Painting Contest Checklist and Planning Guide
A painting contest needs more than canvases and paint. You must settle the format, rules, judging and registration before inviting participants, then arrange supplies, catering and the room setup. This checklist covers the full sequence, from choosing the concept and confirming the date to registering participants and distributing certificates. It also highlights details that are easy to leave until the last minute, such as dietary requirements, drying space, lighting, power and clearly labelled workstations.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Define the competition concept
2 people
Confirm location and date
Draw up the competition rules
2 people
Assign judges
Create registration form
Send invitations
2 people
Distribute promotional poster
2 people
Process registrations
Collect dietary requirements
Check participant list
2 people
Order prizes and certificates
Order catering
Purchase materials
2 people
Do the shopping
2 people
Prepare participant labels
2 people
Set out race numbers
Clean the venue
2 people
Set up tables and chairs
4 people
Set up easels and painting stations
3 people
Set up registration desk
2 people
Test lighting and power
2 people
Distribute painting supplies
3 people
Chill drinks
2 people
Event
Receive participants
3 people
Register participants
2 people
Explain the competition rules
Lead the painting competition
4 people
Refill drinks
2 people
Serve snacks
2 people
Collect paintings
3 people
Guide the jury evaluation
3 people
Display paintings
3 people
Announce the winners
Award prizes and certificates
2 people
Have participants pick up
2 people
Aftercare
Collect painting supplies
3 people
Clear tables and chairs
4 people
Wash dishes
2 people
Sort and remove waste
2 people
Clean the venue
3 people
Inventory materials
2 people
Return borrowed items
2 people
Store uncollected works
2 people
Send thank-you message
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 12
- Chairsqty 55
- Easelsqty 45
- Registration desk
- Waste binsqty 6
Equipment
- Extension cordsqty 6
- Power stripsqty 6
- Battery lampsqty 6
- Bluetooth speaker
- Coolersqty 3
Art supplies
- Painting canvasesqty 50
- Acrylic paint setsqty 50
- Brush setsqty 50
- Mixing palettesqty 50
- Water cupsqty 55
- Paint palettesqty 10
- Pencilsqty 60
- Erasersqty 30
- Pencil sharpenersqty 10
- Apronsqty 50
- Painter's tapeqty 12
- Table filmqty 12
- Drying racksqty 6
- Cloths for brushesqty 50
Registration
- Participant labelsqty 60
- Race numbersqty 60
- Pensqty 30
- Clipboardsqty 10
- Evaluation formsqty 15
- Certificatesqty 10
Decorations
- Welcome sign
- Directional signsqty 6
- Prize tablecloth
Tableware
- Reusable cupsqty 80
- Platesqty 60
- Cutlery setsqty 60
- Serving traysqty 8
Cleaning
- Bucketsqty 4
- Spongesqty 10
- Hand broomsqty 3
- Trash bag holdersqty 6
Catering
- Groceries
Tips
- Set the competition format and judging rules before sending invitations. Include the time limit, permitted materials, judging criteria and how ties will be handled so participants know what to expect.
- Open registration early enough to collect dietary requirements and prepare the participant list. Close registration several days before the contest so labels, race numbers, catering and certificates match the final numbers.
- Plan one painting station per participant and leave room for chairs, easels and drying racks. Painter’s tape, table film, cloths and waste bins are often forgotten until paint is already being used.
- Test lighting, extension cords and power strips before participants arrive. Battery lamps provide backup where easels or registration tables are not close to a power outlet.
- Finish the room setup before registration opens: arrange tables and chairs, prepare the registration desk, chill drinks and place supplies at each station. Keep evaluation forms and certificates with the judges rather than at the welcome desk.
Frequently asked questions
- How early should I start planning a painting contest?
- Start at least 6 to 8 weeks before the contest. Use the first 2 weeks to confirm the concept, venue, date, rules and judges, then allow another 3 to 4 weeks for invitations, registrations, supplies and catering.
- How many painting supplies do I need per participant?
- Prepare one canvas, apron, pencil, eraser, sharpener, brush set, mixing palette and water cup per participant. Add at least 10% spare items, so a contest with 30 painters should have supplies for 33 people.
- When should registration close for a painting contest?
- Close registration 5 to 7 days before the event. That gives you time to check the participant list, prepare labels and race numbers, confirm dietary requirements and adjust the catering order.
- How long does painting contest setup take?
- Allow 2 to 3 hours for setup before participants arrive. This covers tables, chairs, easels, painting stations, the registration desk, supplies, drying racks, lighting and a final power check.
Start this plan in Lizzt
Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.
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