Arts afternoon care facility checklist

An arts afternoon in a care facility needs more than paint and paper. You need a clear activity schedule, accessible workstations, enough support for residents, and refreshments that can be served without interrupting the sessions. Use this checklist to work from the first booking through participant welcome and cleanup. The details below also help prevent common delays, such as missing dietary information, untested power connections, or art materials being set out too late.

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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

Confirm date and venue
2 people
Set the activity program
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign residents to activities
2 people
Confirm art guides
Determine catering quantities
Check supplies
2 people
Do the shopping
2 people
Set out art materials
2 people
Set up work tables
2 people
Prepare name badges
Set up the music playlist
Make the space accessible
2 people
Set up tables and chairs
3 people
Set up art tables
3 people
Hang decorations
2 people
Prepare coffee and tea
2 people
Set out snacks
2 people

Event

Receive participants
3 people
Explain the program and house rules
Guide the painting activity
3 people
Guide the collage activity
3 people
Provide individual support
4 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
Clean work tables between uses
2 people
Let artworks dry
2 people
Present artworks
2 people
Serve dinner
3 people
Guide participants to departure
3 people

Aftercare

Wash dishes
2 people
Clear away art supplies
2 people
Clear tables and chairs
3 people
Collect waste
2 people
Clean the room
2 people
Let materials dry
Store artwork safely
2 people
Store leftover stock
Return borrowed materials
2 people

What to bring

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

Furniture

Work tablesqty 8
Chairsqty 45
Wheelchair tablesqty 4
Serving trolleyqty 2
Drying racksqty 4

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable cupsqty 60
Coffee cupsqty 50
Cutlery setsqty 50
Serving spoonsqty 6

Equipment

Kettlesqty 2
Coffee machinesqty 2
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Kitchen

Thermos flasksqty 4
Pouring jugsqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Serving plattersqty 8
Serving trays with lidsqty 4

Art supplies

Drawing paperqty 100
Canvas clothsqty 45
Acrylic paint setsqty 12
Brushesqty 60
Colored pencilsqty 20
Markersqty 20
Wax crayonsqty 12
Scissorsqty 20
Glue sticksqty 30
Mixing palettesqty 20
Water bowlsqty 30
Apronsqty 45
Protective filmqty 2
Clothespinsqty 60
Ropeqty 2

Decorations

Tableclothsqty 8
Paper garlandsqty 6
Flower arrangementsqty 6
Name badgesqty 50

Cleaning

Bucketsqty 3
Mopsqty 3
Dustpan and brushqty 2
Microfiber clothsqty 12

Catering

Groceries

Tips

Confirm the date, room and activity program before sending invitations. Leave at least 1–2 weeks to process registrations, collect dietary requirements and assign residents to painting, collage or other activities.
Plan the room around mobility needs, not just available furniture. Allow clear routes for wheelchairs, use wheelchair-height tables where needed, and keep the serving trolley away from activity traffic.
Check art quantities before shopping. For each participant, prepare at least one main sheet or canvas, several brushes or drawing tools, and shared supplies such as paint, scissors and markers with extras for damaged or misplaced items.
Confirm guides and individual support before the day. Assign named staff or volunteers to each activity and decide who will help residents start, change materials, or finish safely rather than waiting until the session begins.
Set up and test equipment at least 60 minutes before arrival. Check coffee machines, kettles, the Bluetooth speaker, extension cords and power strips, then place name badges, refreshments and drying racks where staff can reach them without crossing wet artwork.

Frequently asked questions

How far in advance should I plan an arts afternoon in a care facility?: Start planning at least 2–3 weeks ahead. That gives you time to confirm the room and guides, send invitations, process registrations, collect dietary requirements and order or buy supplies.
How many art activities should a care facility afternoon include?: Plan 2–3 activity options for a typical afternoon, such as painting and collage, with enough time for explanation and individual support. Keep each activity simple enough to complete in roughly 30–45 minutes.
How early should the room be set up before residents arrive?: Allow at least 60 minutes for setup and testing. Tables, chairs, accessible routes, art materials, name badges, refreshments, music and drying space should be ready before the first participant arrives.
How much coffee and tea do I need for an arts afternoon?: Estimate 2 cups per person for a short afternoon, then add 10–15% as a buffer. Count residents, staff, guides and guests, and check dietary requirements before deciding which snacks and drinks to serve.

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