Graffiti workshop checklist

A graffiti workshop needs more than paint and a few blank surfaces. You need a confirmed venue, a clear participant list, enough protective equipment, and a workspace that can handle overspray, drying artwork and waste. Start planning several weeks ahead so materials and stencil designs are ready before the workshop day. Use this checklist to move from bookings and registrations to setup, safety checks and the final participant briefing.

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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
Confirm the workshop date
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Order paint and materials
Determine catering quantities
Develop the workshop program
Select techniques
Prepare stencil designs
2 people
Check deliveries
2 people
Send participant information
Do the shopping
2 people
Chill drinks
Sort materials
2 people
Prepare the workspace
3 people
Cover the floors
3 people
Set up tables
3 people
Set up chairs
2 people
Prepare paint supplies
3 people
Lay out protective clothing
2 people
Set up catering
2 people
Conduct a safety check
2 people
Set up instruction table

Event

Receive participants
2 people
Give safety instructions
2 people
Demonstrate graffiti techniques
2 people
Distribute practice materials
2 people
Guide participants
3 people
Refill drinks
Serve break snacks
2 people
Let creations dry
2 people
Serve dinner
3 people
Finish the final projects
3 people
Photograph the projects
Hand out the projects
2 people
See participants off
2 people

Aftercare

Store paint materials safely
2 people
Collect waste
3 people
Clear tables and chairs
3 people
Clean work area
3 people
Wash dishes
2 people
Inventory materials
Dispose of empty spray cans
Return borrowed items
2 people
Store remaining catering

What to bring

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

Furniture

Work tablesqty 6
Chairsqty 24
Drying racksqty 4
Waste binsqty 4

Equipment

Extension cordsqty 6
Power stripsqty 6
Bluetooth speaker
Work lightsqty 4

Graffiti supplies

Aerosol paint cansqty 120
Paint markersqty 24
Canvas clothsqty 24
Practice cardqty 30
Stencil sheetsqty 30
Painter's tapeqty 12
Pencilsqty 30
Eraserqty 24
Scissorsqty 12
Cutting matsqty 6
Putty knivesqty 12
Mixing bowlsqty 24
Brushesqty 30
Water tubsqty 12

Protection

Spray masksqty 24
Safety gogglesqty 24
Nitrile glovesqty 100
Disposable coverallsqty 24
Earplugsqty 24
First aid kit
Safety tapeqty 2
Warning signsqty 4

Setup

Tarpsqty 12
Plastic tableclothsqty 6
Drying labelsqty 30

Tableware

Reusable cupsqty 30
Platesqty 30
Cutlery setsqty 30
Coffee cupsqty 24

Kitchen

Coffee maker
Kettleqty 2
Coolersqty 3
Cutting boardsqty 3
Knivesqty 3
Serving traysqty 6
Serving spoonsqty 6

Cleaning

Bucketsqty 3
Mopsqty 3
Dustpan and brushqty 2
Spongesqty 6

Catering

Groceries

Tips

Confirm the venue and workshop date before sending invitations. Check that the space has suitable ventilation, enough power for lights and equipment, and room for work tables, drying racks and waste bins.
Close registrations early enough to order materials accurately. Use the final participant count to calculate paint, protective clothing, catering, chairs and workstations rather than estimating from the invitation list.
Prepare stencil designs and practice activities before the day. Have several stencil sheets, pencils, erasers, scissors and cutting mats ready so participants are not waiting while designs are being made.
Set up protection before unpacking paint. Cover the floors, mark restricted areas with safety tape, place warning signs, and provide spray masks, safety goggles, nitrile gloves and disposable coveralls at the entrance.
Keep the last 60–90 minutes for delivery checks and room setup. Arrange the instruction table, paint supplies, water tubs and protective clothing before participants arrive, then complete a safety check with cords, walkways and emergency equipment visible.

Frequently asked questions

How far in advance should I plan a graffiti workshop?: Confirm the venue and date at least 4–6 weeks ahead. Send invitations once the space, workshop format and expected capacity are fixed, leaving time to process registrations and order materials.
How much paint do I need for a graffiti workshop?: Base the order on the confirmed participant count and the number of practice and final pieces each person will make. Finalise quantities after registrations close, ideally 1–2 weeks before the workshop, and keep a small reserve for testing and spills.
What safety equipment is needed for a graffiti workshop?: Provide one spray mask, pair of safety goggles and pair of nitrile gloves per participant, plus disposable coveralls where clothing may be exposed. Keep a first aid kit, safety tape and warning signs in the workspace before paint is opened.
When should I set up the graffiti workshop space?: Allow at least 60–90 minutes for tables, chairs, floor protection, drying racks, materials and catering. Complete the safety check before guests arrive, and chill drinks and sort the materials earlier if the venue allows it.

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