Paint & Boba Setup

Complete guide for setting up and hosting Paint & Boba events.

Event Overview

Paint & Boba is our signature event where customers paint a canvas while enjoying drinks and light snacks. Events typically last 2-3 hours and accommodate 15-30 participants.

Before the Event (1-2 days)

Confirm Details

• [ ] Number of attendees (final count)
• [ ] Painting subject/theme
• [ ] Instructor confirmed
• [ ] Dietary restrictions for snacks
• [ ] Special requests or customizations

Prepare Materials

• [ ] Count canvases (number of attendees + 2 extras)
• [ ] Prepare paint palettes
• [ ] Check paint supply levels
• [ ] Count brushes (3 per person: small, medium, large)
• [ ] Water cups for rinsing (1 per person)
• [ ] Paper towels and napkins
• [ ] Aprons or smocks (optional)
• [ ] Easels or table space

Menu Planning

• [ ] Pre-select drink menu or offer full menu
• [ ] Prepare snack platters
• [ ] Set up drink station
• [ ] Stock cups, lids, straws
• [ ] Ice bins filled

Day of Event (2 hours before)

Room Setup (60 minutes)

Tables and Seating:

1. Arrange tables for painting (6-8 people per table)
2. Cover tables with plastic sheeting or newspaper
3. Set up chairs (comfortable, right height)
4. Leave walkways for staff to deliver drinks

Painting Stations:

1. Each seat gets:
   • Canvas on easel or table
   • Paint palette
   • 3 brushes (small, medium, large)
   • Water cup for rinsing
   • Paper towels
   • Small paper plate for mixing

Instructor Area:

1. Easel at front of room
2. Large canvas for demonstration
3. Microphone if needed for large group
4. Example painting visible

Drink/Snack Station:

1. Set up drink preparation area
2. Arrange snack platters
3. Stock napkins and utensils
4. Water pitchers available

Test Equipment (15 minutes)

• [ ] Test music system
• [ ] Check lighting (bright enough to paint)
• [ ] Test microphone if using
• [ ] Verify climate control (AC/heat)

Final Preparations (30 minutes)

• [ ] Lay out all materials
• [ ] Prepare first round of drinks if pre-ordered
• [ ] Set out snacks
• [ ] Put up welcome sign
• [ ] Take "before" photo of setup

During the Event

Guest Arrival (First 15 minutes)

1. Greet guests warmly - "Welcome to Paint & Boba!"
2. Check in guests - Verify payment/registration
3. Direct to seats - Help them find their painting station
4. Take drink orders - If not pre-ordered
5. Explain facilities - Restrooms, exits, where to get refills

Event Flow

Opening (10 minutes):

• Instructor introduces self and theme
• Overview of what participants will paint
• Safety: Keep drinks away from paintings
• Encourage creativity and fun!

Painting Session (90-120 minutes):

• Instructor guides step-by-step
• Staff circulates for:
  • Drink refills
  • Snack replenishment
  • Cleaning spills immediately
  • Answering questions
  • Taking photos for social media (with permission)

Breaks:

• Natural breaks in painting process
• Encourage guests to socialize
• Good time for refills and snacks

Closing (15 minutes):

• Final touches on paintings
• Group photo with paintings
• Cleanup instructions
• Thank guests for coming
• Remind about future events

Staff Roles

Barista/Drink Server:

• Take and prepare drink orders
• Deliver drinks to tables
• Handle refills promptly
• Keep drink station stocked

Event Coordinator/Host:

• Greet and check in guests
• Assist instructor as needed
• Handle questions and issues
• Take photos for marketing
• Coordinate timing

Runner/Support:

• Deliver snacks
• Clean up spills immediately
• Restock materials if needed
• Help guests as needed

After the Event

Immediate Cleanup (30 minutes)

• [ ] Help guests package wet paintings
• [ ] Clear tables of materials
• [ ] Dispose of paint palettes (or clean if reusable)
• [ ] Collect and count brushes
• [ ] Gather water cups and trash
• [ ] Remove table coverings
• [ ] Wipe down tables and chairs

Deep Cleaning (30 minutes)

• [ ] Clean paint spills thoroughly
• [ ] Mop floors
• [ ] Clean sink area
• [ ] Wash reusable items
• [ ] Take out all trash
• [ ] Vacuum if needed
• [ ] Reset room to normal configuration

Equipment Check

• [ ] Count canvases (note any damaged)
• [ ] Count and clean brushes
• [ ] Check paint supplies remaining
• [ ] Note any broken or missing items
• [ ] Restock for next event

Post-Event Tasks

• [ ] Take "after" photos of paintings
• [ ] Post photos to social media (with permission tags)
• [ ] Send thank you email to participants
• [ ] Request reviews/testimonials
• [ ] Note any issues for improvement
• [ ] Complete event report for management

Supply Checklist

Art Supplies (per person)

• 1 canvas (11x14 or 16x20)
• 1 paint palette
• 3 brushes (small, medium, large)
• 1 water cup
• 2-3 paper towels
• Access to paint colors:
  • White (lots!)
  • Black
  • Red
  • Blue
  • Yellow
  • Green
  • Purple
  • Brown

Venue Supplies

• Table coverings (plastic or newspaper)
• Aprons (optional, recommended)
• Smocks for messy themes
• Easels or canvas stands
• Instruction easel for teacher
• Extra rags and paper towels
• First aid kit (for minor cuts)

Food & Beverage

• Boba drinks (variety)
• Alternative drinks (tea, coffee, smoothies)
• Snack platters:
  • Fruit
  • Chips
  • Cookies/pastries
  • Cheese and crackers (if applicable)
• Water pitchers
• Ice

Timing Template

Time	Activity	Duration
-2:00	Begin setup	60 min
-1:00	Final prep, test equipment	30 min
-0:30	Staff briefing	10 min
-0:15	Doors open, guest arrival	15 min
0:00	Event start, intro	10 min
0:10	Painting begins	90-120 min
1:45	Wrap up, final touches	15 min
2:00	Event end, guests depart	15 min
2:15	Cleanup begins	60 min
3:15	Cleanup complete	-

Common Issues & Solutions

Not Enough Brushes

• Rinse and reuse between colors
• Share brushes at tables
• Keep extras on hand always

Paint Spill

• Clean immediately with damp cloth
• Use paper towels first, then wet cloth
• Don't let it dry - harder to clean

Guest Unhappy with Painting

• Remind them it's about fun, not perfection
• Offer instructor help
• Encourage creativity ("There are no mistakes!")
• Offer to retake with new canvas if serious issue

Running Out of Drinks/Snacks

• Always prepare 20% extra
• Have backup supplies ready
• Can always make more drinks
• Keep emergency snacks available

Marketing & Photos

Social Media Gold

Paint & Boba events are highly shareable! Take lots of photos:

• Setup shots (before guests arrive)
• Action shots (people painting)
• Close-ups of paintings in progress
• Finished paintings
• Group photo at end
• Always ask permission before posting!

Private Event Variations

See also: Private Venue Booking for:

• Birthday parties
• Corporate team building
• Private group bookings
• Custom themes

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Questions about events? Email [email protected]