How I’m Getting Ready for the Busy Holiday Live Event Season - Artist Preparation Mind, Body, and Art Supplies

For holiday live event artist preparations live event artists like myself, the holiday season is the most magical time of the year but it’s also the most intense. From late October through December, the calendar fills quickly with brand activations, corporate gifting events, in-store experiences, and private parties. It’s a whirlwind of sparkle, personalization, and connection. But behind all of the engraved perfume bottles or hand-lettered ornaments is something that often goes unnoticed: the toll this season can take on our bodies and minds. So this year, I’m doing things differently. After three straight Decembers of getting sick and scrambling to find last-minute coverage, I’m taking a more proactive, holistic approach to preparing for the busiest (and best!) time of the year. Whether you're a fellow calligrapher, engraver, illustrator, or any kind of on-site artist, I hope sharing my plan helps you feel more grounded and supported heading into the season.

Why This Season Matters So Much

There’s something special about the holiday event circuit. People are more emotionally open, brands are eager to create unforgettable experiences, and guests truly light up when they see their name etched in gold or a loved one’s gift personalized before their eyes.

But this high energy also comes with long days on your feet, back-to-back travel, late-night prep work, and the added pressure of high expectations and tight timelines. And if you don’t protect your health and energy, the season can take you down fast. Trust me—I’ve lived it. And I don’t want to repeat it.

Planning for the holiday season begins early—especially when influencer activations and festive events fill up fast.

Step 1: Preparing My Holiday Supplies (and Backup Supplies) As a Live Event Artist

There’s nothing worse than running out of your favorite nib, a key ink shade, or a reliable engraving bur during a packed event day. So this year I’m:

• Ordering early: All my go-to tools, refills, blades, and ornaments are being restocked now—not when they’re already on backorder in November.

• Packing backups: From gloves to calligraphy ink to spare ribbons and backup chargers, my event bag is getting a full seasonal refresh.

• Staying mobile-ready: My engraving and calligraphy kits are being streamlined for quick setups and break-downs at pop-ups, department stores, and brand events.

• Reordering signage and branding materials: Business cards, branded stickers, custom signage—I want every table I’m at to look polished and professional without last-minute stress.

  
  

Pro Tip: I even have a spare outfit and shoes in the car—because you never know when spilled coffee, sleet, or a 10-hour shift will call for reinforcements!

Step 2: Taking Care of My Body (No More December Burnout)

This is the big one. The part I’ve ignored in years past. The truth is, you can’t pour from an empty cup. If we want to show up fully for our clients and guests, we have to protect our physical health. Here's what I’m doing now:

• Getting back to basics: Prioritizing sleep, hydration, and movement—even if it’s a 10-minute walk or quick stretch between emails.

• Meal prepping easy, nutrient-rich snacks: Think protein bars, fresh fruit, trail mix, and greens I can grab between events.

• Booking preventative care: I’ve scheduled a pre-season physical, a massage, and a dentist appointment—because I know I won’t have time later.

• Protecting my back, hands, and neck: My posture takes a beating during long engraving sessions. I’m using ergonomic tools and doing daily stretches focused on wrist and neck health.

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Bonus: I’m trying short guided meditations a few times a week—just five minutes to breathe and re-center. It’s already making a difference.

Preparing my mind and schedule for the holiday rush means prioritizing mindfulness, movement, and mental clarity before the chaos begins.

Step 3: Preparing My Mind and Schedule

This might be the most overlooked prep of all. The mental strain of the season—the emails, scheduling, miscommunications, social media posts, shipping deadlines can be overwhelming. So I’m getting my mind and my business in order by:

• Blocking out time: I’m pre-scheduling deep work time, rest days, and creative time to design holiday cards and prep commissions.

• Setting client boundaries: Clearer communication, earlier deadlines, and more automation (hello, canned email responses) will help manage expectations and protect my bandwidth.

• Creating a support system: Whether it’s a text group with fellow artists, someone to help with packaging, or hiring a part-time assistant, I’m not doing this all alone anymore.

• Accepting imperfection: I won’t get everything right. But if I prepare well, I’ll be better equipped to handle curveballs with grace.

  
  

🧾 Note to Self: Remember your “why.” Every smiling guest, every returned client, every moment of magic is why I do what I do.

What I’m Saying “No” To This Year

Burnout doesn’t just come from overbooking—it also comes from saying “yes” to things that drain you. This season, I’m saying no to:

• Taking on rush orders that disrupt my sleep and peace

• Discounting my work just to fill gaps

• Overloading my calendar out of guilt

• Skipping meals or sacrificing health in the name of hustle

Instead, I’m focusing on events and clients that align with my values: luxury, intentionality, experience, and connection.

Let This Be the Year We Thrive—Not Just Survive

To my fellow live artists: take care of yourself like your art depends on it—because it does. We are the energy, the sparkle, the experience. And our well-being is our business. Here’s to a season filled with joy, beautiful work, healthy bodies, and fully booked calendars—with room to breathe. If you’re preparing for your own busy season, I’d love to know—what are you doing differently this year?

Want tips on how I prep my calligraphy and engraving kits for live events? Or curious how to streamline your setup for department store activations or brand pop-ups? Leave a comment or contact me here—I’d love to share what’s worked for me.