Planning an event in the Dallas-Fort Worth area or beyond? Whether it’s a corporate gathering, a festive Christmas party, having Chapman Calligraphy on board can add that extra touch of elegance and personalization. To ensure everything runs smoothly and your event is a resounding success, here are some key details to have ready before contacting an event calligrapher.
Of all the insights I have, these are the most important I’ve collected throughout my experiences.
2. Define Your Budget
Understanding your budget is crucial. Calligraphy services can vary widely in cost depending on the scope and complexity of the work, as well as type of service and materials. Here are some factors to consider:
- Number of Items: How many pieces will be customization?
- Scope and Style of Personalization: What style do you prefer? How much personalization would you like each guest to be able to get on their item? Do you want to offer choices? More choices take more time for guests to decide and requires more time to execute.
- Type of Calligraphy Service: Different methods and materials can affect pricing. For example, engraving only one word with no color fill can be done much faster than gold foiling a full name.
- Event Duration: If you want live calligraphy at your event, consider the duration and the number of guests. Will each guest be limited to one item, or will you allow them to have more than one item personalized? This will help us estimate the staff and resources needed to fulfill the requests during the event’s timeframe.
Having a clear budget helps us tailor our services to meet your needs without any surprises.
3. Identify Items to be Customized
Knowing what items you want to be customized will streamline the planning process. Here are some popular options:
- Glass Items: Any type of glassware, wine or liquor bottles, fragrance bottles, and ornaments are all easily engraved and adored by guests.
- Leather Items: A luxurious and popular item. Anything from coozies to luggage tags, valet trays, and keychains can be personalized through either debossing or foiling.
- Wood or Cork: Wood handled bottle openers, cork coasters, and wood cutting boards are popular items for wood-burning.
- So many other options: Almost any item can be personalized.
Share your vision and theme. This allows us to provide options for the perfect product and service combination to enhance your event within your budget, bringing your vision to life.
4. Plan for the “Day Of”
Logistics are an essential part of event planning. Here are some details to consider for the day or night of your event:
- Setup at Personalization Station: We will discuss setup needs for the station, including tables, chairs, electrical access, lighting, and protection from inclement weather. It is best to be farther away from live bands or speakers so that the guests and artists can easily communicate.
- Signage and Request Slips: We can provide tabletop signage and request slips for the client, or provide needed information for the client to create their own branded designs.
- Samples: To ensure optimal results at the event, it is always recommended to provide us with sample items prior to the event. This also allows the guests to see what their finished product will look like.
- Venue Access: Ensure we have access to the venue for setup and validated parking.
- Timeline: Provide a timeline of your event, including key moments when calligraphy items will be needed. Encourage guests to submit their requests early in the event to prevent a backlog as the event is drawing to a close. Stop by the station within 30 minutes of end time to determine if you would like services to continue in overtime.
- Contact Person: Designate a point of contact who can coordinate with us on the day of the event. This helps ensure everything runs smoothly.
5. Consider Special Touches.
To make your event truly memorable, think about adding some special touches:
- Live Calligraphy Services: Having a calligrapher, or calligraphy team, create personalized items on the spot can be a delightful experience for your guests. It’s a unique form of entertainment that also provides a keepsake. It certainly makes your brand or event more memorable.
- Custom Gifts: Personalized gifts, such as engraved glassware or gold foiled leather items, can be a wonderful way to thank your guests. It can elevate your brand message, as well.
- Interactive Elements: It is always a great idea to set up a station where guests can request custom pieces. This interactive element can be a hit at any event, and can even be set aside in a VIP section for exclusivity.
6. Communicate Clearly
Clear communication is key to a successful collaboration. Here are some tips that have helped me set expectations and know what to expect:
- Detailed Brief: Provide a detailed outline of your requirements, preferences, and any specific instructions.
- Regular Updates: Stay in touch with us throughout the planning process. Regular updates help ensure everything is on track.
- Feedback: Don’t hesitate to provide feedback. If there’s something you’d like to adjust or improve, let us know. We’re committed to making your event perfect.
- Refrain from Ghosting: Sometimes clients change their minds or decide to go a different direction. We totally understand and truly appreciate hearing back with a “No” rather than being ghosted! Even better, we appreciate knowing what we could have done differently to earn your business.
By preparing these details in advance, you can help us deliver the best possible service and make your event unforgettable. Following these tips and suggestions will make your event more successful, efficient, and stress-free.
At Chapman Calligraphy, we’re dedicated to providing top level client and guest experiences from start to finish while adding a touch of elegance and personalization to every event. If you’re ready to get started, we look forward to working with you to create something truly special.