Adding a live wedding artist to your day is exciting, but how do you fit it into your busy timeline? Here are some tips to make it seamless:
1. Discuss the Timeline With Your Artist
Most live painters need 5-8 hours on-site. Share your wedding timeline with them so they can suggest the best moments to capture and plan their setup. Key elements to consider:
Your artist will plan to arrive before guests arrive (their arrival time will depend on the moment they are capturing and the service you've booked)
Your artist will need to unload and park in vendor parking upon their arrival - parking needs to be pre-coordinated and/or pre-paid. Sponsored valet is acceptable. Make sure to communicate vendor parking logistics to your artist during your introductory call or communicate this to them clearly at least 2 weeks before to your wedding date.
Photographers AND videographers need to be aware of the artist's presence, as the artist will also be capturing photo references throughout the timeline. This is especially true if the predetermined scene is candid, such as a first kiss, walk out, etc. artists, photographers, and videographers need to respectfully work alongside each other to fulfill their services successfully.
Setting up an easel takes time - on average about 1 hour is dedicated to an artist's set up. It is imperative that the artist is aware of the set up situation prior to arrival. Ideally, most artists like to set up once and stay in one location during the event. However, in some cases, when the ceremony location is not near the reception location (or is at a completely separate location), make sure your artist is aware of this. To avoid timely artist relocations (which takes away from the time that your artist has to paint on-site and can also possibly effect the quality of their work by the end of the evening) some artists will set up and paint in the reception location the entire event but will pop over to the ceremony area if the scene they are capturing is during the ceremony.
It is a common misconception that ALL live artists must be set up and painting in a space that allows them a direct visual line of sight of the subject matter that they're painting. You'll need to ask your artist if they work from real life also known as "plein air" or if they work from a collection of photos/video references. If your artist works in plein air, then they will need to be set up and painting in the actual area they are capturing on canvas. If your artist paints from a collection of photos and video then they are more flexible with their set up location and do not need to be set up in the area that they are capturing.
Pro Tip: Expect the artist to set up early! This allows the artist to get set up and have their canvas prepped before guests arrive so that they can enjoy watching the creative process unfold. Artists usually arrive at the same time as the DJ.
2. Coordinate With Your Planner
Once you're confirmed with your artist, connect your wedding planner or day-of coordinator with your artist well before your wedding date (6 months prior is recommended or sooner in some cases). Your planner should expect to confirm that your artist:
Is confirmed in your timeline
Has a vendor meal set aside (with dietary restrictions in mind)
Has provided a certificate of insurance and/or signed vendor guidelines
Has a predetermined and dedicated space to work without interfering with other vendors or activities
Has everything that they need provided by the venue (Ex: power, shade, heat, 6'x6' space, 6' table w/linen & chair)
Example Setup Times:
Scene to capture: 4:00 PM Ceremony
1:00 PM Arrival
1:30 PM Set Up/Canvas prep
2:00 PM Artist captures references shots at first look
3/3:30 PM Guests arrive to see artist blocking in color on canvas (rough beginning stages of painting)
Pro Tip: If your venue needs vendors to furnish their own certificate of insurance (COI) your artist needs to know this when you book with them. Most venues require vendors to furnish a COI with specific verbiage, get this to your artist ASAP. You DO NOT want to be asking for the COI the week of the wedding, this should be taken care of at booking or 2 months prior.
3. Make It Interactive for Guests
Live painting adds entertainment value to your day. Place the artist in a visible spot during the reception so guests can marvel at the process.
Ideal Setup Locations:
As far away from the DJ or speakers as possible - Easels and dance floors don't mix
Your artist will appreciate not having their ears blown out all evening from loud DJ speakers, trust me.
In medium traffic areas:
Near the cake table
Adjacent to the photo booth (but not too close/in the way of the photo booth line)
In a nook (bonus: A nook with lots of natural light)
AVOID high-traffic areas such as the dance floor, buffet line, or bottleneck prone pathways.
Along the route to the restrooms is a great spot. Ironically this may seem like a 'not so elegant' idea, but restrooms are frequently visited which allows all guests to view the progress of the painting throughout the event. Obviously, do not put the artist directly next to the restrooms, this is tacky and not ideal in the slightest.
4. Post-Wedding Details
Some artists may need to refine the painting after your wedding. Be sure to ask about delivery timelines and follow-up steps to complete your masterpiece. Keep in mind that shipping and handling are a necessary component with live wedding painting and typically incur additional fees. For example, I typically take anywhere from 8-14 weeks after the event to complete paintings. I ship anywhere in the world, but prefer to hand deliver if my travel schedule allows. *Bonus* The Reveal
If you're one for theatrics and surprises, then ask your artist if they are open to incorporating a final reveal into your timeline! Coordinate with your DJ, photographers and/or videographers to capture the moment the canvas is revealed to record everyones reactions to your painting. Reveals typically happen towards the end of the evening - depending on the timeline this is before/around last call.
Incorporating a live artist is a magical way to elevate your wedding experience. With proper planning, it’ll be a stress-free addition to your day.
Ready to add a touch of artistry to your celebration or have questions? Connect with Megan of Miss Megan's Studio today to start your Live Artist journey - Reserve your date today!
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