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Client Guides›Laser Engraving
Client Guide
Live Engraving

Laser Engraving Station —
Everything in one place.

Your complete reference for the live laser engraving activation — from material selection and artwork files to setup requirements and guest flow. Share with your event team.

Updated April 2026
Toronto, ON
01

Pre-Event Checklist

Everything we need from you, tagged by priority and deadline.

Heads up
All required items should be submitted at least 7 days before your event. Artwork files for customisation should arrive at least 10 days out to allow proof review.
  • Event brief — date, venue address, approximate guest count, event hours
    Required
  • Venue contact — name, phone number, and any load-in/load-out restrictions or ventilation requirements
    Required
  • Material selection — wood, leather, acrylic, metal, or glass; see §3 for full list and considerations
    Required
  • Brand logo (vector) — SVG or AI preferred; used to engrave a logo mark or watermark on items if requested
    Required
  • Engraving artwork file — SVG or AI vector at final engraving dimensions; see §4 for exact requirements
    Required
  • Power access — dedicated 120 V / 15 A outlet within 3 m of the station; confirm with venue
    Required
  • Client-provided items list — if guests are bringing their own items to engrave, send a list of item types and dimensions in advance
    Optional
  • Packaging / gift bags — if you want engraved items packaged with tissue paper or branded bags; we can supply or use yours
    Optional
  • Custom engraving text options — pre-set text choices (e.g. guest name, event date, custom message) guests select from
    Optional
  • Ventilation note — laser engraving produces mild smoke; the station has a built-in filter but confirm venue allows it
    Good to know
  • Operator meal / break area — for events longer than 4 hours our operator will need a 30-min break
    Good to know
02

Event Day Timeline

What to expect from setup through teardown.

1
T-minus 60–90 min
Operator arrives for load-in & station setup
Engraving machine is assembled on its table, connected to power, exhaust filter positioned, test engravings run on spare material, and display signage set up. We need unobstructed table access during this window.
2
15 min before doors open
Final walkthrough & sign-off
Operator reviews the station layout with your event lead. Confirm queue management approach, sample display, and any restricted design options for the event.
3
Event hours
Station is live — guests queue and personalise
Guests approach the station, choose their design or text, and watch their item engraved live in 3–5 minutes. The operator manages the queue, loads items, and ensures quality on each piece.
4
Per item
~3–5 min engraving time
Simple text or logo on wood/leather takes 3 min. Complex designs or hard materials (metal, glass) can take up to 5 min. Plan approximately 10–14 engraved items per hour under typical event conditions.
5
Post-event
Teardown & material handoff
Teardown takes approximately 30–45 minutes. Any remaining blank stock is handed back to you. Operator cleans the station and removes all equipment.
Queue management
For events with 150+ guests, we recommend dedicating a staff member to manage the engraving queue and hand out numbered tickets. This keeps wait times transparent and prevents bottlenecks. Let us know if you need a queue management template.
03

The Engraving Station

Machine specifications, supported materials, and setup footprint.

SpecificationDetail
Machine typeDiode laser engraver with integrated exhaust filtration
Machine dimensions55 cm × 65 cm × 18 cm (W × D × H); sits on a 90 × 60 cm operator table
Setup footprintApproximately 180 cm × 90 cm including operator workspace, queue area, and sample display
Engraving area40 cm × 40 cm maximum work area; most keepsake items fall well within this
ResolutionUp to 0.1 mm precision; suitable for fine text, logos, and detailed line art
Processing time3–5 min per item (varies by design complexity and material)
ExhaustBuilt-in HEPA + activated carbon filter; mild odour possible — good ventilation preferred
Power120 V / 15 A standard outlet; do not share with high-draw appliances
Noise level~55 dB at 1 m (comparable to a quiet office printer)
NavigationStationary station — no roaming or battery required

Supported Materials

Wood
Bamboo, maple, walnut, birch — engraves cleanly with high contrast. Best all-round material.
Leather
Genuine and faux leather. Rich, warm burn marks. Great for wallets, coasters, and straps.
Acrylic
Clear and coloured. Frosted engraving on clear acrylic creates a glass-like premium look.
Metal
Anodised aluminium and stainless steel with coating. Requires cermark spray on bare metal.
Glass
Glassware, bottles, and mirrors. Produces a frosted etch. Slight fragility risk on thin glass.
Paper / Cardstock
Invitations, menus, or thick card. Delicate cut or etch. Best for decorative applications.
Prohibited materials
We do not engrave PVC, vinyl, polycarbonate, carbon fibre, or any material that releases toxic fumes when lasered. If you're unsure about a specific item, send us a photo and material type at least 5 days before the event and we'll confirm suitability.
04

Branding & Artwork

File formats, logo integration, and customisation options.

Engraving Artwork Files #artwork-files

All engraving artwork must be supplied as vector files. Raster images (JPG, PNG) are accepted only if they are high-contrast black-and-white and at least 600 dpi at the final engraving size. We will trace and convert if needed (additional fee may apply for complex rasters).

Preferred file requirements
Format (primary)
SVG or AI (vector)
Format (fallback)
PDF (vector layers)
Raster fallback
PNG, 600 dpi min, B&W only
Colour mode
Black strokes only (no fills for etch; fills for raster engrave)
Minimum stroke weight
0.25 pt
Deadline
10 days before event
Artwork proofing
Once we receive your files, we'll send a digital proof showing the design at actual engraving size on the chosen material. Approve the proof before we cut any test pieces. One round of artwork revisions is included.
Logo Integration Options #logo-integration

Your brand logo can be incorporated into engraved items in several ways. Choose one or combine:

  • Logo + personalisation — guest's name or message beside your logo mark on every item. Most popular corporate option.
  • Logo watermark — small discreet logo in a corner; personalised text is the main focus.
  • Logo-only items — full logo engraving across the item face; no personalisation. Good for branded giveaways prepared in advance.
  • No logo — purely guest-personalised items (name, date, message). Guest experience focus.
Note on logo complexity
Highly detailed logos with fine lines below 0.25 mm may not engrave cleanly on all materials. We'll flag any concerns during the proofing stage and recommend simplification if needed.
05

Guest Experience

Item pickup, packaging, and the end-to-end guest journey.

Item Pickup Flow #item-flow

The typical guest journey at the engraving station:

A
Guest approaches
Guest browses sample items and design menu
A sample board displays available design options, fonts, and finished examples on each material. The operator answers questions and confirms the guest's selection.
B
Personalisation (~2 min)
Guest selects item, design, and personalisation text
Operator enters the customisation into the engraver software and shows the guest a digital preview on screen before confirming. Guest approves or adjusts.
C
Engraving (~3–5 min)
Guest watches their item engraved live
The laser runs in view of the guest — this is part of the experience. Guests can photograph or film the process. Operator monitors quality throughout.
D
Pickup & packaging
Guest collects their engraved keepsake
Operator removes the item, brushes away any residue, and packages it in tissue paper or a branded bag if provided. Guest leaves with a permanent, personalised keepsake.
Packaging & Presentation #packaging

Packaging elevates the perceived value of the keepsake. Options:

  • We supply: Kraft paper bags with tissue, small organza pouches, or clear OPP bags with a ribbon tie.
  • Client supplies: Branded gift bags, boxes, or custom packaging. Send us dimensions in advance so we can confirm items fit.
  • No packaging: Items handed directly to guests. Fine for casual events or when guests are immediately using the item.
06

Privacy & Data

How guest information is handled at the engraving station.

The laser engraving station is a primarily offline activation. We do not collect guest email addresses unless you specifically request a digital receipt or opt-in list feature.

Data Collected #data-collected
Data typeWhen collectedRetention
Personalisation text (names, messages)Entered into engraver software during sessionCleared from device at end of event
Guest email (optional)Only if digital receipt feature is enabledDeleted within 30 days unless client requests export
Design files / operator logsInternal quality logDeleted within 14 days of event
GDPR compliant
Your data is hosted on secure cloud infrastructure and managed in accordance with GDPR standards.

Full data-deletion rights for every user  ·  No sharing of personal data with third parties  ·  No use of stored media or data for advertising or model training.

Your files stay private. For data requests, contact hello@lerobotbooth.ca. We respond within 5 business days.