Graffiti workshop checklist

A graffiti workshop needs more than paint and a few blank surfaces. You need to confirm the venue, collect registrations and dietary requirements, approve a theme, and order materials early enough for delivery and collection. On the day, protect the work area, ventilate the room, arrange tables and safety equipment, and prepare the catering separately from the paint. This checklist puts those steps in a workable order, from the first booking decision to the final demonstration.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and location
Send invitations
Process registrations
Collect dietary requirements
Share the participant list
Determine workshop theme
2 people
Submit designs
2 people
Inventory materials
Order workshop materials
Order catering
Check the shopping list
Do the shopping
2 people
Collect materials
2 people
Prepare food
2 people
Check the participant route

Event

Ventilate the venue
2 people
Tape off the work area
3 people
Set up tables and chairs
3 people
Set out workshop materials
2 people
Set up the catering buffet
2 people
Chill drinks
Set out safety instructions
Receive participants
2 people
Give safety instructions
Demonstrate graffiti techniques
Guide the sketches
2 people
Hand out spray cans
2 people
Supervise graffiti works
3 people
Serve snacks
2 people
Refill drinks
Let work dry
Serve the buffet
2 people
Take group photo
Host the open bar
2 people

Aftercare

Gather tools
2 people
Sort waste
2 people
Wash dishes
2 people
Clean work tables
2 people
Check the floor and walls
2 people
Leave venue clean
2 people
Pack leftover food
Return rented materials
2 people
Send participants' photos

What to bring

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

Furniture

Work tablesqty 6
Chairsqty 24
Buffet tablesqty 2
Clothes racksqty 2

Equipment

Coolersqty 3
Bluetooth speaker
Extension cordsqty 4
Power stripsqty 4
Glue gunqty 2
Phone tripod

Graffiti

Water-based spray cansqty 80
Primer spray cansqty 12
Base paintqty 8
Canvas clothsqty 24
Sketchbooksqty 24
Pencilsqty 30
Eraserqty 24
Templatesqty 20
Color markersqty 48
Paint traysqty 12
Brushesqty 36
Mixing cupsqty 24
Stir sticksqty 30

Safety

Nitrile glovesqty 100
Dust masksqty 30
Safety gogglesqty 24
Hearing protectionqty 24

Protection

Tarpaulinqty 8
Masking tapeqty 12
Painter's coverallsqty 24

Tableware

Reusable glassesqty 40
Platesqty 30
Cutlery setsqty 30
Serving bowlsqty 8

Kitchen

Cutting boardsqty 3
Chef's knifeqty 3
Serving spoonsqty 6

Decorations

Tableclothsqty 8
Welcome sign
Name stickersqty 30

Cleaning

Bucketsqty 4
Spongesqty 12
Microfiber clothsqty 12

Catering

Groceries

Tips

Confirm the venue before sending invitations. Check that there is enough room for work tables, chairs, a separate buffet, clothes storage and a clearly taped-off painting area.
Set a firm deadline for registrations and design submissions. Share the final participant list with the workshop team, including dietary requirements, before ordering food and allocating materials.
Count every material before shopping: spray cans, primer, base paint, canvases, sketchbooks, pencils, markers, trays, brushes, mixing cups and stir sticks. Add safety equipment for every participant, not just the instructor.
Schedule setup before participants arrive. Allow time to ventilate the venue, cover surfaces with tarpaulin, tape off the work area, connect extension cords and power strips, and place safety instructions where everyone can see them.
Keep the catering area away from paint and solvents. Chill drinks in coolers, set out the buffet only after the work area is ready, and give the safety briefing before anyone handles spray cans or starts the demonstration.

Frequently asked questions

How early should I order materials for a graffiti workshop?: Order as soon as the participant numbers and workshop theme are confirmed, preferably at least 2 weeks before the session. This leaves time to check deliveries, replace missing items and collect materials before setup day.
How many spray cans do I need per person for a graffiti workshop?: Plan the quantity from the approved designs and the surface size rather than using one fixed number. As a practical minimum, prepare enough water-based colours for the main design plus primer and base paint, with an extra 10–15% for testing and mistakes.
When should participants submit their graffiti designs?: Set the submission deadline 7–10 days before the workshop. That gives the instructor time to review the designs, prepare templates and identify colours or materials that need to be ordered.
How long before the workshop should I set up the venue?: Start physical setup at least 90 minutes before participants arrive. Use that time to ventilate the room, cover and tape the work zone, arrange tables and chairs, place safety equipment, chill drinks and prepare the buffet.

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.