How to organize a graph workshop

A graph workshop needs more preparation than a regular art session because every participant needs a safe workstation, a printing method and enough time for drying. Start by choosing the technique and venue, then calculate materials before opening registration. After participants sign up, collect dietary and access requirements, prepare templates and worksheets, and assemble individual material sets. On the day, allow time to install and test the printing presses before participants begin cutting or printing.

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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
Reserve venue
2
Determine workshop technique
2 people
3
Calculate material quantities
2 people
4
Create a registration form
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Confirm participants
9
Write safety instructions
10
Reserve printing presses
11
Purchase art supplies
2 people
12
Purchase catering
2 people
13
Print participant list
14
Make name badges
15
Print worksheets
16
Prepare templates
2 people
17
Assemble material sets
3 people
18
Chill drinks
19
Portion the food
2 people
20
Check the venue
2 people
21
Set up tables
4 people
22
Set up chairs
3 people
23
Install printing presses
2 people
24
Connect lighting
2 people
25
Set up workstations
4 people
26
Set up registration desk
2 people
27
Set up catering
3 people
28
Place safety materials
2 people

Event

29
Receive participants
3 people
30
Hand out name badges
2 people
31
Welcome and give instructions
2 people
32
Give safety instructions
2 people
33
Demonstrate printing techniques
2 people
34
Distribute materials
3 people
35
Supervise the first print run
4 people
36
Serve coffee and tea
2 people
37
Refill drinks
38
Clean work tables in between
2 people
39
Serve dinner
4 people
40
Collect tableware
2 people
41
Guide the second print run
4 people
42
Let the prints dry
2 people
43
Present projects
2 people
44
Collect materials
3 people
45
Say goodbye
2 people

Aftercare

46
Collect waste
3 people
47
Wash dishes
2 people
48
Clear tables and chairs
4 people
49
Clean the venue
3 people
50
Sort art materials
3 people
51
Pack prints
2 people
52
Return printing presses
2 people
53
Clear away leftover catering
2 people
54
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 printing technique before buying supplies. It determines whether you need printing presses, specific plates, rollers, ink, drying racks and extra instruction time.
Calculate materials for every registered participant, then add a small reserve. For example, prepare one complete tool and material set per person rather than expecting people to share cutting tools or ink rollers.
Open registration only after checking the room layout. Allow space for work tables, chairs, a registration desk, drying racks, a clothing rack and clear access around each printing press.
Send safety instructions before the workshop, not at the start of the session. Mention sharp linocut tools, nitrile gloves, aprons, ventilation, lighting and the need to keep extension cords and power strips out of walkways.
Finish the practical setup before guests arrive: print the participant list and worksheets, make name badges, assemble material sets, chill drinks and portion the food. Test every press and task lamp after the tables are in place.

Frequently asked questions

How far in advance should I organize a graph workshop?: Start at least 4 to 6 weeks ahead. That gives you time to reserve the venue and printing presses, open registration, order art supplies and confirm the final participant count.
How many materials do I need per graph workshop participant?: Plan one complete workstation per participant, including a lino plate, cutting mat, tool set, pencil, ruler, eraser, ink roller and access to ink and paper. Add a small reserve of consumables and allow extra plates or paper for failed prints.
When should I confirm participants and dietary requirements?: Collect dietary requirements on the registration form and confirm the participant list 7 to 10 days before the workshop. Use the final count to adjust material sets, catering, name badges and printed worksheets.
How early should I set up the printing presses?: Install and test the presses at least 2 hours before participants arrive. Check power, lighting, table stability and the path to the drying racks before setting up the remaining workstations.

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