The Complete
Hosting Guide
An honest walkthrough of what to expect before, during, and after your event, so you can actually enjoy hosting!
Hosting can feel like a lot. There’s pressure to make it special, to choose the “right” activity, to not waste time or money, and to walk away feeling proud of what you offered. Our goal is to take that weight off your shoulders.
Whether you’re still exploring ideas or already booked, this guide is here to give you clarity, confidence, and a sense of calm.
This behind-the-scenes look at what it’s like to host with us includes:
These resources are designed to give you peace of mind so you can enjoy the experience as much as your guests! If you’ve ever wanted to create a gathering that feels meaningful without the overwhelm, you’re in the right place.
Getting Started
Just a simple hello becomes the beginning of something wonderful.
If something starts to feel like yes, this could work, reach out through our short Get Connected Form. It’s simply a starting point, not a commitment.
After you submit, we’ll get back to you within four business days using your preferred method of contact to schedule a call. This is where we get to hear your vision, answer questions, and see if we’re a good fit.
Prefer to meet in person? Let us know. We’re always happy to grab coffee and dream it up together.
Click here to Start the Conversation!
Not sure what you’re hosting yet? Start with inspiration!
Most hosts don’t reach out with a fully formed plan, and that’s exactly how it should be. Whether you’re celebrating something specific or simply hoping to bring your community some meaningful connection, the first step is letting ideas spark.
Browse our Event Types page to see the many ways people use a painting experience to bring people together. You may discover a reason to gather that you hadn’t considered yet!
Click here to Get Inspired!
The ☏ Cheat Sheet
Everything we talk about on our call, all in one place.
Our first chat gives you the chance to share your vision, tell us a bit about yourself, and get all of your burning questions answered!
Part 1: The Basics
Before jumping in, we get excited with you about the who, what, when, and where for your event. We don’t need concrete answers, but we will find out where you’re at with questions like:
Do you have a date in mind, or are you still deciding?
Is this a private gathering with a curated guest list, or are you a local business hosting for your customers?
Will we be in a private home, a business, or another venue?
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If your location is a community center, business, country club, library, or other space you don’t have ownership over, we may require you to submit a Creative Space Release Form before booking can be completed.
You (the host) are responsible for obtaining a signature from the venue manager by the date specified on the form, acknowledging that the venue understands the potential for paint spills that comes along with a creative event.
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The booking process looks a little different for local businesses than for private gatherings. Here are a few checks to help you determine which category your event falls under:
Private Events:
The host has a pre-existing group of invited guests.
After booking, hosts may choose for guests to Venmo, bring cash, or otherwise chip in, sharing the expense.
Located at a home, club, business, or venue.
Local Business Events:
Businesses are marketing the event to their customers.
Guests reserve their canvas individually on the Gold Frame website, or the business prepays to offer a “free entry” experience.
We create a custom QR-code flyer to promote the event.
Located at the business
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If you are still checking with your guests or other involved parties about the date for your event, that is completely acceptable. We are happy to place a 24-hour courtesy hold on the date so you can confirm with everyone.
After 24 hours, we cannot guarantee your date will remain available. The only official way to guarantee a date is by reserving it with your booking fee.
Part 2: The Logistics
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This is where your event really starts to feel yours. Choosing the painting is one of the most exciting parts of planning!
Our Standard Process
During your booking call, we’ll ask if you’ve had a chance to look through our gallery. If you have, wonderful! If not, we’re happy to browse together.
Many hosts like to ask their guests for input, and you’re welcome to do that. If so, just send us your final choice up to two weeks before your event.
When you settle on a painting, we prepare each canvas with a starting guide so guests feel confident from the moment we begin.
Our Custom Painting Option (Currently Complimentary)
As we build our full portfolio, we are offering free custom painting designs for events. We have curated several inspiration categories, including floral, coastal, faith, country, California-inspired, landscapes, animals, and more.
Here’s how it works:
You share your ideas, theme, or general vibe.
We send you five to ten doable inspiration options.
You choose your favorite.
We often share a sketch for approval.
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We only need four things from our hosts: tables, chairs, a water source, and access to a sink. Before we arrive, we ask for tables and chairs to be set up; we will take care of everything else to make the event beautiful and enjoyable.
Head over to our “What ‘s Included” page for a detailed list of what we bring to your event.
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Most programs require a 12-person minimum just to get on the books. From intimate groups to grand gatherings, we are thrilled to do things differently and accommodate events of all sizes. We want our hosts to breathe easy, knowing they can celebrate without minimums to meet.
By using a dedicated booking fee to cover our professional prep and travel, we’re able to remove those attendance hurdles. This allows us to offer a lower per-person rate of just $35, so you only ever pay for the guests who are actually at the table.
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For events more than 25 miles away, there’s a $2 per mile travel contribution added to cover the time and care it takes to bring everything to you.
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We love it when hosts add their own personal touch! Hosts are encouraged to bring any special snacks or drinks they’d like.
If you’d rather show up and find the snacks already waiting, we’re happy to take one more thing off your plate. You can treat your guests to a little something extra with:
Our Light Refreshment Package: fresh-squeezed lemonade, water, and cookies
Our Full Refreshment Spread: Go all out by adding a curated charcuterie spread to our light refreshment package
We are happy to adjust for dietary restrictions. Just let us know at least a week in advance
A Note on Beverages: While we do not provide or serve alcohol, you are welcome to bring along any specific beverages you’d like to offer your guests."
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While we love to help boost visibility, we’ve found that the most successful events are driven by the host’s engagement with their community.
We want to make sure your event is a hit! Since you know your audience best, we encourage you to lead the charge in rallying your community to ensure a fantastic turnout. We’ll equip you with a custom QR-code flyer and social media mentions, but ultimately, your outreach is the secret sauce to ensure your investment is successful.
Part 3: Securing Your Spot
Let’s get your event on the calendar! We’ll walk you through the simple process to make it official.
Step 1: Reserve Your Date
Bringing your community together shouldn't feel like a math problem. Our $150 booking fee secures your session and allows us to maintain a lower, accessible rate for your guests.
Our booking fee is nonrefundable; however, date and venue changes are possible up to 10 days before the event.
Step 2: Confirm Your Count
You don’t need your final headcount today. Whether you are hosting an intimate group or a grand opening, we’ll finalize your guest count 48 hours before the event. We’ll then send a final invoice for your confirmed guest count ($35/person), so everything is perfectly prepped for your arrival.
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While we always hope for a full house, we understand that life happens. Please keep in mind that once your final guest count is set, our team gets to work prepping your group's specific supplies. While we don’t offer refunds for no-shows, any unused canvases are still part of your package. Feel free to gift them to a guest or save them for a future creative session."
Save the date A timeline of the important details to help you mark your calendar
DAY OF
BOOKING
CHECK YOUR INBOX: You’ll receive a summary of our booking call and important information to reference leading up to your event.
GET INSPIRED: Browse our gallery or look through the inspiration photos we’ll send you for custom paintings.
28
DAYS OUT
Design Your Aesthetic
FINALIZE PALETTE: Last day to request custom florals or specific color themes for your setup.
14
DAYS OUT
Logistical Check-in
CONFIRM YOUR PAINTING: Final day to confirm your painting choice if gathering guest input.
VENUE CHECK: Deadline to submit your Creative Space Release Form (if hosting at a public venue) or confirm your alternate location.
10
DAYS OUT
Final Flexibility Window
FINAL SCHEDULE CHECK: After this point, canvas reservation deposits become non-refundable due to material preparation. This is the final day to cancel or reschedule with a full refund (does not include $150 Booking Fee).
PEACE OF MIND CHECK: Last day to request protective covers for folding chairs.
07
DAYS OUT
Hospitality Check-In
ADD-ONS: Last day to add a Refreshment Package.
DIETARY NOTES: Last day to advise us of any guest restrictions for your spread.
05
DAYS OUT
Weather Check
What’s the forecast? Plan accordingly for peace of mind:
If Hot or Sunny: Arrange shaded seating if possible
If Cold: Consider heaters or fire features
If Rainy or Windy: Prepare an indoor backup plan
For Evening Events: Arrange an excessive amount of lighting (string lights, lamps, flood lights, etc.) for easy painting if your event goes after sunset.
02
DAYS OUT
♬ It’s The Final Countdown! ♫
FINAL GUEST ADD/DROP DATE: Let us know your final guest count and receive your canvas invoice ($35/person).
GUEST REMINDERS: Send a quick "can't wait to see you!" text to your group with the event info (time, location, and parking info).
GET EXCITED! The prep is done. Now it’s time to enjoy!
⋆ ༘༘˚· The Main Event ·˚ ༘༘⋆
What to expect the day of your Southern California mobile paint party!
60 Minutes Before Start
Arrival
• Our instructor arrives about one hour early to prepare materials and protect tables.
• Please have tables and chairs set up before arrival so we can begin on time.
We recommend:
1.5–2 ft per guest at each table
2+ ft per guest if food is being served
Check out our full setup guide for other helpful details:
30–60 Minutes Before Painting
We recommend a casual social hour for guests to chat, snack, and settle in. That way, we can begin painting right on schedule.
First 10–15 Minutes
We kick off the event with a fun mini masterclass that includes:
Basic painting techniques
A quick “station tour” of supplies
What to expect for the first stage
Stretch & Sip Break (2+ Hour Events)
At the halfway point of our painting, we take a brief refresh break to rest hands, refill drinks, and reset before the final stage.
Final 15–20 Minutes
We wrap up with:
A raffle
A walk-around to admire everyone’s work
Final touch-up tips
Have questions about the timeline?
We want our process to be as simple as possible. Reach out and we’d love to walk through all the details with you.
What Happens Next?
Share the Joy
Your painting is ready to enjoy! Many guests love sharing theirs at home or posting it as a memory from the night. If you captured a sweet moment, we’d love to see it. Send us a love letter with your photos attached, or tag us so we can celebrate your work with you @goldframepaintingevents! Photos and stories from your event may be shared (with love) on our social channels.
Who’s ready for round 2??
Many guests discover they love to host after taking the leap with their first event. If that spark begins to grow, we’re always happy to dream with you about what a gathering in your space could look like.
You are part of our story.
Once you’ve painted with us, you’re part of our story. We don’t see guests as “one-time attendees,” but as friends who’ve helped build something meaningful. Your feedback and stories will continue to help shape future events. Whether it’s encouragement or ideas for improvement, our community would not grow without your voice!
Stay Connected ❤︎
If you loved your experience and want to stay connected to local creative gatherings in our Southern California community, we’d be happy to have you! Get first access to popular community events, special booking perks, new seasonal painting drop dates, and other lovely surprises. Absolutely no inbox clutter.
A Little Extra Love
for Our Local Business Hosts
We believe local businesses are the places that turn a street into a community and strangers into friends. You’ve opened your doors to us, and we’d love to support you!
After you host a painting event with us, we’re honored to feature your business as a way of celebrating your story and driving awareness about your space! We want our community to know who you are, not just where you’re located.
What You’ll Receive:
When you host a painting event with us, you’re invited to receive a dedicated feature on our blog, a professional-quality “sneak peek” video showcasing your space, a spotlight on our social media, and long-term visibility through our website.
Your Story, In Your Words
All we ask from you is a short, story-driven article (800–1,200 words) that shares:
How your business began
What matters most to you
Why you love serving your community
What makes your space unique
To make this easy and approachable, you’ll receive our Host Feature Writing Guide with thoughtful prompts and questions. And just so you know, we value honesty and heart far more than perfect grammar. Your real story is what people will connect with.
Your “Sneak Peek” Video
We’ll create a short, professional-quality video that gives our community a glimpse into what makes your space special. Having a beautifully filmed preview of your atmosphere helps convey your heart and the unique experience you offer. Check out sample videos on our Local Host directory page!
How It Works
1. You Host a Painting Event
A few days after your event, we’ll send over our Host Feature Writing Guide.
2. You Write Your Story
You’ll write your article and return it to us by a date we decide together.
3. We Schedule Filming
Once we receive your article, we’ll schedule a filming date to come capture beautiful footage of your space
4. Spread the Word!
We provide a link for you to share the published feature on your socials and website! We have found that this video blog combo helps build deeper trust with new customers, increases your visibility, and helps spread your story authentically to a new audience. Let’s celebrate all the hard work you’ve put into getting here!