What to Buy for a Drawing Workshop

A drawing workshop needs more than paper and pencils. You will also need surfaces to protect, enough lighting and power access, materials for different exercises, and a simple way to keep each participant’s work together. Use the shopping list below as your starting point, then adjust quantities to your registration count. Order specialist art supplies early, and check every delivery before the workshop day so missing items do not become a last-minute shopping trip.

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What to bring

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

Furniture

Tablesqty 5
Chairsqty 22
Side tablesqty 2
Coat rack

Equipment

Table lampsqty 6
Extension cordsqty 4
Power stripsqty 4
Bluetooth speaker
Kitchen timer
Coolersqty 2

Drawing

A4 drawing paperqty 250
Sketchbooksqty 22
Graphite pencilsqty 60
Colored pencilsqty 22
Finelinersqty 44
Kneaded erasersqty 22
Pencil sharpenersqty 12
Charcoal sticksqty 44
Blindfoldsqty 22
Rulersqty 22
Coastersqty 22
Mixing palettesqty 22
Water cupsqty 22
Brush setsqty 22
Tapeqty 6
Poster puttyqty 4
Scissorsqty 8
Pencil traysqty 10
Drawing foldersqty 22

Decorations

Tablecloth rollsqty 3
Name badgesqty 25
Badge holdersqty 25
Welcome sign

Tableware

Drinking glassesqty 30
Coffee cupsqty 24
Platesqty 30
Cutlery setsqty 30
Serving traysqty 4
Serving plattersqty 6
Water jugsqty 4
Thermos flasksqty 3

Kitchen

Cutting boardsqty 3
Bread knivesqty 2
Serving tongsqty 4

Cleaning

Cleaning bucketqty 2
Mopqty 2
Dustpan and brushqty 2
Vacuum cleaner

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 pack
- Milk - 4 liters
- Oat milk - 2 liter
- Spa Blauw - 24 bottles
- Spa Red - 12 bottles
- Cola - 4 bottles
- Cola Zero - 3 bottles
- Sinas - 2 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Lemons - 6 pieces
- Cookies - 4 packs
- Stroopwafels - 3 packs
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Popcorn - 2 bags
- Apples - 2 kilograms
- Grapes - 2 kilogram
- Cucumbers - 4 pieces
- Cherry tomatoes - 1 kilogram
- Carrots - 1 kilogram
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Vegan spread - 3 tubs
- Young cheese - 1 kilogram
- Vegetarian cheese - 500 grams
- Mini bake-off rolls - 50 pieces
- Gluten-free rolls - 6 pieces
- Butter - 2 packs
- Mayonnaise - 1 bottle
- Mustard - 1 jar
- Ketchup - 1 bottle
- Napkins - 100 pieces
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Cleaning spray - 2 bottles
- Disinfectant wipes - 2 packs
- Hand soap - 2 bottles
- Aluminum foil - 1 roll
- Cling film - 1 roll

Tips

Buy enough A4 drawing paper and sketchbooks for every exercise, plus at least 10% extra for mistakes, demonstrations and late registrations. Keep separate paper available for charcoal so graphite and charcoal do not get mixed.
Prepare one drawing kit per participant with pencils, colored pencils, fineliners, an eraser, sharpener and the materials needed for the exercises. Assemble the kits at least one day ahead so you can spot shortages before guests arrive.
Do not leave lighting and power to the day itself. Check the table lamps, extension cords and power strips together in advance, and bring enough outlets for every lamp without creating walkways covered in cables.
Protect tables before laying out paper, water cups, palettes and brushes. Tablecloth rolls, tape and poster putty are easy to overlook, but replacing damaged surfaces after a wet or charcoal-based exercise is much harder.
Plan refreshments around the session length: chill drinks and prepare snacks before participants arrive, then set out coasters and water cups where they cannot be knocked over onto drawings. Keep a kitchen timer available for timed exercises and breaks.

Frequently asked questions

How much drawing paper do I need per person for a workshop?: Allow at least 10 A4 sheets per person for a short workshop with several exercises, then add 10% extra. For a full-day session, plan 20 to 30 sheets per person, depending on how often participants redraw.
How many pencils should I buy for a drawing workshop?: Provide at least one graphite pencil, one colored-pencil set and one fineliner per participant, plus 10% spare pencils. Buy or prepare one sharpener and one kneaded eraser for each person so participants are not waiting to share basic tools.
When should I order art supplies for a drawing workshop?: Order specialist supplies at least 10 to 14 days before the workshop. Check the delivery no later than 3 days before the event, leaving time to replace missing paper, brushes or charcoal.
What drinks and snacks do I need for a drawing workshop?: For a two- to three-hour workshop, allow two drinks per person, plus water available throughout. Prepare one or two snack portions per person and check dietary requirements before buying anything for the catering table.

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