Laser Engraving Station · Client Guide, LeRobotBooth

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, anodised aluminium keychains, dog tags or luggage tags, or coated metal pens; other materials are outdoor or venue-approved only, see §3
Required
Brand logo (vector), SVG or AI preferred; used to engrave a logo mark or watermark on items if requested
Required
Engraving artwork file, only needed for your logo or a pre-engraved design; guests create their own designs in the web app, see §4
Optional
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, our six-stage extraction keeps metal engraving clean indoors; if you would like another material, just confirm it with the venue; see §3
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 design on their own phone and either send the piece straight to the laser or join the virtual queue, then watch it engraved live. The attendant runs the station, loads items, and checks quality on each piece. See §5 for the full flow.

4

Per item

Engraving time depends on the design

Time per item depends mainly on the size of the personalisation area, so a short name runs faster than a large design. We confirm an exact time with you once the keepsake is chosen, and size the queue around it.

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

Guests join a virtual queue from their own phone when they submit a design, so nobody stands in line and you do not need to staff a ticket desk. The attendant calls pieces as they come off the laser. See §5 for the full guest flow.

03

The Engraving Station

Machine specifications, supported materials, and setup footprint.

Specification	Detail
Machine type	Dual-laser engraver: a fibre laser for metals and a diode laser for wood, leather and acrylic
Setup footprint	One 6 ft table, plus space beside it for guests to collect finished pieces
Materials	Metal, wood, leather, acrylic, glass and card. Metal is the indoor default; the rest work outdoors or with venue approval, see below
Time per item	Depends mainly on the size of the personalisation area. We confirm an exact time once the keepsake is chosen.
Extraction	Six-stage extraction, filter bag, pre-filter, HEPA, activated carbon, HEPA, activated carbon, capturing 99.97% of particles down to 0.3 microns. Metal engraves with little to no visible smoke; other materials work outdoors or with venue approval.
Power	Standard 120 V / 15 A outlet; do not share with high-draw appliances
Setup	Stationary station, no roaming or battery required

Materials

Metal is the default for indoor events

The fibre laser marks anodised and coated metals with little to no visible smoke, so metal suits any room and is what we plan around indoors. The diode laser covers wood, leather and acrylic as well, and those simply come down to what your venue is happy with.

Anodised aluminium

Keychains, dog tags, luggage tags. Crisp, high-contrast mark. The standard choice for indoor events.

Coated / stainless metal

Pens with metal barrels and similar coated items. Bare metal needs a marking spray, which we confirm in advance.

More materials

The diode laser opens up a wider range of materials, all of which engrave beautifully. These work outdoors, or indoors with venue approval. Tell us early which you have in mind and we will take it from there.

Wood

Bamboo, maple, walnut, birch, engraves cleanly with high contrast.

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.

Glass

Glassware, bottles, and mirrors. Produces an elegant frosted etch. We confirm wall thickness with you beforehand.

Paper / Cardstock

Invitations, menus, and thick card. Fine, precise detail for decorative pieces.

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.
Pre-engraved logo plus live personalisation, we engrave your logo onto the full run of keepsakes before the event, then guests add their own name or message on site. Every piece carries your brand, the queue moves faster because only the personal part is engraved live, and guests still watch their own piece being made. The most popular setup for corporate events.
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.

Guest Flow #item-flow

Guests design on their own phone, so the queue is virtual and nobody waits at the table:

A

Scan

Guest scans the QR code at the station

Signage at the table carries a QR code that opens our web app in the guest's browser. Nothing to install, and no account to create.

B

Design

Guest creates their design in the app

They can type text or draw freehand, then see a preview of how it will sit on the keepsake before submitting.

C

Choose how to send it

Engrave now, or join the virtual queue

Engrave now gives the guest a QR code on their phone for the attendant to scan at the table, which sends the design straight to the laser. Virtual queue holds their place so they can walk away, and they are called back when their piece is ready.

D

Engraving

The piece is engraved in view of the guest

The laser runs where guests can watch, which is part of the draw. Guests can photograph or film it. The attendant monitors quality on every piece.

E

Pickup & packaging

Guest collects their keepsake

The attendant removes the item, brushes away any residue, and packages it in tissue paper or a branded bag if provided.

Tablet backup at the table

We bring a tablet running the same app for guests who cannot or would rather not use their own phone. It covers a dead battery, a guest without a camera, or anyone who simply prefers not to scan anything.

Packaging & Presentation #packaging

Packaging adds to 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.

Guests create their designs in our web app, so the station needs a connection to run, see §5. We do not collect guest email addresses unless you specifically request a digital receipt or opt-in list feature.

Data Collected #data-collected

Data type	When collected	Retention
Personalisation text and drawings	Submitted by the guest in the web app during the session	Confirmed with you before the event
Guest email (optional)	Only if digital receipt feature is enabled	Deleted within 30 days unless client requests export
Design files / operator logs	Internal quality log	Deleted 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.

Laser Engraving StationEverything in one place.

Pre-Event Checklist

Event Day Timeline

The Engraving Station

Materials

More materials

Branding & Artwork

Guest Experience

Privacy & Data

Laser Engraving Station
Everything in one place.