More Stuff Doesn’t Make You More Professional
When most hosts start out, they think a professional setup means a LOT of stuff. More gear feels more legit, and a car packed to the roof feels like you’re ready for anything.
But every item you bring costs you something. It’s one more thing to buy, pack, carry in from the car, set up, tear down, and carry back out at the end of the night when you’re tired.
My setup at the venue used to take about an hour and a half. Now it takes about 30 minutes, and a big part of that came from what I stopped bringing. These are the five things I cut, plus what I do instead.
1. Easels
Easels LOOK like a paint party. That’s why new hosts buy them. Most of the time, I skip them and have guests paint flat on the table. That’s one less thing to haul in and set up at every seat, and one less thing to fold up and drag back to the car at the end of the night.
Guests don’t miss them. Most of the people at my parties haven’t painted since school. They aren’t looking for a studio setup. They want a fun night and a painting they’re proud of. Cover the tables with tablecloths, set the canvases down flat, and you’re ready to go.
2. A Big Ring Light
I don’t bring a big ring light to parties. Instead, I use a small light that clips right onto my phone. You do need good photos and video. That’s how people find you, and it’s how your Instagram proves you’re the real deal. But you don’t need a big setup to get them.
At my parties, my daughter or my husband usually shoots the content on a phone. We get video of people painting, photos of guests holding up their pieces, and the group photo at the end. I announce group photo time at the start of the party so everyone’s together when it happens, and I offer to take individual photos for anyone who wants one.
Happy people holding paintings they’re proud of is the shot that matters. A phone and a little clip-on light handle that just fine.
3. My Own Canvas for Painting Live
I used to paint along with everyone at the front of the room. I don’t do that anymore. Now I paint the example at home before the party, then bring the finished piece. That changed my whole night.
When you’re stuck at the front painting, you can’t really talk to anyone. Now I walk around the room the whole party. I chat with every table and help wherever I’m needed.
At the start of the night, I tell everyone I’ll be walking around and I’m happy to paint on their canvas if they want help. I only do it when someone asks, or after I ask first. When I need to show a technique, I ask to borrow a guest’s canvas and demonstrate right there.
Every guest also gets a printed, double-sided instruction sheet. One side has the written steps, and the other side has step-by-step photos. Guests can start as soon as they sit down, and nobody has to wait on me. That means no front-of-room painting setup to haul in, and it’s a lot more fun for everyone, including me.
4. Pre-Filling Every Palette
This one saved my sanity. I used to fill every palette myself at the venue. For a big party, that meant squeezing 50 palettes in about 20 minutes before the paint started drying. It was stressful and messy, and I was worn out before the first guest even walked in. Now how I handle paint depends on the party.
When everyone’s painting the same design, I bring cardboard paint palettes and set the paint in the middle of each table. Guests fill up their own palettes when they sit down. Nobody waits on me, and I’m not racing the clock.
When I’m doing painter’s choice, I fill paint cups at home for every seat. Painter’s choice means I bring two or three painting options and guests pick the one they want at check-in. Each person needs the right colors for their design, so pre-filled cups make that easy.
Either way, the hard part happens before I ever get to the venue. I pack parties two or three days ahead, so setup on party night is quick and calm.
One more tip: keep your supplies stocked at home all the time. Brushes, paint, water cups, and canvases should already be on your shelf, because running to the store the week of a party is how prep turns into panic.
5. Solo Cups
I used to bring plastic Solo cups for rinse water. They tipped over and cracked, so I was always buying more. Now I use mason jars. They’re sturdier and last party after party, so I’m not restocking water cups every month. One less thing on the shopping list is one less thing to forget.
What I Still Never Leave Without
Packing light doesn’t mean showing up unprepared. Some things go to EVERY party, no matter what.
- Tablecloths and baby wipes. Spills happen. I protect the venue’s tables and clean up fast so they want me back.
- Extra kits. Surprise painters show up all the time. Walk-ins are welcome, so I always have extra seats ready to go.
- Lookbooks. One per table and one for the venue manager. This is how the next party gets booked.
- A contact card at every seat. Every guest leaves with a way to find me.
- Printed instruction sheets. One for every guest, written steps on one side and photos on the other.
It all goes into one giant rolling bag. I used to use a rolling wagon, and the bag works better for me. I still make a few trips, and my family helps me unload when they can.
The Test for Anything in Your Car
Before you pack something for your next party, ask yourself one question: does this make the guest’s night better, or does it just make me feel more official? If it makes the night better, bring it. If it doesn’t, leave it home.
Your guests will never notice the easel that isn’t there. They’ll notice that you had time to walk around and help them make something they’re proud of. That’s what they’ll tell their friends about, and that’s what books your next party.
