Animal Drawing Day checklist

An Animal Drawing Day needs more than paper and pencils. Before the event, you need to secure a room, collect registrations and dietary requirements, prepare animal photos, and print the right worksheets. On the day, the drawing stations, quiz, refreshments, folders, and exhibition wall all need to be ready before participants arrive. Use this checklist to work through the preparation in order and avoid last-minute printing, shopping, and setup.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve a room
Send invitations
2 people
Process registrations
Collect dietary requirements
Select drawing assignments
2 people
Collect animal photos
2 people
Create the program
Create consent forms
Design worksheets
2 people
Purchase supplies
2 people
Do the shopping
2 people
Print worksheets
Prepare name badges
Set up drawing stations
2 people
Lay out activity cards
Fill participant folders
2 people
Prepare animal quiz
Prepare exhibition wall
2 people
Fill coolers
Prepare snacks
3 people
Set out coffee and tea
2 people
Check the venue
2 people
Set up tables
4 people
Set out chairs
3 people
Distribute drawing materials
3 people
Hang decorations
2 people
Set up the reception table
2 people

Event

Welcome visitors
3 people
Hand out name badges
2 people
Explain the opening
Lead the drawing workshop
4 people
Restock drawing supplies
2 people
Serve drinks
2 people
Refill drinks
2 people
Serve snacks
3 people
Host the animal quiz
2 people
Clean break tables
2 people
Guide free drawing
3 people
Display the drawings
3 people
Guide the audience round
2 people
Announce the closing
Wave goodbye to visitors
3 people

Aftercare

Pack the drawings safely
3 people
Collect waste
3 people
Wash dishes
2 people
Clear tables and chairs
4 people
Clean the venue
3 people
Sort materials
2 people
Store leftover food
Return borrowed materials
2 people
Send a thank-you gift to participants

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 8
Chairsqty 60
Coat racksqty 2
Tableclothsqty 8

Drawing materials

Drawing paperqty 300
Sketchbooksqty 60
Graphite pencilsqty 120
Colored pencilsqty 12
Markersqty 12
Crayonsqty 10
Erasersqty 70
Pencil sharpenersqty 20
Rulersqty 30
Drawing tablesqty 8
Coloring pagesqty 100
Apronsqty 30
Table coversqty 8

Decorations

Animal postersqty 20
Animal bannerqty 2
Balloonsqty 50
Name badgesqty 80
Poster puttyqty 4
Animal stickersqty 200
Animal photosqty 100
Exhibition boardsqty 10
Clothespinsqty 100
Label tagsqty 100

Equipment

Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 4
Power stripsqty 4

Catering

Drinking glassesqty 70
Platesqty 70
Cutlery setsqty 70
Pitchersqty 6
Serving traysqty 6
Coolersqty 4
Thermos flasksqty 4
Storage binsqty 8
Groceries

Kitchen

Cutting boardsqty 4
Bread knivesqty 3
Serving spoonsqty 6
Kitchen tongsqty 4
Measuring cupsqty 2
Aluminum foilqty 2
Food storage containersqty 12

Cleaning

Waste binsqty 6
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Cleaning clothsqty 20
Hand soap dispensersqty 4

Tips

Collect dietary requirements when registrations come in, not a few days before the event. Use the final registration list to plan snacks and mark any relevant participant folders.
Prepare the drawing assignments and animal photos before designing the worksheets. This gives you time to print one complete worksheet set per participant and keep a few spare copies.
Set up one drawing station per small group, with paper, sketchbooks, pencils, colored pencils, markers, crayons, erasers, and sharpeners already distributed. Participants should not have to queue for basic materials.
Prepare name badges, activity cards, folders, and the animal quiz before the room opens. Put each participant’s materials in their folder so registration does not become a sorting task.
Finish the exhibition wall before the drawing session begins. Leave space for labels and use clothespins or poster putty so finished work can be displayed without damaging the drawings.

Frequently asked questions

How far in advance should I plan an Animal Drawing Day?: Reserve the room and send invitations at least 4 weeks ahead. Close registrations early enough to prepare assignments, dietary information, worksheets, name badges, and participant folders.
How many animal photos do I need for an Animal Drawing Day?: Prepare at least one clear animal photo for every drawing assignment, plus 10% extra in case a photo is damaged or a participant needs another option. Print or organize the photos before creating the program and worksheets.
When should I set up the drawing stations?: Set up tables, chairs, table covers, and drawing materials at least 60 minutes before participants arrive. Keep another 15 minutes for checking extension cords, coffee and tea equipment, name badges, and the registration area.
What should I prepare the day before an Animal Drawing Day?: Complete the shopping, print worksheets and consent forms, prepare folders and badges, organize animal photos, and check the quiz and exhibition materials. Aim to have all paper materials packed in labeled groups by the evening before.

Start this plan in Lizzt

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