What You Need for a Drawing Workshop

A drawing workshop needs more than paper and pencils. Each participant needs a workable surface, several pencil grades, an eraser and a sharpener, while demonstrations may require a projector, document camera or presentation table. Plan drinks and snacks separately, and check power access before setup. This shopping list covers the art materials, furniture, equipment and refreshments to prepare before participants arrive.

Organize this event for free with Lizzt

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
- Coffee - 2 packs
- Tea - 3 boxes
- Sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 5 liters
- Oat milk - 3 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Spa Blauw - 6 bottles
- Spa Rood - 3 bottles
- Apple juice - 3 packs
- Lemons - 6 pieces
- Ice cubes - 4 bags
- Unsalted butter - 2 packs
- Mini croissants - 40 pieces
- Mini muffins - 40 pieces
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Salty breadsticks - 3 bags
- Rice cakes - 3 packs
- Hummus - 4 tubs
- Cucumbers - 4 pieces
- Cherry tomatoes - 4 trays
- Grapes - 3 kilos
- Apples - 35 pieces
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Freezer bags - 1 box

Tips

Plan one sketchbook or drawing pad, one clipboard or drawing board, one eraser and one sharpener per participant. Add at least 10% extra paper and a few spare pencils for late registrations or damaged supplies.
Provide HB, 2B and 4B pencils for each workstation so participants can practise light construction lines and darker shading without sharing during the exercise.
If the teacher demonstrates overhead, test the document camera, projector and projection screen at least 60 minutes before the workshop. Keep extension cords and power strips off walking routes and tape them down.
Set up one table and chair per participant, leaving enough room for drawing boards and arm movement. Put brushes, watercolor sets and water bowls together at the demo or wet-work area instead of mixing them into every station.
Buy or prepare drinks and snacks no later than the day before, then chill the drinks several hours before opening. Keep the coffee maker or kettle near the coffee station, with cups and serving supplies ready before registration starts.

Frequently asked questions

What supplies do I need for a drawing workshop?: For each participant, plan a sketchbook or drawing paper, HB, 2B and 4B pencils, an eraser and a sharpener. Add colored pencils, fineliners, rulers, clipboards or drawing boards, and at least 10% spare paper and basic supplies.
How much drawing paper should I buy per person?: Allow at least 10 sheets per participant for a short workshop, or 20 sheets for a full-day session. Buy an additional 10% to cover practice sheets, mistakes and unexpected attendees.
How many tables and chairs do I need for a drawing class?: Plan one chair and one usable drawing surface per registered participant, plus one presentation table for the teacher. Confirm the final participant count 24 hours before the workshop so you can adjust the layout and materials.
When should I prepare the materials for a drawing workshop?: Check the supplies two to three days beforehand and buy missing materials at least one day before the workshop. Set up the workstations, demo table and coffee station 60 to 90 minutes before participants arrive.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.