Effortless Event Planning for Your PYOP Studio

February 21, 2025

Planning events for your paint-your-own pottery (PYOP) studio shouldn't feel like reinventing the wheel every single time. Yet, if you find yourself scrambling for ideas, rewriting checklists, and wondering where your sanity went—you're not alone. The good news? There's a better way.

With a structured framework, you can streamline event planning, save time, and even empower your team to take charge, all while maintaining consistency. Here’s how to make your events run like a well-oiled kiln (without the overheating!).

The Three-Tier Event Strategy

Not all events are created equal, so let’s break them into three categories: small, medium, and large.

1. Small Events – Quick & Engaging

Think of these as weekday promotions—low effort, high engagement. Examples include:

Mommy & Me Painting Sessions
Date Night Discounts
Themed Drop-In Workshops

📌 Game Plan:

Create a reusable checklist that includes supplies, marketing tasks, and pricing.
Pre-plan social media posts and schedule them in advance.
Have a staff member assigned and trained on execution.

2. Medium Events – Seasonal Specials

These require a bit more planning but bring in solid revenue. Think:

Ornament Painting for the Holidays
Mother’s Day Gift-Making
Spring Break Kids’ Camps

📌 Game Plan:

Set up a timeline for ordering materials and promoting the event.
Add a second staff member to assist with set-up and execution.
Track attendance and sales to improve future events.

3. Large Events – Community & Private Bookings

Your big-ticket events need structure and delegation. Examples:

Team-Building Thursdays for Local Businesses
Birthday Party Packages
Community Art Night

📌 Game Plan:

Develop pricing tiers and contract templates for private bookings.
Assign clear roles to your team (marketing, setup, registration, cleanup).
Have a contingency plan for last-minute cancellations or unexpected turnout.

The Secret Sauce: Documentation & Delegation

The biggest mistake studio owners make? Keeping everything in their heads! A great studio runs on systems, not memory.

💡 Steps to Success:

Create & Store Checklists: Use a shared drive or project management tool.
Automate Marketing Tasks: Schedule social posts and email reminders in advance.
Train Your Team: Give them clear roles so you can step back from micromanaging.

Why This Works (And Saves You Money)

By organizing your event planning into repeatable systems, you:✅ Save hours of decision-making✅ Increase team efficiency✅ Create a smoother experience for customers✅ Boost your studio’s reputation (and revenue!)

Final Thoughts: Make Event Planning as Easy as Painting by Numbers

The best part? Once these frameworks are in place, they work for you—whether you’re in the studio or enjoying a well-deserved break. Events will run smoothly, your customers will have a great experience, and your team will be empowered to handle things without you having to oversee every detail.

So, are you ready to simplify your event planning and make your studio the go-to creative hub in town? Start today, and before you know it, planning your next event will feel as easy as painting by numbers.

🎨✨ Keep your creativity flowing and your studio thriving!

Connect with us!

Please follow us on Facebook and Instagram. Please make sure to check out our blog and our website link below. Subscribe to our YouTube channel and hit the bell to be notified when we post. You can email me at donna@pyopaccounting.com.

Donna Bordeaux, CPA with PYOPAccounting.com

Creativity and CPAs don’t generally go together. Most people think of CPAs as nerdy accountants who can’t talk with people. Well, it’s time to break that stereotype. Lively, friendly, and knowledgeable can be a part of your relationship with your CPA, as demonstrated by Donna and Chad Bordeaux. They have over 50 years of combined experience as entrepreneurial CPAs. They’ve owned businesses and helped business owners exceed their wildest dreams. They have been able to help businesses earn many times more profit than the average business in the same industry and are passionate about helping industries that help families build great memories.