Graph Workshop Checklist

A graph workshop needs more than a room and art supplies. You need to choose the printing technique, calculate materials for the registered group, prepare safe workstations, and make sure presses, lighting, and drying space are ready. Use the checklist to work from early planning through the final venue check. Pay particular attention to tasks that are easy to leave late, such as confirming dietary requirements, printing worksheets, assembling material sets, and testing power connections.

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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
Determine workshop technique
2 people
Calculate material quantities
2 people
Create a registration form
Send invitations
Process registrations
Collect dietary requirements
Confirm participants
Write safety instructions
Reserve printing presses
Purchase art supplies
2 people
Purchase catering
2 people
Print participant list
Make name badges
Print worksheets
Prepare templates
2 people
Assemble material sets
3 people
Chill drinks
Portion the food
2 people
Check the venue
2 people
Set up tables
4 people
Set up chairs
3 people
Install printing presses
2 people
Connect lighting
2 people
Set up workstations
4 people
Set up registration desk
2 people
Set up catering
3 people
Place safety materials
2 people

Event

Receive participants
3 people
Hand out name badges
2 people
Welcome and give instructions
2 people
Give safety instructions
2 people
Demonstrate printing techniques
2 people
Distribute materials
3 people
Supervise the first print run
4 people
Serve coffee and tea
2 people
Refill drinks
Clean work tables in between
2 people
Serve dinner
4 people
Collect tableware
2 people
Guide the second print run
4 people
Let the prints dry
2 people
Present projects
2 people
Collect materials
3 people
Say goodbye
2 people

Aftercare

Collect waste
3 people
Wash dishes
2 people
Clear tables and chairs
4 people
Clean the venue
3 people
Sort art materials
3 people
Pack prints
2 people
Return printing presses
2 people
Clear away leftover catering
2 people
Send thank-you message

What to bring

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

Furniture

Work tablesqty 6
Chairsqty 30
Registration desk
Drying racksqty 4
Clothing rack

Equipment

Printing pressesqty 2
Kettlesqty 2
Extension cordsqty 4
Power stripsqty 4
Task lampsqty 8
Coolersqty 3

Art supplies

Lino platesqty 30
Linocut tool setsqty 12
Ink rollersqty 24
Ink traysqty 24
Black printing inkqty 6
Colored printing inkqty 12
Printing platesqty 24
Printing barsqty 24
Cutting matsqty 24
Apronsqty 30
Nitrile glovesqty 3
Pencilsqty 30
Rulersqty 24
Erasersqty 24
Worksheetsqty 30
Templatesqty 30
Printer paperqty 500
Old newspaperqty 4
Masking tapeqty 6

Tableware

Mugsqty 30
Drinking glassesqty 30
Platesqty 30
Cutlery setsqty 30
Serving plattersqty 6
Serving traysqty 4

Kitchen

Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Tableclothsqty 6
Wayfinding signsqty 8
Presentation clipsqty 100

Cleaning

Bucketsqty 3
Microfiber clothsqty 20
Spongesqty 10
Mopsqty 2
Waste binsqty 4

Catering

Groceries

Tips

Choose the workshop technique before ordering supplies. The technique determines whether you need printing presses, lino plates, cutting mats, ink rollers, trays, templates, and specific safety instructions.
Calculate materials from the confirmed participant count, not from the number invited. Prepare one clearly labelled material set per participant and keep extra paper, ink, pencils, and gloves available for mistakes or replacements.
Send the registration form early enough to collect dietary requirements before catering is purchased. Confirm the final participant list before printing name badges, worksheets, and work instructions.
Check the room at least one day before the workshop if possible. Test printing presses, task lamps, extension cords, and power strips, and leave enough space for work tables, drying racks, and safe movement between stations.
Set up the workstations before participants arrive, then chill drinks and portion food separately from the art area. Keep aprons, nitrile gloves, old newspaper, and masking tape easy to reach so cleanup and spill control do not interrupt the session.

Frequently asked questions

How far in advance should I plan a graph workshop?: Start booking the venue and deciding the workshop technique at least 4 to 6 weeks before the event. This gives you time to collect registrations, order art supplies, reserve printing presses, and prepare the printed materials.
How many materials do I need per graph workshop participant?: Prepare one complete material set for every confirmed participant, including the required tools, paper, templates, and protective equipment. Add roughly 10% extra for consumables such as printer paper, ink, gloves, and masking tape.
When should I confirm participants and dietary requirements?: Set a registration deadline about 7 days before the workshop. Confirm attendance and dietary requirements immediately afterward, before buying catering and printing the final participant list or name badges.
How early should I set up a graph workshop venue?: Complete the main setup 2 to 3 hours before participants arrive. Set up tables, chairs, workstations, presses, lighting, and drying racks first, then allow time to test electrical connections and review the safety instructions.

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