When planning a private or corporate event, the little details leave the biggest impressions. That’s why personalized calligraphy—like elegantly embossed names, monograms, or messages—has become such a sought-after guest experience. When you’re serving dozens (or even hundreds) of attendees in real time, execution is everything.
Many clients assume I’ll be the only one fulfilling every request on-site. But here’s the reality:
- Each personalized item takes time, from intake to completion to packaging.
- Guest counts add up quickly. A few dozen guests can mean hours of nonstop work.
Let’s do some math: A two-hour event = 120 minutes. You expect 80 guests to have an engraved gift. So 120/80 = 1.5 minutes per engraving.
In reality, you should allow at least 2 minutes for the engraving and another 1 minute for guest interaction (this includes intake and gift handoff), and I reiterate at least. Some calligraphers will agree with this, and others will say that this still might not be enough. At any rate, this “reality recalculation” shows you should add more help, or more time, to ensure each guest can be served accordingly.
Live events are dynamic. Things shift, lines grow, and guests expect a smooth flow.
That’s why I often recommend a trusted assistant—or even a second calligrapher—not for my benefit, but to preserve yours. Because when every guest interaction matters, the service behind the scenes has to be just as thoughtful as the art itself.
Here’s why events at scale require thoughtful support, and what that looks like in action:
A Polished System
At a recent event, I did foil personalization of leather goods for 80 guests. I worked alongside a brilliant assistant, my friend Chrystal Caden-Price, who ensured everything ran smoothly. Her responsibilities weren’t just administrative; they were essential to creating a premium guest experience. She provided:
- Efficient intake: She collected names and requests while I lettered, keeping the line moving and giving guests a moment of friendly interaction.
- Gentle boundary-setting: She kindly-yet-firmly reminded guests not to lean on or bump the table while I was debossing, thus protecting both the process and the final product. I personally cannot overstate how important this is.
- Quality control: Every card was double-checked before handoff, because no one wants a misspelled name on a keepsake.
- Elegant delivery: From packaging to presentation, her attention to detail ensured each personalized item felt like a gift.
The guests left with beautifully foil debossed watch rolls, jewelry cases, and luggage tags. I left with a deeper appreciation for what true collaboration can achieve.
Behind-the-Scenes Brilliance
We were also set up for success thanks to our clients on the Salesforce team, who thoughtfully provided a custom request form. With clear, specific instructions, it helped guests submit their personalization info quickly and accurately, which saved time and reduced errors. To top it off, their branded Chicago postcard-style form was a charming local touch that doubled as a keepsake alongside each embossed item. These behind-the-scenes decisions impress more than most realize.
Scale Without Sacrifice
When events require fast-paced personalization, having a second (or even a third!) professional on site isn’t a luxury—it’s how we maintain quality without compromise. In some cases, like the aforementioned Salesforce event, it’s hiring an assistant. In other cases, it could mean hiring multiple calligraphers. The result? More guests served, better flow, and an experience that feels elevated from start to finish.
Looking to hire a calligrapher and live artist at your Chicago event?
I’d love to work with you! If you’re envisioning a high-touch personalization element for your next event, let’s plan it intentionally—so it feels effortless for your guests and flawless for your brand.
