Live Painting Show Checklist

A live painting show needs more than artists and blank canvases. You need a confirmed venue, a clear running order, working sound and lighting, protected floors, and enough time to prepare each performer’s materials. Use this checklist to move from booking and guest registration to the final room setup. The most commonly missed details are power checks, artist briefings, viewing boundaries, dietary requirements, and chilling drinks before guests 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

Confirm location and date
Confirm the reservation in writing
Book live paint artists
Coordinate music and program
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Update visitor list
Publish the program and times
Send artist briefing
Checking equipment and power
2 people
Check canvases
Restock paint and brushes
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Prepare materials per performer
2 people
Open venue
2 people
Clear the workspace
3 people
Protect the floor
3 people
Set up painting walls
3 people
Mark off-stage viewing area
2 people
Set up tables and chairs
3 people
Set out artist supplies
3 people
Install lighting
2 people
Connect the sound system
2 people
Test microphone
2 people
Test the music playlist
Set up the registration table
2 people
Set up the bar and drink station
2 people
Portion snacks
3 people
Check toilets

Event

Welcome performers
2 people
Welcome visitors
3 people
Explain the program
Open live painting
Provide music during painting
Assist performers
2 people
Serve drinks
3 people
Serve snacks
2 people
Refill drinks
2 people
Collect glasses and tableware
2 people
Explain the painting process
Handle visitor questions
2 people
Keep workspace clean
2 people
Empty trash bins
Set out extra paint
Provide drinks for artists during breaks
Illuminate the final works
2 people
Announce final presentation
Present final projects
2 people
Wave goodbye to visitors
3 people

Aftercare

Check out artists
2 people
Store paint and materials safely
3 people
Let the paintings dry
2 people
Turn off the sound system
2 people
Dismantle lighting
2 people
Clear tables and chairs
3 people
Wash dishes
2 people
Remove floor covering
3 people
Remove paint splatters
2 people
Thoroughly clean the venue
3 people
Dispose of waste
2 people
Return borrowed materials
2 people
Inventory the remaining materials
Pack paintings
2 people
Store photos and files securely
Send thank-you message to visitors
Inform performers about ongoing work

What to bring

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

Furniture

Cocktail tablesqty 8
Long tablesqty 6
Chairsqty 80
Bar stoolsqty 12
Registration desk
Clothes racksqty 2

Equipment

Active speakersqty 2
Mixer
Wireless microphone
Microphone stand
Audio cablesqty 4
Power stripsqty 8
Extension cordsqty 8
Laptop
Mobile phoneqty 2

Lighting

LED floodlightsqty 6
Light standsqty 4
Mood lightingqty 6

Decorations

Arrows and signageqty 12
Program postersqty 8
Name badgesqty 120
Table runnersqty 14
Bollardsqty 10
Barrier tapeqty 4

Art supplies

Painting canvasesqty 16
Painting easelsqty 12
Acrylic paint setsqty 8
Brush setsqty 12
Palletsqty 16
Mixing bowlsqty 24
Water tubsqty 16
Pencilsqty 24
Eraserqty 12
Paper tapeqty 12
Spray paintqty 6
Painter's glovesqty 40
Painter's coverallsqty 12
Protective filmqty 4

Tableware

Reusable drinking glassesqty 120
Wine glassesqty 60
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 60

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving plattersqty 12
Serving tongsqty 8
Drink dispensersqty 3
Bottle openersqty 4
Corkscrewsqty 2
Cutting boardsqty 3
Kitchen knivesqty 3
Food containersqty 12

Cleaning

Bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 20
Cleaning glovesqty 8
Waste binsqty 8
Paper towel dispensersqty 4
Toilet paper holdersqty 4

Groceries

Groceries

Tips

Confirm the venue, date, and reservation in writing before booking the artists. Check when you can access the room, where equipment may be placed, and whether there are limits on noise or floor protection.
Send the artist briefing at least 7 days before the show. Include arrival time, painting duration, canvas size, available acrylic paints and brushes, the program order, sound cues, and the person handling last-minute questions.
Test every power and audio connection before setup day, including extension cords, power strips, the mixer, active speakers, laptop, and wireless microphone. Keep lighting on separate circuits where possible so LED floodlights do not overload the sound equipment.
Prepare one clearly labeled supply set per performer before opening the venue. Count canvases, easels, palettes, mixing bowls, paint sets, and brush sets; restock anything that is missing instead of searching for supplies during the show.
Protect the floor before moving tables or easels into place, then mark the off-stage viewing area with barrier tape or bollards. Set up arrows, program posters, registration, and name badges before guests arrive so the entrance does not become crowded.

Frequently asked questions

How far in advance should I book artists for a live painting show?: Book the artists at least 6 to 8 weeks before the event, especially if you need several performers or a specific program. Send the final briefing and running order at least 7 days before the show.
How many canvases and paint sets do I need for a live painting show?: Prepare at least one canvas, easel, palette, mixing bowl, paint set, and brush set per performer, plus 10% spare consumables where possible. Count the supplies again after the artist briefing, when special color or size requests are known.
When should I test the sound and lighting for a live painting event?: Complete the full equipment and power test no later than the day before the show, then repeat a quick check 2 hours before doors open. Test the mixer, speakers, microphone, laptop, cables, LED floodlights, and available sockets together.
How early should I arrive to set up a live painting show?: Allow at least 3 hours before guest arrival for floor protection, painting walls, tables, chairs, lighting, artist supplies, registration, and signage. Add another 30 minutes if the venue has limited access or the equipment must be carried a long distance.

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