What Information Do You Need for a Live Airbrush Event Quote?

The fastest way to receive a useful live airbrush quote is to describe the work the artists must complete—not simply the total number of people attending. A conference with 2,000 attendees may only need 200 branded hats, while a 300-person student event may expect nearly everyone to participate.

Use the checklist below whether you are planning a corporate activation, college program, stadium event, festival, wedding or private celebration. If some details are still undecided, send your best estimate and identify what may change.

1. Event date, venue and location

Start with the exact date, venue name and full street address. Include the building, ballroom, booth or campus location when known. The address affects travel, lodging, shipping, parking and the time required to move equipment into place.

If the venue is not confirmed, provide the city and likely venue type. 3JS can prepare an early estimate and revise travel or access costs after the location is finalized. For an out-of-state activation, our nationwide event travel guide explains the details that matter most.

2. Live service hours and the full schedule

List the time guests can order personalized items and specify the time zone. Also include artist arrival, setup, sound check or sponsor access, doors-open time, breaks, teardown and the deadline to leave the venue.

Three hours of live painting is different from three hours onsite. Stadiums, conferences and universities may require security screening, loading-dock appointments or a long walk from parking. An accurate schedule prevents rushed setup and unexpected labor or travel changes.

3. Expected recipients—not only total attendance

Estimate how many people will actually receive an airbrushed item. If participation is optional, share both the total attendance and the expected item quantity. Note whether guests arrive steadily or during one concentrated rush.

For a streamlined menu of event-ready designs, 3JS generally plans around 25 completed items per artist per hour. A three-hour program expecting 150 items may start with two artists; a one-hour giveaway of 100 koozies required four artists for a 3JS event with G7 Marketing. High Point University used a 14-artist team for a much larger, high-volume student experience.

Use our airbrush artist staffing calculator to develop a first estimate. The final recommendation can also account for rush periods, design complexity and the line length your event can comfortably support.

4. Product, quantity and merchandise provider

State what guests will customize: trucker hats, bucket hats, shirts, hoodies, canvas bags, koozies, towels, jerseys or another item. If you are undecided, describe the audience, season and experience you want so the team can recommend a product.

Confirm whether 3JS will source the blank products or the client will provide them. Client-provided merchandise should be tested before a bulk order. Fabric texture, color, coatings, seams and flexible surfaces can affect paint appearance and production speed. For example, Morgan & Morgan supplied white trucker hats for an Atlanta event, while Virginia Tech supplied towels for a campus activation.

Compare common options in our guide to products that can be airbrushed live and review the merchandise gallery.

5. Branding and design approvals

Tell the artist whether the experience must include a company logo, school mark, sponsor name, event theme, approved phrases or a limited color palette. Send vector artwork when available, brand standards and the name of the person who will approve proofs.

Logos may be screen printed, heat applied or produced by another approved method before artists add names and designs live. Docusign used pre-branded hats for live personalization, while Trustpair events paired company branding with colorful custom names and artwork. Advance approval protects the brand and keeps the station moving.

For planning choices and file guidance, see how company logos can be added to custom airbrush hats.

6. Indoor, outdoor and venue requirements

Identify whether the station will be indoors, outdoors or under a tent. Share the available footprint and confirm power, tables, chairs, lighting, floor protection, weather protection and guest queue space. Mention stairs, elevators, loading docks, union labor, credentialing, security, parking and limits on equipment cases.

Also tell the team if the venue requires a certificate of insurance, vendor registration, fire-marshal review or a specific form before load-in. Read the live airbrush setup checklist or the guide to planning indoor airbrushing before your venue walkthrough.

7. Purchasing, payment and onsite contact

Corporate and university purchasing processes can affect the production schedule. Include any supplier onboarding, purchase-order, invoice portal, W-9, insurance or payment-term requirements. Identify the person who can approve the scope and the onsite contact who will meet the team during load-in.

If you have a working budget, share it. A budget range helps the team recommend the most useful combination of artist hours, merchandise and branding. You can also review the live airbrush event pricing guide before submitting the request.

A copy-ready event brief

You can paste this list into an email or gather the same information through our quote form:

Example: a complete first inquiry

“We are planning a three-hour university welcome event for 600 students on September 10 in Richmond, Virginia. We expect 250 students to receive white trucker hats. Guests will arrive heavily during the first hour. We would like school colors and student names, with the university logo applied in advance. 3JS should supply the hats. The event is indoors; the venue provides four six-foot tables, eight chairs and standard power. Artist access begins at 3 p.m., guest service is 5–8 p.m., and teardown must be complete by 9 p.m. The university requires a certificate of insurance and a purchase order.”

That single brief gives the team enough information to recommend staffing, merchandise, branding, travel and setup. Missing details can be confirmed before the final scope is approved.

To decide what fits your program, compare our live airbrush event services and browse real corporate, university, sports and private-event work. Then send the checklist through the event quote form.

Frequently asked questions