Booking process
How to book an event.
Planning a staff day, an in-service or an appreciation event takes real time and money, and it usually gets judged by how much your people remember afterward. The goal here is to make your job easier and your event look good. Here is exactly how it goes.
Ask about the date
Send us your date and location. If Ben is available, we’ll hold the date while you work through the details.
There’s no contract or deposit required to place the hold. If another event requests the same date, we’ll simply give you 48 hours to make your decision.
Pick the shape of the day
Ben’s programs typically run 45–90 minutes and can be shaped around your schedule—whether that means one session, a full morning, or something in between.
Need something shorter? The live art experience can stand on its own in about 15–25 minutes and works beautifully as an opener, closer, or unforgettable moment during a special event.
Add an ADHD breakout, student program, or LEGO Leadership Workshop and we can build out a half-day experience.
Sign and send the paperwork
Once everything looks right, we’ll send over a simple agreement.
Ben’s office can provide your W-9, certificate of insurance, purchase-order documentation, or anything else your business office needs.
Payment can be made by business check to Chalkguy Creative, or by credit card with a 3% processing fee.
Build the frame and prep the room
The live art setup requires a simple frame that your team builds ahead of time, using materials available at most hardware stores. That includes the lumber for the legs, which Ben does not travel with. He attaches them and finishes the setup when he arrives.
We’ll give you a complete parts list, room dimensions, and AV requirements well in advance.
A few days before the event, someone from Ben’s team will also walk through everything with you so there are no surprises.
Event day
Ben typically arrives 45–60 minutes before doors open and needs about 30–45 minutes of private stage time for setup and sound check.
Then it’s showtime.
Ben tells the stories. The message builds. The music rises. The artwork comes to life.
At the end, the finished 6-by-8-foot artwork stays with you as a lasting reminder of the experience.
Two things worth deciding early.
Customize the light show
The multimedia reveal that brings the finished art to life can carry your school logo and your event theme. Tell Ben’s office when you book and send the artwork files.
Prints for every attendee
The original stays with you. Small reproductions can also be produced so every teacher in the room goes home with one. Decide early, since printing takes lead time.
Ready to check a date?
Send us your date, your location and a little about the group. That is all we need to give you a yes or no.
ben@chalkbyben.com