Behind the Scenes: The Creation Process of Live Event Portraits

Ever wondered what goes into creating those stunning live watercolor guest portraits you see at weddings and parties? Well, in today’s blog I’ll be giving you a behind the scenes look. Let's take a peek behind the curtain to uncover the magic and artistry involved in bringing these unique keepsakes to life—obviously from my point of view!

Photography by Grace Torres Photography

Setting the Stage

The creation process begins way before I pick up my brush, brush pens, and paper. It all starts with planning and preparation.

1. Coordinating with the Event Planner: With every event, I make sure to work work with the event planner and venue to set up a comfortable and well-lit space. This ensures that my station is easily accessible for guests to watch the magic unfold while allowing me to work without interruptions.

2. Preparing the Tools: Obviously, days before your event, I gather all necessary supplies, including high-quality watercolor paper, a variety of brushes, brush pens, and a palette of watercolor paints. Each tool has been hand selected as my favorite tools and they all play a specific role in creating the details. Here are the specific tools that I use:

   1. Winsor & Newton Cotman Watercolor Paint Set, 45: With 45 vibrant colors, it gives me everything I need to create soft, dreamy washes or bold, eye-catching details. The colors mix beautifully, and because it’s designed for artists at all levels, I can trust that each shade will pop on the paper, making my live watercolor portraits stand out every time.

   2. Pentel Arts Aquash Brush, Assorted Tips: If you’re a fan of convenience and control like I am, this is a game changer. This water brush lets you paint with precision while controlling the flow of water directly from the brush. No need to keep dipping into water cups—just squeeze, and you’re good to go! Plus, with assorted tips, I can switch between fine details and broad strokes with ease.

   3. Tombow MONO Drawing Pencil, 4H: This my go-to pencil. It gives me light, precise lines that are easy to erase when needed and don’t overpower my watercolors or ink. It’s ideal for when I’m working on delicate details, especially when I need those super fine, faint lines that just guide my hand rather than being part of the final portrait.

   4. Tombow Dual Brush Pen Art Markers, Portrait, 10-Pack: These are perfect for adding soft skin tones and natural shades to my illustrations. These dual-tip pens give me the flexibility of a fine tip for details and a brush tip for broader strokes, making them a must-have for anyone who wants to add dimension and life to their drawings. They’re also blendable, which means I can easily layer and create smooth transitions for those beautiful portrait finishes.

   5. Tombow Fudenosuke Brush Pen, Soft Tip, Black: The soft tip gives me control over line thickness, making it perfect for adding the final outline for the portraits.

   6. Uni-Ball Signo Pens, White/Gold/Silver: These pens glide on smoothly and deliver consistent, opaque lines. The white is perfect for adding bright details on dark outfits, while the gold and silver bring a touch of luxury for jewelry or metallic accents. These pens are my secret weapon for those finishing touches that make the portraits shine.

3. Creating a Welcoming Environment: When I get on site, I always arrange my area so that it’s inviting for guests. I’m usually close to one end of the table so that there is ample of space on the opposite side to layout all the portraits! I also am prepared with elegant signage to display examples of watercolor guest portraits as well as instructions for folks to read. If you have any florals or other themed elements, feel free to give them to me so that I can incorporate them in my setup!

Capturing the Moment

As guests start arriving to the cocktail hour, the real fun begins! Guests will grab a drink, start roaming around the cocktail hour space with stretched necks and curious faces asking, “What is this? How much?” And to pleasant surprise, they get even more excited when I say that it’s completely free—courtesy of you, the bride and groom! So once my assistant or I take their photo, I do the following:

1. Observe Unique Features: I carefully observe each guest’s unique features, including their skin tone, hairstyle, outfit, height, and even certain accessories.

2. Start with a Light Sketch: Each portrait usually begins with a light pencil sketch to outline the basic human form. In my style, I do not erase these as it adds to the ‘loose’ and hand drawn style that I absolutely adore. This step is crucial as it lays the foundation for the painting.

3. Build Layers of Watercolor: I then add the layers of watercolor, carefully building up colors and details. I start off with matching the skin tone followed by their outfits. Lastly I’ll paint their hair. Watercolor’s fluidity and ability to create soft effects make it my favorite medium for live guest portraits.

4. Finish it off with an Outline: My last and final step is to make a black outline on the portrait. This helps define the form and provides inherent highlights and shadows to the overall portrait.

Photography by Grace Torres Photography

Engaging the Audience

One of the most exciting aspects of live event portraits is the interactive experience it creates.

1. Creates an Interactive Space: Being in the cocktail area space, it allows guests to comfortably gather around to watch me at work, adding a fun and entertaining element to the event. This is especially a great add if you have any younger kiddos who love art. I’ve been to multiple weddings where kids love to interact and I’ll let them help in either outlining or even lay down some paint!

2. Nurtures a Learning Experience: I love sharing my insights about the creative process, making it a learning experience for guests. It’s funny how many people love art and have dabbled, but then come to me and say , “I could never do what you’re doing!” I’m a teacher at heart, so I love telling them that it really isn’t all too complicated if you can just break it up into shapes! While it does take some considerable time a practice, I believe everyone can do it. (But I highly recommend hiring a professional for your wedding day. Sorry Uncle Joe.)

3. Encourages Participation: Live Guest Portraits encourage guests to interact with each other! It helps the flow of the night by having guests locate others to get together for a portraits and may even start a never ending cycle of outfit compliments. One of my favorite things are when guests see their portraits and excitedly show each other, almost as if they got a super rare trading card. I also love to ask guests questions about how they are related to the bride & groom. 10 out of 10 times, they have nothing but kind words to say.

Photography by Grace Torres Photography

Let’s Give Your Wedding that Final Bowtie Touch!

Creating live event portraits is a blend of art, interaction, and careful planning. From setting up the perfect space to capturing the essence of each guest, every step is important in bringing these beautiful keepsakes to life. When you see me work at an event, you'll know just how much love and skill goes into each stroke of the brush. It’s a magical process that turns moments into lasting memories, making any event truly unforgettable.

And just like tying the perfect bowtie or sharing a laugh with loved ones, it’s these special touches that make life’s moments truly memorable. Cheers to making art and memories! 🥂

So, are you ready to give your wedding that final bowtie touch? If so, book a free consult to discuss how we can create some art for your big day! For more info on my own style, make sure to check out my Watercolor Guest portraits page.

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