Illustration Workshop Checklist

Use this checklist to organise an illustration workshop from the first booking to the final room check. Set the theme, instructor, participant limit, and registration process before ordering materials or catering. Most last-minute problems come from incomplete supply checks, untested projection equipment, or participants receiving details too late. Allow time to print worksheets, prepare materials by table, chill fresh food, and set up the reception area before attendees arrive.

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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

Reserve workshop space
Book instructor and demonstrator
Set program and theme
2 people
Set the participant limit
Create a registration form
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Send confirmation to participants
Calculate catering quantities
Check the shopping list
Select craft therapy and samples
2 people
Print worksheets and assignments
Check materials
2 people
Do the shopping
2 people
Keep fresh produce cool
Remind participants

Event

Open room
2 people
Set up tables and chairs
3 people
Cover the tables
2 people
Distribute drawing supplies per table
3 people
Set up demonstration materials
2 people
Test the projector and presentation
2 people
Set up the reception table
2 people
Set out coffee and tea
2 people
Check lighting and ventilation
Receive participants
3 people
Hand out name stickers
Explain the program
Give the introductory demo
Lead the basic exercise
3 people
Answer questions at each table
3 people
Serve coffee break
2 people
Refill drinks
Lay out the workpieces
2 people
Explain the advanced exercise
Guide the in-depth exercise
3 people
Serve snacks
2 people
Refill drinks
Have projects presented
2 people
Lead the feedback round
2 people
Hand out certificates
2 people
See participants off
2 people

Aftercare

Collect drawing materials
3 people
Clear away leftover catering
2 people
Wash dishes
2 people
Collect waste
2 people
Put the tables and chairs back
3 people
Clean the room
3 people
Switch off equipment
Return materials
2 people
Share participant photos

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Reception desk
Demonstration table
Coat racksqty 2

Equipment

Projector
Projection screen
Laptop
Kettleqty 2
Coolersqty 2
Extension cordsqty 4
Power stripsqty 4

Lighting

Desk lampsqty 6

Illustration materials

Drawing boardsqty 24
A4 drawing paperqty 500
A3 drawing paperqty 100
Sketchbooksqty 24
Graphite pencilsqty 48
Finelinersqty 48
Colored pencilsqty 24
Markersqty 24
Erasersqty 30
Pencil sharpenersqty 12
Watercolor paint setsqty 12
Brushesqty 36
Ink potsqty 12
Mixing palettesqty 12
Water cupsqty 24
Drawing foldersqty 24
Cutting matsqty 6
Scissorsqty 12
Rulersqty 12
Kneadable eraserqty 12
Pencil sharpener containersqty 6

Decorations

Name badgesqty 30
Information boardsqty 4
Clothespinsqty 40
Ropeqty 2
Photo framesqty 6

Tableware

Mugsqty 30
Glassesqty 30
Platesqty 30
Cutlery setsqty 30
Serving traysqty 4

Kitchen

Thermos flasksqty 4
Pitcherqty 2
Cutting boardsqty 2
Bread knivesqty 2

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mop set
Microfiber clothsqty 12
Washing-up basinsqty 6

Catering

Groceries

Tips

Set the participant limit before opening registration. It determines how many drawing boards, chairs, worksheets, and material sets you need, as well as the catering quantities.
Confirm the instructor, demonstrator, theme, and programme before sending invitations. Include the start time, expected duration, materials provided, and any preparation participants need to do.
Check every drawing medium at least 3 days before the workshop. Count paper, sketchbooks, pencils, fineliners, erasers, sharpeners, paints, brushes, ink, palettes, and water cups rather than assuming the storage box is complete.
Test the laptop, projector, projection screen, extension cords, and power strips in the actual room the day before. A demonstration that relies on slides or close-up examples is difficult to replace at the last minute.
Prepare each table before opening the room: cover the surfaces, place drawing supplies within reach, and keep demonstration materials separate. Send the final reminder 24–48 hours beforehand with arrival instructions and any dietary information already collected.

Frequently asked questions

How far in advance should I plan an illustration workshop?: Start booking the space and instructor at least 4–6 weeks ahead. Open registration once the theme, programme, participant limit, and basic materials are confirmed.
How many participants should an illustration workshop have?: Set the limit according to the room and the instructor’s ability to demonstrate and give feedback. As a practical check, allow one usable workspace and one complete set of drawing materials per participant, plus a small spare supply.
When should I buy materials for an illustration workshop?: Check the full shopping list 7 days before the workshop and buy non-perishable materials soon after. Buy or collect fresh catering items close enough to the event to keep them fresh, and keep them chilled until serving.
What should I prepare on the day of an illustration workshop?: Open the room early enough for table and chair setup, table covers, material distribution, reception setup, and equipment testing. Aim to finish the room and projector check at least 30 minutes before participants arrive.

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