How to organise a painting workshop

A painting workshop runs smoothly when the practical work is finished before participants arrive. Start by confirming the room, setting a registration deadline and ordering materials based on the final headcount. Then plan the tables, chairs, easels, drying space and refreshments around the painting process. On the day, participants should be able to check in, find a prepared workstation and begin without waiting for supplies or instructions.

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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

1
Confirm workshop room
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Send program to attendees
6
Order painting supplies
7
Order catering
8
Do the shopping
2 people
9
Check materials
2 people
10
Set out painting samples
11
Set up tables
3 people
12
Set up chairs
2 people
13
Set up workstations
3 people
14
Cover the floor and tables
2 people
15
Distribute paint and brushes
3 people
16
Set out coffee and tea
2 people
17
Set up the reception desk

Event

18
Receive participants
2 people
19
Explain the workshop
20
Demonstrate the technology
21
Guide participants
3 people
22
Serve coffee and tea
2 people
23
Refill drinks
24
Serve break snacks
2 people
25
Clean work tables between uses
2 people
26
Supervise the second coat of paint
3 people
27
Let the paintings dry
2 people
28
Present projects
29
See participants off
2 people

Aftercare

30
Collect paint and tools
3 people
31
Wash dishes
2 people
32
Clear tables and chairs
3 people
33
Clean the room
3 people
34
Collect and take away waste
2 people
35
Let materials dry
36
Return materials

What to bring

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

Furniture

Tablesqty 6
Chairsqty 22
Work stoolsqty 4
Drying racksqty 3

Equipment

Easelsqty 22
Kettlesqty 2
Coffee maker
Extension cordsqty 3

Kitchen

Thermos flasksqty 3
Coolersqty 2

Tableware

Mugsqty 24
Glassesqty 24
Platesqty 24
Cutlery setsqty 24

Decorations

Name badgesqty 24
Table runnersqty 6
Display standsqty 12
Directional signsqty 6

Painting supplies

Acrylic paint setsqty 10
Painting canvasesqty 24
Brushesqty 60
Mixing palettesqty 24
Water cupsqty 24
Pencilsqty 24
Erasersqty 24
Palette knivesqty 12
Mixing bowlsqty 12
Apronsqty 24
Brush holdersqty 12
Worksheetsqty 24
Poster puttyqty 4
Rulersqty 12
Hair dryersqty 2

Cleaning

Washing-up tubsqty 3
Bucketsqty 3
Spongesqty 6
Cleaning clothsqty 12
Trash binsqty 4

Catering

Groceries

Tips

Set the registration deadline before ordering canvases, paint sets, brushes and aprons. Add a small buffer for late changes, but do not buy materials before you know the expected group size.
Plan each workstation before setup begins. Place the canvas, easel, brushes, palette, water cup, pencils and worksheets where participants can reach them without crossing another person’s painting area.
Protect the floor and tables before placing equipment. Check extension cords, kettles and the coffee machine early, because limited sockets can force you to rearrange the room at the last minute.
Prepare the teaching sequence in advance: show the samples, explain the workshop, demonstrate the technique, then guide participants while they work. Send the programme beforehand so attendees know when the break takes place.
Allow time between uses to clean work tables and move finished paintings to drying racks. Keep drinks and snacks away from wet paintings, and refill coffee, tea and water during the break rather than during the demonstration.

Frequently asked questions

How far in advance should I organise a painting workshop?: Confirm the workshop room and send invitations at least 3 to 4 weeks before the event. Set the registration deadline 7 to 10 days before the workshop so you can order materials and catering using a reliable headcount.
How many painting materials do I need per participant?: Prepare one canvas, easel, apron, paint set, mixing palette, water cup and worksheet per participant. Provide at least 2 to 3 brushes per person, plus a few spare brushes and paint sets for breakage or late registrations.
How should I set up tables for a painting workshop?: Give each participant a dedicated workstation with enough room for a canvas, palette and water cup. Leave a clear route between tables and allow space for drying racks; finish the full setup at least 60 minutes before guests arrive.
When should I serve coffee, tea and snacks?: Set out coffee and tea before reception starts, but keep the refreshment area separate from the painting tables. Schedule snacks for a defined break of around 15 to 20 minutes so participants can leave wet work safely and return on time.

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