How Early Should I Book a Calligrapher? Or, When to Book a Calligrapher
If you are recently engaged, looking to give a personal gift for an upcoming milestone birthday, or planning a girls’ night, you may be wondering when to book a calligrapher. The answer actually may vary depending on the type of project (weddings, custom pieces, calligraphy workshops, or envelopes), but there are some general guidelines to consider when looking to book a calligrapher.
The rest of this blog post is my long answer to the question of when to book a calligrapher, but the short answer is this: It depends. My typical turn-around time for non-wedding projects is 2 weeks, but that’s only IF I don’t have other clients in the works. It really is necessary to book ahead to make sure I actually have time in my calendar for you. It’s not just other clients; it’s also my personal life and family commitments.
| Type of project | Time in advance to book |
|---|---|
| Weddings (seating charts, place cards, signs, etc.) | At least 6 months |
| Live on-site calligraphy | At least 6 months |
| Envelopes (over 50) | At least 3 months |
| Envelopes (under 50) | At least 2 months |
| Calligraphy workshops | At least 2 months |
| Custom pieces | At least 3 weeks |
Why do you need so much time in advance?
There are a few reasons why projects need to be booked so far in advance. The first reason is to ensure there is space in my schedule. Waiting until just a couple weeks before you need something risks the chance that a project cannot be completed or will cost more (more on that later) due to my schedule already being booked with other clients. There is only so much time in a day, and as calligraphy is an analog, handwritten artform, time is a commodity that cannot be expanded.
Additionally, some projects allow for revision rounds, where the client is presented with a first draft and then can provide feedback. Then I will make the adjustments and send it back for final approval. If a project doesn’t have enough lead time, these revisions may not be able to occur, as time is needed to get responses from the client and for me to make necessary changes.
Finally, obtaining supplies for a project also takes time. Most calligraphers do not have their own personal warehouse of any calligraphy supply they might need. For many projects, supplies may be ordered on an as-needed basis, meaning once the project is booked, I will obtain the supplies and then begin work. For this reason, projects need to be booked in advance to allow time for me to either go to a local store or order supplies online and get them shipped.
How do I get on your schedule?
A client is considered “booked” once a contract is signed (that outlines the scope of the project, agreed-upon terms, timeline, payment information, etc.) and a retainer is paid. My retainer fee is 50% of the quoted cost or a minimum of $50 for smaller projects. The retainer is paid upfront and is applied towards the total cost of the project. If a project is canceled, this retainer fee is non-refundable.
Why do you need a retainer paid to book?
I require a retainer to consider a project booked because it shows commitment on your part. When you book a project with me, I am relying on your project for my income.Booking a project with one client requires me to decline other opportunities with other leads, which may cause me to lose other income because there is a limit to how many projects I can take on at the same time. Paying a retainer gives me the assurance that you are serious about following through with the project, yet also compensates me for the missed opportunities I had while reserving a space for you, even if you decide to back out.
What if I need something completed faster?
In general, this can be done but will require a rush fee. A rush fee will apply to anything that requires less than two weeks of turn-around. The rush fee is equal to 50% of the total project cost and is added on to the project total. This fee enables me to use expedited shipping on supplies, rearrange other client projects as needed, and prioritize your project over my personal schedule. Taking on rush jobs requires me to make sacrifices not only professionally but also in my personal life, and I need to be compensated for that.
A Few Reminders
- Follow your calligrapher’s lead. We WILL get to everything (estimate, invoice, drafts, revisions, etc.), and there IS a process. Let us do our job in guiding you through it.
- Book early! If you’ve found a calligrapher you love and you know you want to book with them, don’t wait. You’ll want to make sure you get on their schedule!
- Do some research/thinking in advance about what you are really looking for. I encourage you to browse some of my past blog posts to help get you thinking about things that may come up when planning a project.
- Ask questions! I love questions from my clients – whether they are process-related or appealing to my experience in the past with various projects.
Any Questions?
If you have any questions about this post, when to book a calligrapher, or are interested in inquiring for a project, please don’t hesitate to reach out! I like to be straightforward and upfront with my clients (hidden fees and other surprises are NOT my thing 
), and I really am an open book when it comes to questions about my process, etc. Click the link below to get in touch!
