Fridge Magnet Station Setup Checklist: Space, Light and Power

A live fridge magnet station needs surprisingly little: a sturdy table, two or three chairs, bright and even lighting, a nearby power point and enough clear space for a short queue. Getting these basics right before the event is what keeps the artist fast and the guests comfortable. This checklist covers everything a planner, decorator or venue team should prepare.

Use it alongside your conversation with the fridge magnet artist, since each artist may have small additional requests.

1. Location within the venue

Placement decides how busy and how pleasant the station will be.

• Near natural gathering spots: the lounge, bar, dessert counter or entrance foyer works well.
• Away from loud speakers: the artist needs to chat with guests about names and spellings. Right next to the DJ is tiring for everyone.
• Not blocking walkways: the queue should not spill into the path of servers or the main entrance.
• Visible but not central: guests should see the station without it competing with the stage.

2. Table and seating

• A stable table of around four to five feet in length, so the artist has room for materials and finished magnets.
• A comfortable chair for the artist, ideally with a backrest, since they may draw for several hours.
• One or two chairs for guests facing the artist. A small stool for children can help.
• A clean table cover in a neutral or theme colour. Avoid shiny fabric that reflects light.

3. Lighting

Lighting matters more than most people expect. Evening events often have warm, low or coloured lighting that looks lovely in photos but makes drawing difficult.

• Ask for a steady white or neutral light over the table, either a dedicated lamp or a focused spotlight.
• Avoid flickering or moving disco lights falling on the station.
• Make sure the guest’s face is lit evenly, not from directly above, so features are easy to see.
• For outdoor daytime events, choose shade over direct sun to avoid glare on paper.

4. Power

• One power point within reach of the table, with an extension board if needed.
• Power is often used for a lamp, a laminating or sealing device, or a small printer if branded strips are printed on site.
• Tape cables down or route them away from the guest path to avoid trips.
• For lawns and outdoor venues, confirm generator backup with the venue.

5. Queue flow and signage

• Leave clear floor space in front of the station for a short line of six to ten people.
• Use a small standee or table sign explaining what the station offers, for example “Get your live sketch magnet here”.
• If demand is expected to be high, plan a token or name-list system managed by a helper.
• Display a few finished samples so guests understand what they will receive.

6. Weather and environment

Outdoor events in Goa, Udaipur or Jaipur farmhouses need some extra thought.

• Wind: paper weights or a sheltered spot behind a backdrop.
• Heat: shade, a fan and drinking water for the artist during afternoon functions.
• Rain: a covered canopy during monsoon events.
• Dust or colour: keep the station away from haldi splashes or Holi colours.

Quick reference table

7. Timeline on the day

1. Artist arrives and sets up before guests reach the venue.
2. Lighting and power are checked with a test sketch.
3. Signage and samples are placed.
4. Station opens with the event; a helper manages the queue if booked.
5. Last call is announced around fifteen minutes before closing.
6. Pack-down happens quietly once the last guest is drawn.

Venue-specific notes

Banquet halls in Delhi or Mumbai usually have reliable power and lighting but limited floor space, so share the floor plan early. Farmhouse and lawn venues around Jaipur offer more room but need extra attention to lighting, cables and weather. Hotel ballrooms often have strict rules about taping cables or placing furniture, so check with the banquet manager before the day.

8. Running several stations together

If you are also booking a caricature artist or a glitter tattoo station, place them close together to create a small “experience corner”. Each still needs its own table, light and queue space, so allow enough room.

Materials the artist usually brings

Knowing what the artist carries helps you avoid duplicating effort and spot anything the venue still needs to provide. A typical kit includes:

• Drawing pens, markers and pencils in several weights.
• Pre-cut card or paper sized for the magnets.
• Magnetic backing sheets or pre-made magnet bases.
• Protective covers, laminating pouches or sealing materials.
• Pre-printed border strips with names, dates or logos, if agreed in advance.
• Scissors, a cutter and a small cutting mat.
• Sample magnets to display at the station.

Confirm the planned quantity of magnet blanks before the event. If you expect more guests than originally discussed, tell the artist in advance so extra materials can be packed. Running out of blanks halfway through a sangeet is an avoidable problem.

Safety and comfort notes

Keep sharp tools on the artist’s side of the table, especially at birthday parties with young children. Make sure drinking water is available for the artist during long functions, and if the event runs late, check that the artist has a safe way back to their accommodation. These small courtesies make a real difference to the quality and pace of work over several hours.

Frequently asked questions

How much floor space does a magnet station need?

Roughly the space of a small table with chairs on both sides, plus a clear area in front for a short queue. Share your floor plan with the artist to confirm.

Does the artist bring their own lighting?

Some artists carry a compact lamp, but it is safer for the venue or decorator to provide dedicated lighting. Clarify this during booking.

Can the station work outdoors?

Yes, with shade, wind protection and a power source. Evening outdoor events need good artificial lighting.

A well-prepared station lets the artist focus entirely on your guests. To plan the setup for your venue, send your floor plan and timings through our contact page.