What you need for a live painting show

A live painting show needs more than canvases and paint. You also need a clear, well-lit workspace, enough power for sound and lighting, and a separate viewing area so guests can watch without getting in the artists’ way. Plan supplies per performer, then add backups for paint, brushes and cables. Drinks, signage, name badges and floor protection are easy to overlook and usually take longer to arrange than expected.

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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
- Still mineral water - 10 bottles
- Sparkling mineral water - 6 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Alcohol-free beer - 4 crates
- Lager - 5 crates
- White wine - 12 bottles
- Red wine - 6 bottles
- Rosé - 6 bottles
- Alcohol-free white wine - 4 bottles
- Coffee beans - 3 kilo
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 3 kilos
- Ice cubes - 20 kilo
- Apple juice - 6 liters
- Orange juice - 6 liters
- Olives - 3 kg
- Mixed nuts - 3 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salsa sauce - 6 jars
- Hummus - 10 tubs
- Cucumbers - 12 pieces
- Carrots - 4 kilos
- Cherry tomatoes - 3 kilos
- Grapes - 4 kilos
- Strawberries - 3 kilos
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Vegan cheese - 1 kilo
- Chicken breast slices - 2 kilos
- Vegetarian spread - 2 kilos
- Vegan falafel - 3 kilos
- Mini quiches - 120 pieces
- Vegetable spring rolls - 120 pieces
- Mini wraps - 120 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Fresh basil - 6 bunches
- Pepper - 1 can
- Salt - 1 tin
- Olive oil - 2 bottles
- Coffee filters - 2 packs
- Cocktail picks - 4 boxes
- Paper napkins - 12 packs
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Hand soap - 6 dispensers
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Garbage bags - 4 rolls
- Freezer bags - 2 boxes

Tips

Plan one complete set of canvases, easels, acrylic paints, brushes and palettes for each live painter, then add spare brushes and extra paint for the final part of the show.
Check every power requirement before shopping. Count the speakers, mixer, floodlights and other powered equipment, then bring enough power strips and extension cords to keep cables away from walkways.
Protect the floor before the artists arrive. Use barrier tape or bollards to separate the painting area from the viewing space, and place signage where guests enter.
Prepare drinks before doors open: chill them in advance and provide enough glasses or serving supplies for the expected audience, rather than leaving this until the first guests arrive.
Pack the registration desk separately with the visitor list, name badges, a mobile phone and program posters. These items are often forgotten when equipment is loaded first.

Frequently asked questions

How many canvases do I need for a live painting show?: Provide at least one canvas per live painter for each planned painting. Add one spare canvas per artist if a canvas is damaged or the program changes.
How much acrylic paint and how many brushes should I buy?: Prepare one acrylic paint set and one brush set per performer, with extra white, black and commonly used colours. Keep at least one spare brush set available for the whole show.
How early should I set up a live painting show?: Allow at least 2 to 3 hours before guests arrive for floor protection, painting walls, easels, lighting, sound checks and material preparation. Open the venue earlier if power or equipment still needs testing.
How many extension cords and power strips are needed?: Count each powered device, including speakers, the mixer and LED floodlights, then provide at least one power strip for every 3 to 4 devices. Bring two spare extension cords so the layout can change without running cables across guest routes.

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