The guest experience

How live sketching works: run-of-show

In-person, handmade artwork means a real moment and a real keepsake. But with hundreds of guests sketched at one event, it can turn into a line at the artist’s table.

We at Alisa Maxime Studio developed Alisa Maxime Live, our own guest management system, which removes the chaos and lets your guests enjoy the art instead of queueing for it. These features are included in the service.

The sign-up photo
Their sketch
The reveal

One couple at an engagement party in Austin — from sign-up to reveal

Step one
Setup
On the day of the event, our team arrives one hour before the start time to set up. That prep hour is not billed. It’s for us to make sure that everything is running smoothly.
Every event is staffed with artists and a host. The artist’s job is just to sketch and to focus on that. Our event hosts take photos, interact with the guests, and manage the guest queues. The host is an extra person, not an artist, and we don’t charge any hourly pay or travel fees for their work — this is already included in the price.
All our team members always wear all-black outfits.
What it means for you
Everything is ready and in place by the time your guests walk in.
What works best: one 4 ft table and chair per artist, access to a nearby outlet, and an indoor or covered setup, with all tables set up together in one location, because we have one host working with the artists. This is to maximize the results, and it is all negotiable — please let us know if you need to discuss changes to these requirements.
Our team at this event — in all black, set up before the first guest arrives
Step two
Sign-up — by photo
When a guest approaches our booth, the host explains the process and takes their photo, along with their name and mobile number so we can text them the moment the sketch is ready.
The sign-up process is done through the photo so guests don’t wait in line. Guests don’t have to sit for the portrait or stand — it’s just a quick photo, and artists use it for reference so the guests can actually enjoy the event.
The guest can watch the art being created, or come back a second time closer to the end when the host will help them find their sketch.
What it means for you
No waiting. Twenty seconds per guest, and they are back to the party.
The only restriction we always ask to inform the guests of is only one sketch per person. This helps to create these beautiful gifts for as many guests as possible.
Find my sketch — one guest
Find my sketch — all guests
Step three
Personal page — created for every guest
Immediately the guest receives a text notification with their photo and a link to their personal page, and the approximate wait time.
Their page shows their guest number, how many are ahead of them and the approximate wait, and it updates itself as the queue moves.
What it means for you
A direct line to every guest for the whole event, carrying your event name.
The text reads: “Here’s your photo. Your guest number is: 14. Your approximate wait is ~25 min. Follow your place in line — we’ll text you the moment your sketch is ready for pick up.”
Sign-up notification
Personal page — in line
Step four
Sketch ready — notification
When the sketch is ready, the host takes a photo of it, and the guest receives a notification with the sketch photo.
Their page turns to ready for pick up at the same moment, so they have the sketch on their phone before they collect the original.
What it means for you
No wondering whether it is ready — every guest is told the moment it is.
Runway runs about 5 minutes per guest and 10 per couple; High-End takes longer for the extra detail. Either way the queue stays predictable all evening.
Sketch ready SMS
Personal page — ready
Step five
Pick-up — easy to find
When a sketch is finished we let it dry, put it in a protective sleeve so no champagne or cake gets on it, and set it out on the display table.
Guests come by whenever they like, and the host finds theirs in seconds.
What it means for you
Every sketch findable by photo and number, so nobody hunts for theirs.
Every sketch is finished and ready before the night ends. Anything a guest doesn’t collect is left with your planner, and we text them where it is.
Find my sketch — all guests
Find my sketch — one guest
Step six
The reveal — pure emotions
As a guest collects their sketch, the host photographs the moment they first see it.
After the event, we’ll send a full digital package including every guest photo, each sketch photo, and some fun reactions — always a great recap for hosts and guests.
What it means for you
A personal touch no other event favor or client-appreciation gift matches.
Your host compiles a post-event report with a photo of every sketch done, and some guest reactions.
Personal page — the reveal
Shareable keepsake

The event page

Live event gallery

Guests can follow the Live event gallery and see how other sketches turn out. Every finished sketch appears on one page as the evening goes on — put it on a screen by the table, or share the link.

It stays live afterwards, so anyone who missed it can still see the work.

The live gallery on a phone — Event gallery

Your event gets its own address:
live.alisamaxime.com/g/your-event

Find my sketch

Some guests prefer to come up to the table and check the status of their artwork. In this case the guests can access the “Find my sketch” kiosk during the event and locate their sketch by sketch photo and Guest Number, noted in the corner of each sketch.

Guests use it on their own phones too — it’s the same link.