What You Need for a Drawing Workshop

A drawing workshop needs more than paper and pencils. Each participant needs a workable station, spare materials and a way to follow demonstrations from the front of the room. Use the participant count to scale the quantities, then add a small buffer for breakage, lost pencils and late registrations. The list below covers drawing, colouring and watercolour activities, plus the practical supplies that are easy to arrange too late.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Tableclothqty 6
Storage cabinet

Creative materials

A3 drawing paperqty 100
A4 drawing paperqty 50
Sketchbooksqty 24
Graphite pencilsqty 72
Colored pencilsqty 48
Finelinersqty 48
Charcoal sticksqty 48
Chalk pastelsqty 24
Erasersqty 30
Sharpenersqty 12
Rulersqty 24
Drawing foldersqty 24
Paint palettesqty 24
Mixing cupsqty 24
Brush setsqty 24
Watercolor setsqty 24
Watercolor paperqty 50
Painter's tapeqty 6
Fixative sprayqty 4
Apronsqty 24
Paper towelsqty 6

Equipment

Document camera
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 6
Bluetooth speaker

Tableware

Mugsqty 30
Drinking glassesqty 30
Platesqty 30
Teaspoonsqty 30

Kitchen

Kettlesqty 2
Coffee potqty 2
Serving traysqty 3
Scissorsqty 4
Cutting boardsqty 2
Bread knivesqty 2

Decorations

Name card holdersqty 24
Display standsqty 6
Cork boardsqty 4
Poster puttyqty 4

Cleaning

Bucketsqty 2
Spongesqty 6
Microfiber clothsqty 12
Trash binsqty 4

Lighting

Table lampsqty 6
Spare flashlightsqty 4

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 pack
- Mints - 1 box
- Milk - 4 liters
- Oat milk - 2 liter
- Spa Blauw - 4 bottles
- Sparkling water - 2 bottles
- Cola - 2 bottles
- Cola Zero - 2 bottles
- Apple juice - 2 cartons
- Orange juice - 2 cartons
- Lemons - 6 pieces
- Apples - 24 pieces
- Bananas - 18 pieces
- Grapes - 2 kilos
- Mandarins - 2 kilos
- Cucumbers - 4 pieces
- Cherry tomatoes - 1 kilo
- Carrots - 1 kilo
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Tortilla chips - 3 bags
- Hummus - 4 tubs
- Cream cheese - 2 tubs
- Crackers - 4 packs
- Whole grain cookies - 4 packs
- Mini muffins - 48 pieces
- Raisins - 2 bags
- Napkins - 100 pieces
- Stirrers - 100 pieces
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Dish soap - 1 bottle
- All-purpose cleaner - 1 bottle
- Hand soap - 2 bottles

Tips

Plan one complete workstation per participant: allow at least one sketchbook or drawing folder, two sheets of A4 paper, one A3 sheet, two graphite pencils, one eraser and one sharpener per person. Add 10% spare paper and pencils.
For a mixed-media session, provide one set of coloured pencils and fineliners for every two participants, and at least one set each of charcoal sticks and chalk pastels per table. This prevents people waiting for shared materials.
Watercolour work needs more table space than pencil drawing. Allow one paint palette, mixing cup, brush set and watercolour set for every two participants, with one extra set for the teacher.
Prepare demonstration equipment at least 60 minutes before arrival: test the projector, projection screen and document camera together, then secure extension cords and power strips away from walkways.
Buy consumables and protective supplies no later than 3 days before the workshop. Count aprons and table coverings for every participant, and keep paper towels and fixative spray available for cleanup and finished work.

Frequently asked questions

How much drawing paper do I need per person for a workshop?: Allow at least two A4 sheets and one A3 sheet per participant for a single session. Add 10% extra, so a group of 20 needs 44 A4 sheets and 22 A3 sheets.
How many pencils and erasers do I need for a drawing workshop?: Give each participant two graphite pencils, one eraser and one sharpener. For 20 people, prepare 44 pencils, 22 erasers and 22 sharpeners to cover shared or spare equipment.
How many paint and brush sets are needed for a drawing workshop?: For table-based watercolour work, provide one watercolour set, palette, mixing cup and brush set for every two participants. A group of 20 therefore needs 10 working sets, plus one spare set for the teacher or replacements.
When should I buy materials for a drawing workshop?: Complete the main shopping at least 3 days before the workshop, then check the quantities again 24 hours beforehand. Set out and test the equipment about 60 minutes before participants arrive.

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