Painting Contest Shopping List

A painting contest needs more than canvases and paint. Plan one complete workstation per participant, plus registration materials, judging forms, drying space and enough protective supplies for messy tables. This shopping list helps you work out quantities before the event, including drinks, lighting and power equipment. Buy or borrow the items early enough to test the setup and replace anything missing before participants arrive.

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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
- Coffee - 4 packs
- Tea - 3 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Sparkling water - 8 bottles
- Still water - 12 bottles
- Apple juice - 6 packs
- Lemons - 12 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Snack mix - 4 bags
- Crackers - 6 packs
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Grapes - 5 kilos
- Apples - 50 pieces
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 kilos
- Mini carrots - 3 kilos
- Herb cheese - 4 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Gluten-free crackers - 2 packs
- Vegan spreads - 2 packs
- Ice cubes - 10 kilos
- Stirrers - 100 pieces
- Paper napkins - 200 pieces
- Paper towels - 6 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Toilet paper - 24 rolls

Tips

Prepare one canvas, one acrylic paint set, one brush set, one mixing palette and one water cup per participant. Add at least 10% extra canvases, brushes and cups for damaged or misplaced supplies.
Allow one apron per participant and cover every painting table with table film. Keep painter’s tape and brush cloths available at each station instead of leaving cleanup until the end.
Print one participant label and one race number for every entrant, then prepare at least 10% extra. Bring one pen and clipboard for every registration volunteer so check-in does not form a queue.
Use one evaluation form per judge for each participant, plus a few spare copies. Order certificates and prizes before the registration deadline, because late entries can change the final quantity.
Give the venue setup enough power and light: count extension cords and power strips by station, and keep battery lamps as backup. Chill drinks in the coolers before registration opens and place waste bins where paint and disposable materials are used.

Frequently asked questions

How many painting supplies do I need per participant?: Plan one canvas, acrylic paint set, brush set, mixing palette and water cup per participant. Add 10% extra for damaged supplies or last-minute registrations.
How many aprons should I buy for a painting contest?: Buy one apron per participant, plus at least 10% extra if the event includes children or longer painting sessions. Keep painter’s tape and table film available for protecting clothing and surfaces.
When should I order prizes and certificates?: Order them at least two weeks before the event, or before the registration deadline if you expect the participant count to change. This leaves time to correct names and quantities.
How many registration materials are needed?: Prepare one label, race number and evaluation record for every participant, with 10% spare copies. Provide one clipboard and pen per registration volunteer and print extra forms for corrections.

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