How to organize an Animal Drawing Day

An Animal Drawing Day works best when the creative activity is planned as carefully as the welcome and the room setup. Start by securing a suitable room, setting a registration deadline, and collecting dietary requirements and animal photos early. Then build the program around drawing assignments, a short animal quiz, and time to display the finished work. On the day, participants should be able to find their station, materials, name badge, and instructions without waiting for help.

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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 a room
2
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Select drawing assignments
2 people
6
Collect animal photos
2 people
7
Create the program
8
Create consent forms
9
Design worksheets
2 people
10
Purchase supplies
2 people
11
Do the shopping
2 people
12
Print worksheets
13
Prepare name badges
14
Set up drawing stations
2 people
15
Lay out activity cards
16
Fill participant folders
2 people
17
Prepare animal quiz
18
Prepare exhibition wall
2 people
19
Fill coolers
20
Prepare snacks
3 people
21
Set out coffee and tea
2 people
22
Check the venue
2 people
23
Set up tables
4 people
24
Set out chairs
3 people
25
Distribute drawing materials
3 people
26
Hang decorations
2 people
27
Set up the reception table
2 people

Event

28
Welcome visitors
3 people
29
Hand out name badges
2 people
30
Explain the opening
31
Lead the drawing workshop
4 people
32
Restock drawing supplies
2 people
33
Serve drinks
2 people
34
Refill drinks
2 people
35
Serve snacks
3 people
36
Host the animal quiz
2 people
37
Clean break tables
2 people
38
Guide free drawing
3 people
39
Display the drawings
3 people
40
Guide the audience round
2 people
41
Announce the closing
42
Wave goodbye to visitors
3 people

Aftercare

43
Pack the drawings safely
3 people
44
Collect waste
3 people
45
Wash dishes
2 people
46
Clear tables and chairs
4 people
47
Clean the venue
3 people
48
Sort materials
2 people
49
Store leftover food
50
Return borrowed materials
2 people
51
Send a thank-you gift to participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Coat racksqty 2
Tableclothsqty 8

Drawing materials

Drawing paperqty 300
Sketchbooksqty 60
Graphite pencilsqty 120
Colored pencilsqty 12
Markersqty 12
Crayonsqty 10
Erasersqty 70
Pencil sharpenersqty 20
Rulersqty 30
Drawing tablesqty 8
Coloring pagesqty 100
Apronsqty 30
Table coversqty 8

Decorations

Animal postersqty 20
Animal bannerqty 2
Balloonsqty 50
Name badgesqty 80
Poster puttyqty 4
Animal stickersqty 200
Animal photosqty 100
Exhibition boardsqty 10
Clothespinsqty 100
Label tagsqty 100

Equipment

Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 4
Power stripsqty 4

Catering

Drinking glassesqty 70
Platesqty 70
Cutlery setsqty 70
Pitchersqty 6
Serving traysqty 6
Coolersqty 4
Thermos flasksqty 4
Storage binsqty 8
Groceries

Kitchen

Cutting boardsqty 4
Bread knivesqty 3
Serving spoonsqty 6
Kitchen tongsqty 4
Measuring cupsqty 2
Aluminum foilqty 2
Food storage containersqty 12

Cleaning

Waste binsqty 6
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Cleaning clothsqty 20
Hand soap dispensersqty 4

Tips

Set the registration deadline at least 7 days before the event so you have time to process participants, collect dietary requirements, and prepare name badges and folders.
Collect animal photos before creating the drawing assignments. Ask for them no later than 5 days ahead, then print or label them so each participant can quickly find the right reference.
Plan the program in blocks of 30–45 minutes, including a short welcome, drawing time, the animal quiz, and an exhibition moment. Leave at least 15 minutes for people to finish and label their work.
Prepare one drawing station per participant, with paper or a sketchbook, pencils, erasers, sharpeners, and the chosen colouring materials already laid out. Add a few spare sets instead of making people share basic tools.
Finish the room setup at least 60 minutes before doors open. Set up tables and chairs first, then drawing stations, participant folders, refreshments, and the exhibition wall so late tasks do not interrupt registration.

Frequently asked questions

How far in advance should I plan an Animal Drawing Day?: Book the room and send invitations at least 3–4 weeks in advance. Close registrations about 7 days before the event so you can assign animals, print worksheets, and prepare folders.
How many drawing materials do I need per person?: Prepare one complete basic set per participant: drawing paper or a sketchbook, graphite pencils, an eraser, and access to sharpeners. Add at least 10% spare materials, so a group of 20 people has two extra sets available.
What should the schedule for an Animal Drawing Day include?: Allow 15 minutes for arrival and name badges, 30–45 minutes for each drawing block, 10–15 minutes for the animal quiz, and at least 15 minutes to label and display finished drawings. A 2.5–3 hour program gives enough time without rushing.
When should I prepare the exhibition wall?: Set up the exhibition boards and labels during the final hour before participants arrive. Keep clothespins, label tags, and poster putty together at the display area so the finished drawings can go up within 15 minutes.

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