How to organise a drawing workshop from start to finish

A drawing workshop runs smoothly when the teaching plan, participant list and workstations are ready before anyone arrives. Start by booking the venue and teacher, then set a realistic schedule and open registrations. In the final week, confirm dietary requirements, check every material and prepare worksheets and name badges. On the day, allow at least 60 minutes to arrange tables, chairs, lighting, demonstration equipment, drawing supplies, registration and refreshments.

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

1
Reserve venue
2
Create the workshop schedule
3
Book teacher
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Update participant list
8
Check materials
2 people
9
Buy extra materials
10
Prepare worksheets
2 people
11
Make name badges
12
Do the shopping
2 people
13
Chill drinks
14
Prepare snacks
2 people

Event

15
Open venue
2 people
16
Set up tables
3 people
17
Set up chairs
3 people
18
Set up workstations
3 people
19
Prepare drawing supplies
2 people
20
Set up demo table
21
Set up coffee station
2 people
22
Set out snacks
2 people
23
Set up the registration table
24
Receive participants
2 people
25
Hand out name badges
26
Introduce workshop
27
Give drawing demonstration
28
Guide participants
3 people
29
Serve coffee break
2 people
30
Refill drinks
31
Replenish worksheets
32
Facilitate the second signing session
3 people
33
Serve break snacks
2 people
34
Present projects
2 people
35
See participants off
2 people

Aftercare

36
Gather art supplies
3 people
37
Clear tables and chairs
3 people
38
Wash dishes
2 people
39
Collect waste
2 people
40
Clean the room
3 people
41
Sort materials
2 people
42
Return borrowed items

What to bring

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

Furniture

Tablesqty 8
Chairsqty 32
Tableclothqty 8
Presentation table

Equipment

Document camera
Projector
Projection screen
Extension cordsqty 3
Power stripsqty 4
Kettleqty 2
Coffee maker

Lighting

Desk lampsqty 8
Mood lightingqty 2

Art supplies

Sketchbooksqty 35
Drawing paperqty 250
HB Pencilsqty 40
2B pencilsqty 40
4B pencilsqty 40
Colored pencilsqty 12
Finelinersqty 40
Graphite pencilsqty 12
Kneaded erasersqty 35
Erasersqty 35
Pencil sharpenersqty 12
Rulersqty 12
Clipboardsqty 35
Drawing boardsqty 35
Brushesqty 35
Watercolor setsqty 12
Water bowlsqty 35
Mixing palettesqty 12
Apronsqty 35
Washable placematsqty 35

Presentation

Drawing clipsqty 35
Presentation boardsqty 4
Name badgesqty 35
Markersqty 6

Tableware

Reusable cupsqty 40
Coffee cupsqty 35
Platesqty 40
Cutlery setsqty 40
Serving traysqty 4

Kitchen

Thermos flasksqty 4
Coolersqty 2
Scissorsqty 4
Cutting boardsqty 2
Bread knivesqty 2

Decorations

Buntingqty 2
Flower vasesqty 4
Table décorqty 8

Cleaning

Cleaning bucketsqty 2
Microfiber clothsqty 8
Waste binsqty 4

Catering

Groceries

Tips

Plan one workstation per participant, with enough space for a sketchbook, drawing board and pencils. Set out spare paper, sharpeners and erasers before registration opens so participants are not waiting for basic supplies.
Test the projector, document camera, projection screen and extension cords at least one day ahead. A drawing demonstration can lose 10 minutes quickly if the camera angle or power connection is wrong.
Prepare the schedule with a clear start time, demonstration blocks and drawing periods. Add a 10-minute buffer between major activities for questions, changing materials and short breaks.
Check registrations and dietary requirements 3 to 5 days before the workshop, then buy extra materials and snacks. Plan a small reserve of pencils, paper and erasers in case several participants use more than expected.
Arrive 60 minutes before participants and set up the registration table first. Keep name badges, the participant list and worksheets together, while the coffee station and snacks stay separate from the art materials.

Frequently asked questions

How far in advance should I book a drawing workshop teacher?: Book the teacher at least 6 to 8 weeks before the workshop, especially if you need a specific drawing style or demonstration setup. Confirm the schedule, required materials and equipment before opening registrations.
How much time do I need to set up a drawing workshop?: Allow at least 60 minutes for a small workshop and 90 minutes for a larger group. This covers tables, chairs, workstations, lighting, the demonstration table, registration and the coffee station.
What materials does each person need for a drawing workshop?: Give each participant a sketchbook or drawing paper, an HB pencil, softer pencils such as 2B or 4B, an eraser and a sharpener. Add rulers, fineliners, coloured pencils or watercolour materials only if they are part of the schedule.
When should I send drawing workshop invitations?: Send invitations 3 to 4 weeks before the workshop and close registrations several days before the event. Use the final participant list to prepare name badges, worksheets, workstations, materials and refreshments.

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.