How to organise an arts afternoon in a care facility

Start by fixing the date, room and activity programme before inviting anyone. For this afternoon, plan the flow around painting and collage, with enough time for residents to move between activities or receive individual support. Registrations, dietary requirements and activity assignments should be settled before you buy catering or set up tables. The final check is practical: accessible seating, protected drying space, labelled materials, hot drinks and a clear welcome for every participant.

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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 date and venue
2 people
2
Set the activity program
2 people
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Assign residents to activities
2 people
7
Confirm art guides
8
Determine catering quantities
9
Check supplies
2 people
10
Do the shopping
2 people
11
Set out art materials
2 people
12
Set up work tables
2 people
13
Prepare name badges
14
Set up the music playlist
15
Make the space accessible
2 people
16
Set up tables and chairs
3 people
17
Set up art tables
3 people
18
Hang decorations
2 people
19
Prepare coffee and tea
2 people
20
Set out snacks
2 people

Event

21
Receive participants
3 people
22
Explain the program and house rules
23
Guide the painting activity
3 people
24
Guide the collage activity
3 people
25
Provide individual support
4 people
26
Serve coffee and tea
2 people
27
Serve snacks
2 people
28
Refill drinks
29
Clean work tables between uses
2 people
30
Let artworks dry
2 people
31
Present artworks
2 people
32
Serve dinner
3 people
33
Guide participants to departure
3 people

Aftercare

34
Wash dishes
2 people
35
Clear away art supplies
2 people
36
Clear tables and chairs
3 people
37
Collect waste
2 people
38
Clean the room
2 people
39
Let materials dry
40
Store artwork safely
2 people
41
Store leftover stock
42
Return borrowed materials
2 people

What to bring

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

Furniture

Work tablesqty 8
Chairsqty 45
Wheelchair tablesqty 4
Serving trolleyqty 2
Drying racksqty 4

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable cupsqty 60
Coffee cupsqty 50
Cutlery setsqty 50
Serving spoonsqty 6

Equipment

Kettlesqty 2
Coffee machinesqty 2
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Kitchen

Thermos flasksqty 4
Pouring jugsqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Serving plattersqty 8
Serving trays with lidsqty 4

Art supplies

Drawing paperqty 100
Canvas clothsqty 45
Acrylic paint setsqty 12
Brushesqty 60
Colored pencilsqty 20
Markersqty 20
Wax crayonsqty 12
Scissorsqty 20
Glue sticksqty 30
Mixing palettesqty 20
Water bowlsqty 30
Apronsqty 45
Protective filmqty 2
Clothespinsqty 60
Ropeqty 2

Decorations

Tableclothsqty 8
Paper garlandsqty 6
Flower arrangementsqty 6
Name badgesqty 50

Cleaning

Bucketsqty 3
Mopsqty 3
Dustpan and brushqty 2
Microfiber clothsqty 12

Catering

Groceries

Tips

Build the programme around the residents’ pace, not just the activities. Allow a calm welcome, a clear explanation of the house rules, one painting block, one collage block and time for individual support.
Check accessibility before arranging the room. Use wheelchair tables where needed, leave clear routes between work tables, and keep the serving trolley and drying racks positioned so staff can reach them without crossing the activity area.
Confirm art guides and resident assignments at least a few days ahead. This prevents one guide from having to lead painting, explain collage and provide individual help at the same time.
Prepare the materials in activity groups rather than putting everything on one table. Set out paper or canvas cloths, paint and brushes for painting, then pencils, markers, crayons and scissors for collage; keep extra supplies nearby.
Work out catering after registrations and dietary requirements are processed. Prepare coffee and tea close to the start, place snacks where residents can reach them, and keep serving trays with lids ready if food must be moved through the facility.

Frequently asked questions

How long should an arts afternoon in a care facility last?: Allow about 2.5 to 3 hours, including a welcome, two guided activities and a short refreshment break. Keep at least 15 minutes at the end for displaying or safely moving finished work.
When should I send invitations for a care facility arts afternoon?: Send invitations 3 to 4 weeks before the event so registrations, dietary requirements and activity assignments can be processed. Confirm the final participant list with staff about 5 to 7 days beforehand.
How many staff or art guides are needed for the activities?: Plan on one guide or support person for roughly 6 to 8 participants, with extra help for residents who need individual support. Confirm the exact allocation before setting the activity tables.
How early should the room be set up?: Start the room setup 60 to 90 minutes before participants arrive. Set out accessible tables and chairs first, then materials, drying racks, refreshments, name badges and the music equipment so there is time to fix blocked routes or missing supplies.

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.