I was standing outside with my chickens going crazy around me when I asked an AI a question.
What are the biggest struggles paint party hosts have?
It gave me a long list. Some of it was spot on. Some of it made me laugh.
So I let it interview me. It asked about each struggle one at a time, and I answered like I would for one of my members.
I’ve been doing paint parties for over 20 years. I’ve hit almost every one of these myself, and I’ve watched thousands of hosts inside Paint Party Headquarters hit them too.
So here’s the list, and here’s exactly how I handle each one.
Two of the “struggles” didn’t make the cut, by the way. I’ll tell you which ones at the end.
Struggle #1: She Walks In 25 Minutes Late
The AI asked: A guest walks in 25 minutes late while 30 people wait on the next step. What do you do?
My answer:
This is exactly why I pack kits and put out instructions at EVERY party.
When she walks in, the first thing I say is, “Hey, so glad you got here!” I don’t want her feeling bad about being late. It’s really not a problem.
Then I point her to the instructions in front of her. Everyone’s going at their own pace, so she doesn’t need to worry.
And if she’s not finished when the party’s over? We’ll get her some paint and brushes to go. She can finish at home.
What the instructions look like
Every single person in the room gets a double-sided sheet of paper.
One side is written steps. Literally, “Step one: take your large flat brush and the dark blue and paint the background.”
The other side is photos of each step. The first photo is just the background painted. The next photo adds the next step. And so on.
So whether she learns by reading or by looking, she’s covered.
What’s in the kit
Each guest gets a little bag with her brushes and her paint pods.
Normally guests don’t take kits home. But a late guest can take hers, or I’ll give her bottles of the paint she needs. I have SO much paint, it’s not an issue.
The late guest stops being a problem the second she has her own instructions and her own supplies.
Struggle #2: “I Can’t Even Draw A Stick Figure”
The AI asked: A guest announces she can’t draw a stick figure, then just stares at her blank canvas. What do you say?
My answer:
I stop that before it starts.
Every party I teach opens with a little speech. It goes like this:
“Everyone raise your right hand and repeat after me. I promise not to judge my painting or my neighbor’s painting until the very, VERY end.”
The “until the very, very end” part always gets a laugh. You shouldn’t be judging at all. But if you’re going to, at least wait until you’re finished.
It sets the mood. It makes the nervous person feel way less scared.
Then I ask plainly, “Who’s never painted before?” And I tell them if they ever need help, let me know. Bad paintings are bad for business, so I’ll help as much as I can.
That line takes a LOT of pressure off. She knows if hers looks rough, I’m coming to help.
And the ones who think they “aren’t good at painting”? They’re usually the ones who are absolutely ecstatic when I offer to paint on their canvas. It stops being all on them.
Always ask before you touch her canvas
I only ever paint on someone’s canvas if she asks me to. Or if she says, “I don’t really understand how this works,” and I ask, “Can I show you on your canvas?”
I never just pick up a brush and do it. I’ve had people say, “Why did you paint on my canvas?” Lesson learned.
Your job is encouragement
Her painting could be the ugliest thing you’ve ever seen. If she looks happy with it, you tell her it’s beautiful. You tell her she’s an amazing artist. “See, I told you you could paint!”
That builds her confidence.
If she’s frustrated and says, “I don’t know why this is going like this,” THEN you make a suggestion. Try this. Now try this.
Read her face first. Then decide if she needs a cheerleader or a fix.
Struggle #3: 20 Guests Promised, 11 Show Up
The AI asked: A private birthday party was booked for 20 guests. Eleven show up. How do you handle the money without making it awkward?
My answer:
For private parties, I ALWAYS take payment in advance.
So in this case, I’ve already been paid for 20 people. My materials aren’t a loss. I’m actually in the green, and the extra supplies go to my next party. Not a problem.
But say she brings it up. Or I feel like I need to say something because she paid for almost double the people who came.
I have my supplies packed in kits. So I hand her some and say, “Hey, I know not as many people showed up, so here are some kits to match. You can give them to whoever couldn’t make it.”
She still gets the product she paid for. And we never have to have a “let me give your money back” conversation.
Struggle #4: Two Sign-Ups, Four Days Out
The AI asked: Your public event has 2 sign-ups, and it’s four days away. Do you cancel before you buy supplies?
My answer:
First, get into the Facebook groups and post there. Buy, sell, trade groups. All of them.
If you have an email list, this is when you send an email. “Hey, there’s a paint party happening here, limited spots available.”
Never say the real number. Always say LIMITED SPOTS.
Post on Instagram too. And look at what you’ve been posting. Are you saying limited spots? Or is it the same flyer six times, getting two likes each time?
You should never be buying supplies four days out
Your supplies should already be stocked at your house.
- Paintbrushes. You buy them, wash them, and keep them.
- Paint. You buy it maybe once a month because you have a stocked paint cabinet.
- Water cups. You clean them and keep them.
- Canvases. You already have a stock of them, because you grab them when they’re on sale.
The only thing you should be doing four days out is tracing canvases. And trace more than you think you’ll need. Put some work into it. This isn’t a lazy job.
When I actually cancel
Yes, I have canceled parties.
Sometimes I’ve accidentally double booked. Then I cancel the one that makes me less money.
Other times it’s four people, three hours away. I’m not driving that far to teach four people. It’d be awkward and weird.
My rule is drive time compared to painters:
- 25 painters, 3 hours away: I go.
- 10 painters, 2 hours away: I probably suck it up and go.
- 5 painters, 2 hours away: I cancel.
- 5 painters, 10 minutes away: I go.
Five people ten minutes from my house is still $175 at $35 a painter. I’m teaching that party.
When I do cancel, I tell them, “I don’t think this one’s going to make it this time.” Then I give them options. A new date with new paintings. Kits sent to them. Or a refund. Whatever they want.
Struggle #5: Tracing 40 Canvases At 12:45 A.M.
The AI asked: It’s 12:45 a.m., you’re tracing 40 canvases, and the party is tomorrow. What does your prep timeline look like?
My answer:
If I want to be extra, I pack my parties two or three days before. That way I just don’t have to worry about it.
If I’m in a rush, I’ll do it that morning or the night before. Honestly, it doesn’t take that long.
Tracing canvases takes about an hour and a half, depending on how many you have. I have a sublimator now, which makes it a lot faster. And most of the time, Julie on my team sublimates my canvases and sends them to me.
Tracing is the part that takes the longest. If you’re using paint pods instead of setting out paint (which I completely recommend), that’s about 30 more minutes.
How to trace without a sublimator
Get some carbon transfer paper. Print out your design.
Put your canvas down. Set the carbon paper on top. Put your design on top of that. Then trace over the design with a pen.
To get through 40 canvases:
- Make it an assembly line. Trace a canvas, move it on, grab the next one.
- Have two tracers ready. Your pen is going to rip through the paper at some point, especially when your tracing a lot of canvases.
- Use two pen colors. Start with a blue pen. When you start getting confused about where your lines are, switch to a red pen so you can see what you’ve already traced.
- Put on your favorite show or a movie. It’s a tedious task. Keep your mind busy.
Struggle #6: Painting The Sample Three Times
The AI asked: You’ve painted your sample three times and it still feels too hard for beginners. How do you choose what to teach?
My answer:
Inside Paint Party Headquarters, our membership, there are over a thousand paintings you can use. So if you’re a member, that problem is pretty much solved.
If you’re not, I’d do two things.
Frankenstein it
Take a few of your favorite paintings. Pull elements from each one and put them together into one painting.
Use AI to simplify it
Use ChatGPT, Claude, whatever AI you like. Tell it what you’re trying to create, and ask for a very easy beginner acrylic painting that can be followed step by step.
It’ll give you something really cute and simple.
If you paint the sample and it’s still too hard, go back and tell it, “Make this easier.”
How to tell if it’s beginner friendly
Think about techniques.
Beginners aren’t going to be able to shade. So make it one color goes here, one color goes there. No shading, blending, or freehand.
As long as it’s simple enough, and you can give good cues and instructions, the rest is up to you.
Struggle #7: Paint On The Venue’s Floor
The AI asked: Paint gets on a brewery’s floor, and now the manager is short with you. How do you protect the venue?
My answer:
I HATE when this happens. And it has happened to me.
So I say something at the start of the party, especially if I’m working with kids:
“If you spill anything on these nice people’s floors, just let me know immediately so we can come clean it up. We only have a little time before the paint dries, and we have the stuff to clean it. You’re not in trouble. It’s okay. We just want to get it clean so they’ll invite us back and we can have more fun paint parties together.”
That one little speech limits spills. And when one does happen, people tell me fast, while the paint is still wet.
If something spills, stop. Get your stuff. Clean it up. Don’t just let it be a mess.
I’ve never had anyone be short with me about a spill, because I’ve always cleaned it up and taken the blame.
What I bring every time
Tablecloths and baby wipes.
Tablecloths protect the tables. Baby wipes clean up whatever gets past them.
Struggle #8: Hauling Everything In By Yourself
The AI asked: You’re loading every bin and canvas into your car alone at 10 p.m. How do you haul it without wearing yourself down?
My answer:
Get a giant rolling bag. I used to have a rolling wagon, and honestly, that’s the best thing you can get. Load your stuff in and roll it where you need to go.
Take multiple trips if you need to.
My husband and daughter have also helped me unload, then gone off to do their own thing while I teach.
But really, this one isn’t that big of an issue once you have wheels.
Struggle #9: No Group Photo
The AI asked: Everyone’s packed up, and you never got the group shot. Now you have nothing to post. How do you make sure you get photos?
My answer:
This has happened to me. It sucks. But it is what it is.
Getting photos comes with practice. You learn it the hard way once, and then you understand you HAVE to get them.
Most of the time, it’s not me getting the content. My daughter usually comes with me and handles it. If it’s not her, it’s my husband.
When it IS me, I teach my part, and then I grab:
- Video of someone painting
- Someone holding up their finished piece
- The group photo
- Video of the whole group
- Individual photos for anyone who wants one
Announce the photo time early
I tell everyone up front, “Hey, we’re going to get the group photo at the end.” That way nobody bolts out the door before it happens.
Offer individual photos as a favor
After the group shot, I say, “If y’all want individual photos, let me know. I’ll take y’all’s picture. That’s what I’m here for.”
Now they get a photo of themselves with their painting. I get marketing photos. And I never have to do the awkward, “Hey, can I pull you two aside for a picture?”
You need photos for marketing, so make them part of every party.
Struggle #10: The Kids Are Done In 20 Minutes
The AI asked: At a kids’ party, half the kids finish in 20 minutes, one paints her canvas all purple, and a parent hovers to fix her kid’s painting. How do you keep it together?
My answer:
My kids’ parties only last ONE hour. I keep them very, very short.
And I give them lots of accessories to add to their paintings. Sponge daubers, glitter glue, things like that.
I also don’t let kids just follow instructions on their own. I actually teach those paintings. “Okay, step one is this. How are y’all doing? What are y’all doing? Y’all can move on to the next step.”
Let her paint it purple
You will absolutely have a child paint her entire canvas purple. She’s there to have fun. It’s not your job to make every kid paint a perfect painting.
That’s why I bring so many accessories. They can make it however they want.
Give early finishers a job
Kids really like tasks. If a responsible kid finishes early, I’ll say, “Hey, will you go around and check if anyone needs anything?”
Or we’ll play rock, paper, scissors. Or I’ll bring an extra canvas so they can start another one.
I’ve had kids playing ninja while others were still painting. It’s fine.
Leave the hovering parent alone
I’m not one to say anything about anyone’s parenting.
If a parent wants this to be the pride and joy painting of the house, and it’s going to look perfect, I’m not going to mess with that.
Sometimes I’ll go over and ask the KID, “Hey, do you want to do a fun color?” I talk to the kid, not the parent. That way the kid has the option to break out of it if she wants.
But I’m never going to say, “This is her painting, you need to step back.”
Honestly, hovering parents are usually super nice. They just don’t have anything to do for an hour, so they sit with us. And I kind of like it. That’s one kid I don’t really have to watch.
The Two I Threw Out
The AI had a couple more “struggles” on its list. I told it no.
“Dead air while the paint dries.” It pictured me stalling for eight awkward minutes. Acrylic dries in about 30 seconds. It’s never once been a problem.
“Losing a customer because you answered her DM two days late.” If you care about your business, you’re checking your messages. And one person booking elsewhere won’t sink you.
So the AI isn’t perfect. But it did get me thinking.
What I Noticed Answering These
When I looked back at all ten answers, almost every fix happened BEFORE the party even started.
The kits were already packed. The instructions were already printed. The canvases were already traced. The money was already collected.
And the rest of the fixes were things I SAY at the start. The pledge not to judge. “Bad paintings are bad for business.” The “you’re not in trouble, just tell me” spill speech. The heads up about the group photo.
Most of the struggles hosts are losing sleep over get solved at the kitchen table and in the first five minutes of the party.
Which one of these have you been wrestling with? Tell me. I might need to ask the AI for a round two.
