Hiring a Live Event Artist: What to expect
Live event illustration with Hasbro for the Blooms by Play-Doh event in New York City
Hiring a live event artist is a great way to add a touch of luxury and personalization to your event. Below are 7 points to consider before hiring a live event artist.
Decide the Direction of your Event Before Artist Outreach
It is important for potential clients to have an idea of the general direction of their event before hiring an artist. While artists wear many hats, we are not event planners. Having a general direction or inspiration for what you want an artist to achieve for your event is extremely helpful before initiating the inquiry process. My clients typically send me a full brief with images before they hire me, which is helpful for me to orient myself and tailor my previous experience to the event. It also gives me insight into my client’s vision, which is important for bringing everything to life on event day!
Do Not Expect One-Size-Fits-All Pricing
Pricing an event is always a hot topic because not only can it make or break a vendor relationship, it can also result in production teams changing course for the event. While most artists will be willing to work with you if you are transparent about your budget, they also can’t be expected to work for less than they are comfortable with. It is not uncommon for artists to set one price for the entire event that is not hourly, as hourly pricing may not factor in the full scope of the work if it is an all-day event. As a potential client, being honest about your event budget is important so artists can voice whether this budget aligns with their services.
Ask for Samples
It is customary for potential clients to ask artists for samples prior to hiring them, especially if it is for a large brand activation. You want to ensure the artist will be the right fit for the event. Having a brief prepared before an artist begins their samples is ideal to drive direction and inspiration. It is customary for artists to charge for samples, especially if there are multiple rounds of feedback. Creating samples takes time, and artists deserve to be compensated for their work.
Consider Creative Display Ideas
We love displays that are outside of the norm. While there is nothing wrong with having finished art displayed on a table, we can think bigger than that! Especially for large brand activations with an overall theme. For instance, for the Blooms by Play-Doh event we had all of the illustrations displayed with stands in moss, as if they were a part of a flower field. It was a genius creative way to incorporate the art into the set design for the event. There are multiple ways to get creative with displays and the cooler the display, the more likely it is to get featured by guests on social media.
Do Not Overlook the Importance of Paper/Materials
Paper is often an overlooked but extremely important part of a live event. Unless you are illustrating on a different medium like canvas, you will need to discuss paper with your artist. It is customary for artists to ask for paper samples if a client would like to provide the paper themselves. However, also be prepared for that paper not to work for the artist (for instance, certain paper works better for watercolor or marker). In that case, the artist will recommend pivoting to use a different option that works well with the medium of illustration. Leave an ample amount of time before the event to discuss any materials required onsite for the day of the event. If you are a beauty company and want the artist to use your products to illustrate, ensure artists have products shipped to them prior to the event for testing to make sure it works well on the paper being used.
Hire Multiple Artists if Necessary
Sometimes, one artist cannot cover an event by themselves. If you have a large event over 150 people, multiple artists will be necessary to cover enough of the guests attending. It is always better to have 2-3 artists working an event, especially if it is a larger event so more guests can be covered in a short amount of time. Especially for corporate or brand events, guests tend to leave early, especially if the event is on a weekday. It is best to estimate the illustration end time to be at least an hour before the event is set to end. This way, you are leaving an ample amount of time for guests to pick up their illustrations before they leave.
Consider the Weather
This seems self-explanatory, but often potential clients assume artists can work in any environment. While this could be true for some artists, others will have strict clauses related to weather or being stationed outdoors in general. Paper and rain do not mix, so it is much riskier for artists to accept outdoor events. If you are expecting the artist you hire to be outdoors for the full duration of the event, it is best to disclose that upfront. The artist will decide if they are comfortable with the working conditions or suggest possible alternatives for setup.
Overall, hiring a live event artist is a great way to elevate your event. By defining your vision, aligning on budget, allowing time for samples and materials, getting creative with displays, and considering staffing/weather conditions, you can create a seamless experience for both the artist and your guests—and ultimately bring your event vision to life.
