customization, or stop when time’s up. But it’s all important to delivering the best live experience possible and being invited back to do the things you love. ❤️

If this post gave you some new ideas, let me know!

Note: While I don’t indulge in cannibis at this time, I can’t say that the thought didn’t cross my mind more than once when my daughter was experiencing seizures and before they found medicines that would work for her (yes, even as a teacher).

In addition to that, some cancer survivors swear by it for decreasing the symptoms of chemotherapy and pain. While the studies are out on the long-term effects, it appears that, for some, cannibis just works for their enjoyment and health when faced with extreme illnesses. Not having walked in those shoes personally, I won’t say I’ll ‘never’ try it, and I’m happy to know there are options like Airo Brands for sufferers to relieve them of some of the horrific effects that disease and pain in the body can cause.