Drawing Workshop Checklist

A drawing workshop runs smoothly when teaching, registration, materials and room setup are planned as one sequence. Book the venue and teacher first, then build the schedule, send invitations and track registrations. Before the day, check every workstation, prepare worksheets and name badges, and confirm dietary requirements. Allow enough time to arrange tables, chairs, drawing supplies, the demo table and refreshments before participants arrive.

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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 venue
Create the workshop schedule
Book teacher
Send invitations
2 people
Process registrations
Collect dietary requirements
Update participant list
Check materials
2 people
Buy extra materials
Prepare worksheets
2 people
Make name badges
Do the shopping
2 people
Chill drinks
Prepare snacks
2 people

Event

Open venue
2 people
Set up tables
3 people
Set up chairs
3 people
Set up workstations
3 people
Prepare drawing supplies
2 people
Set up demo table
Set up coffee station
2 people
Set out snacks
2 people
Set up the registration table
Receive participants
2 people
Hand out name badges
Introduce workshop
Give drawing demonstration
Guide participants
3 people
Serve coffee break
2 people
Refill drinks
Replenish worksheets
Facilitate the second signing session
3 people
Serve break snacks
2 people
Present projects
2 people
See participants off
2 people

Aftercare

Gather art supplies
3 people
Clear tables and chairs
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
3 people
Sort materials
2 people
Return borrowed items

What to bring

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

Furniture

Tablesqty 8
Chairsqty 32
Tableclothqty 8
Presentation table

Equipment

Document camera
Projector
Projection screen
Extension cordsqty 3
Power stripsqty 4
Kettleqty 2
Coffee maker

Lighting

Desk lampsqty 8
Mood lightingqty 2

Art supplies

Sketchbooksqty 35
Drawing paperqty 250
HB Pencilsqty 40
2B pencilsqty 40
4B pencilsqty 40
Colored pencilsqty 12
Finelinersqty 40
Graphite pencilsqty 12
Kneaded erasersqty 35
Erasersqty 35
Pencil sharpenersqty 12
Rulersqty 12
Clipboardsqty 35
Drawing boardsqty 35
Brushesqty 35
Watercolor setsqty 12
Water bowlsqty 35
Mixing palettesqty 12
Apronsqty 35
Washable placematsqty 35

Presentation

Drawing clipsqty 35
Presentation boardsqty 4
Name badgesqty 35
Markersqty 6

Tableware

Reusable cupsqty 40
Coffee cupsqty 35
Platesqty 40
Cutlery setsqty 40
Serving traysqty 4

Kitchen

Thermos flasksqty 4
Coolersqty 2
Scissorsqty 4
Cutting boardsqty 2
Bread knivesqty 2

Decorations

Buntingqty 2
Flower vasesqty 4
Table décorqty 8

Cleaning

Cleaning bucketsqty 2
Microfiber clothsqty 8
Waste binsqty 4

Catering

Groceries

Tips

Set the schedule before sending invitations, including registration, demonstrations, practice blocks and breaks. Participants need to know the start time, finish time and what they should bring.
Check supplies against the number of registered participants at least one week before the workshop. Count sketchbooks or paper, pencils, erasers, sharpeners and any watercolour equipment, then buy extras rather than waiting until setup.
Prepare one workstation per participant, with a drawing board or clipboard, paper and the required pencils already in place. This makes late arrivals easier to handle and prevents people from queueing for materials.
Test the projector, document camera, extension cords and power strips before the room opens. Keep the demo table visible from every seat and leave clear cable paths so participants can move safely.
Finish the registration table, name badges, coffee station and snacks before receiving participants. Chill drinks and set out food only after dietary requirements have been checked against the final participant list.

Frequently asked questions

How far in advance should I organise a drawing workshop?: Reserve the venue and book the teacher at least 4–6 weeks ahead. Send invitations early enough to give yourself 1–2 weeks to process registrations, collect dietary requirements and order missing supplies.
How many drawing supplies do I need per participant?: Prepare one complete workstation per registered participant, plus roughly 10% spare paper and basic items such as pencils, erasers and sharpeners. For 20 participants, that means 22 sets of frequently shared or easily lost supplies.
How early should I arrive to set up a drawing workshop?: Allow at least 90 minutes before participants arrive. Use that time to arrange tables and chairs, prepare workstations, test presentation equipment, set up the registration table and organise drinks and snacks.
What should I include in a drawing workshop checklist?: Include venue and teacher bookings, the schedule, invitations and registration tracking, dietary requirements, worksheets and name badges, supply checks, shopping, room setup and participant reception. A 42-task plan also helps you separate preparation from on-the-day work.

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